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Home My WebLink AboutHA34821 - 2016-17 Md-yr Rvw-Increase - Curtis Allan Floor CvrngCONTRACT NO. HA34821 PALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: AS A RESULT OF MID -YEAR REVIEW, AUTHORIZE AN INCREASE TO THE NOT TO EXCEED AMOUNT FOR CONTRACT NO. HA34821 WITH CURTIS ALLAN FLOOR COVERING, INC. FOR PROCURING FLOOR COVERINGS AND RELATED SUPPLIES AND SERVICES FOR THE PALM DESERT HOUSING AUTHORITY OWNED RESIDENTIAL RENTAL PROPERTIES FOR FY 2016/2017 SUBMITTED BY: Jessica Gonzales, Senior Management Analyst DATE: March 23, 2017 CONTENTS: Draft Amendment No. 1 to Contract No. HA34821 Recommendation By Minute Motion, that the Housing Authority Board, Authorize an increase of $30,000 in the allowed amount for the use of Curtis Allan Floor Covering, Inc. (Contract No. HA34821) 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. for the Palm Desert Housing Authority properties pursuant to Section 3.30.260 of the Palm Desert Municipal Code, for FY 2016/2017, making the annual total amount for the year not to exceed $224,250. Monies are available in the FY 2016/2017 approved Palm Desert Housing Authority's operating budget, in the appropriate Authority account. Housing Commission Recommendation The Housing Commission reviewed the recommendation at its regular meeting of March 8, 2017 and recommended approval. Strategic Plan Objective This request does not apply to a specific strategic plan goal. Executive Summary As part of the 2016/2017 budget process, the Palm Desert Housing Authority Board approved the use Curtis Allan Floor Coverings, Inc. ("Curtis Allan") 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 for the Palm Desert Housing Authority ("Authority") owned residential rental properties for FY 2016/2017. Staff is requesting increases in the not -to -exceed amount to Contract HA34821 with Curtis Allan to facilitate the replacement of flooring at the properties for the remainder of fiscal year 2016/2017 in the amount of $30,000. This is due to an increase in in emergency repairs of occupied units and reasonable ADA accommodation requests. STAFF REPORT FY 2016/2017 Curtis Allan NTE Increase March 23, 2017 Page 2 Background The Authority owns and operates approximately 1,100 residential rental units. Annually the Authority replaces inefficient, damaged, deteriorated flooring for the Authority owned residential rental properties. On July 14, 2016, the Authority Board approved the use of Curtis Allan as the primary vendor under the National Joint Powers Alliance ("NJPA") Agreement Contract No. 022712-MCD ("Contract") with Mohawk Carpet Distribution, Inc. ("Mohawk") (A copy is on file with the City of Palm Desert's City Clerk's Office) for the purchase of flooring, installation, and related supplies, equipment and services. Any purchases of flooring and services under the increased amount will be pursuant to the terms and prices of the Contract. Under the provisions set forth in the City of Palm Desert Municipal Code, Section Section 3.30.260 of the Municipal Code, the Authority may procure floor coverings and related supplies, equipment and services. The named vendors have been utilized by the contracted management company for the purchase of flooring and related supplies, equipment and services. However, in this fiscal year there has been an increase in the annual anticipated expenditures due to emergency repairs of occupied units; and reasonable ADA accommodation requests. The units have required more replacement than normally projected to make units available at varying authority properties. Staff recommends approval of this request to facilitate the continued flooring procurement, installation and related services at the properties for the remainder of fiscal year 2016/2017. Fiscal Analysis Approval of staffs recommendation would result in an increase in the not -to -exceed amount authorized for the purchases of flooring, installation and related services of $30,000 for Curtis Allan Contract No. HA 34821. Submitted by: „_JL, ica GonzalesS4nior Management Analyst Approval: Lauri Aylaian, Executive Director Department Head: oore, Director of finance r Q BY HOUSG AUTH ON� r9' r2kG/7 O,L Jy► Original on file with City rk's OfficF 141eaYatiV , 11, N e,L ; f U!nk VERIFIED BY: G 1HOUSING\Jessica Gonzales\STAFF REPORTS1201712017 SR - HA Curtis Allan FY 2016-2017 Increase tloc DRAFT Contract No. HA34821 AMENDMENT NO. 1 TO EXTENSION TO PROCUREMENT OF FLOOR COVERINGS AND RELATED SUPPLIES, EQUIPMENT AND SERVICES CONTRACT This AMENDMENT NO. 1 TO THE FIRST EXTENSION ("Extension") to the Procurement of Floor Coverings and Related Supplies, Equipment and Services Contract No. HA34820 is made as of March 13, 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 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"). 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, 2016, and ending June 30, 2017 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 first 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 and it would not exceed $0.75 per yard. 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 basis for work performed and shall not exceed Two Hundred Fifteen Thousand and Zero Cents ($215,000.00). 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. DRAFT Contract No. HA34821 Contractor shall not perform Extra Work, presume Extra Work will be guaranteed, nor be compensated for Extra Work without written authorization from Authority and work performed under Extra Work shall not exceed in the amount of Nine Thousand Two Hundred and Fifty Dollars and Zero Cents ($9,250.00) for non -warrantee partial replacements and repairs with the Authority's written authorization. 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: Contractor's License Number and Classification DIR Registration Number By: JAN C. HARNIK, CHAIRMAN ATTEST: By: Rachelle D. Klassen, Secretary DRAFT Contract No. HA34821 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 County of Riverside ) ) SS. 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 his/her/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