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Home My WebLink AboutHA34822 Extension PDHA Floor Coverings-Related Supplies-SvcsMEETING DATE: PREPARED BY: REQUEST: Recommendation STAFF REPORT PALM DESERT HOUSING AUTHORITY HOUSING DEPARTMENT June 14, 2018 Jessica Gonzales, Senior Management Analyst Approve an extension to Contract No. HA34822 with Curtis Allan Floor Covering, Inc. for purposes of procuring floor coverings and related supplies and services at the Authority owned and operated properties in the amount not to exceed $250,000 for FY 2018/2019 By Minute Motion, that the Authority Board, 1) Approve an extension to Contract No. HA34822 with Curtis Allan Floor Covering, Inc. for the purpose of procuring floor coverings and related supplies, equipment and services at the Authority owned and operated properties for a period of twelve (12) months under the National Joint Powers Alliance Agreement Contract No. 022712-MCD with Mohawk Carpet Distribution, Inc. pursuant to Section 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, in an amount not to exceed $250,000 (includes non -warranty partial replacements and repairs) for FY 2018/2019; and 2) Authorize the Chairman and/or the Executive Director to execute the extension and any documents necessary to effectuate the actions taken herewith. Monies have been included in the FY 2018/2019 proposed Palm Desert Housing Authority's operating budget, in the appropriate Authority account. Housing Commission Recommendation The Housing Commission will review this recommendation at its regular meeting of June 13, 2018. Upon request, a verbal report will be provided at the Authority's regular meeting of June 14, 2018. Strategic Plan This request does not apply to a specific strategic plan goal. Executive Summary On November 2015, the Authority approved a seven (7) month contract with Curtis Allan June 14, 2018 — STAFF REPORT Housing Authority — Extension to Contract No. HA34822 with Curtis Allan Page 2 of 3 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 and operated 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, Contract HA34821 for FY 2016/2017. Thereafter on June 22, 2017, a second extension, Contract HA34822 for FY 2017/2018 was approved. This request will extend Curtis Allan's contract for landscape maintenance services at the Authority properties for an additional twelve (12) months beginning July 1, 2018. Background Analysis 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. The expected cost for fiscal year 2018/2019 remains the same at approximately $250,000, which includes costs for repair services. This request will extend Curtis Allan's Contract for a third one-year term beginning July 1, 2018. 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.) With the necessary replacements, repairs and reasonable ADA accommodation requests, the annual not to exceed amount being requested for the third extension remains the same. Any additional increases that may occur during the term of the contract 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 3.30.160(L), 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 3.30.160(E), 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. June 14, 2018 — STAFF REPORT Housing Authority — Extension to Contract No. HA34822 with Curtis Allan Page3of3 Staff recommends that the Authority continue to contract with Curtis Allan for these services and Mohawk products for FY 2018/2019 in an annual amount not to exceed $250,000 including non -warranty partial replacements and repairs. Fiscal Analysis Approval of staff's recommendation to extend for a third one-year term with Curtis Allan would result in an expenditure for FY 2018/2019 in an amount not to exceed $250,000 including non -warranty partial replacements and repairs which will be paid from the FY 2018/2019 Housing Authority's proposed operating budget. LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW N/A Robert W. Hargreaves J Moore City Attorney Director of Finance et Moore Director of Finance ATTACHMENTS: Draft Contract No. HA34823 Piwo BY HOUSO AUTH 5-0 ON No 14"-,;9•01 VERIFIED BY: �m S Original on file with City Clerk's Office Aye ' Fkl rn i K, f (-e I I�, )4.00 140, (zUe , qj h_1 Nors Atone__ CITY MANAGER Lauri Aylaian City Manager DRAFT FOR DISCUSSION — Contract No. HA34823 EXTENSION TO PROCUREMENT OF FLOOR COVERINGS AND RELATED SUPPLIES, EQUIPMENT AND SERVICES CONTRACT This THIRD EXTENSION ("Extension") to the Procurement of Floor Coverings and Related Supplies, Equipment and Services Contract No. HA34820 is made as of June 14, 2018, ("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 Contractor 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 Procurement of Floor Coverings and Related Supplies, Equipment and Services, Contract No. HA34821, by and between Palm Desert Housing Authority and Curtis Allan Floor Covering, Inc., dated July 14, 2016 ("First Extension"). D. The Parties agreed and entered into an extension for that certain Procurement of Floor Coverings and Related Supplies, Equipment and Services, Contract No. HA34822, by and between Palm Desert Housing Authority and Curtis Allan Floor Covering, Inc., dated June 14, 2017 ("Second 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, 2018, and ending June 30, 2019 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 third one-year contract extension. Any additional extensions will be contemplated at the discretion of the Authority at the same annual contract amount. At the DRAFT FOR DISCUSSION — Contract No. HA34823 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 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: SABBY JONATHAN, CHAIRMAN ATTEST: Contractor's License Number and Classification By: DIR Registration Number Rachelle D. Klassen, Secretary By: DRAFT FOR DISCUSSION — Contract No. HA34823 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 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