Title
Civic Center Carpet and Flooring Replacement Project
History
Guided by the 2022 "Facilities Condition Assessment", the Public Works Department has been working on carpeting and flooring replacement projects at various Village buildings, including the Orland Park Health and Fitness Center, SportsPlex, Public Works, and Village Hall. Public Works has worked with Midway Flooring, Inc., who participate in Sourcewell Cooperative Purchasing program, on many of these flooring projects. On all accounts, the staff from Midway Flooring have provided excellent customer service and high quality installation services.
As such, Public Works requested a proposal from Midway Flooring, Inc. to complete flooring and carpeting replacements at the Civic Center. The scope of work includes the removal and replacement of existing vinyl flooring in the Main Exhibition Hall, as well as all carpet tiles throughout the building, and the removal of Exhibition Hall floor outlet covers. Floor outlets will be de-energized by a separate contractor. The proposal included the installation of flooring in the Annex and 2nd Kitchen, however those areas will be address at a later date to avoid going over budget on this project.
As there are many events scheduled at the Civic Center on a weekly basis, Midway Flooring has also agreed to work within a limited timeframe for the completion of this project. Project completion is anticipated in November 2024. Because of this limited timeframe, other local vendors couldn’t match the labor requirement or pricing.
The proposal submitted by Midway Flooring (JE002857-004) is based on pricing from Sourcewell Contract #080819, at a price of $118,271.96. A plan showing the location of carpet and flooring replacement areas is attached for reference. A summary of the proposal prices is provided below:
Based on the provided co-op (Sourcewell) proposal price and company qualifications, staff recommends approving the proposal from Midway Flooring for $118,271.96. A 5% contingency of $5,913.60 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, for a total contract price not to exceed $124,185.56.
Financial Impact
Funding in the amount of $140,000.00 was budgeted for this project in FY2024 in account 1008010-570100.
Recommended Action/Motion
I move to approve the use of Sourcewell Contract #080819;
AND
Approve the sole source proposal from Midway Flooring, Inc. for the installation of new flooring at the Civic Center for a total amount not to exceed $124,185.56 ($118,271.96 plus a contingency of $5,913.60);
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.