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Home My WebLink About15 HA41460A-C PDHA Vendor List STAFF REPORT PALM DESERT HOUSING AUTHORITY HOUSING DEPARTMENT MEETING DATE: May 13, 2021 PREPARED BY: Jessica Gonzales, Senior Management Analyst REQUEST: Authorize the use of Lowe’s Home Centers, Inc., Home Depot U.S.A., Inc., and HD Supply Facilities Maintenance for Purchase of Materials, Supplies and Appliances for Palm Desert Housing Authority (“Authority”) Properties for FY 2021/2022. ______________________________________________________________________ Recommendation By Minute Motion, that the Authority Board, 1) Authorize the use of Lowe’s Home Centers, Inc., Contract No.HA41460A for the purchase of materials, supplies and appliances pursuant to Section 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, for FY 2021/2022 in an amount not to exceed $220,000 (includes approximately $115,000 for the purchase of appliances and approximately $105,000 for materials and supplies); and 2) Authorize the use of Home Depot U.S.A., Inc. Contract No. HA41460B for the purchase of materials and supplies pursuant to Section 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, for FY 2021/2022 in an amount not to exceed $45,000; and 3) Authorize the use of HD Supply Facilities Maintenance, Contract No. HA41460C for the purchase of materials and supplies pursuant to Section 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, for FY 2021/2022 in an amount not to exceed $210,000; and 4) Authorize the disposal and recycling of inefficient, damaged, obsolete and non-functioning appliances as appropriate in accordance with EPA standards and declare as surplus at the time of removal from the properties. Monies have been included in the FY 2021/2022 proposed Palm Desert Housing Authority’s operating budget, in the appropriate Authority account. Housing Commission Recommendation The Housing Commission will review this recommendation at its regular meeting of May 5, 2021. Upon request, a verbal report will be provided at the Authority’s regular meeting of May 13, 2021. May 13, 2021 – STAFF REPORT Housing Authority – FY 2021/2022 Lowe’s, Home Depot & HD NTE Page 2 of 5 Strategic Plan This request does not apply to a specific strategic plan goal. Executive Summary Each fiscal year the Authority replaces inefficient, damaged, obsolete or non-functioning appliances and materials throughout all Authority owned residential rental properties from several different suppliers (“Vendors”). The Authority would like to use Lowe’s Home Centers, Inc. (“Lowe’s”), Home Depot U.S.A., Inc. (“Home Depot”) and HD Supply Facilities Maintenance (“HD”) as vendors through a government purchasing cooperative contract for the purchase of materials, supplies and appliances for the Authority owned residential rental properties (“Properties”) for FY 2021/2022. Staff is requesting authorization to use the named vendors to facilitate the continued routine, recurring maintenance at the Properties for the purchase of materials, supplies and appliances as follows: $220,000 for Lowe’s, $45,000 for Home Depot, and $210,000 for HD. Background Analysis The Authority owns and operates approximately 1,100 residential rental units. Annually the Authority purchases varying materials, supplies and appliances for the Authority owned residential rental properties from local vendors. To assist the Authority’s contracted Management Company, RPM Company, to purchase routine and recurring items from these vendors expeditiously and efficiently, the Authority would like to use Lowe’s, Home Depot and HD as vendors during the 2021/2022 fiscal year through a government purchasing cooperative contract, “Omnia Partners,” which includes the Region 4 Education Service Center, National IPA and U.S. Communities. The named vendors have been utilized by RPM for the purchase of varying items such as cabinets, countertops, garbage disposals, light fixtures, paint, building materials, some flooring, A/C compressors, plumbing supplies, plumbing parts (toilet seats, stoppers, faucet spouts, etc.), hardware, bathroom fixtures (toilets, sinks, vanities, medicine cabinets), janitorial supplies (gloves, vacuum bags, cleaners, etc.), light bulbs, thermostat controls, A/C filters, general building items, hand held general purpose tools, varying appliances (including but not limited to refrigerators with freezer, microwaves, freestanding ranges, range hoods, dishwashers and other appliance accessories), and any other necessary miscellaneous maintenance, repair and operating supplies. Staff is requesting authorization to use the named vendors for the purchase of materials, supplies and appliances as follows: $220,000 for Lowe’s, $45,000 for Home Depot, and $210,000 for HD. The not to exceed amounts established and being requested for each respective vendor is based on actual expenditures purchased in the previous fiscal year. With Lowes and HD established at higher amounts for the twelve (12) month period due to the nature of purchases from these two vendors, specifically appliances and more industry specific items for apartments. May 13, 2021 – STAFF REPORT Housing Authority – FY 2021/2022 Lowe’s, Home Depot & HD NTE Page 3 of 5 Under the provisions set forth in the City of Palm Desert Municipal Code, Section 3.30.160(L), the Authority may obtain routine and recurring services, supplies, and maintenance by adopting a procedure approved by the Executive Director/City Manager. The materials, supplies and appliances solicited from the named vendors have been accepted as purchases for continued routine and recurring maintenance. Further, the provisions of the City of Palm Desert Municipal Code Section 3.30.160(E), allows the Authority to participate as a government entity with Omnia Partners under their cooperative pricing for purchases through the named vendors. The named vendors have confirmed they will provide, to the Authority, as a participating entity, Omnia Partners contract terms, products, product warranty, services and pricing. Any increases in the pricing of materials, supplies and appliances will be pursuant to the terms and prices of the government purchasing cooperative contract. The procurement of appliances from the named vendors includes delivery and whenever appropriate, the removal and recycling of old appliances. The condition of the appliances to be hauled away may range from non-functioning to non-efficient or obsolete to repair. Staff is requesting authorization to dispose of or recycle all appliances removed from the Properties in accordance with Environmental Protection Agency (EPA) standards for responsible appliance disposal at the appropriate recycling centers. Any appliances not eligible to be dispose of or recycled as part of the purchase of a new appliance through the named vendors, the Authority will dispose of or recycle in accordance with EPA standards. Such disposed of or recycled inefficient, damaged, obsolete and non-functioning appliances are hereby declared as surplus at the time they are removed from the Properties. When possible, supplies are procured from the local Palm Desert location for the desired supplies and services. Staff recommends approval of this request to facilitate the continued routine, recurring maintenance at the Properties for the fiscal year 2021/2022. May 13 , 2021 -STAFF REPORT Housing Authority -FY 2021/2022 Lowe 's , Home Depot & HD NTE Page 4 of 5 Fiscal Analysis Approval of staff's recommendation would result in an amount not to exceed for the named vendors to facilitate the continued routine , recurring maintenance at the Properties for the purchase of materials , supplies and appliances as follows: $220 ,000 for Lowe 's , $45,000 for Home Depot , and $210 ,000 for HD . LEGAL REVIEW DEPT. REVIEW FINANCIAL ASSISTANT CITY REVIEW MANAGER N/A &It«, eeja 9~e::r "111. "11100,z,e, .JI.nay J"ir es tine Eric Ceja Janet M . Moore Andy Firestine Special Counsel to Interim Director of Director of Finance Ass istant City the Authority Development Services Manager Executive Director, L. Todd Hileman : L . T ocici HHe V1A.G1111, ATTACHMENTS : Omnia Partners Participation Letter {dated April 26 , 2021 ) (5-0) A ppnwect BY HOUSING AUTHORITY ON S -13-U)q_,I VERIFIED BY: M6 ,5 / s YS I Original on file with City Clerk's Office /\"I ts : _\,\ctrni f'.-, JDhvtlhPln, N-eSflu1de, ()i1hiltn11l1 1 ..i-r-elly \'J~~S : N DY)e May 13, 2021 – STAFF REPORT Housing Authority – FY 2021/2022 Lowe’s, Home Depot & HD NTE Page 5 of 5