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Home My WebLink AboutHA40040A-C - FY 20-21 Materials-Supplies-Applicances for PDHA Properties:ks STAFF REPORT PALM DESERT HOUSING AUTHORITY HOUSING DEPARTMENT MEETING DATE: May 28, 2020 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 Properties ("Authority") for FY 2020/2021 Recommendation By Minute Motion, that the Authority Board, 1) Authorize the use of Lowe's Home Centers, Inc., Contract No.HA40040A 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 2020/2021 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. HA40040B 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 2020/2021 in an amount not to exceed $45,000; and 3) Authorize the use of HD Supply Facilities Maintenance, Contract No.HA40040C 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 2020/2021 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 they are removed from the properties. Monies have been included in the FY 2020/2021 proposed Palm Desert Housing Authority's operating budget, in the appropriate Authority account. Housinq Commission Recommendation The Housing Commission will receive and file the Authority Board's recommendation on this request once meetings can reasonably resume. May 28, 2020 — STAFF REPORT Housing Authority — FY 2020/2021 Lowe's, Home Depot & HD NTE Page 2 of 6 Strateqic Plan This request does not apply to a specific strategic plan goal. Executive Summary Each fiscal year the Palm Desert Housing Authority ("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 2020/2021. 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 Analvsis 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 at an accelerated efficiency, the Authority would like to use Lowe's, Home Depot and HD as vendors during the 2020/2021 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 miscellaneous maintenance, repair and operating supplies. 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), May 28, 2020 — STAFF REPORT Housing Authority — FY 2020/2021 Lowe's, Home Depot & HD NTE Page 3 of 6 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 that are 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 being 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 2020/2021. Fiscal Analvsis 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 REVIEW ASSISTANT CITY MANAGER aK S.. // N/A te_#LdY&Irve '''m "10101-o 001nds (flteetine Robert W. Hargreaves Ryan Stendell Janet Moore g Director of CommunityAndy Firestine City Attorney Director of Finance Development Assistant City Manager City Manager, Lauri Aylaian: 29 ATTACHMENTS: Lowe's Home Centers, Inc. Participation Letter (dated February 25, 2020) Home Depot U.S.A., Inc. Participation Letter (dated November 21, 2019) HD Supply Facilities Maintenance Participation Letter (dated April 27,20) May 28, 2020 — STAFF REPORT Housing Authority — FY 2020/2021 Lowe's, Home Depot & HD NTE Page 4 of 6 DocuSgn Envelope ID: 89DA5148-EDE4-4C7E-BD07-3DE621E57F53 region��t. February 25, 2020 Mr. Scott Matthews VP Pro Sales I,owe's Home Centers, LLC 1000 Lowe's Blvd Mooresville, NC 28117 Scott. matthews@l owes. coin Re: Award of Contract #R 192006 Dear Mr. Matthews: Per official action taken by the Board of Directors of Region 4 Education Service Center on February 25, 2020, we are pleased to announce that after successful negotiated terms and conditions, Lowe's Home Centers, LLC has been awarded an annual contract for the following, based on the sealed proposal (RFP419-20) submitted on December 9, 2019: Commodity/Service Suua6er Maintenance, Repair and Operations (MRO Lowe's Home Centers, LLC Supplies & Related Services This contract is effective April 1, 2020 and will expire on March 31, 2023. As indicated above, your contract 4 is R 192006 This contract may be renewed annually for an additional two (2) years if mutually agreed upon by Region 4 ESC%OMNIA Partners, Public Sector and Lowe's Home Centers, LLC. Your participation in the proposal process is appreciated and we look forward to a successful partnership. Please feel free to provide copies of this letter to your sales representative(s) to assist in their daily course of business. If you have any questions, please contact Deborah Bushnell, the Contract Manager assigned to your contract, at (713) 554-7348 or Deborah.buslmell@omniapartners.com. Sincerely, EDMUSI e by, OB} D33BBO13W 90.. Robert Zingelmann Chief Financial Officer, Finance and Operations Services It, gi.,11iIJuatitu4n'ial,nt,t•71isWo(*hd,%,IIRoad- Ihm,u,u.f I'6�nt�:-1 1. ih2.--ttK• I.a: -I {.-�5 t.i,5{ {•1��...� �.n�t I'ani WA,. F&D.. I x—tttj , Dtr,u,-t May 28, 2020 — STAFF REPORT Housing Authority — FY 2020/2021 Lowe's, Home Depot & HD NTE Page 5 of 6 SERIAL 16154 RFP MAINTENANCE, REPAIR, OPERATING SUPPLIES, INDUSTRIAL SUPPLIES, AND RELATED PRODUCTS AND SERVICES (U.S. Communities) Contract - Home Depot U.S.A., Inc. DATE OF LAST REVISION: November2l, 2019 CONTRACT END DATE: Decevber3l, 2026 CONTRACT PERIOD THROUGH DECEMBER31,20,4-20M TO: All Departments FROM: Office of Pro cur em ert S ervic e s SUBJECT: Cortractfor MAINTENANCE, REPAIR, OPERATING SUPPLIES, INDUSTRIAL SUPPLIES, AND RELATED PRODUCTS AND SERVICES Attached to this letter is published an effective purchasingcor&actfor products and/or services to be supplied to MaricopaCou 2yactivitiesasawardedbyManicopaCounyonJanuary11,2017(Eff.02lO1/1'). All purchases of products and/or services listed on the attached pages of this letter are to be obtained fram the vendor holding the corrtract. Individuals are responsible to the vendor for purchases made outside of contracts. The cortr act p eriod is indicated above. 7 Kevin Tyne, Chief Procurement Officer C7Pfice. of Procurement Services SA/mm Attach Copy to: Office of Procurement Services Erick Bbie, F aciliti es M anagem end. Beth C resmun, Facilities Managem end. May 28, 2020 — STAFF REPORT Housing Authority — FY 2020/2021 Lowe's, Home Depot & HD NTE Page 6 of 6 DocuSign Envelope ID. 859CCF5B-15CA-40D9-AC47-16676BAD87E9 - -"!SUPPLY FACILITIES MAINTENANCE 3400 Cumberland Blvd. Atlarta, OA 30339 wwev.htlsuoolvsotutions cam April 27, 2020 To Whom It May Concern: This letter will serve as confirmation that, as of this date, Palm Desert Housing Authority is currently participating in the Omnia Partners (formerly U.S. Communities) Contract 416154 with HD Supply Facilities Maintenance, Ltd. Regards, FDoaut3gned In: e21 PV7DeC42431. Sheila Schnellenberger Vice President, Sales O: (703) 629-7574 Sheila.Schnellenberger@hdsupply.com Copyright ®HD Supply, Inc 2018 This document contains proprietary and confidential Information and is not to be disseminated, published or distributed Whout the express wtten consert of HD Supply, Inc AA rights reserved