Item 4C MemoCITY OF
SOUTHLAKI
MEMORANDUM
(October 7, 2014)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Item 4C
Subject: Authorize expenditures with Empire Today, LLC. in an amount
not to exceed $150,000.
Action
Requested: Authorize expenditures with Empire Today, LLC, in an amount not
to exceed $150,000.
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
14 years old. In the previous fiscal year, the worn carpet in the
Council Chambers, Executive Conference Room, City Manager's
Office, City Secretary's Office, and Building Inspections' suite was
replaced with new carpet. This completed the replacement of carpet
nd
on the entire east side of the 2 floor of Town Hall.
As part of the FY 2015 budget, City Council authorized funds in the
Town Hall maintenance account for the installation of new carpeting
in remaining areas on the 2nd and 4th floors. Re -carpeting of the 4th
floor will be completed first. The remaining areas on the 4th floor
include the Finance department, meeting rooms and common
areas, Tarrant County Commissioner's Office, Library
Administration, and Building Inspectors' Office. The west side of the
2nd floor will be completed later in the fiscal year.
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.
Item 4C
Financial
Considerations: Funding for new carpet on the 2nd and 4t" floors of Town Hall was
authorized by City Council in the FY15 budget in an amount of
$100,000. Per the Inter -local Agreement with Tarrant County dated
August 26, 2003, the County shall pay their pro-rata share of this
maintenance expense.
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 $150,000 in expenditures with Empire
Today LLC in the event that carpeting needs to be replaced
elsewhere due to damage. Staff will also be requesting funds in the
FY16 budget for completing the carpet installation in the remaining
areas on the 3rd floor of Town Hall.
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 $150,000.
Staff Contact: Robert H. Price, P.E., Public Works Director
Cristina McMurray, C.P.M, Business Manager— Public Works