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Item 4F[Type text] Item 4F M E M O R A N D U M (October 6, 2015) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Authorize expenditures with Empire Today, LLC. in an amount not to exceed $100,000 Action Requested: Authorize expenditures with Empire Today, LLC, in an amount not to exceed $100,000. Background Information: The Facilities division is responsible for the maintenance of all City facilities, and is tasked with keeping these buildings in good working condition, and aesthetically pleasing for public use and enjoyment. As such, the Facilities division is working to replace the carpet throughout Town Hall which is worn due to high traffic. The existing carpet is original to the building and is approximately 15 years old. In the previous fiscal years, the worn carpet in the Council Chambers, Executive Conference Room, City Manager’s Office, City Secretary’s Office, Building Inspections’ suite, County Commissioner’s Office, Community Services, and Utility Billing was replaced with new carpet. This completed the replacement of carpet on the entire 2nd and 4th floors of Town Hall. As part of the FY 2016 budget, City Council authorized funds in the Town Hall maintenance account for the installation of new carpeting in the remaining areas on the 1st and 3rd floors. The remaining areas include Passports Office ($8,900), the 3rd Floor Constable’s Office ($7,650), the Reproduction Room ($3,700), PW/Planning/ED ($42,485), and Tarrant County Tax Office Suite 110 ($14,495). Due to the 8 – 10 week lead time for the carpet which is made to order in Georgia, staff plans to make a bulk purchase for the aforementioned areas. This will also ensure that the product is from the same lot and identical in color. Furthermore, the manufacturer has informed the city that they are discontinuing this pattern and color of carpet; therefore, this is the last opportunity to complete any remaining areas. Item 4F Financial Considerations: Funding for new carpet on the 1st and 3rd floors of Town Hall was authorized by City Council in the FY16 budget in an amount of $77,230. Per the Inter local Agreement with Tarrant County dated August 26, 2003, the County shall pay their pro-rata share of this maintenance expense. The County’s share to be reimbursed is $31,045. Additionally, Empire Today LLC is the supplier of choice for carpeting in all City buildings. Therefore, staff is requesting that City Council authorize up to $100,000 in expenditures with Empire Today LLC in the event that carpeting needs to be replaced elsewhere or in any other City building for any unforeseen circumstance. Strategic Link: The maintenance of the City’s building facilities links to the City’s strategy map relative to focus area of Infrastructure. The specific corporate objective that is met by this approval is investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: Yes Alternatives: The City Council may approve or deny this request. Supporting Documents: N/A Staff Recommendation: Authorize expenditures with Empire Today, LLC, in an amount not to exceed $100,000. Staff Contact: Robert H. Price, P.E., Public Works Director Cristina McMurray, C.P.M, Public Works Dep. Director/Operations