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Home My WebLink AboutHA34822 Extension Procuring Floor Coverings-SuppliesCONTRACT NO. HA34822 PALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: APPROVE A SECOND ONE-YEAR EXTENSION WITH CURTIS ALLAN FLOOR COVERING, INC. FOR PURPOSES OF PROCURING FLOOR COVERINGS AND RELATED SUPPLIES AND SERVICES IN AN AMOUNT NOT TO EXCEED $250,000 FOR FY 2017/2018. SUBMITTED BY: Jessica Gonzales, Senior Management Analyst CONTRACTOR: Curtis Allan Floor Covering, Inc. 132 West 8th Street, National City, CA 91950 DATE: June 22, 2017 CONTENTS: Draft Contract No. HA34822 Recommendation By Minute Motion, that the Housing Authority Board, 1) Approve a second one-year extension with Curtis Allan, Inc. 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. pursuant to Section 3.30.260 and Section 3.32.110 of the Palm Desert Municipal Code, in an amount not to exceed $250,000 for FY 2017/2018; and 2) 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 2017/2018 proposed Palm Desert Housing Authority's ("Authority") operating budget, in the appropriate Authority accounts. Housing Commission Recommendation The Housing Commission reviewed the recommendation at its regular meeting of May 10, 2017 and recommended approval. Strategic Plan Obiective This request does not apply to a specific strategic plan goal. Background On November 2015, the Authority approved a seven (7) month contract with Curtis Allan Floor Coverings, Inc. ("Curtis Allan"), Contract No. HA34820 ("Contract") 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 Authority owned properties ("Properties"). The contract allows the parties to extend the term of the contract for an additional three (3) one-year terms. On July 14, 2016, the Authority Board approved the first one-year extension to Contract HA34821 for FY2016/2017. CONTRACT NO. HA34822 Staff Report Approve Extension No. 2 with Curtis Allan June 22, 2017 Page 2 of 2 The Authority's annual procurement with Curtis Allan includes 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. In addition, the Authority uses Curtis Allan as necessary to complete repairs and non -warranty services which include partial replacements, repairing seams, stretching, etc. Annually, the Authority replaces approximately 14% of the units (144 of 1,041 units). The average cost to replace all flooring in a unit is approximately $1,734. At 14% replacement, the expected cost for fiscal year 2017/2018 is approximately $250,000, which includes costs for repair services. This request will extend Curtis Allan's Contract for a second one-year term beginning July 1, 2017. The Contract fee is based on the cooperative pricing under the NJPA contract. (A copy is on file with the City of Palm Desert's City Clerk's Office.) During the current term there was a $0.75 per yard increase that was permitted. With the increase in product, emergency repairs of occupied units and reasonable ADA accommodation requests, the annual not to exceed amount being requested for the second extension has been increased by $25,750. Any additional increases will continue to be pursuant to the terms of the NJPA contract including any prevailing wage adjustments to labor installation rates. Under the provisions set forth in the City of Palm Desert Municipal Code ("Municipal Code"), Section 3.32.110 of the Municipal Code, the Authority may obtain routine and recurring services, supplies, and maintenance by adopting a procedure approved by the City Manager. The services and products solicited from Mohawk and Curtis Allan have been accepted as routine and recurring. Further, the provisions of the Municipal Code Section 3.30.260, allows the Authority to participate as a government entity with NJPA under their cooperative pricing for flooring and related services and supplies provided by Mohawk and Curtis Allan. 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 Allan (National City and Corona, CA) is authorized to represent Mohawk through the NJPA contract. Curtis Allan has been performing satisfactorily under its current Contract obligations of services and products. Staff recommends that the Authority continue to contract with Curtis Allan for these services and Mohawk products for FY 2017/2018 in an annual amount not to exceed $250,000 including non- warrnty partial replacements and repairs. Fiscal Analysis Approval of staffs recommendation to extend for a second one-year term with Curtis Allan would result in an expenditure for FY 2017/2018 in an amount not to exceed $250,000 including non - warranty partial replacements and repairs which will be paid from the FY 2017/2018 Housing Authority's proposed operating budget. Submitted by: JessiGonzales, S ni Management Analyst Approval: Lauri Aylaian, Executive Directo De•artment Head: 1 ore, Director of Finance ••rt°Cs SY HOUSG AUTH ON 22 -- t 7 VERIFIED BY: 1 Pi N'1 original on file with City Clerk's Offic G:\HOUSING\Jessica Gonzales\STAFF REPORTS\20171Curtis Allan Extension No. 2 Renewal - HA - Staff Report FY 17-18 v2 to HA Board ED.doc DRAFT FOR DISCUSSION — Contract No. HA34822 EXTENSION TO PROCUREMENT OF FLOOR COVERINGS AND RELATED SUPPLIES, EQUIPMENT AND SERVICES CONTRACT This SECOND EXTENSION ("Extension") to the Procurement of Floor Coverings and Related Supplies, Equipment and Services Contract No. HA34820 is made as of July 14, 2016, ("Effective Date") by and between the PALM DESERT HOUSING AUTHORITY, a public body, corporate and politic having a principal place of business at 73-510 Fred Waring Drive, Palm Desert, California, (the "Authority") and CURTIS ALLAN FLOOR COVERING, INC., a California corporation, having a principal place of business at 3035 Palisades Drive, Corona, California 92880 (the "Contractor"). The Authority and the Contractor may be referred to herein individually as a "Party" and collectively as the "Parties." RECITALS A. The Authority is a public body, corporate and politic. B. The Contractor is engaged in the business of FLOORING services and is a Certified Installer under the FLOOR COVERINGS WITH RELATED SUPPLIES, EQUIPMENT AND SERVICES #022712-MCD Piggyback Contract, entered into MOHAWK CARPET DISTRIBUTION, INC. and NATIONAL JOINT POWERS ALLIANCE dated MARCH 20, 2012, and has represented to the Authority that the Contractor is experienced and competent in said business. Contractor shall provide goods and services under this Contract at the same prices and terms as established in the Piggyback Contract. Contractor represents and warrants that it is not currently providing the same or similar goods or services for lower prices than those established in the Piggyback Contract. C. The Authority and Consultant desire to enter into this Extension to the Agreement. D. The Parties entered into that certain Procurement of Floor Coverings and Related Supplies, Equipment and Services Contract No. HA34820, by and between Palm Desert Housing Authority and Curtis Allan Floor Covering, Inc., dated November 12, 2015 ("Contract"). E. The Parties agreed and entered into an extension for that certain Landscape Maintenance Agreement, Contract No. HA34821, by and between Palm Desert Housing Authority and Curtis Allan Floor Covering, Inc., dated July 14, 2016 ("Extension"). NOW, THEREFORE, the Parties agree to amend the Agreement as follows: 1. Term. The parties agree that the term ("Term") of the Contract (Section 2.2) shall be extended, for an additional twelve (12) month term beginning July 1, 2017, and ending June 30, 2018 or to such later date as may be agreed in writing between parties. The Contract allows for an option of three one-year contract extensions based on Contractor's performance and mutual agreement, this Extension is the second one-year contract extension. Any extensions will be contemplated at the same annual contract amount. At the Authority's discretion, an increase may be considered in accordance with the terms of Contract No. 022712-MCD with Mohawk or any prevailing wage adjustments to labor installation rates. 2. Compensation. For furnishing services, as specified in the Contract (Section 2.3), Authority will pay and Contractor shall receive in full compensation, including authorized reimbursements, for all Work rendered under this Agreement at the rates set forth in Exhibit "B" of the Contract and incorporated herein by reference. Compensation shall be paid on an on call DRAFT FOR DISCUSSION — Contract No. HA34822 basis for work performed and shall not exceed Two Hundred Fifty Thousand Dollars and Zero Cents ($250,000). The Authority may request Contractor to perform Extra Work on an on call basis as specified in the Contract (Section 2.1.2) for non -warrantee partial replacements and repairs. Contractor shall not perform Extra Work, presume Extra Work will be guaranteed, nor be compensated for Extra Work without written authorization from the Authority. All other terms of the Contract to remain unchanged and in full force and effect. IN WITNESS THEREOF, the Parties have executed this Extension on the date first above written. CONTRACTOR: AUTHORITY: CURTIS ALLAN FLOOR COVERING, INC., PALM DESERT HOUSING AUTHORITY, a a California corporation public body, corporate and politic By: By: JAN C. HARNIK, CHAIRMAN By: ATTEST: Contractor's License Number and Classification By: DIR Registration Number Rachelle D. Klassen, Secretary