HomeMy WebLinkAboutHA34740 - Roof-Deck Mgmt 4 HA Owned Rntl PropertiesContract No. HA34740
PALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: AUTHORIZE THE USE OF GARLAND/DBS, INC., FOR ROOF AND
DECK MANAGEMENT ASSESSMENT AND RELATED SERVICES FOR
THE PALM DESERT HOUSING AUTHORITY OWNED RESIDENTIAL
RENTAL PROPERTIES
SUBMITTED BY: Jessica Gonzales, Management Analyst - Housing
CONTRACTOR: Garland/DBS, Inc.
3800 East 91 st Street
Cleveland, Ohio 44105
DATE: September 10, 2015
Recommendation
By Minute Motion, that the Authority Board,
1. By Minute Motion, authorize the use of Garland/DBS, Inc. for roof and deck
management assessment and related services for the Palm Desert Housing
Authority owned residential rental properties pursuant to Section 3.30.260 of the
Palm Desert Municipal Code; and
2. Authorize the Palm Desert Housing Authority's Legal Counsel to negotiate and
finalize an access agreement with Garland/DBS, Inc.; and
3. Authorize the Palm Desert Housing Authority Chairman and/or the Executive
Director to execute the Access Agreement and any documents necessary to
effectuate the actions taken herewith.
Housing Commission Recommendation
The Housing Commission will review this item at its regular meeting of September 9, 2015. A verbal
report will be provided.
Executive Summary
By authorizing the use of Garland/DBS, Inc. ("Garland") for the Palm Desert Housing Authority
("Authority") owned residential rental properties ("Properties"), the Authority will be able to complete a roof
and deck management assessment and other related services that include but are not limited to
inspection, assessment, preventive maintenance schedule, and if necessary complete turnkey
construction management services. In order for Garland to complete the assessment and other related
services, an access agreement ("Access Agreement") must be established providing the terms and
conditions of the work to be performed for the Properties. There will be no fee for these services.
Background
The Authority owns and operates thirteen (13) residential rental properties. The Authority through its
management company inspects the roof and decks maintenance at the rental properties upon tenant
requests and visual needs, and recommends maintenance and/or repairs based on a roofing company's
STAFF REPORT
Palm Desert Housing Authority — Garland
September 10, 2015
Page 2
assessment. However, there are a few properties such as One Quail Place Apartments that the roof is
more than 20 years old and after constant patches and location specific repairs, they may now require
complete reroof of many property buildings. Additionally, such as at Palm Village Apartments, there are
decks that have had numerous repairs that now may require replacement or restoration. To assist the
Authority in the management assessment of the roofs and decks, establishing preventative maintenance,
and completing where necessary reroofing projects or deck replacement (this includes competitively bid
labor, specifications, engineering, installation services and project management), the Authority would like
to use Garland as a supplier of such related services through the government purchasing cooperative
under the U.S. Communities ("U.S. Communities").
U.S. Communities 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. U.S. Communities 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 U.S. Communities under their cooperative pricing for the services
and materials provided by Garland. At no cost, Garland provides the initial roof and deck management
assessment. After evaluation, Garland will provide comprehensive construction management services to
complete any roof and deck repairs, maintenance and reroof or deck replacement projects. The Authority
would use the competitively solicited pricing established under U.S. Communities for the purpose of
entering into a turnkey contract (which includes materials and competitively bid project -specific labor) with
Garland after bids have been procured.
Garland products and services have been used on several projects in the Coachella Valley, as well as on
City of Palm Desert properties (i.e., Civic Center, Sherriff Station and Fire Stations 33 and 71) and have
performed successfully.
Staff therefore recommends the use of Garland/DBS, Inc. for roof and deck management assessment
and related services for the Palm Desert Housing Authority owned residential rental properties.
Fiscal Analysis
Approval of staff's recommendation would result in no fiscal impact.
Submitted by:
Department Head:
ment Analyst - Housing rf M. Moore, Director of Housing
Paul Gibson, Director of Finance
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Joh- . Wohlmuth, Executive Director
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VERIFIED BY: _ RD /
Original on file with Citv Clerk's Office