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HomeMy WebLinkAboutHA38670A-C FY 19-20 Purchase Materials-Supplies-AppliancesSTAFF REPORT PALM DESERT HOUSING AUTHORITY HOUSING DEPARTMENT MEETING DATE: May 23, 2019 PREPARED BY: Jessica Gonzales, Senior Management Anal r 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 FY 2019/2020 Recommendation By Minute Motion, that the Authority Board, 1) Authorize the use of Lowe's Home Centers, Inc., Contract No. HA38670A 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 2019/2020 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. HA 38670E 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 2019/2020 in an amount not to exceed $45,000; and 3) Authorize the use of HD Supply Facilities Maintenance, Contract No. HA 38670C 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 2019/2020 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 2019/2020 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 8, 2019. Upon request, a verbal report will be provided at the Authority's regular meeting of May 23, 2019. May 23, 2019 — STAFF REPORT Housing Authority — FY 2019/2020 Lowe's, Home Depot & HD NTE Page 2 of 3 Strategic 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 2019/2020. 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 2019/2020 fiscal year through a government purchasing cooperative contract (Omnia Partners, includes National IPA and U.S. Communities ("Omnia Partners")). 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) of the Municipal Code, 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 May 23, 2019 — STAFF REPORT Housing Authority — FY 2019/2020 Lowe's, Home Depot & HD NTE Page 3 of 3 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, haul away and recycle 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. Supplies when possible 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 2019/2020. 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 I DEPT. REVIEW FINANCIAL CITY MANAGER REVIEW N/A`��`' Robert W. Hargreaves TJaet Moore '�Jaret Moore Lauri Aylaian­� City Attorney Director of Finance Director of Finance City Manager ATTACHMENTS: Lowe's Home Centers, Inc. Participation Letter (dated April24,2019) Home Depot U.S.A., Inc. Participation Letter (dated April 24, 2019) HD Supply Facilities Maintenance Participation Letter (dated April 18, 2019) Gonzales, Jessica From: Sent: To: Subject: Teresa Vakili <TeresaVakili@rpmcompany.com> Thursday, March 07, 2019 12:33 PM Gonzales, Jessica FW: Welcome to OMNIA Partners! From: Sip Phommavixai <sip@omniapartners.com> Sent: Thursday, March 7, 2019 11:36 AM To: Teresa Vakili <TeresaVakili@rpmcompany.com>; lee.mangum@lowes.com Cc: Sarah Moncure-Wilson <sarah.wilson@omniapartners.com> Subject: Welcome to OMNIA Partners! Welcome to OMNIA Partners' a m 4t 0 A Alk 4aw +-NATICINAl PA .t iy I'.it'1 . ,t.. Email not displaying correctly? View it in vour browser. US.COMMUNITIFs Your registration has been received and processed by OMNIA Partners! Participant Organization: Palm Desert Housing Authority Your Participating Agency Number: 5094991 Palm Desert Housing Authority is now eligible to access and utilize all the competitively solicited and publicly awarded agreements available through National IPA. In addition to the National IPA contracts, your registration also provides access to the U.S. Communities portfolio of contracts. National IPA and U.S. Communities are now part of OMNIA Partners. 1 Your OMNIA Partners Regional Manager is: Sarah Moncure-Wilson Regional Manager, Southern California 562-221-7563 Cell sarah.wilson@omnianartners.com Thank you, Sip Phommavixai Membership Specialist OMNIA Partners 615-433-6609 Office PLEASE NOTE NEW EMAIL ADDRESS: sip @ om niapartners.com 0 \A \11A P A R T N E R S www.omniapartners.com This email may contain privileged and confidential information and is meant only for the use of the specific intended addressee(s). Your receipt is not intended to waive any applicable privilege. If you believe you have received this email in error, please delete it and immediately notify the sender by separate email. To Whom It May Concern, 4/24/2019 This statement is intended to verify that the Palm Desert Housing Authority is a user of US Communities contract #11019. This contract is a competitively bid contract making every purchase made with Home Depot contract compliant by the state of California and its governing statutes State Statutes and contracts are found at; 1. http://www.uscommunities.org/resources/state-statutes/ca/ 2. http://www.uscommunities.org/suppliers/the-home-depot/the-home-depot-contract/ Thank you, Jacob Lever Pro Account Representative Cell: (951) 296-8446 Efax: (877) 959-0847 The Home Depot 13800 West Chapman Avenue) Orange, CA 92868 Jacob_h_lever @homedepot.com U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE DocuSign Envelope ID: F8FF07CF-CC6B-4BOC-AC00-5697C66B15B5 :•rs8UPPLY. FACILITIES MAINTENANCE 3400 Cumberland Blvd. Atlanta, GA 30339 www.hdsuoDIvsolutions.com April 18, 2019 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 US Communities) Contract #16154 with HD Supply Facilities Maintenance, Ltd. Regards, EDo�d by: DC4874DE5E694A4. Hussene Youssouf Contracts Manager O: (770) 852-9531 E: Hussene.Youssouf@hdsupply.com Copyright © HD Supply, Inc. 2018. This document contains proprietary and confidential Information and is not to be disseminated, published or distributed without the express written consent of HD Supply, Inc. All rights reserved.