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Home My WebLink AboutHA33482 - 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 � � G:\HOUSING\JessicaGonzales\STAFFREPORTS�2017\2017SR-HA33480-HA33481LibertyExtensio�'�p��i�-.}]+dop�,� �9l� �i�� ^itv `��'�ral ��i�(^,.� � J 1 a.-f V L 1 B E R T Y $�� Rivir7r� Rc,i. Riverside, C/� 925Q� � � ar� t� scac�� Nc; , irvc� LicerseNo. 751611 ��-�� Phone: (9S 1) 683-2999 � email: offi�ei��libertylands�aping.tom � Fax: (951) 683-2591 ��.��.�•�._ 1'r�Posal Submitte�l To: Pruiect �ite: f'alm Uesert f lousing rluthurit�� I'rapertics 15 Prc�perii�s c/c� t'itv vi'I'alm I�esrrt I lousin� �luthnrity/ll1'M �'ompan� 7?-GO0 l�rccl V1'arin� 1)ri�r I'<<!m Octiert. t'A �)Z6hQ Attn: "I"cresa V�ikili. Regi�nal SupN��isor Phune: 7b(1/G7�1-1 I�9 Date: l�ehruaiv 7. ?()17 [�ax: 7fif1/G74-! 18 ....�,r.,.",",,,,,,.�,.�,,,.,�,,,.,.-..,r.,,-...r....�..�.,.�,.�,r....,,r.,.�,,...,....,......�,.�,.",�. • Addcndum to ('ontract No. 1IrL�3�8t1- Annual Lundscane Alaintenuncc 5cn•iccs Is agr��cl lu h� hcyth Custo�z�er anel Ce�nlractc�r tllat the current cuntrart �xPirin� June 3t1. ?f)17 sha11 hc; extenciccl �i�r an aac�itic�nal t�v�1v� O�') nu�nth tcrn� �tartin� July 1, ?Ol 7 tc� Junr �O, ?(}1 K , �1t thr nuthc�rity's discrcti��n. �vc ask that ��c�u considcr a ?°o incrcusr. :\d�lcncium �cill apply ta th� Palm Uesert Hoasin�; A�tthurih' Prnrertics, lis�«1 h�r<i►�. �I�his Pr��u�s�iVC'��ntract reyuirc� a lhirty da} ��rittcn n��ticr h� �iti��r ��irt�� t�+ �li�cuntinu� s�r�-ir�. 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 I i. tianta Rn,a n��artincnts 7;-R7� tianta Itci�a �4'av I'•alm f)rsert. C'n 9��G(1 .�.,.�,.�.,."�,r..,..,,".�,r..r�.,...�.�..�.,.�,�,r...�.,,�...�...�.,..,,ti��...�.,...'�...�.,��..,�..,�., ftctij�rctl�ullv Suhtt�itt��l. Autluuiic�) Itt}�: 13��: AlrianJrc� C'asillus -- I�i�le� �I�itl�: I'resid�nt .— _ _ --- -----._.. �—_. l)atc: [)�itc:: I�rhruan� 7. ?(f17 .�� li•t"�� c�S1�I�it'!ll �)Il:Sifl'� l.;illt�l':it't' 1� ��l11' ��t'!�)!'ll\' . 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