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CONSIDERATION OF REQUEST FOR PROPOSAL NO. RFP-1314-34, CONTRACT NO. K-1314-109 WITH Z-FLOOR COMPANY, LTD., IN THE AMOUNT OF $67,620; PERFORMANCE BOND NO. B-1314-61; STATUTORY BOND NO. B-1314-62; MAINTENANCE BOND NO. MB-1314-64; AND PROJECT AGENT RESOLUTION NO. R-1314-86 FOR THE 12TH AVENUE RECREATION CENTER GYM FLOOR REPLACEMENT PROJECT.
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BACKGROUND: Since 1975, the Parks and Recreation Department has operated the 12th Avenue Recreation Center. Over the years, this facility has been home to numerous sports leagues and after school programs, as well as sports camps, summer camps, special events and open gym hours. The facility includes a basketball gymnasium with portable bleachers, a gymnastics room, a large multi-purpose room, a smaller game room, office space, restrooms and various equipment storage areas. The gymnasium currently has a Vinyl Composition Tile (VCT) floor which has been in place for decades. Over time, there have been hundreds of adult basketball league games, volleyball leagues and countless rentals for dances, receptions, and parties. The current floor has been worn to the point of needing replacement. After replacing the floors earlier this year at the Whittier and Irving Recreation Centers, staff determined that the best option for the new gym flooring would be to overlay the existing VCT floor with a rolled rubber flooring system as was done at the other facilities. Similar floors are the standard in new school and recreation facility gymnasiums in Norman, Oklahoma City and other locations in the state.
The chosen contractor will work with Parks and Recreation staff to complete the floor replacements before the summer months when there are all-day summer camp activities at the site. Work will be scheduled to occur between spring break and the summer camp session, when there are no nighttime adult league programs scheduled. Based on the process observed to install the floors at Irving and Whittier, staff is confident that the regular after school activities at 12th Avenue will be able to continue while the new floor is installed. Any daily activity at the Recreation Center will be adjusted as needed to make sure the work is done in a manner to cause the least disruption to gym users.
DISCUSSION: On 18 and 25 October 2013, Request for Proposal No. RFP-1314-34 for the 12th Avenue Recreation Centers Gym Floor Replacement Project was advertised in the Norman Transcript, Reid Construction Data, Dodge Report, Bid News, i-SquareFoot, and on e-plan. Proposals were distributed to five contractors, four of whom responded with complete proposals.
The lowest and best proposal to meet specifications was received from Z-Floor Co., Ltd. (Z-Floor). The proposals were evaluated based on the total cost of the project as specified in the RFP. Some bidders offered other types of floors such as poured-in-place rubber and wood floors; however staff determined that the most economical choice would be the rolled rubber flooring, based on the product lifespan and replacement and maintenance costs. The bids were submitted as a lump sum cost for a rolled rubber floor spanning from wall to wall in each direction in the gym. The base bid from Z-Floor was for a total cost of $84,113. The project budget is $96,000.
Upon further evaluation of the existing floor condition and gym orientation, staff determined that it would be more cost effective to overlay only that area of the floor being used as the basketball courts with the new rubber flooring and then replace the floor around the courts with a new VCT tile by a local contractor prior to overlaying the sports courts with the rubber floor. This way, the transition area between the sports courts and the rest of the gym can be more clearly defined and any slab imperfections and tile replacements in the gym floor can also be addressed prior to the new rubber floor installation. The VCT tile contractor will remove the old tile, repair the concrete slab below as-needed and place a new tile surface and cove base/mop edge on all areas of the gym that are not being used for sports activities. This reduced the square footage for the rubber floor significantly, and the revised cost from Z-Floor is $67,620. Initial estimates for the tile replacement around the perimeter of the courts have come in at around $8,000. All of this is well within the $96,000 project budget.
Staff recommends that the contract be awarded to Z-Floor, in the amount of $67,620 as the lowest and best proposal to meet specifications for the 12th Avenue Recreation Center Gym Floor Replacement Project.
RECOMMENDATION NO.1: It is recommended that City Council accept Request for Proposal No. RFP-1314-34 for the 12th Avenue Recreation Center Gym Floor Replacement Project from Z-Floor Company, Ltd., in the amount of $67,620 for the Parks and Recreation Department. Funding is available in Project No. EF0164, 12th Avenue Recreation Center Gym Floor Replacement Project, Construction (050-9677-419.61-01). The estimated budget is $96,000.
RECOMMENDATION NO.2: It is further recommended that Contract No. K-1314-109, Performance Bond No. B-1314-61, Statutory Bond No. B-1314-62, and Maintenance Bond No. MB-1314-64 be approved.
RECOMMENDATION NO.3: It is further recommended that Z-Floor Co., Ltd. be authorized and appointed as project agent for the 12th Avenue Recreation Center Gym Floor Replacement Project by Resolution No. R-1314-86.