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Home My WebLink AboutHA33481 Extension Annual LMA at PDHA Properties PALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: APPROVAL OF AN EXTENSION TO CONTRACT NO. HA-33480 WITH LIBERTY LANDSCAPING, INC. FOR ANNUAL LANDSCAPE MAINTENANCE SERVICES AT THE PALM DESERT HOUSING AUTHORITY PROPERTIES SUBMITTED BY: Jessica Gonzales, Management Analyst - Housing CONTRACTOR: Liberty Landscaping, Inc. 5212 EI Rivino Road Riverside, CA 92509 DATE: April 14, 2016 CONTENTS: Liberty Landscaping, Inc. Renewal Contract Proposal Letter �dated nnarcn 23, 2016) Recommendation By Minute Motion, that the Housing Authority Board, 1) Approve an extension to Contract No. HA33480 with Liberty Landscaping, Inc. for annual landscape maintenance services at the fifteen (15) Palm Desert Housing Authority properties for a period of twelve (12) months in the total amount not to exceed $322,344.00 for contract services; and 2) Authorize the Annual not to exceed Extra Work in the amount of$64,469.00 (20°/a of the annual contract amount); and 3) Authorize the Executive Director and/or the Chairman to execute the extension and any documents necessary to effectuate the actions taken herewith. Monies have been included in the FY 2016/2017 proposed Palm Desert Housing Authority's ("Authority") operating budget, in the appropriate Authority accounts. Housinq Commission Recommendation The Housing Commission will review the recommendation at its regular meeting of April 13, 2016. Staff will provide a verba! report upon request. Strateqic Plan Obiective This request does not apply to a specific strategic plan goal. Executive Summary Approval of this request will authorize an extension to Contract HA33480 ("ContracY') with Liberty Landscaping, Inc. ("Liberty") for annual landscape maintenance services at the Palm Desert Housing Authority ("Authority") properties for an additional twelve (12) months, beginning July 1, 2016, with no increase to the current fee per service basis. Estimated cost for the twelve (12) months is $322,344.00 ($293,004.00 original contract amount plus $29,340.00 for two added properties) for contract services plus extra work in the amount not to exceed $64,469.00 (which is 20% of the overall contract amount). Staff Report Approve Extension Renewal to Contract No. HA33480 - Liberty April 14, 2016 Page 2 of 2 The existing Contract terminates on June 30, 2016 and allows the parties to the Contract to extend the term for an additional two (2) one-year terms. Liberty has been the Authority's landscape maintenance contractor for Palm Desert Housing Authority properties since July 1, 2014 and has been performing satisfactory in most phases of maintenance under its current Contract obligations. Staff recommends that the Authority continue to contract with Liberty for these services in order to maintain continuity in the quality of landscape standards. Background On June 12, 2014, the Authority approved a Contract with Liberty, for the purpose of providing landscape maintenance services at thirteen (13) Authority properties. The original Contract term was for a two-year period (July 1, 2014 - June 30, 2016). As permitted under the Contract, by written consent of both the Authority and Liberty, and approval by the Authority Board, an amendment to the Contract was approved on February 25, 2016 to include landscape maintenance services at two (2) additional properties; Santa Rosa Apartments ("Santa Rosa") and Carlos Ortega Villas ("COV") in the amount of$30,530.00 plus 20% for extra work. This request will extend Liberty's Contract for landscape maintenance services at all fifteen (15) properties for an additional twelve (12) months beginning July 1, 2016. The current Contract fee, as amended on February 25, 2016, per month will not increase for the extended contract period. In fact, the monthly amount for Santa Rosa has been reduced by $100.00 since the pruning services will not be included as part of this Contract as previously for this property. The annual cost is $322,344.00 ($293,004.00 original contract amount plus $29,340.00 for two added properties) for contract services plus extra work in the amount not to exceed $32,234.00. Staff has reviewed the proposal from Liberty to enter into a renewal contract to continue providing landscaping maintenance services and finds it acceptable as well that it will provide the same level of performance and continuity in the quality of landscape standards. Staff is herein recommending approval of an extension to Contract No. HA33480 with Liberty for an additional twelve (12) months for landscaping maintenance services, effective July 1, 2016. Fiscal Analvsis The fiscal impact to the Authority of the contract extension is the same as the current impact as the fee per service basis is not increasing for the extended contract period. Staff estimates the cost for a 12- month period to be approximately $322,344.00 for contract services plus extra work in the amount not to exceed $64,469.00 which will be paid from the FY 2016/2017 Housing Authority's proposed operating budget. Submitted Dep ent Head: / Je sic Gonzales, Ma gement Analyst— Housing J net M re, Director of Housing Finan epartment: Approval: � J�� ,�✓.Gl/. I . Gibson, Director of Finance John M. ohlmuth, Executive Director ��a��at��--� � , ��v - � -_ — /� �� - �--1 c��-�,k,�J��-f�r��, ��, ��,; � ��,��E�i , � � vE�� .. . 1��E5` i�lC�� \y{� s i p@Q z ��,T�,,AFF � T 016 iberty Extension Renewal-HA33480-StaffReport 4-14-16.doc ��i�:��"� �!1'!'`��[k!'i+�y`6�.�' �'�,�.�'�'* 1�'��itM�,re- Liberty Landscaping, Inc. _ � � 5212 EI Rivino Road r 1 � Riverside, Cafifornia 92509 �� /� � � � License No. 751 bl l � �� ---�--�----�---��-- Phone: (95i) 683-2999 - e-maiL• LibertyLandC�?sbcglobal.net -- Fax: (951)683-2591 --------��-- ---� March 23, 2016 Cy'��.G `l 5 "1016 Jessica Gonzales Management Analyst- Housing - ,, ;.i �:_�::.=;;� � City of Palm Desert � � � � ' ' 72-600 Fred Waring Drive Palm Desert, CA 92260-2578 Subject: Contract No. HA33480 - Annual Landscape Maintenance Services including additional properties- Carlos Ortega Villas, Santa Rosa Apartments. It is with pleasure that we accept the extension of the contract at the current total amount for another year beginning July 1, 2016 and ending June 30, 2017. If you have any questions, or require any additional information, please do not hesitate to contact us. Sincerely, ��G/ Alejandro Casillas, President Liberty Landscaping, Inc. Liberty Landscaping, Inc. _ 5212 EI Rivino Road r 1 � Riverside, California 92509 �� /� � � � License No. 751 bl 1 � �� ---�--�----�--��—-�- Phone: (951) 683-2999 - e-mail: LibertyLand@sbcglobal.net -- Fax: (951) 683-2591 �----�--�--�---�—��-- Proposal Submitted To: Proiect Site: . Palm Desert Housing Authority Properties c/o City of Palm Desert Housin�Authority/RPM Company p��!r,k 2 5 ?�i6 72-600 Fred Waring Drive Palm Desert, CA 92660 �, � � - Attn: Teresa Vakili, Regional Supervisor Phone: 760/674-1139 Date: March 8, 2016 Fax: 760/674-1189 ,�,�.,,",�,,.,,",�„�„�„�„�.,�„�.,ti,�.,,�.,�.,,,.,,�.,,�.,,�.,�„�,�„",",�.,,",",,.,,�,,,., • Addendum to Contract No. HA334SQ-annual Landscape Maintenance Services Is agreed to by both Customer and Contractor that the current contract expiring June 30, 2016 will extend for one-year starti.ng July 1, 2016 to June 30, 2017 at the cunent monthly fees. Addendum will apply to the Palm Desert Housing Authority Properties, listed herein. This Proposal/Contract requires a thirty day written notice by either party to discontinue service. CONTRACT LOCATIONS: MONTHLY FEE 1 One Quail Place Apartments, 72-600 Fred Waring Drive $6,945.00 2. Las Serenas Apartments, 73-315 Country Club Drive $3,800.00 3. California Villas Apartments, 77-107 California Drive $3,440.00 4. Catalina Gardens Apartments, 73-600 Catalina Way $2,122.00 5. Desert Pointe Apartments, 43-805 Monterey Avenue $1,490.00 6. Laguna Palms Apartments, 73-875 Santa Rosa Way $1,630.00 7. Neighbors Apartments, 73-535 S�aita :osa Way $ 980.00 8. Pueblos Apartments, 73-695 Santa Rosa Way $ 410.00 9. Taos Palms Apartments, 44-830 Las Palmas $ 590.00 10. Candlewood Apartments, 74-000 Shadow Mountain $ 770.00 11. Palm Village Apartments, 73-650 Santa Rosa Way $ 590.00 12. Sagecrest Apartments, 73-775 Santa Rosa Way $ 340.00 13. I,a Rocca Villas Apartments, 42-135 Golden Eagle Lane $1,310.00 14. Carlos Ortega Villas 779 Avenue ofthe States Palm Desert, CA 92211 $1,610.00 15. Santa Rosa Apartments 73-875 Santa Rosa Way Palm Desert, CA 92260 $ 855.00 ,�„",�,.�„",".�,�,�,�„�.,.�.,.�..r..,r..�r..�r..,r..,r..,r..,r..,r..,r..,r..,r..,r..rr..,r..�,�..�,�..,,�..,,� Respectfully Submitted, Authorized Rep: By: Alejandro Title: 1'itle: President Date: Date: March 8, 2016