The URL can be used to link to this page

Home My WebLink AboutHA34820 - Floor Covering PDHA Rsdntl Rntl PropertiesContract No. HA34820 PALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: AUTHORIZE THE USE OF CURTIS ALLEN FLOOR COVERING, FOR PURPOSES OF PROCURING FLOOR COVERINGS AND RELATED SUPPLIES AND SERVICES FOR THE PALM DESERT HOUSING AUTHORITY OWNED RESIDENTIAL RENTAL PROPERTIES, FOR FY 2015/2016 IN AN AMOUNT NOT TO EXCEED $149,100.00 SUBMITTED BY: JANET M. MOORE, DIRECTOR OF HOUSING JESSICA GONZALES, MANAGEMENT ANALYST - HOUSING DATE: November 12, 2015 CONTENTS: Mohawk Letter Regarding Curtis Allen as Representative Mohawk Participation Letter Recommendation By Minute Motion, that the Authority Board, 1. Authorize the use of Curtis Allen Floor Coverings for the purpose of procuring floor coverings and related supplies, equipment and services under the National Joint Powers Alliance Agreement Contract No. 022712-MCD with Mohawk Carpet Distribution, Inc. for the Palm Desert Housing Authority owned residential rental properties pursuant to Section 3.30.260 of the Palm Desert Municipal Code, for FY 2015/2016 in an amount not to exceed $142,000.00 plus 5% in the amount of $7,100.00 for non -warrantee partial replacements and repairs; and 2. Elect to participate with the National Joint Powers Alliance ("NJPA"); and 3. Authorize the use of Mohawk Carpet Distribution, Inc.'s Contract No. 022712- MCD under NJPA for the purpose of procuring floor coverings and related supplies, equipment and services through the authorized representative, Curtis Allen Floor Covering; and 4. Authorize the Palm Desert Housing Authority's Legal Counsel, if necessary, to negotiate and finalize any agreements with Curtis Allen Floor Covering; and 5. Authorize the Palm Desert Housing Authority's Chairman and/or Executive Director or his designee to approve and execute any documents necessary to effectuate the action taken herewith. Monies have been included in the FY 2015/2016 proposed Palm Desert Housing Authority's operating budget, in the appropriate Authority account. Commission Recommendation The Housing Commission will review this item at its meeting of November 4, 2015. Staff will provide a verbal report upon request. STAFF REPORT FY 2015/2016 Palm Desert Housing Authority Curtis Allen/Curtis Allen - Flooring November 12, 2015 Page 2 Executive Summary Each fiscal year the Palm Desert Housing Authority ("Authority") replaces damaged, deteriorated or inefficient flooring throughout all Authority owned residential rental properties. The Authority would like to use Curtis Allen Floor Coverings ("Curtis Allen") under the National Joint Powers Alliance ("NJPA") Agreement Contract No. 022712-MCD with Mohawk Carpet Distribution, Inc. ("Mohawk") as the primary vendor for purchases of various floor coverings ("flooring"), installation, and related supplies, equipment and services at the rental properties. By authorizing the use of Curtis Allen for the Authority residential rental properties, the Authority or its agent will be able to establish an account to procure, deliver, install and whenever appropriate, haul away and recycle inefficient, damaged, deteriorated flooring and any other related supplies, equipment and services at an accelerated efficiency during the 2015/2016 fiscal year. The Authority's annual procurement of flooring and related supplies, equipment and services includes but is not limited to purchasing of various flooring materials (i.e., vinyl, carpet, carpet tile, tile, etc.), installation, ancillary flooring materials (i.e., underlayment, adhesives) and other related supplies, equipment and services. Background The Authority owns and operates approximately 1,041 residential rental units. Annually the Authority replaces flooring in approximately 21 % of the units (219 units). Since we are in the middle of the fiscal year, staff anticipates that the amount of replacements between now and June 30, 2016 will be about 10% (or approximately 104) replacements. To assist the Authority's contracted management company, RPM Company, to get this work done efficiently, effectively, and at the highest quality, the Authority would like to use Curtis Allen as a supplier through Mohawk's government purchasing Contract No. 022712-MCD under the NJPA (A copy is on file with the City of Palm Desert's City Clerk's Office) for the purchase, delivery, installation and related supplies, equipment and services and whenever appropriate, haul away and recycling of flooring materials. The average cost to replace all flooring in a unit is approximately $1,362.00. At 10% replacement, the expected cost for the remainder of 2015/2016 is approximately $142,000.00. In addition, the Authority must complete repairs and non -warranty services which include but are not limited to repairing seams, stretching, stain repair, etc. that are not part of the annual replacement cost expenditures which is expected to be approximately 5% of the installation costs or $7,100.00. NJPA is a cooperative purchasing organization, established through a collaborative effort to assist public agencies and non -profits across the United States with the specific purpose of reducing procurement costs by leveraging group volume. NJPA accomplishes this by soliciting proposals and awarding contracts that are held by a principal procurement agency for commonly purchased products and services at prices that have been assessed to be fair, reasonable, and competitive. Under the provisions of the City of Palm Desert Municipal Code Section 3.30.260, the Authority may participate as a government entity with NJPA under their cooperative pricing for flooring and related services and supplies provided by Mohawk. G \HOUSINGUess,ca Gonzales\STAFF REPORTS120151FIooring - Curbs Allen & Mohawk _Staff Rpt for FY 2015-2016 doc STAFF REPORT FY 2015/2016 Palm Desert Housing Authority Curtis Allen/Curtis Allen - Flooring November 12, 2015 Page 3 Mohawk has confirmed it will provide to the Authority as a participating entity, the NJPA contract terms, products, product warranty, services and pricing. Mohawk has also confirmed that Curtis Allen (Corona, CA) is authorized to represent Mohawk through Contract No. 022712-MCD. This includes procurement, delivery, and installation and whenever appropriate, haul away and recycle of flooring materials for the Palm Desert Housing Authority owned residential rental properties. Curtis Allen will be required to dispose of or recycle flooring materials in accordance with Environmental Protections Agency (EPA) standards for responsible flooring disposal. In addition, the Authority will use Curtis Allen to complete repairs and non -warranty services which include but are not limited to repairing seams, stretching, stain repair, etc. that may be necessary. Staff recommends approval of this request to facilitate the flooring replacements needed that includes flooring procurement, delivery, installation, related supplies, equipment and services for the Palm Desert Housing Authority owned residential rental properties Fiscal Analysis Approval of staff's recommendation would result in an expenditure in an amount not to exceed $142,000.00 for the purpose of procuring floor coverings and related supplies, equipment and services and an additional 5% in the amount of $7,100.00 for repairs and non -warranty services for the remainder of fiscal year 2015/2016. Submitted by: Department Head: Gonzales, Manag nt Analyst - Housinglanet3f91. Moore, Director of Housing Fin a Depprtment: G% Pa I Gibson, Director of Finance atd BY HOUSG AUTH ` - C ON /I—Ia-r VERIFIED BY: P-1)/I " C Original on file with Citv Jerk's Office hn M. Wo1 fmuth, Executive Director N Es Writ_ G.\HOUSING\Jessica Gonzales\STAFF REPORTS12015\Flooring - Curtis Allen & Mohawk _Staff Rpt for FY 2015-2016.doc m Mohawk Group 160 S. Industrial Blvd I Calhoun. GA 30701 800 664 8637 I www.mohawkgroup.com September 23, 2015 Mr. Dave Voelker Curtis Allen Floor Covering 3035 Palisades Drive Corona, CA 92880 Mr. Voelker, Please accept this letter as official authorization to represent Mohawk industries products as agreed upon through the National Joint Powers Alliance (NJPA) contract 022712-MCD. With this authority it is understood that Curtis Allen Floor Covering will be responsible of appropriate use of this contract and that all terms and conditions of the agreement are to be strictly adhered. This agreement will be valid until written thirty day notice from either Mohawk Industries or Curtis Allen Floor Covering requests in writing to end this agreement. Thank you very much for your support of the NJPA contract and of Mohawk Industries. Sincerely, cq t-t/i."- Paul Woolverton Vice President Government and Institutional Business Development KAAASTAN LEES Bigelow p D U R K AN 1 MOHAWK MAKES IT WORK MOHAWK September 30, 2015 Ms. Jessica Gonzales City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 In regard to NJPA Contract 022712-MCD of Mohawk Industries: This is to verify that City of Palm Desert Housing Authority has initiated a project that is designed to utilize the National Joint Powers Alliance (NJPA) contract for material and services. Mohawk Industries is a current and in good standing participant of NJPA which can be verified at: http://www.nipacoop.ora/national-cooperative-contract-solutions/contracts- a e n e ra l/flo o ri n a/022712-m cd/ Please accept my thanks for your inquiry and I am hopeful that this verification provides you the information you require. Sincerely, Paul Woolverton Mohawk Industries VP - Government Business Development