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Home My WebLink AboutHA34740B - Roof Repairs - Related SvcsPALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: AUTHORIZE THE AWARD OF CONTRACT NO. HA-34740E TO GARLAND/DBS, INC., IN THE TOTAL AMOUNT NOT TO EXCEED $33,000.00 FOR ROOF REPAIRS AND RELATED SERVICES AT 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: February 25, 2016 CONTENT: Recommendation By Minute Motion, that the Authority Board, Garland/DBS, Inc.'s "DryZone" Program Proposal 1. Authorize the award of Contract HA-34740E to Garland/DBS, Inc., in the total amount not to exceed $33,000.00, for roof repairs and related services (includes costs for roof repairs in the amount of $30,000.00, plus 10% contingency in the amount of $3,000.00 for repairs that may require permit fees) at Palm Desert Housing Authority owned residential rental properties pursuant to Section 3.30.260 of the City of Palm Desert Municipal Code; and 2. Authorize the Palm Desert Housing Authority's Legal Counsel to negotiate and finalize an agreement with Garland/DBS, Inc.; and 3. Authorize the Executive Director to review and approve written request for the use of the contingency for unforeseen permit fees; and 4. Confirm participation with the U.S. Communities Government Purchasing Alliance ("U.S. Communities"); and 5. Authorize the Palm Desert Housing Authority Chairman and/or the Executive Director to execute the Agreement and any documents necessary to effectuate the actions taken herewith. Monies have been included in the FY 2015/2016 proposed Palm Desert Housing Authority's operating budget, in the appropriate Authority accounts for each property. Housing Commission Recommendation The Housing Commission will review this item at its meeting of February 10, 2016. A verbal report will be provided. STAFF REPORT 'r&-"i3Y HOUSG AUTH ON a --ram VERIFIED BY: le.oKI" `'"► Original on file with City Clerk's Offiew Contract HA-34740B Palm Desert Housing Authority — Award of Contract to Garland (PDHA Roof Repairs) February 25, 2016 Page 2 Background On September 10, 2016, the Palm Desert Authority Board ("Authority Board") authorized the use of Garland/DBS, Inc. ("Garland") for roof and deck management assessment and related services for the Palm Desert Housing Authority ("Authority") owned residential rental properties ("Properties"). With the recent rains, several properties (which include Sage Crest Sr. Apartments, One Quail Place, Las Serenas and Taos Palms) have had roof Teaks affecting some of the unit's interior. Although the immediate need to address and repair fall under emergency work, it is very difficult to obtain roofing companies to perform the emergency repairs necessary due to a limited availability of companies that meet the prevailing wage requirements that still apply in an emergency circumstance. 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. The Authority would like to enter into contract with Garland under their "DryZone" services for roof repairs that may be necessary for any unforeseen issues (i.e., leaks, etc.) through the U.S. Communities Contract No. 14-5903 (A copy is on file with the City of palm Desert's City Clerk). Under the U.S. Communities established pricing, the contract price would be in an amount not to exceed $33,000.00 for Garland to complete roof repairs (which includes materials and competitively bid project -specific labor) through the "DryZone" program. It is estimated that repairs typically may range from $750.00 - $1,000.00 per occurrence. Staff has reviewed and determined that the proposed costs are reasonable and in accordance with the current market conditions. Staff is recommending the award of Contract HA-34740B to Garland/DBS, Inc., in the total amount not to exceed $33,000.00 for roof repairs and related services (includes costs for roof repairs in the amount of $30,000.00, plus 10% contingency in the amount of $3,000.00 for repairs that may require permit fees) necessary for all Authority Properties due to the safety nature that any leaks may cause to the Properties particularly the interior of occupied units. Fiscal Analysis The fiscal impact of this contract is the cost of the contract itself in the total amount not to exceed $33,000.00. Submitted by: ica Gonz le Management Analyst - Housing Jate_94. Moore, Director of Housing Finan -partment: Ap Pa "' ibson, Director of Finance Department Head: G:IHOUSING\Jessica Gonzales\STAFF REPORTS1201612016 Award Contract HA_ to Garland for Roof Repairs.do M. Wohlmuth, Executive Director Garland/DBS, Inc. 3800 East 915t Street Cleveland, OH 44105 Phone: (800) 762-8225 Fax: (216) 883-2055 since 1895 January 28, 2016 Ms. Jessica Gonzales, The City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Re: Palm Desert Housing Authority Leak Response and Repairs Ms. Gonzales, Garland/DBS, Inc. (GDI) is pleased to present you with the following proposal. D B S We have the resources to provide facility/state/nation-wide roof assessments, inspection and leak repair services. We have completed more than five hundred million square feet of roof evaluation work through our Dry ZoneTM' service packages. These have been completed for thousands of satisfied customers including the GSA, All branches of the US armed forces, Lockheed Martin, Cummins Engine, Goodyear, Eaton Corporation, FedEx, Capital One Bank, various cities, municipalities and educational facilities around the United States. Our Dry Zone program of services was established to help our customers manage their roof and building enclosure maintenance and replacements more effectively. Customers who use this service are typically looking to meet one or many of the goals below: • Formalize a Standard Program Across All Facilities • Enlist a Team of Experts to Provide the Best in Efficiency and Qualified Experience • Build a History of Building Performance • Define and Qualify a List of Priorities • Reduce Reactive Expenditures • Develop a Long Term Budget Plan • Extend the Service Life of Facilities • Ensure Consistent Delivery Our services aim at developing and managing a database of all your roofing assets so that the information is online and at your fingertips. The Dry Zone database is an on-line, fully integrated, proactively maintained, and completely customizable asset management program with reporting capabilities that help you to better manage information, ultimately saving you time and money. After reviewing the enclosed proposal with scope of services and pricing, should you have any questions please feel free to contact Jason Busanovitch at 951-300-8377 or myself if you would like to discuss in further detail. We appreciate the opportunity to provide this quote to you and look forward to serving you. Respectfully submitted, Kirk Henline Project Manager Office: 216.430.3513 Email: khenline@ earlandind.com Page 2 Scope of Services e of work as described below is for the following location California Villas Desert Pointe Laguna Palms Neighbors One Quail Place Palm Village Taos Palms Santa Rosa Candlewood Catalina Gardens La Rocca Villas Las Serenas The Pueblos Sagecrest Senior Carlos Ortega Villas 77-107 California Drive 43-805 Monterey Avenue 73-875 Santa Rosa Way 73-535 Santa Rosa Way 72-600 Fred Waring Drive 73-650 Santa Rosa Way 44-830 Las Palmas Avenue 73-625 Santa Rosa Way 74000-74002 Shadow Mountain 73-600A Catalina Way 42-135 Golden Eagle Lane 73-315 Country Club Drive 73-695 Santa Rosa Way 73-81 Santa Rosa Way 77-915 Avenue of the States Leak Response Repairs Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 Palm Desert, CA 92260 The leak response service ensures emergency contact within 48 hours and repair service within 72 hours. All leaks and repairs are recorded in the Dry Zone database that helps prioritize and manage all roof areas for our clients. One of the greatest benefits of leak response is that you have a history of where your leaks are occurring and how much you are spending to correct them. Leak Response program services include: • On demand building envelope repair services • Email reporting system alerts GDI and authorized contractors of leaks and repairs • Emergency response to service calls within 48 hours or less, non -emergency response within 72 hours • Competitive labor and material rates guaranteed for calendar year • Before and after pictures, scope of work performed, and invoicing are uploaded to the work order report on the Dry Zone Database • Not to exceed amount established for repairs requested through the program • Recommendations for improved performance provided when frequent leaks occur • Dry Zone Database creation and access Page 3 The Program includes an electronic leak reporting mechanism through which the Customer can notify GDI, the local Garland sales representative, and the Authorized Contractor to initiate immediate response and corrective action should a leak occur. In the event of a leak or other roofing problem, Customer will notify GDI via the electronic reporting system as established for the Program via email at palmdesertha@garlandind.com. Upon notification, the response from GDI will be as soon as possible, with best efforts within 48- 72 hours. When responding to a reported leak, GDI and/or the Authorized Contractor will inspect the leak area, determine the cause, and arrange for the repairs. Repair costs will be billed to Customer on a time and material basis. Repairs performed on roof areas are to temporary maintain the roof, not provide a permanent solution. As each repair is completed, updates will be made to the Program database to include information regarding the condition of the roof, the nature of the repairs, and photos to help visually verify the information provided. For leaks on roof areas with Garland warranties, an Authorized Contractor will perform repair and bill Garland for work performed. If the cause is neglect or damage outside the terms and conditions of the Garland warranty, repair costs will be at the Customer's expense on a time and material basis. Page 4 De:one The Dry Zone Database The key component to creating a successful Dry Zone Program is the development of an all - encompassing database. The Dry Zone database allows you to store, track, and update all the crucial information necessary to best maintain your asset inventory. Reports are customizable and available in a variety of formats based upon the customer's needs. The Dry Zone database services include: • General • Robust functionality • User friendly interface • Central location for all asset documentation • 24/7 online access • Budgets, Expenditures, and Solutions • Presentation quality reporting capabilities • Capital expenditure budgeting, short and long term • Online access allows budget revisions as needs change • Roof replacement and repair options with comparative analysis for various systems • Work history documentation of repairs, renovations and replacements • Life -Cycle costing module • Energy savings calculator • Work Order and Project Tracking • Work order tracking and reporting • Timely updates and job inspection reports • Photo logs to help visually verify the services performed • Online 24/7 emergency reporting • Comprehensive warranty tracking • Data Collection • Condition documentation module for roofing, exterior walls, doors and windows • Assembly and detail module for roofing system • Photo documentation • Visual observation reports • Work history documentation for repairs and replacements • Ability to incorporate 3D aerial roof estimates and measurements based on GPS coordinates • Electronic tablet compatibility Page 5 Pricing Leak Response Repairs Leak Response is billed according to time and material. Time and material rates have been bid out to a minimum of three qualified contractors for each location and are guaranteed for calendar year. Not -to -exceed price for each occurrence with written authorization: $2,500 *Rates are on the following page. Page 6 Dj2one In witness whereof, authorized representatives of each party to this Contract, indicating their party's approval of the terms herein, have signed as of the dates set forth below. Garland/DBS, Inc. Signature: Name: Date: The City of Palm Desert Signature: Name: Date: Page 8 irleone Ir Terms and Conditions 1. Agreement: Endorsement of this proposal constitutes agreement between parties to provide and receive services as described. 2. Cancellation/Termination: The Agreement may be cancelled by either party upon thirty (30) days' written notice to the other party. Upon premature cancellation of the Agreement, all funds paid by Owner to GDI, above and beyond costs incurred, including administrative overhead and profit, will be refunded by GDI to Owner. 3. Limitation of Liability: This Agreement does not take into consideration, nor does GDI take responsibility for the quality of the building design or construction. GDI is under no circumstances liable for damages to the structure or incidental or consequential damages including, but not limited to, damages to the building or the contents of the building. 4. Leak Response: The obligation of this Agreement is to provide services related solely to the temporary leak repair of the roofing system as specified in the first paragraph of this Agreement and GDI is not obligated to maintain, repair, service, replace, operate, or assure the operation of any device, system, or property belonging to the Owner or any third party. In order to protect Owner from loss, resulting from damage to, or destruction of roof system, Owner will include such system in the coverage provided in its liability and fire insurance policies. Leak response as described above does not release or replace the Owner's responsibility for keeping debris from roof drains, gutters, through -wall scuppers, and roof surface to allow for proper drainage. Owner may pay for additional housekeeping and debris removal or assume responsibility for such services. 5. Preventive Maintenance: Terms of this Agreement shall be for roof preventive maintenance services for the term specifically as detailed above. The Owner's upfront payment will ensure access to the on-line Program and preventive maintenance services as detailed above. The Agreement shall be cancelable by either party upon thirty (30) days written notice to the other party. Upon premature cancellation of the Agreement, all funds paid by Owner to GDI, above and beyond costs incurred, including administrative overhead and profit, will be refunded by GDI to the owner. 6. This Agreement does not take into consideration, nor does Garland take responsibility for the quality of the building design or construction. Garland shall under no circumstances be liable for damages to the structure, incidentals or consequential damages including, but not limited to, damages to the building or the contents of the building. 7. The obligation of this Agreement is to provide services related solely to the maintenance of the roofing system as specified in the first paragraph of this Agreement and GDI is not obligated to maintain, repair, service, replace, operate, or assure the operation of any device, system, or property belonging to the Owner or any third party to which such specified systems are attached. In order to protect Owner from loss, resulting from damage to, or destruction of roof system, Owner shall include such system in the coverage provided in its liability and fire insurance policies. 8. Roof housekeeping and preventive maintenance as described above does not release or replace the Owner's responsibility for keeping debris from roof drains, gutters, through -wall scuppers, and roof surface to allow for proper drainage. If the timing of the "The Work" as provided under this Agreement is insufficient to maintain the integrity of the roofing system, the Owner shall pay for additional housekeeping and debris removal or assume responsibility for such services. 9. Indemnification: In the event any person not a party to this Agreement makes any claim or files any lawsuit against GD1, whether or not caused by the negligence, active or passive of GDI, then Owner agrees to indemnify, defend and hold harmless GDI from any and all such claims and lawsuits including the payment of all damages, expenses, cost, and attorney's fees. 10. Governing Law: This Agreement is construed under and in accordance with the laws of the State of Ohio. 11. Severability: In the event that any one or more of the provisions contained in this Agreement are for any reason held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability will not affect any other provision thereof, and this Agreement will be construed as if the invalid, illegal, or unenforceable provision had never been contained herein. Page 9 Page 10 Proposal To: PALM DESERT HOUSING AUTHORITY Leak Response Repair Services Presented By: Garland/DBS, Inc. ( ; 2014, Garland/DBS, Inc. T" - All rights reserved 3800 East 91st Street, Cleveland, Ohio 44105 Toll Free: (866) 327-0306 Fax: (216) 883-2055 Our Subcontractor, Commercial Roofing Systems, Inc., will provide repair services for the above mentioned locations based on time and material rates listed below: Contractor Name: Contractor Address: Project: Date: Trade Classification Roofing Foreman Repair Time & Material Rates nmmercial Roofin 3Y` 11`735 (oldie R:I Arcadia CA9100 LJeseroiising Autho. ity Description Normal Working Hours (7am-6pm) Off Hours / Saturdays Holidays / Sundays Normal Working Hours (7am-6pm) Roofing Installer Off Hours / Saturdays Holidays / Sundays Material Mark Up (Non -Labor Cost) Trip Charge $136.80 $186.96 $223.44 $125.40 $172.14 $185.82 14% $114.00_< Page 7