Item 4DCITY OF
SOUTHLAKI
MEMORANDUM
(August 5, 2014)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Item 41)
Subject: Ratify expenditures with Empire Today, LLC. in the amount of
$64,524.04.
Action
Requested: Ratify expenditures with Empire Today, LLC, in the amount of
$64,524.04.
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 in Town Hall in areas with excessive wear due to high traffic.
The existing carpet is original to the building and is approximately
14 years old. In the previous fiscal year, the worn carpet in the 3rd
floor training rooms and common areas was replaced with new
carpet. In FY14, with budgeted funds, certain areas will be replaced
including the Executive Conference Room, City Secretary's Office,
City Manager's Office, Utility Billing Lobby, and Building Services
Office. This carpet is on order and is scheduled to be installed
before the end of the fiscal year.
As part of the FY 2014 renovations in the City Secretary's Office to
create a much needed reception area, the carpet will be replaced
upon completion of the construction of walls and custom counter,
and painting. Since this carpeting is being replaced along with that
in the Executive Conference room as part of the Council approved
Town Hall Improvements, it made sense to proceed with ordering
new carpet for the Council Chambers to match. At the request of
the City Manager's Office, the Council Chambers carpet was
ordered as well. This way the adjacent areas in the southeast
section of the Town Hall second floor will be completed
consecutively.
Due to the 8 week lead time for the product coming from Georgia,
plus the 2-3 week installation time for the aforementioned areas,
Item 41)
staff proceeded with ordering the carpet to ensure that the carpet
will be received in FY 14 and purchased with available funds in the
Town Hall Maintenance account.
Financial
Considerations: Prior to ordering the carpet for the Council Chambers, total
expenditures with Empire Today, LLC, totaled $51,190.49. The
purchase and installation of the carpet for the Council Chambers
costs $13,333.55. With this purchase, the total expenditures with
Empire Today, LLC, total $64,524.04, and are in excess of the
$50,000 limit requiring Council authorization. Therefore, staff
requests that Council ratify the total year-to-date spent with Empire
Today, LLC.
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 ratification.
Supporting
Documents: N/A
Staff
Recommendation: Ratify expenditures with Empire Today, LLC, in the amount of
$64,524.04.
Staff Contact: Robert H. Price, P.E., Public Works Director
Cristina McMurray, C.P.M, Business Manager— Public Works