Title
Consider a memorandum/resolution authorizing the purchase of replacement carpet at the Killeen Civic and Conference Center from McCoy Rockford a reseller of J & J Flooring and EF Contract Engineered Floors LLC, in an amount not to exceed $263,392.05.
Summary
DATE: December 5, 2023
TO: Kent Cagle, City Manager
FROM: Tiffanie McNair, Executive Director of Community Development
SUBJECT: KCCC Carpet Replacement
BACKGROUND AND FINDINGS:
The type of carpet installed at the Killeen Civic and Conference Center is not rated for high traffic impact. The carpeting is showing excessive stains, wear, and tear across the entire facility. Stains are embedded and do not come out, even with professional steaming. Flooring needs to be replaced to bring the building up to the standards required by the type of customers we currently attract and those we anticipate attracting. Staff received two quotes and selected McCoy Rockford a reseller of J & J Flooring and EF Contract Engineered Floors LLC via the TIPS USA Contract #20110201. There are sufficient funds in the HOT balance to cover this project.
THE ALTERNATIVES CONSIDERED:
1. Do not approve the purchase of replacement carpet.
2. Approve the purchase of replacement carpet from another vendor.
3. Approve the purchase of replacement carpet from McCoy Rockford a reseller of J & J Flooring and EF Contract Engineered Floors LLC, in the amount of $263,392.05.
Which alternative is recommended? Why?
Staff recommends alternative 3, acceptance of the quote from McCoy Rockford a reseller of J & J Flooring and EF Contract Engineered Floors LLC, in the amount of $263,392.05. Staff found J & J Flooring to be responsive and below the estimated cost for carpet replacement budgeted in FY 2024.
CONFORMITY TO CITY POLICY:
Yes, McCoy Rockford a reseller of J & J Flooring and EF Contract Engineered Floors LLC, is a part of the TIPS purchasing cooperative contract, #20110201. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in the Texas Local Government Code (TLGC) section 271.102, subchapter F; local government that purchases goods or services under subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The amount of the expenditure is $263,392.05 is in FY 2024. No expenses are expected for this project in future fiscal years.
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted?
Yes , funds are available in the Hotel Occupancy Fund Conference Center account 214-0705-457.42-10.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends the City Council authorize the purchase of the replacement carpet at the Killeen Civic and Conference Center from McCoy Rockford a reseller of J & J Flooring and EF Contract Engineered Floors LLC, in an amount not to exceed $263,392.05.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Contact Verification Form
Certificate of Interested Parties
Presentation