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HomeMy WebLinkAbout06-61 Resolution No. 06-61 RESOLUTION AUTHORIZING THE DISPOSITION OF SURPLUS RUBBER FLOORING TO THE ELGIN RECREATION CENTER WHEREAS, it is the opinion of the corporate authorities of the City of Elgin that certain rubber flooring located at the Hemmens Exhibition Hall is no longer necessary or useful to the City of Elgin and constitutes surplus materials; and WHEREAS, said rubber flooring is needed and useful to the Elgin Recreation Center. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that the City Manager is authorized and directed to donate and transfer all right, title,interest and possession of the surplus rubber flooring located at the Hemmens Exhibition Hall to the Elgin Recreation Center. s/Ed Schock Ed Schock, Mayor Presented: March 22, 2006 Adopted: March 22, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk F/Ci r , �`ci OF. ti Agenda Item No. I V,,,I i C ty of Elgin o gTEDFE„ ; L March 3, 2006 I TO: Mayor and Members of the City Council N FROM`. Olufemi Folarin, City Manager ANRECREATIONAL CULTURAL OPPORTUNITIES FOR ALL CITIZENS Randy Reopelle,Parks and Rec eation Director SUBJECT: Exception to the Procurement Ordinance —Donation of Surplus Rubber Flooring to The Elgin Recreation Center PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider a donation of surplus rubber flooring to The Elgin Recreation Center. RECOMMENDATION It is recommended that the City Council approve the donation of surplus rubber flooring to The Elgin Recreation Center. BACKGROUND The existing floor in the Hemmens Exhibition Hall, and other lower level areas, portions have been failing for some time, requiring patching which looks poor. In addition, exhibitors have complained about the floor being too hard to stand on for long periods of time. In August 2005, new rubber flooring was purchased in the amount of approximately$40,000 for these lower level areas. However, once it was installed it was discovered the new flooring was not well suited for some of the functions that take place in the Exhibition Hall and it did not perform as described by the manufacturer's representative and as understood by City Staff. Problems encountered were as follows: • Difficult to roll equipment: The floor pieces were set in place and inter-locked with each other, but not adhered to the floor. This caused the pieces to flex and bubble or pull up when heavy equipment was rolled over it. One of the chair carts was altered with larger wheels to reduce the problem, but that it was still difficult to move it across the floor. It was also discovered that renters of the Exhibit Hall had the same problem when moving their carts across the floor and they did not have the resources to switch to larger wheels. Rubber Flooring Donation to Elgin Recreation Center March 3, 2006 • Page 2 • Could not slide tables or chairs: Not being able to slide tables and chair across the surface would added significant time to set-ups and strikes. Even more of a problem was observed as patrons at a wedding reception could not push their chairs away from the tables. • Required renting a dance floor: Dancing on the rubber floor was extremely difficult, so for both of the receptions that were scheduled while the floor was in place. The Hemmens had to rent a portable dance floor($400 each time). Purchase of a portable dance floor of an appropriate size (and storage carts which are very difficult to roll) was estimated to be• approximately$7,000. • Difficult to Clean: The rubber surface was extremely difficult to clean. Brooms were ineffective and dust mops could not be used at all. The floor scrubber was slightly more effective,but stains from spilled food or drink still remained after cleaning. • Would not stay clean: Every shoeprint and wheel mark would show on the floor given the appearance of a poorly maintained surface even after it was just cleaned. After several events with this material on the floor it was determined that the rubber flooring caused more problems then it solved, so it was removed. The Elgin Recreation Center (ERC) has a fitness area that has recently been equipped with new weightlifting equipment made possible by city funding. This area is in need of new flooring material which the ERC was preparing to request funding from the City for purchasing of this exact type of flooring. The rubber flooring material that was removed from The Hemmens would be an ideal match for the needs at The Elgin Recreation Center. Under normal circumstances, efforts would be made to either return product to the manufacturer or if that was not feasible place the flooring in the City auction in attempt to sell the asset to recoup a larger percentage of the City's investment. However, the City is presented with an opportunity to assist our partner agency who is in dire need of this exact type of flooring. An exception to the City's procurement ordinance is necessary to complete this transaction. Finally, the City Manager's Office will not be recommending the purchase of new flooring for the Hemmens until such time when an acceptable type can be identified. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None 9,# _ . FINANCIAL IMPACT There is no financial transaction that will take place with the donation of this rubber flooring. Rubber Flooring Donation to Elgin Recreation Center March 3, 2006 Page 3 LEGAL IMPACT VAY/4e rubber flooring has a fair market value of more than $1,000, thus the proposed donation to the Elgin Recreation Center requires the City Council to the donation as an exception to the procurement ordinance. ALTERNATIVES 1. Donate the surplus rubber flooring to the Elgin Recreation Center. 2. Do not donate the surplus rubber flooring to the Elgin Recreation Center. Respectfully submitted for Council consideration. me