HomeMy WebLinkAboutHA33482 - Landscape Maint Svcs - PDHA Properties CONTRACT NO. AA33481
PALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: APPROVAL OF AN EXTENSION TO CONTRACT NO. HA33481 WITH
LIBERTY LANDSCAPING, INC. FOR ANNUAL LANDSCAPE
MAINTENANCE SERVICES AT THE PALM DESERT HOUSING
AUTHORITY PROPERTIES IN THE AMOUNT NOT TO EXCEED
$328,791 FOR CONTRACT SERVICES AND NOT TO EXCEED $65,758
FOR EXTRA WORK
SUBMITTED BY: Jessica Gonzales, Senior Management Analyst
CONTRACTOR: Liberty Landscaping, Inc.
5212 EI Rivino Road
Riverside, CA 92509
DATE: March 9, 2017
CONTENTS: Liberty Landscaping, Inc. Renewal Proposal Letter ��aced Feb��ary�.zo,�a�d Feb��ary,s,zo,��
Draft Extension Agreement
Recommendation
By Minute Motion, that the Housing Authority Board,
1) Approve an extension to Contract No. HA33481 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 $328,791 for contract services; and
2) Authorize the annual not-to-exceed Extra Work in the amount of$65,758 (20% 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 2017/2018 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 March 8, 2017.
Staff will provide a verbal report of the commission's recommendation to the Authority Board 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 HA33481 ("ContracY') with Liberty
Landscaping, Inc. ("Liberty") for annual landscape maintenance services at the Palm Desert Housing
CONTRACT NO. HA33�81
Staff Report
Approve Extension Renewal to Contract No. HA33481 - Liberty
March 9, 2017
Page 2 of 2
Authority ("Authority") properties for an additional twelve (12) months, beginning July 1, 2017, with a
Two Percent (2%) increase to the current monthly fee per service basis. Estimated cost for the
twelve (12) months is $328,791 ($322,344 current contract amount) for contract services plus extra
work in the amount not to exceed $65,758 (which is 20°/o of the overall contract amount).
The existing contract terminates on June 30, 2017 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 satisfactorily 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.
Backqround
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 plus 20% for extra work` Further, the contract allows the parties to extend
the term of the contract for an additional two (2) one-year terms. On April 14, 2016, the Authority
Board approved the first extension to Contract HA33480, for an additional one-year term period V
beginning July 1, 2016. �C
i
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, 2017. The current contract fee, as
amended on February 25, 2016, per month will increase 2% for the extended contract period. The �
annual cost is $328,791 ($322,344 is the current contract amount) for contract services plus extra
work in the amount not to exceed $65,758. �:,
Staff has reviewed the proposal from Liberty to enter into a renewal contract to continue providing
landscaping maintenance services and finds it acceptable as well that it will provide the same level
of performance and continuity in the quality of landscape standards. Staff is herein recommending ,
approval of an extension to Contract No. HA33481 with Liberty for an additional twelve (12) months$
for landscaping maintenance services, effective July 1, 2017.
Fiscal Analysis
The fiscal impact to the Authority for the contract extension is the same as the current impact as the �
fee per service basis plus the Two Percent (2%) increase for the extended contract period. Staff T
estimates the cost for a 12-month period to be approximately $328,791 for contract services plus _,
extra work in the amount not to exceed $65,758 which will be paid from the FY 2017/2018 Housing �
Authority's proposed operating budget. �
Submitted y: Depart ent Head: �
r ..� � �
l �
Je si a Gonzales, Se ior Management Analyst Ja et oore, Director of Finance
rov ��l �iOt��G At��"�r �� �
Approval: - ' �
�ry o 3 "��r�.�.�.... u,
0
La Aylaian, Executive Director �����`F� g�: RD � �
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CON'TIZACT LOCA"f10NS:
I (>ne �)uail 1'lacc ,nJ�artmcnts. 7?-6U(1 1=recl Warint t)rive
�. l.as Ser�nas i�p�ic-tments. 73-+1� C'�iuntn� t'!uh Dri���
�. C'alil��rnia Villas Apartmrnts. 77-1O7 C'alil��rnia Uri��r
�1. Catalina (;ardens :1}�artm�nts, 7;-h00 Cut�lina Wa��
>. I)cs�rt f'e�int� /1��artcnents. =�3-t�{)5 1�-1c�nterry Av�nuc
l�. (.a`�una E'al►ns ����artti�enls. 73-K75 �anta Itc�sa 4��a�
7. N�i�hhc�rti ���artmcnts, 73-i3� Santa Rus�i Wnti
!i. ('u�hlus :\�iG�rtntents. 73-fi�)� tiant�i Rusu ti'u�
�). fac�, f'alt»s ;1��at•U��rntti. -�=�-B;U Las 1'�lmas
IO. ('andlc;��c�ucl npartments. 7�-Ui)0 Shaclu�v Mauntain
I l. P��in� Villa�� :lpartments, 73-6�U tianta Itc�sa Way
I2, ti�tg�crest Anartmcnts. 7;-77� ��mta Ku�a 1�'l'a�
Ii. La lZo�ca Villas npurtn�ents. �F?-13; Gc�l�lri� E;�i�lr 1_.anc
l-�, C'.�rl�i. Ortc�a Villas 77�) r'�vcnue «Clhr titatc� I'alm t)esert. ('�� �)�211
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L 1 B E R T Y 5212 EI Rivino Rd.
Riverside, CA 92509
r,3 LANDSCAPING , INC LicenseNo. 751611
�������� phone: (951) 683-2999 � email: office@libertylandscaping.com � Fax: (951) 683-2591 ��������
February 13, 20l 7
Z'eresa Vakili,Vice President
c/o Palm Desert Housing Authority
73-510 Fred Waring Drive
Palm Dcsert, CA 92260-2578
Dear T'eresa:
Subject: Proposed 2% Increase for Contract No. HA33481
Please accept this letter as notification of a 2% ii�crease effective July 1, 2017. We appreeiate the
opportunity given to extend our landscape agreement for anotl�er year and request an increase in
the monthly fee.
Vb'e realize that no time is a good time for price increases of any kind. However, our goal is to
continue to provide high quality landscape care. This can only be attained by�providing long-
term employment and investing in an efficient work force and equipment that will enable us to
keep rate increases at a minimum.
The minimum wa�e increased $1.50 dollars per hour since.1uly, 2014. We have experienced an
increase in the cost of raw material, transportation, equipment, waste management and
insurance. Green waste is a very big part of our operations and every year in the month of July,
we receive a 3%to 4% green waste increase. The cost of a 21" Ex-Mark mower was $1,039.00
in 2015 and is now 5% higher.
`l'hank you for understanding that this price increase means that we can continue to maintain the
standard of our services. If you have any questions, or require additional information please do
not hesitate to contact us.
Sincerely,
,
�U.,�.�.:.� T .�(�.�.�--
Manuel T. Mendes,
Regional Manager
Liberty Landscaping, Inc.
DRAFT FOR DISCUSSION — Contract No. HA33481
SECOND EXTENSION
TO
LANDSCAPE MAINTENANCE AGREEMENT
THIS SECOND EXTENSION ("Extension") to the LANDSCAPE MAINTENANCE
AGREEMENT is made as of March 9, 2017, ("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 LIBERTY
LANDSCAPING, INC., a California corporation, having a principal place of business at 5212 EI
Rivino Road, Riverside, California 92509 (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 Landscape Maintenance Services,
and has represented to the Authority that the Contractor is experienced and competent in said
business.
C. The Authority and Consultant desire to enter into this Extension to the Agreement.
D. The Parties entered into that certain Landscape Maintenance Agreement, Contract
No. HA33480, by and between Palm Desert Housing Authority and Liberty Landscaping, Inc.,
dated June 12, 2014 ("Agreement").
E. The Parties agreed and entered into an extension for that certain Landscape
Maintenance Agreement, Contract No. HA33481, by and between Palm Desert Housing Authority
and Liberty Landscaping, Inc., dated April 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 Agreement (Section 1) 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 Agreement allows
for an option of two 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 Bureau of Labor Statistics Data published Consumer Price
Index (All Urban Consumers) for Los Angeles-Riverside-Orange County area for March not to
exceed 2%.
2. AUTHORITY'S OBLIGATIONS. For furnishing services, as specified in the Agreement,
Authority will pay and Contractor shall receive in full compensation, therefore the total ANNUAL
contract sum THREE HUNDRED TWENTY EIGHT THOUSAND AND SEVEN HUNDRED
NINETY DOLLARS AND EIGHTY EIGHT CENTS ($328,790.88) as set forth in the attached,
Exhibit A, "Contractor's Proposal by Site" that is part of the Contract Documents and was adopted
by the Authority.
All other terms of the Agreement to remain unchanged and in full force and effect.
SIGNATURE PAGE TO FOLLOW
DRAFT FOR DISCUSSION — Contract No. HA3348:1
IN WITNESS THEREOF, the Parties have executed this Extension on the date first above
written.
CONTRACTOR: AUTHORITY:
LIBERTY LANDSCAPE, INC., PALM DESERT HOUSING AUTHORITY, a
a California corporation public body, corporate and politic
By:
By: JAN C. HARNIK, CHAIRMAN
ALEJANDRO CASILLAS, PRESIDENT
ATTEST:
By:
Rachelle D. Klassen, Secretary
DRAFT FOR DISCUSSION — Contract No. HA3348 1
EXHIBIT A
CONTRACTORS BID PRICE BY SITE
UNIT PRICE
SITE SITES DESCRIPTION MONTHLY ANNUALLY
UNIT (s) Unit Price Unit Price
� ONE QUAIL PLACE 1 $ 7,083.90 $ 85,006.80
72-600 Fred Waring Drive
2 LAS SERENAS 1 $ 3,876.00 $46,512.00
73-315 Country Club Dr.
3 California Villas 1 $ 3,508.80 $42,105.60
77-107 California Drive
4 Catalina Gardens � $ 2,164.44 $ 25,973.28
73-600A Catalina Way
5 Desert Pointe � $ 1,519.80 $ 18,237.60
43-805 Monterey Avenue
6 Laguna Palms � $ 1,662.60 $ 19,951.20
73-875 Santa Rosa Way
� Neighbors 1 $ 999.60 $ 11,995.20
73-535 Santa Rosa Way
8 Pueblos 1 $418.20 $ 5,018.40
73-695 Santa Rosa Way �
9 Taos Palms 1 $ 601.80 $ 7,221.60
44-830 Las Palmas
10. Candlewood Apartments 1 $ 785.40 $ 9,424.80
74000 & 74002 Shadow Mountain
11. Palm Village Apartments 1 $ 601.80 $ 7,221.60
73-650 Santa Rosa Way
�2 Sagecrest 1 $ 346.80 $4,161.60
I 73-811 Santa Rosa Way
13. � La Rocca Villas 1 $ 1,336.20 $ 16,034.40
� 42-135 Golden Eagle Lane
Carlos Ortega Villas '�
14. 77_915 Avenue of the States 1 $ 1,642.20 � 19,706.40
15. Santa Rosa Apartments 1 $ 851.70 $ 10,220.40
73-875 Santa Rosa Way
i
I TOTAL $ 27,399.24 $328,790.88
L�----- -- -
DRAFT FOR DISCUSSION — Contract No. HA3348 1
A notary public or other officer completing this certificate verifies only the identity of the individual who
signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of
that document.
State of California )
) SS.
County of Riverside )
On , 20 before me, , a Notary
Public, personally appeared , who proved
to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are
subscribed to the within instrument and acknowledged to me that he/she/they executed
the same in his/her/their authorized capacity(ies), and that by hislher/their signature(s)
on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the
foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature