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