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Home My WebLink AboutHA36170A-C - FY17-18 - Facilities Maint-Materials-AppliancesCONTRACT NO. HA36170A-C PALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: AUTHORIZE THE USE OF LOWE'S HOME CENTERS, INC., HOME DEPOT U.S.A., INC. AND HD SUPPLY FACILITIES MAINTENANCE FOR PURCHASE OF MATERIALS, SUPPLIES AND APPLIANCES FOR FOR FY 2017/2018 SUBMITTED BY: Jessica Gonzales, Senior Management Analyst DATE: May 25, 2017 Recommendation By Minute Motion, that the Housing Authority Board, 1) Authorize the use of Lowe's Home Centers, Inc., Contract No. HA 36170A for the purchase of materials, supplies and appliances pursuant to Section 3.32.110 and 3.30.260 of the Palm Desert Municipal Code, for FY 2017/2018 in an amount not to exceed $200,000 (includes approximately $105,000 for the purchase of appliances and approximately $95,000 for materials and supplies); and 2) Authorize the use of Home Depot U.S.A., Inc. Contract No. HA 36170E for the purchase of materials and supplies pursuant to Section 3.32.110 and 3.30.260 of the Palm Desert Municipal Code, for FY 2017/2018 in an amount not to exceed $45,000; and 3) Authorize the use of HD Supply Facilities Maintenance, Contract No. HA 36170C for the purchase of materials and supplies pursuant to Section 3.32.110 and 3.30.260 of the Palm Desert Municipal Code, for FY 2017/2018 in an amount not to exceed $210,000; and 4) Authorize the disposal and recycling of inefficient, damaged, obsolete and non- functioning appliances as appropriate in accordance with EPA standards and declare as surplus at the time they are removed from the properties. Monies have been included in the FY 2017/2018 proposed 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 May 10, 2017 and recommended approval. Strategic Plan Objective This request does not apply to a specific strategic plan goal. Executive Summary Each fiscal year the Palm Desert Housing Authority ("Authority") replaces inefficient, damaged, obsolete or non-functioning appliances and materials throughout all Authority owned residential STAFF REPORT FY 2017/2018 Palm Desert Housing Authority Lowe's, Home Depot & HD NTE May 25, 2017 Page 2 rental properties from several different suppliers ("vendors"). The Authority would like to use Lowe's Home Centers, Inc. ("Lowe's"), Home Depot U.S.A., Inc. ("Home Depot") and HD Supply Facilities Maintenance ("HD") as vendors through a government purchasing cooperative contract for the purchase of materials, supplies and appliances for the Authority owned residential rental properties ("Properties") for FY 2017/2018. Staff is requesting authorization to use the named vendors to facilitate the continued routine, recurring maintenance at the Properties for the purchase of materials, supplies and appliances as follows: $200,000 for Lowe's, $45,000 for Home Depot, and $210,000 for HD. Background The Authority owns and operates approximately 1,100 residential rental units. Annually the Authority purchases varying materials, supplies and appliances for the Authority owned residential rental properties from local vendors. To assist the Authority's contracted Management Company, RPM Company, to purchase routine and recurring items from these vendors at an accelerated efficiency the Authority would like to use Lowe's, Home Depot and HD as vendors during the 2017/2018 fiscal year through a government purchasing cooperative contract (The Cooperative Purchasing Network ("TCPN") and U.S. Communities ("U.S. Communities") respectively). The named vendors have been utilized by RPM for the purchase of varying items such as cabinets, countertops, garbage disposals, light fixtures, paint, building materials, some flooring, A/C compressors, plumbing supplies, plumbing parts (toilet seats, stoppers, faucet spouts, etc.), hardware, bathroom fixtures (toilets, sinks, vanities, medicine cabinets), janitorial supplies (gloves, vacuum bags, cleaners, etc.), light bulbs, thermostat controls, NC filters, general building items, hand held general purpose tools, varying appliances (including but not limited to refrigerators with freezer, microwaves, freestanding ranges, range hoods, dishwashers and other appliance accessories), and any other miscellaneous maintenance, repair and operating supplies. Under the provisions set forth in the City of Palm Desert 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 materials, supplies and appliances solicited from the named vendors have been accepted as purchases for continued routine and recurring maintenance. Further, the provisions of the City of Palm Desert Municipal Code Section 3.30.260, allows the Authority to participate as a government entity with TCPN and U.S. Communities under their cooperative pricing for purchases through the named vendors. The named vendors have confirmed they will provide, to the Authority, as a participating entity, the TCPN and U.S. Communities contract terms, products, product warranty, services and pricing. Any increases in the pricing of materials, supplies and appliances will be pursuant to the terms and prices of the government purchasing cooperative contract. The procurement of appliances from the named vendors includes delivery and whenever appropriate, haul away and recycle old appliances. The condition of the appliances to be hauled away may range from non-functioning to non -efficient or obsolete to repair. Staff is requesting authorization to dispose of or recycle all appliances that are removed from the Properties in accordance with Environmental Protection Agency (EPA) standards for G \.HOUSINGJessca Gonzales'STAFF REPORTS1201712017 SR PDHA All Vendors (lowes. home depot hd) FY 2017.2018 doc STAFF REPORT FY 2017/2018 Palm Desert Housing Authority Lowe's, Home Depot & HD NTE May 25, 2017 Page 3 responsible appliance disposal at the the appropriate recycling centers. Any appliances not eligible to be disposedof or recycled as part of the purchase of a new appliance through the named vendors, the Authority will dispose of or recycle in accordance with EPA standards. Such disposed of or recycled inefficient, damaged, obsolete and non-functioning appliances are hereby declared as surplus at the time they are removed from the Properties. Supplies when possible are being procured from the local Palm Desert location for the desired supplies and services. Staff recommends approval of this request to facilitate the continued routine, recurring maintenance at the Properties for the fiscal year 2017/2018. Fiscal Analysis Approval of staff's recommendation would result in an amount not to exceed for the named vendors to facilitate the continued routine, recurring maintenance at the Properties for the purchase of materials, supplies and appliances as follows: $200,000 for Lowe's, $45,000 for Home Depot, and $210,000 for HD. Submitted by: Jes:a Gonzale nior Management Analyst Approval: Lauri Aylaian, Executive Director Department Head: oore, Director of Finance ), [S� B ' HOUSG AUTh ON VERIFIED BY: eZLt2Jr ,.. . Original on file with City Clerk's OfficE G:IHOUSINGIJessica Gonzales\STAFF REPORTS1201712017 SR - PDHA All Vendors (lowes, home depot, hd) FY 2017-2018.doc