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Home My WebLink AboutHA34740A - Deck Rplcmnt at Palm Village ApartmentsPALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: AUTHORIZE THE AWARD OF CONTRACT NO. HA-34740A TO GARLAND/DBS, INC., IN THE TOTAL AMOUNT NOT TO EXCEED $164,935.00 FOR DECK REPLACEMENT AND RELATED SERVICES AT PALM VILLAGE APARTMENTS SUBMITTED BY: Jessica Gonzales, Management Analyst - Housing CONTRACTOR: Garland/DBS, Inc. 3800 East 91st Street Cleveland, Ohio 44105 DATE: January 14, 2016 CONTENT: Recommendation By Minute Motion, that the Authority Board, Garland/DBS, Inc.'s Proposal 1. Authorize the award of Contract HA-34740A to Garland/DBS, Inc., in the total amount not to exceed $164.935.00 (includes: proposed work in the amount of $149,941.00; plus 10% contingency in the amount of $14,994.00 for unforeseen conditions and permit fees estimated to be between $7,000.00 and $10,000.00) for deck replacement and related services at Palm Village 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 conditions and 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. Housing Commission Recommendation The Housing Commission will review this item at its meeting of January 13, 2016. A verbal report will be provided. Contract HA-34740A STAFF REPORT Palm Desert Housing Authority — Award of Contract to Garland (Palm Village Deck) January 14, 2016 Page 2 Executive Summary On September 10, 2015, the Palm Desert Authority Board ("Authority Board") authorized the use of Garland/DBS, Inc. ("Garland") for deck management assessment and related services for the Palm Desert Housing Authority ("Authority") owned residential rental properties. Shortly thereafter, Garland completed a deck assessment of the upper and lower levels at Palm Village Apartments ("Palm Village") and found that after numerous repairs, the upper walkways, front and rear patio decks required replacement. Garland procured bids from three certified contractors in an effort to provide an even lower market adjusted price for all the upper walkways, front and rear patio deck, landing areas, stairs and on -grade areas replacement at Palm Village Apartment Project ("Project"). Best Contracting Services provided the lowest bid to Garland. Staff is recommending the award of Contract HA-34740A to Garland/DBS, Inc., in the total amount not to exceed $164,935.00 for deck replacement and related services (includes: proposed work in the amount of $149,941.00; plus 10% contingency in the amount of $14,994.00 for unforeseen conditions and permit fees estimated to be between $7,000.00 and $10,000.00) for the Project under the U.S. Communities Government Purchasing Alliance ("U.S. Communities") Contract No. 14-5903 pursuant to Section 3.30.260 of the City of Palm Desert Municipal Code. Background The Authority Board authorized the use of Garland/DBS, Inc. ("Garland") for deck management assessment and related services. Since then, Garland has completed a deck assessment of the Project and found that after numerous repairs, all the upper walkways, front and rear patio deck, landing areas, stairs and on -grade areas required replacement. The proposed new deck is a fluid applied waterproofing membrane system with polyurethane resin coating, also referred as a "modified built up deck", which has been the preferred deck system used for residential and commercial buildings. The deck system chosen for this bid is warranted by the manufacturer, Garland. The Authority would like to enter into an agreement with Garland, the deck product manufacturer, through the U.S. Communities Contract No. 14-5903 (A copy is on file with the City of palm Desert's City Clerk) to install the proposed new deck. 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. The Authority would use the competitively G:\HOUSING\Jessica Gonzales\STAFF REPORTS\20152016 Award Contract HA to Garland tor P.V. Decks.doc Contract HA-34740A STAFF REPORT Palm Desert Housing Authority — Award of Contract to Garland (Palm Village Deck) January 14, 2016 Page 3 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 for the Project at Palm Village. Under the U.S. Communities established pricing, the contract price would be $202,500.00 for Garland to complete the deck replacement Project. However, Garland procured bids for the project specific labor from three local ("within southern California area") certified subcontractors in an effort to provide an even lower market adjusted price for the Project. The following bids were received by Garland: Garland/ Best Contracting Services, Inc. Garland/ C.I. Services, Inc. Garland/ WICR Waterproofing Los Angeles/ Gardena, CA Los Angeles/ Mission Viejo, CA Los Angeles/ Palm Springs, CA $149,941.00 $160,455.00 Did not respond. The lowest bid received was in the amount of $149,941.00, not including permit fees. Garland accepted and provided the lowest proposed bidder amount to complete the Project. Staff has reviewed and determined that the proposed costs are reasonable and in accordance with the current market conditions. Staff recommends the award of Contract to Garland/DBS, Inc for the Project at Palm Village in the amount of not to exceed $164,935.00 for deck replacement and related services. Fiscal Analysis The fiscal impact of this contract is the cost of the contract itself in the total amount not to exceed $164,935.00. Submitted by: Department Head: Lt_41-c,_ Jess' a donzales, agement Analyst - Housing J et tie Moore, Director of Housing Finannnnnn epart Paul Gibson, BYHOUSG AUTH h ON CI— 14— 1Lp VERIFIED BY: . Wohlmuth, Executive Director pi Es. -ktrnik,,.Jm»thYv1,Tarli1 ?1 Lu bcr+ r rr I 9iec I G.\HOUSING\JessicaGonzales\ P REPOORRTS\220015'2016 9rd tk toi an or g U s.00cOffieG since 1 895 Garland/DBS, Inc. 3800 East 918t Street Cleveland, OH 44105 Phone: (800) 762-8225 Fax: (216) 883-2055 ROOFING MATERIAL AND SERVICES PROPOSAL Palm Desert Housing Authority 73650 Santa Rosa Way Date Submitted: 12/28/2015 Proposal #: 25-CA-150766 MICPA # 14-5903 LIC: 949380 DBS 111111111110' Please Note: The following estimate is being provided according to the pricing established under the Master Intergovernmental Cooperative Purchasing Agreement (MICPA) with Cobb County, GA and U.S. Communities. This estimate should be viewed as the maximum price an agency will be charged under the agreement. Garland/DBS, Inc. administered a competitive bid process for the project with the hopes of providing a lower market adjusted price whenever possible. Scope of Work: 1 Refer to Palm Village Site Map for decking sections to be replaced. Front Buildings Al & B1: Replace Upper Walkways, Front, and Rear Patios. Rear Buildings A, B, C: Replace Staircase Landings (4) 10' x 5'. On Grade Sections: (2) Sections 17' x 9' and additional (3) Sections 10'x 10'. 2 All removed material needs to be disposed of properly and daily. The project site needs to remain clean at the end of each day. 3 All areas will get one primer or the other: Either UI-7012 water -based epoxy primer or UI-7118 high solids conventional epoxy primer (with 20 / 30 mesh crystalline silica broadcast into this primer). 4 All deck and landing areas will receive the Dexcelent Acrylic Waterproofing Membrane with fiberglass embedded in the entire membrane application. 5 All deck and landing areas (with the waterproofing membrane installed) and all stair treds and all on -grade areas will receive a heavy spray -applied application of the Dexcelcrete white texture coat. The texture coat will receive a knock -down with a trowel to give a "French lace finish". 6 All areas will receive two (2) light coats of the rapid drying Dexcelent Acrylic Top Coat. 7 Since all of the deck and landing areas appear to have a good and relatively strong layer of light weight concrete installed, no metal lath "should" be needed. All of the damaged and week gypsum -concrete should be removed down to the sound layer of light weight concrete. The adjacent existing deck texture -coating should also be removed. 8 The UI-7118 Epoxy Primer + 20 / 30 mesh crystalline silica should be applied in these areas and allowed to cure a minimum of 24 hours. The Dexcelcrete gray should then be mixed and used for sloping. 9 All other deck and stair and on -grade areas should be mechanically sanded and ultimately primed with UI-7012 primer (primed he same day as the texture coat is applied). 10 All deck, landing, stairs and lower areas should ultimately look the same (have the same texture and the same color, etc.). 11 Water test all drains before starting, report all clogged drains to be repaired before project starts. Drains that are clogged at the end of the project will be the contractor's responsibility to return to working condition. Water needs to flow to drainage areas, proper drainage must be accomplished. 12 Contractor will be responsible for stucco wall and grounds damage. Take pictures of the walls and grounds before starting the project. 13 Contractor will be responsible for all needed electrical power and for restrooms. Item # Line Item Pricing Item Description Unit Price Quantity Unit Extended Price FLUID APPLIED WATERPROOFING MEMBRANE SYSTEMS WITH POLYURETHANE RESIN COATINGS: POLYURETHANE COATINGS 18.11.03 DIRECT TO PRIMED CONCRETE SUBSTRATE (INCLUDE PRIMER FOR CONCRETE SUBSTRATE): FLUID APPLIED MEMBRANE SYSTEM: - Three Coat Reinforced System $ 9.00 22500 SF $ 202,500 Sub Total $ 202,500 Base Bid Total Maximum Price of Line Items under the MICPA: $ 202,500 Competitive Bid Results: Best Contracting Services C.I. Services, Inc. WICR Waterproofing Unforeseen Site Conditions: Deck Replacement (1X1) $ 22.80 per sq ft $ 149,941 $ 160,455 Non -Responsive Bidder Potential issues that could arise during the construction phase of the project will be addressed via unit pricing for additional work beyond the scope of the specifications. This could range anywhere from wet insulation, to the replacement of deteriorated wood nailers. Proposal pricing valid through 12/31/2015. Taxes are included in this proposal pricing. Permit costs are not included. If you have any questions regarding this proposal, please do not hesitate to call me at my number listed below. Respectfully Submitted, Jeff Kozak Garland/DBS, Inc. (216) 430-3518 jkozak@garlandind.com