HomeMy WebLinkAbout2026 04 10 HC Special MeetingHOUSING COMMISSION 1 APRIL 9, 2026
SPECIAL MEETING
NOTICE AND CALL OF SPECIAL MEETING
OF THE LA QUINTA HOUSING COMMISSION
TO THE MEMBERS OF THE LA QUINTA HOUSING COMMISSION AND TO THE
COMMISSION SECRETARY:
NOTICE IS HEREBY GIVEN that a Special Meeting of the La Quinta Housing
Commission is hereby called to be held on Thursday, April 9, 2026, commencing at 5:00
p.m. at La Quinta City Hall located at 78495 Calle Tampico, La Quinta, CA 92253 for the
following purpose:
CONSENT CALENDAR
1. RECEIVE AND FILE MEETING MINUTES DATED DECEMBER 10, 2025
BUSINESS SESSION
1. RECOMMEND HOUSING AUTHORITY (1) APPROPRIATE FUNDING FOR
FISCAL YEAR 2025/26; AND (2) APPROVE AGREEMENT FOR CONTRACT
SERVICES WITH FRONTLINE FACILITY SOLUTIONS, LLC, FOR PROPERTY
MANAGEMENT SERVICES FOR DUNE PALMS MOBILE HOME ESTATES
Dated: April 8, 2026 /s/Veronica Gaeta-Mejia
VERONICA GAETA-MEJIA, Chairperson
Attest:
LAURIE MCGINLEY, Commission Secretary
DECLARATION OF POSTING
I, Laurie McGinley, Commission Secretary, do hereby declare that the foregoing Agenda for
the Commission meeting was published in accordance with the Brown Act [Gov. Code §
54954.2] on the City’s website, accessible directly from the City’s home page through the
“Calendar/ Public Meetings” icon link, and posted at the City Hall bulletin board, located near
the entrance to the Council Chamber at 78495 Calle Tampico, La Quinta, CA 92253,
on April 8, 2026, which is freely accessible to members of the public.
LAURIE MCGINLEY, Commission Secretary
HOUSING COMMISSION Page 1 of 4 APRIL 9, 2026
SPECIAL MEETING – AGENDA
HOUSING COMMISSION
AGENDA
CITY HALL COUNCIL CHAMBER
78495 Calle Tampico, La Quinta
SPECIAL MEETING
THURSDAY, APRIL 9, 2026, AT 5:00 P.M.
Members of the public may listen to this meeting by tuning-in live via
www.laquintaca.gov/livemeetings; past meetings are available through the video archive via
www.laquintaca.gov/pastmeetings Closed captions in English and Spanish are available
to all users through this video streaming service.
CALL TO ORDER
Roll Call: Commissioners Christopherson, Lewis, Pacheco, Paltin, and Chair Gaeta-Mejia
PLEDGE OF ALLEGIANCE
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
At this time, members of the public may address the Commission on any matter not listed
on the agenda pursuant to the “Public Comments – Instructions” listed at the end of the
agenda. The Commission values your comments; however, in accordance with State law,
no action shall be taken on any item not appearing on the agenda unless it is an emergency
item authorized by the Brown Act [Gov. Code § 54954.2(b)].
CONFIRMATION OF AGENDA
ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS – None
CONSENT CALENDAR
NOTE: Consent Calendar items are routine in nature and can be approved by one motion.
PAGE
1.RECEIVE AND FILE MEETING MINUTES DATED DECEMBER 10, 2025 5
Housing Commission agendas and staff
reports are now available on the City’s website at
www.LaQuintaCA.gov/PublicMeetings
HOUSING COMMISSION Page 2 of 4 APRIL 9, 2026
SPECIAL MEETING – AGENDA
BUSINESS SESSION
PAGE
1. RECOMMEND HOUSING AUTHORITY (1) APPROPRIATE FUNDING FOR
FISCAL YEAR 2025/26; AND (2) APPROVE AGREEMENT FOR CONTRACT
SERVICES WITH FRONTLINE FACILITY SOLUTIONS, LLC, FOR
PROPERTY MANAGEMENT SERVICES FOR DUNE PALMS MOBILE HOME
ESTATES
9
STUDY SESSION – None
DEPARTMENTAL REPORTS – None
COMMISSIONERS’ ITEMS
ADJOURNMENT
*********************************
The next regular meeting of the Housing Commission will be held on June 10, 2026,
commencing at 5:00 p.m., at the La Quinta City Hall Council Chamber, 78495 Calle
Tampico, La Quinta, CA 92253.
DECLARATION OF POSTING
I, Laurie McGinley, Secretary of the Housing Commission of the City of La Quinta, do hereby
declare that the foregoing Agenda for the Commission meeting was published in accordance
with the Brown Act [Gov. Code § 54954.2] on the City’s website, accessible directly from the
City’s home page through the “Calendar / Public Meetings” icon link, and posted at the City
Hall bulletin board, located near the entrance to the Council Chamber at 78495 Calle
Tampico, La Quinta, CA 92253, on April 8, 2026, which is freely accessible to members of
the public.
DATED: April 8, 2026
Laurie McGinley, Commission Secretary
City of La Quinta, California
PUBLIC NOTICES
Agenda packet materials are available for public inspection: 1) at the Clerk’s Office at La Quinta
City Hall, located at 78495 Calle Tampico, La Quinta, CA 92253; and 2) on the City’s website at
www.laquintaca.gov/publicmeetings in accordance with the Brown Act [Gov. Code §§ 54954.2,
54956, and 54957.5].
The La Quinta City Council Chamber is wheelchair accessible. If hearing assistance equipment
is needed, please contact the City Clerk’s office at (760) 777-7147, 24-hours in advance of the
meeting and accommodation will be made.
HOUSING COMMISSION Page 3 of 4 APRIL 9, 2026
SPECIAL MEETING – AGENDA
If background material is to be presented to the Commission during a Commission meeting,
please be advised that 15 copies of all documents, exhibits, etc., must be supplied to the
Commission Secretary for distribution. It is requested that this takes place prior to the beginning
of the meeting.
PUBLIC COMMENTS – INSTRUCTIONS
Members of the public may address the Commission on any matter listed or not listed on the agenda
as follows:
WRITTEN PUBLIC COMMENTS can be provided either in-person during the meeting by submitting
15 copies to the Commission Secretary, it is requested that this takes place prior to the beginning of
the meeting; or can be emailed in advance to LMcGinley@LaQuintaCA.gov, no later than 12:00 p.m.,
on the day of the meeting. Written public comments will be distributed to the Commission, made
public, and will be incorporated into the public record of the meeting, but will not be read during the
meeting unless, upon the request of the Chair, a brief summary of public comments is asked to be
reported.
If written public comments are emailed, the email subject line must clearly state “Written
Comments” and should include: 1) full name, 2) city of residence, and 3) subject matter .
VERBAL PUBLIC COMMENTS can be provided in-person during the meeting by completing a
“Request to Speak” form and submitting it to the Commission Secretary; it is requested that this
takes place prior to the beginning of the meeting. Please limit your comments to three (3) minutes
(or approximately 350 words). Only one person at a time may speak and only after being
recognized by the Chair.
In accordance with City Council Resolution No. 2022-028, a one-time additional speaker time
donation of three (3) minutes per individual is permitted; please note that the member of the public
donating time must: 1) submit this in writing to the Commission Secretary by completing a “Request
to Speak” form noting the name of the person to whom time is being donated to, and 2) be present
at the time the speaker provides verbal comments.
Members of the public who utilize a translator shall be provided at least twice of the allotted time to
ensure non-English speakers receive the same opportunity to directly address the Commission.
Verbal public comments are defined as comments provided in the speakers’ own voice and may not
include video or sound recordings of the speaker or of other individuals or entities, unless permitted
by the Chair.
Public speakers may elect to use printed presentation materials to aid their comments; 15 copies of
such printed materials shall be provided to the Commission Secretary to be disseminated to the
Commission, made public, and incorporated into the public record of the meeting; it is requested that
the printed materials are provided prior to the beginning of the meeting. There shall be no use of
Chamber resources and technology to display visual or audible presentations during public
comments, unless permitted by the Chair.
All writings or documents, including but not limited to emails and attachments to emails, submitted
to the City regarding any item(s) listed or not listed on this agenda are public records. All information
in such writings and documents is subject to disclosure as being in the public domain and subject to
search and review by electronic means, including but not limited to the City’s Internet website and
HOUSING COMMISSION Page 4 of 4 APRIL 9, 2026
SPECIAL MEETING – AGENDA
any other Internet Web-based platform or other Web-based form of communication. All information
in such writings and documents similarly is subject to disclosure pursuant to the California Public
Records Act [Gov. Code § 7920.000 et seq.].
TELECONFERENCE ACCESSIBILITY – INSTRUCTIONS
Teleconference accessibility may be triggered in accordance with the Brown Act “during a proclaimed
state of emergency or local emergency,” as defined [Gov. Code § 54953.8.2]; or if a member of the
Commission requests to attend and participate in this meeting remotely pursuant to any of the
following: (1) “disability” [Gov. Code § 54953(c)], or (2) “just cause” [Gov. Code § 54953.8.3], as
defined. In such instances, remote public accessibility and participation will be facilitated via the
Zoom Webinar audio-visual platform as detailed at the end of this agenda.
*** TELECONFERENCE AND TELEPHONIC PROCEDURES***
APPLICABLE ONLY WHEN TELECONFERENCE ACCESSIBILITY IS IN EFFECT
ZOOM LINK: https://us06web.zoom.us/s/88164609917
Meeting ID: 881 6560 9917
Or join by phone: (253) 215 – 8782
VERBAL PUBLIC COMMENTS – members of the public may attend and participate in this
meeting by teleconference or telephonic accessibility via the Zoom Webinar audio-visual platform
and must activate the “Raise Hand” feature on their electronic devise (*9 for telephonic participation)
when public comments are prompted by the Chair, and will be queued in consecutive order; the City
will facilitate the ability for a member of the public to be audible to the Commission and general public
and allow them to speak on the item(s) requested. Members of the public must unmute themselves
via the “Audio” feature on their electronic devise (*6 for telephonic participation) when
prompted upon being recognized by the Chair, in order to become audible to the Commission
and the public.
WRITTEN PUBLIC COMMENTS can be provided either in person during the meeting or emailed to
LMcGinley@LaQuintaCA.gov any time prior to the adjournment of the meeting, and will be distributed
to the Commission, made public, incorporated into the public record of the meeting, and will not be
read during the meeting unless, upon the request of the Chair, a brief summary of any public comment
is asked to be read, to the extent the Commission Secretary can accommodate such request.
CLOSED CAPTION AND TRANSLATION
Closed Caption and Translation are accessible through the Zoom Webinar audio-visual platform and
accessible in real-time to all teleconference attendees. Members of the public must activate the
“Show Captions” feature on their device for closed caption; and may use the “Options Arrow” to
select from the list of available languages for translation.
*9 *6
HOUSING COMMISSION
MINUTES
WEDNESDAY, DECEMBER 10, 2025
CALL TO ORDER
A regular quarterly meeting of the La Quinta Housing Commission (Commission) was
called to order at 5:00 p.m. by Chairperson Gaeta-Mejia.
PRESENT: Commissioners Christopherson, Lewis, Pacheco, Paltin, and Chairperson
Gaeta-Mejia
ABSENT: None
PLEDGE OF ALLEGIANCE
Chairperson Gaeta-Mejia led the audience in the Pledge of Allegiance.
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None
CONFIRMATION OF AGENDA – Confirmed
ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS – None
CONSENT CALENDAR
1.RECEIVE AND FILE MEETING MINUTES DATED SEPTEMBER 10, 2025
MOTION – A motion was made and seconded by Commissioners Paltin/Christopherson
to receive and file the Consent Calendar as presented. Motion passed unanimously.
BUSINESS SESSION
1.RECEIVE AND FILE FISCAL YEAR 2024/2025 HOUSING AUTHORITY YEAR-
END BUDGET REPORT
Housing Authority Treasurer Martinez presented the staff report, which is on file in the
Clerk’s Office.
The Commission discussed the reason for having additional funding left in fiscal year
2024/25 Housing Authority budget was due to the delay of certain maintenance projects
for the City-owned 28 affordable housing rental properties in the La Quinta Cove and at
the Dune Palms Mobile Home Estates, which are anticipated to be completed in the near
future in coordination with the Public Works Department.
CONSENT CALENDAR ITEM NO. 1
5
MOTION – A motion was made and seconded by Commissioners Paltin/Lewis to receive
and file Fiscal Year 2024/25 Housing Authority Year-End Budget Report. Motion passed
unanimously.
STUDY SESSION
1.DISCUSS MARKETING AND ECONOMIC DEVELOPMENT STRATEGIES FOR
FISCAL YEAR 2025/26
Marketing Manager Graham and Director of Business Unit and Housing Development
Villapando presented the staff report, which is on file in the Clerk’s Office.
The Commission discussed outreach strategies for affordable housing projects, including
methods to engage residents and the broader community; use of digital, print, and direct
mail outreach; promoting affordable housing information and resources in The Gem
magazine; incorporating additional Quick Response (QR) codes to share information on
upcoming events with residents and visitors; evaluating advertising strategies and social
media demographics data; updates to the City’s housing webpage in conjunction with
future affordable housing projects construction; and coordinating with local school district
on potential information outreach and advertising opportunities to promote future
affordable housing projects.
DEPARTMENTAL REPORTS
1.AFFORDABLE HOUSING PROJECT UPDATES
Senior Management Analyst Kinley presented the staff report, which is on file in the
Clerk’s Office.
The Commission discussed advertising the construction of affordable housing projects;
the importance of building quality housing that is compatible with surrounding
neighborhoods; and confirmed that all units in each project will be designated as
affordable housing.
COMMISSIONERS’ ITEMS
1.OVERVIEW OF SENIOR AFFORDABLE HOUSING REQUIREMENTS AND
HOUSING AUTHORITY ASSETS
The Commission discussed requirements for senior affordable housing compliance and
monitoring; enforcement of governing documents amongst the Homeowners Association
(HOA), Property Management company, and/or the Housing Authority; age restriction
parameters; and the process for Commissioners to contact staff liaisons if they have
questions or concerns on items within the Housing Authority’s purview.
6
Authority Counsel Ihrke provided a brief, high-level explanation on the process of placing
restrictions on senior residential affordable housing units pursuant to State law, primarily
the Unruh Civil Rights Act (Civil Code § 51); situations where a person less than 55 years
of age may have qualifying circumstances to live in the community; the ability for the HOA
and property management company to ensure compliance of the Covenants, Conditions,
and Restrictions (CC&Rs); the Housing Authority’s responsibility to verify age and income
qualifying requirements when a unit is purchased or sold; and the City’s involvement
concerning Municipal Code or Zoning Code violations.
ADJOURNMENT
There being no further business, a motion was made and seconded by Commissioner
Lewis/Pacheco to adjourn the meeting at 6:22 p.m. Motion passed unanimously.
Respectfully submitted,
Laurie McGinley, Commission Secretary
City of La Quinta, California
7
8
City of La Quinta
HOUSING COMMISSION SPECIAL MEETING: April 9, 2026
STAFF REPORT
AGENDA TITLE: RECOMMEND HOUSING AUTHORITY (1) APPROPRIATE FUNDING
FOR FISCAL YEAR 2025/26; AND (2) APPROVE AGREEMENT FOR CONTRACT
SERVICES WITH FRONTLINE FACILITY SOLUTIONS, LLC, FOR PROPERTY
MANAGEMENT SERVICES FOR DUNE PALMS MOBILE HOME ESTATES
RECOMMENDATION
Recommend the Housing Authority: (1) appropriate funding for fiscal year 2025/26;
(2) approve Agreement for Contract Services with Frontline Facility Solutions, LLC, to
provide property management services for the Dune Palms Mobile Home Estates; and
(3) authorize the Executive Director to execute the agreement.
EXECUTIVE SUMMARY
The Housing Authority (Authority) acquired the Dune Palms Mobile Home Estates
(Park) in 2021 and currently contracts with J&H Asset Property Management, Inc.
(J&H) for property management services; the agreement expires June 30, 2026.
In January 2026, staff issued a Request for Proposals (RFP) for Residential
Property Management Services for the Park; four proposals were received and
Frontline Facility Solutions, LLC (FFS) was selected as most qualified.
If approved, the proposed agreement with FFS (Agreement) (Attachment 1) will
commence June 1, 2026, overlapping services with J&H for a month, to allow for
the seamless transition of services and transfer of all property records.
FISCAL IMPACT
Estimated costs for the Agreement are a total not to exceed amount of $1,070,000,
encompassing the 1-month transition period in June of fiscal year (FY) 2025/26, the 3-
year initial term through FY 2028/29, an optional 2-year extension through FY 2030/31,
and contingency funding, as detailed in the table below.
An appropriation of funds in the amount of $40,000 for FY 2025/26 will be requested from
the Authority to supplement Account No. 241-9104-60103 Professional Services,
necessary to cover both the remaining months of the existing agreement with J&H
through June 30, 2026, and the 1-month transition period under the proposed Agreement
with FFS commencing June 1, 2026.
BUSINESS SESSION ITEM NO. 1
9
CONTRACT PERIOD MONTHLY
COST
ANNUAL
TOTAL
RUNNING
TOTAL
June 1 – 30, 2026
(transition period) $15,742 $15,742 $15,742
2026/27 $15,742 $188,904 $204,646
2027/28 $15,742 $188,904 $393,550
2028/29 $15,742 $188,904 $582,454
INITIAL TERM TOTAL: $582,454
2029/30 (optional) $16,847 $202,164 $784,618
2030/31 (optional) $16,847 $202,164 $986,782
OPTIONAL 2-YEAR EXTENSION TOTAL:$404,328
Contingency $83,218
GRAND TOTAL:$1,070,000
BACKGROUND/ANALYSIS
The Authority acquired the Park in 2021 to preserve and operate the property as an
affordable housing resource serving low-income residents. On March 16, 2021, the
Authority approved an agreement with J&H to provide property management services
which was subsequently extended through June 30, 2026.
In anticipation of the agreement’s expiration, staff issued an RFP in January 2026 for
Residential Property Management Services for the Park and received 4 proposals. Staff
interviewed all 4 firms and selected FFS based on their experience and qualifications.
FFS is California based, and Service-Disabled Veteran Owned Small Business with
demonstrated expertise in property management and Mobilehome Residency Law (MRL)
compliance.
If approved, the proposed Agreement will commence June 1, 2026, 1 month prior to the
expiration of the J&H agreement to allow for the seamless and structured transition of
services and all property records. Per the Schedule of Performance (Exhibit C to the
Agreement), FFS's mobilization phase (June 1–14) includes obtaining required licenses
and permits, coordinating with the outgoing manager, and reviewing existing leases,
vendor contracts, and financial records. FSS will assume property and operational
management of the Park effective July 1, 2026, with a resident community meeting to be
held within 30 days of services commencement and annually thereafter.
FSS will provide dedicated 24/7 emergency response via licensed vendors, MRL
compliance, dedicated on-site staffing with property manager 32-36 hours per week
(Monday – Friday), and a maintenance worker 32 hours per week (Monday – Thursday),
with supplemental coverage on Fridays provided by additional vendors for inspections,
minor repairs, and resident support.
ALTERNATIVES
The Commission may elect not to recommend the Housing Authority appropriate funding
and approve the proposed agreement with FFS, however, this alternative is not
recommended in order to ensure a smooth transition of services with a qualified firm.
10
Prepared by: Doug Kinley III, Senior Management Analyst
Approved by: Gilbert Villalpando, Director of Business Unit and Housing
Attachment: 1. Agreement for Contract Services with Frontline Facility Solutions
11
Revised – Sept. 2025
AGREEMENT FOR CONTRACT SERVICES
This Agreement for Contract Services (the “Agreement”) is made and entered into
by and between the La Quinta Housing Authority (“Authority” and/or "City", used
interchangeably from here on out), a California Municipal Corporation and Charter City
organized under the Constitution and laws of the State of California with its principal place
of business at 78495 Calle Tampico, La Quinta, California 92253 , and Frontline Facility
Solutions LLC, a California Limited Liability Company and Service-Disabled Veteran-
Owned Small Business ("Contracting Party"). The parties hereto agree as follows:
1.SERVICES OF CONTRACTING PARTY.
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Contracting Party shall provide those services related to property
management services for the Dune Palms Mobile Home Estates, as specified in the
“Scope of Services” attached hereto as “Exhibit A” and incorporated herein by this
reference (the “Services”). Contracting Party represents and warrants that Contracting
Party is a provider of first-class work and/or services and Contracting Party is experienced
in performing the Services contemplated herein and, in light of such status and
experience, Contracting Party covenants that it shall follow i ndustry standards in
performing the Services required hereunder, and that all materials, if any, will be of good
quality, fit for the purpose intended. For purposes of this Agreement, the phrase “industry
standards” shall mean those standards of practice recognized by one or more first -class
firms performing similar services under similar circumstances.
1.2 Compliance with Law. All Services rendered hereunder shall be provided
in accordance with all ordinances, resolutions, statutes, rules, regulations, and laws of
the City and any Federal, State, or local governmental agency of competent jurisdiction.
1.3 Wage and Hour Compliance. Contracting Party shall comply with applicable
Federal, State, and local wage and hour laws.
1.4 Licenses, Permits, Fees and Assessments. Except as otherwise specified
herein, Contracting Party shall obtain at its sole cost and expense such licenses, permits,
and approvals as may be required by law for the performance of the Services required by
this Agreement, including a City of La Quinta business license. Contracting Party and its
employees, agents, and subcontractors shall, at their sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits, and app rovals
that are legally required for the performance of the Services required by this Agreement.
Contracting Party shall have the sole obligation to pay for any fees, assessments, and
taxes, plus applicable penalties and interest, which may be imposed by law and arise
from or are necessary for the performance of the Services required by this Agreement,
and shall indemnify, defend (with counsel selected by City), and hold City, its elected
officials, officers, employees, and agents, free and harmless agains t any such fees,
assessments, taxes, penalties, or interest levied, assessed, or imposed against City
hereunder. Contracting Party shall be responsible for all subcontractors’ compliance with
this Section.
ATTACHMENT 1
12
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1.5 Familiarity with Work. By executing this Agreement, Contracting Party
warrants that (a) it has thoroughly investigated and considered the Services to be
performed, (b) it has investigated the site where the Services are to be performed, if any,
and fully acquainted itself with the conditions there existing, (c) it has carefully considered
how the Services should be performed, and (d) it fully understands the facilities,
difficulties, and restrictions attending performance of the Services under this Agreement.
Should Contracting Party discover any latent or unknown conditions materially differing
from those inherent in the Services or as represented by City, Contracting Party shall
immediately inform City of such fact and shall not proceed except at Contrac ting Party’s
risk until written instructions are received from the Contract Officer, or assigned
designee (as defined in Section 4.2 hereof).
1.6 Standard of Care. Contracting Party acknowledges and understands that
the Services contracted for under this Agreement require specialized skills and abilities
and that, consistent with this understanding, Contracting Party’s work will be held to an
industry standard of quality and workmanship. Consistent with Section 1.5 hereinabove,
Contracting Party represents to City that it holds the necessary skills and abilities to satisfy
the industry standard of quality as set forth in this Agreement. Contractin g Party shall
adopt reasonable methods during the life of this Agreement to furnish continuous
protection to the Services performed by Contracting Party, and the equipment, materials,
papers, and other components thereof to prevent losses or damages, and s hall be
responsible for all such damages, to persons or property, until acceptance of the Services
by City, except such losses or damages as may be caused by City’s own negligence.
The performance of Services by Contracting Party shall not relieve Contrac ting Party from
any obligation to correct any incomplete, inaccurate, or defective work at no further cost
to City, when such inaccuracies are due to the negligence of Contracting Party.
1.7 Additional Services. In accordance with the terms and conditions of this
Agreement, Contracting Party shall perform services in addition to those specified in the
Scope of Services (“Additional Services”) only when directed to do so by the Contract
Officer, or assigned designee, provided that Contracting Party shall not be required to
perform any Additional Services without compensation. Contracting Party shall not
perform any Additional Services until receiving prior written authorization through a duly
executed written amendment or change order from the Contract Officer, or assigned
designee, incorporating therein any adjustment in (i) the Contract Sum, in accordance
with Section 2.3 of this Agreement, and/or (ii) the time to perform this Agreement, which
said adjustments are subject to the written approval of Contracting Party. It is expressly
understood by Contracting Party that the provisions of this Section shall not apply to the
Services specifically set forth in the Scope of Services or reasonably contemplated
therein. It is specifically understood and agreed that oral requests and/or approvals of
Additional Services shall be barred and are unenforceable. Failure of Contracting Party
to secure the Contract Officer’s, or assigned designee’s written, authorization for
Additional Services shall constitute a waiver of any and all right to adjustment of the
Contract Sum or time to perform this Agreement, whether by way of compensation,
restitution, quantum meruit, or the like, for Additional Services provided without the
appropriate authorization from the Contract Officer, or assigned designee.
13
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1.8 Special Requirements. Additional terms and conditions of this Agreement,
if any, which are made a part hereof are set forth in “Exhibit D” (the “Special
Requirements”), which is incorporated herein by this reference and expressly made a part
hereof. In the event of a conflict between the provisions of the Special Requirements and
any other provisions of this Agreement, the provisions of the Special Requirements shall
govern.
2.COMPENSATION.
2.1 Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with “Exhibit B” (the “Schedule of
Compensation”) in a total amount not to exceed ONE MILLION SEVENTY THOUSAND
DOLLARS ($1,070,000), for the life of the Agreement, encompassing the Initial and any
Extended Terms (the “Contract Sum”), except as provided in Section 1.7. The method of
compensation set forth in the Schedule of Compensation may include a lump sum
payment upon completion, payment in accordance with the percentage of completion of
the Services, payment for time and materials based upon Contracting Party’s rate
schedule, but not exceeding the Contract Sum, or such other reasonable methods as may
be specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Contracting Party at all project meetings reasonably deemed necessary by
City; Contracting Party shall not be entitled to any additional compensation for attending
said meetings. Compensation may include reimbursement for actual and necessary
expenditures for reproduction costs, transportation expense, telephone expense, and
similar costs and expenses when and if specified in the Schedule of Compensation.
Regardless of the method of compensation set forth in the Schedule of Compensation,
Contracting Party’s overall compensation shall not exceed the Contract Sum, except as
provided in Section 1.7 of this Agreement.
2.2 Method of Billing & Payment. Any month in which Contracting Party wishes
to receive payment, Contracting Party shall submit to City no later than the tenth
(10th) working day of such month, in the form approved by City’s Finance Director, an
invoice for Services rendered prior to the date of the invoice. Such invoice shall
(1)describe in detail the Services provided, including time and materials, and (2) specify
each staff member who has provided Services and the number of hours assigned to each
such staff member. Such invoice shall contain a certification by a principal member of
Contracting Party specifying that the payment requested is for Services performed in
accordance with the terms of this Agreement. Upon approval in writing by the Contract
Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will
pay Contracting Party for all items stated thereon which are approved by City pursuant to
this Agreement no later than thirty (30) days after invoices are received by the City’s
Finance Department.
2.3 Compensation for Additional Services. Additional Services approved in
advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this
Agreement shall be paid for in an amount agreed to in writing through a duly executed
amendment or change order by both City and Contracting Party in advance of the
Additional Services being rendered by Contracting Party. Any compensation for
14
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Additional Services amounting to five percent (5%) of the Contract Sum or Fifteen
Thousand Dollars ($15,000), whichever is less, may be approved by the Contract Officer,
or assigned designee. Any greater amount of compensation for Additional Services must
be approved by the La Quinta City Council, the City Manager, or Department Director,
depending upon City laws, regulations, rules and procedures concerning public
contracting. Under no circumstances shall Contracting Party receive compensation for
any Additional Services without prior written approval through a duly executed
amendment or change order for the Additional Services is obtained from the Contract
Officer, or assigned designee, pursuant to Section 1.7 of this Agreement.
3.PERFORMANCE SCHEDULE.
3.1 Time of Essence. Time is of the essence in the performance of this
Agreement. If the Services are not completed in accordance with the Schedule of
Performance, as set forth in Section 3.2 and “Exhibit C”, it is understood that the City will
suffer damage.
3.2 Schedule of Performance. All Services rendered pursuant to this
Agreement shall be performed diligently and within the time period established in “Exhibit
C” (the “Schedule of Performance”). Extensions to the time period specified in the
Schedule of Performance may be approved in writing by the Contract Officer , or
assigned designee.
3.3 Force Majeure. The time period specified in the Schedule of Performance
for performance of the Services rendered pursuant to this Agreement shall be extended
because of any delays due to unforeseeable causes beyond the control and without the
fault or negligence of Contracting Party, including, but not restricted to, acts of God or of
the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots,
strikes, freight embargoes, acts of any governmental agency other than City, and
unusually severe weather, if Contracting Party shall within ten (10) days of the
commencement of such delay notify the Contract Officer, or assigned designee, in
writing of the causes of the delay. The Contract Officer, or assigned designee, shall
ascertain the facts and the extent of delay, and extend the time for performing the
Services for the period of the forced delay when and if in the Contract Officer’s judgment
such delay is justified, and the Contract Officer’s determination , or assigned designee,
shall be final and conclusive upon the parties to this Agreement. Extensions to time
period in the Schedule of Performance which are determined by the Contract Officer , or
assigned designee, to be justified pursuant to this Section shall not entitle the
Contracting Party to additional compensation in excess of the Contract Sum.
3.4 Term. Unless earlier terminated in accordance with the provisions in
Article 8.0 of this Agreement, the term of this agreement shall commence on June 1,
2026, and terminate on June 30, 2029 (“Initial Term”). This Agreement may be
extended for two (2) additional years upon mutual agreement by both parties
(“Extended Term”), and executed in writing.
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4.COORDINATION OF WORK.
4.1 Representative of Contracting Party. The following principals of Contracting
Party (“Principals”) are hereby designated as being the principals and representatives of
Contracting Party authorized to act in its behalf with respect to the Services specified
herein and make all decisions in connection therewith:
(a)Timothy Stone, Chief Operating Officer & Project Manager
Telephone No.: (619) 875-9996
Email: tim@frontlinefacilitysolutions.com
(b)Carlos Carrillo, Chief Executive Officer
Email: carlos@frontlinefacilitysolutions.com
It is expressly understood that the experience, knowledge, capability, and
reputation of the foregoing Principals were a substantial inducement for City to enter into
this Agreement. Therefore, the foregoing Principals shall be responsible during the term
of this Agreement for directing all activities of Contracting Party and devoting sufficient
time to personally supervise the Services hereunder. For purposes of this Agreement,
the foregoing Principals may not be changed by Contracting Party and no other personnel
may be assigned to perform the Services required hereunder without the express written
approval of City.
4.2 Contract Officer. The “Contract Officer”, otherwise known as Gilbert
Villalpando, Director of Business Unit and Housing, or assigned designee may be
designated in writing by the City Manager of the City. It shall be Contracting Party’s
responsibility to assure that the Contract Officer, or assigned designee, is kept informed
of the progress of the performance of the Services, and Contracting Party shall refer any
decisions, that must be made by City to the Contract Officer, or assigned designee.
Unless otherwise specified herein, any approval of City required hereunder shall mean
the approval of the Contract Officer, or assigned designee. The Contract Officer, or
assigned designee, shall have authority to sign all documents on behalf of City required
hereunder to carry out the terms of this Agreement.
4.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, capability, and reputation of Contracting Party, its principals, and its
employees were a substantial inducement for City to enter into this Agreement. Except
as set forth in this Agreement, Contracting Party shall not contra ct or subcontract with
any other entity to perform in whole or in part the Services required hereunder without the
express written approval of City. In addition, neither this Agreement nor any interest
herein may be transferred, assigned, conveyed, hypothecated, or encumbered,
voluntarily or by operation of law, without the prior written approval of City. Transfers
restricted hereunder shall include the transfer to any person or group of persons acting in
concert of more than twenty five percent (25%) of the present ownership and/or control
of Contracting Party, taking all transfers into account on a cumulative basis. Any
attempted or purported assignment or contracting or subcontracting by Contracting Party
without City’s express written approval shall be null, void, and of no effect. No approved
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transfer shall release Contracting Party of any liability hereunder without the express
consent of City.
4.4 Independent Contractor. Neither City nor any of its employees shall have
any control over the manner, mode, or means by which Contracting Party, its agents, or
its employees, perform the Services required herein, except as otherwise set forth herein.
City shall have no voice in the selection, discharge, supervision, or control of Contracting
Party’s employees, servants, representatives, or agents, or in fixing their number or hours
of service. Contracting Party shall perform all Services required herein as an independent
contractor of City and shall remain at all times as to City a wholly independent contractor
with only such obligations as are consistent with that role. Contracting Party shall not at
any time or in any manner represent that it or any of its agents or employees are agents
or employees of City. City shall not in any way or for any purpose become or be deemed
to be a partner of Contracting Party in its business or otherwise or a joint venture or a
member of any joint enterprise with Contracting Party. Contracting Party shall have no
power to incur any debt, obligation, or liability on behalf of City. Contracting Party shall
not at any time or in any manner represent that it or any of its agents or employees are
agents or employees of City. Except for the Contract Sum paid to Contracting Party as
provided in this Agreement, City shall not pay salaries, wages, or other compensation to
Contracting Party for performing the Services hereunder for City. City shall not be liable
for compensation or indemnification to Contracting Party for injury or sickness arising out
of performing the Services hereunder. Notwithstanding any other City, state, or federal
policy, rule, regulation, law, or ordinance to the contrary, Contracting Party and any of its
employees, agents, and subcontractors providing services under this Agreement shall not
qualify for or become entitled to any compensation, benefit, or any incident of employment
by City, including but not limited to eligibility to enroll in the Califo rnia Public Employees
Retirement System (“PERS”) as an employee of City and entitlement to any contribution
to be paid by City for employer contributions and/or employee contributions for PERS
benefits. Contracting Party agrees to pay all required taxes on amounts paid to
Contracting Party under this Agreement, and to indemnify and hold City harmless from
any and all taxes, assessments, penalties, and interest asserted against City by reason
of the independent contractor relationship created by this Agreement. Contracting Party
shall fully comply with the workers’ compensation laws regarding Contracting Party and
Contracting Party’s employees. Contracting Party further agrees to indemnify and hold
City harmless from any failure of Contracting Party to com ply with applicable workers’
compensation laws. City shall have the right to offset against the amount of any payment
due to Contracting Party under this Agreement any amount due to City from Contracting
Party as a result of Contracting Party’s failure to promptly pay to City any reimbursement
or indemnification arising under this Section.
4.5 Identity of Persons Performing Work. Contracting Party represents that it
employs or will employ at its own expense all personnel required for the satisfactory
performance of any and all of the Services set forth herein. Contracting Party represents
that the Services required herein will be performed by Contracting Party or under its direct
supervision, and that all personnel engaged in such work shall be fully qualified and shall
be authorized and permitted under applicable State and local law to perform such tasks
and services.
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4.6 City Cooperation. City shall provide Contracting Party with any plans,
publications, reports, statistics, records, or other data or information pertinent to the
Services to be performed hereunder which are reasonably available to Contracting Party
only from or through action by City.
5.INSURANCE.
5.1 Insurance. Prior to the beginning of any Services under this Agreement and
throughout the duration of the term of this Agreement, Contracting Party shall procure
and maintain, at its sole cost and expense, and submit concurrently with its execution of
this Agreement, policies of insurance as set forth in “Exhibit E” (the “Insurance
Requirements”) which is incorporated herein by this reference and expressly made a part
hereof.
5.2 Proof of Insurance. Contracting Party shall provide Certificate of Insurance
to Agency along with all required endorsements. Certificate of Insurance and
endorsements must be approved by Agency’s Risk Manager prior to commencement of
performance.
6.INDEMNIFICATION.
6.1 Indemnification. To the fullest extent permitted by law, Contracting Party
shall indemnify, protect, defend (with counsel selected by City), and hold harmless City
and any and all of its officers, employees, agents, and volunteers as set forth in “Exhibit
F” (“Indemnification”) which is incorporated herein by this reference and expressly made
a part hereof.
7.RECORDS AND REPORTS.
7.1 Reports. Contracting Party shall periodically prepare and submit to the
Contract Officer, or assigned designee, such reports concerning Contracting Party’s
performance of the Services required by this Agreement as the Contract Officer , or
assigned designee, shall require. Contracting Party hereby acknowledges that City is
greatly concerned about the cost of the Services to be performed pursuant to this
Agreement. For this reason, Contracting Party agrees that if Contracting Party becomes
aware of any facts, circumstances, techniques, or events that may or will materially
increase or decrease the cost of the Services contemplated herein or, if Contracting Party
is providing design services, the cost of the project being designed, Contracting Party
shall promptly notify the Contract Officer, or assigned designee, of said fact,
circumstance, technique, or event and the estimated increased or decreased cost related
thereto and, if Contracting Party is providing design services, the estimated increased or
decreased cost estimate for the project being designed.
7.2 Records. Contracting Party shall keep, and require any subcontractors to
keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports
(including but not limited to payroll reports), studies, or other documents relating to the
disbursements charged to City and the Services performed hereunder (the “Books and
Records”), as shall be necessary to perform the Services required by this Agreement and
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enable the Contract Officer, or assigned designee, to evaluate the performance of such
Services. Any and all such Books and Records shall be maintained in accordance with
generally accepted accounting principles and shall be complete and detailed. The
Contract Officer, or assigned designee, shall have full and free access to such Books
and Records at all times during normal business hours of City, including the right to
inspect, copy, audit, and make records and transcripts from such Books and Records.
Such Books and Records shall be maintained for a period of three (3) years following
completion of the Services hereunder, and City shall have access to such Books and
Records in the event any audit is required. In the event of dissolution of Contracting
Party’s business, custody of the Books and Records may be given to City, and access
shall be provided by Contracting Party’s successor in interest. Under California
Government Code Section 8546.7, if the amount of public funds expended under this
Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject
to the examination and audit of the State Auditor, at the request of City or as part of any
audit of City, for a period of three (3) years after final payment under this Agreement.
7.3 Ownership of Documents. All drawings, specifications, maps, designs,
photographs, studies, surveys, data, notes, computer files, reports, records, documents,
and other materials plans, drawings, estimates, test data, survey results, models,
renderings, and other documents or works of authorship fixed in any tangible medium of
expression, including but not limited to, physical drawings, digital renderings, or data
stored digitally, magnetically, or in any other medium prepared or caused to be prepared
by Contracting Party, its employees, subcontractors, and agents in the performance of
this Agreement (the “Documents and Materials”) shall be the property of City and shall be
delivered to City upon request of the Contract Officer , or assigned designee, or upon
the expiration or termination of this Agreement, and Contracting Party shall have no claim
for further employment or additional compensation as a result of the exercise by City of
its full rights of ownership use, reuse, or assignment of the Docum ents and Materials
hereunder. Any use, reuse or assignment of such completed Documents and Materials
for other projects and/or use of uncompleted documents without specific written
authorization by Contracting Party will be at City’s sole risk and without liability to
Contracting Party, and Contracting Party’s guarantee and warranties shall not extend to
such use, revise, or assignment. Contracting Party may retain copies of such Documents
and Materials for its own use. Contracting Party shall have an un restricted right to use
the concepts embodied therein. All subcontractors shall provide for assignment to City
of any Documents and Materials prepared by them, and in the event Contracting Party
fails to secure such assignment, Contracting Party shall indemnify City for all damages
resulting therefrom.
7.4 In the event City or any person, firm, or corporation authorized by City
reuses said Documents and Materials without written verification or adaptation by
Contracting Party for the specific purpose intended and causes to be made or makes any
changes or alterations in said Documents and Materials, City hereby releases,
discharges, and exonerates Contracting Party from liability resulting from said change.
The provisions of this clause shall survive the termination or expiration of this Agreement
and shall thereafter remain in full force and effect.
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7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive
and perpetual license for City to copy, use, modify, reuse, or sublicense any and all
copyrights, designs, rights of reproduction, and other intellectual property embodied in
the Documents and Materials. Contracting Party shall require all subcontractors, if any,
to agree in writing that City is granted a non -exclusive and perpetual license for the
Documents and Materials the subcontractor prepares under this Agreement. Contracting
Party represents and warrants that Contracting Party has the legal right to license any
and all of the Documents and Materials. Contracting Party makes no such representation
and warranty in regard to the Documents and Materials which were prepared by d esign
professionals other than Contracting Party or provided to Contracting Party by City. City
shall not be limited in any way in its use of the Documents and Materials at any time,
provided that any such use not within the purposes intended by this Agre ement shall be
at City’s sole risk.
7.6 Release of Documents. The Documents and Materials shall not be
released publicly without the prior written approval of the Contract Officer , or assigned
designee, or as required by law. Contracting Party shall not disclose to any other entity
or person any information regarding the activities of City, except as required by law or as
authorized by City.
7.7 Confidential or Personal Identifying Information. Contracting Party
covenants that all City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussion notes, or
other information, if any, developed or received by Contracting Party or provided for
performance of this Agreement are deemed confidential and shall not be disclosed by
Contracting Party to any person or entity without prior written authorization by City or
unless required by law. City shall grant authorization for disclosure if required by any
lawful administrative or legal proceeding, court order, or similar directive with the force of
law. All City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussions, or other
information shall be returned to City upon the termination or expiration of this Agreement.
Contracting Party’s covenant under this section shall survive the termination or expiration
of this Agreement.
8.ENFORCEMENT OF AGREEMENT.
8.1 California Law. This Agreement shall be interpreted, construed, and
governed both as to validity and to performance of the parties in accordance with the laws
of the State of California. Legal actions concerning any dispute, claim, or matter arising
out of or in relation to this Agreement shall be instituted in the Superior Court of the County
of Riverside, State of California, or any other appropriate court in such county, and
Contracting Party covenants and agrees to submit to the personal jurisdiction of such
court in the event of such action.
8.2 Disputes. In the event of any dispute arising under this Agreement, the
injured party shall notify the injuring party in writing of its contentions by submitting a claim
therefore. The injured party shall continue performing its obligations hereunder so long
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as the injuring party commences to cure such default within ten (10) days of service of
such notice and completes the cure of such default within forty-five (45) days after service
of the notice, or such longer period as may be permitted by the Contract Of ficer, or
assigned designee; provided that if the default is an immediate danger to the health,
safety, or general welfare, City may take such immediate action as City deems warranted.
Compliance with the provisions of this Section shall be a condition precedent to
termination of this Agreement for cause and to any legal action, and such compliance
shall not be a waiver of any party’s right to take legal action in the event that the dispute
is not cured, provided that nothing herein shall limit City’s righ t to terminate this
Agreement without cause pursuant to this Article 8.0. During the period of time that
Contracting Party is in default, City shall hold all invoices and shall, when the default is
cured, proceed with payment on the invoices. In the alte rnative, City may, in its sole
discretion, elect to pay some or all of the outstanding invoices during any period of default.
8.3 Retention of Funds. City may withhold from any monies payable to
Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or
damages it reasonably believes were suffered by City due to the default of Contracting
Party in the performance of the Services required by this Agreement.
8.4 Waiver. No delay or omission in the exercise of any right or remedy of a
non-defaulting party on any default shall impair such right or remedy or be construed as
a waiver. City’s consent or approval of any act by Contracting Party requiring City’s
consent or approval shall not be deemed to waive or render unnecessary City’s consent
to or approval of any subsequent act of Contracting Party. Any waiver by either party of
any default must be in writing and shall not be a waiver of any other default concerni ng
the same or any other provision of this Agreement.
8.5 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies
of the parties are cumulative and the exercise by either party of one or more of such rights
or remedies shall not preclude the exercise by it, at the same or different times, of any
other rights or remedies for the same default or any other default by the other party.
8.6 Legal Action. In addition to any other rights or remedies, either party may
take legal action, at law or at equity, to cure, correct, or remedy any default, to recover
damages for any default, to compel specific performance of this Agreement, to obtain
declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes
of this Agreement.
8.7 Termination Prior To Expiration of Term. This Section shall govern any
termination of this Agreement, except as specifically provided in the following Section for
termination for cause. City reserves the right to terminate this Agreement at any time,
with or without cause, upon thirty (30) days’ written notice to Contracting Party. Upon
receipt of any notice of termination, Contracting Party shall immediately cease all
Services hereunder except such as may be specifically approved by the Contract Officer,
or assigned designee. Contracting Party shall be entitled to compensation for all
Services rendered prior to receipt of the notice of termination and for any Services
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authorized by the Contract Officer, or assigned designee, thereafter in accordance with
the Schedule of Compensation or such as may be approved by the Contract Officer, or
assigned designee, except amounts held as a retention pursuant to this Agreement.
8.8 Termination for Default of Contracting Party. If termination is due to the
failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party
shall vacate any City-owned property which Contracting Party is permitted to occupy
hereunder and City may, after compliance wit h the provisions of Section 8.2, take over
the Services and prosecute the same to completion by contract or otherwise, and
Contracting Party shall be liable to the extent that the total cost for completion of the
Services required hereunder exceeds the compensation herein stipulated (provided that
City shall use reasonable efforts to mitigate such damages), and City may withhold any
payments to Contracting Party for the purpose of setoff or partial payment of the amounts
owed City.
8.9 Attorneys’ Fees. If either party to this Agreement is required to initiate or
defend or made a party to any action or proceeding in any way connected with this
Agreement, the prevailing party in such action or proceeding, in addition to any other relief
which may be granted, whether legal or equitable, shall be entitled to reasonable
attorneys’ fees; provided, however, that the attorneys’ fees awarded pursuant to this
Section shall not exceed the hourly rate paid by City for legal services multiplied by th e
reasonable number of hours spent by the prevailing party in the conduct of the litigation.
Attorneys’ fees shall include attorneys’ fees on any appeal, and in addition a party entitled
to attorneys’ fees shall be entitled to all other reasonable costs for investigating such
action, taking depositions and discovery, and all other necessary costs the court allows
which are incurred in such litigation. All such fees shall be deemed to have accrued on
commencement of such action and shall be enforceable whether or not such action is
prosecuted to judgment. The court may set such fees in the same action or in a separate
action brought for that purpose.
9.CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.
9.1 Non-liability of City Officers and Employees. No officer, official, employee,
agent, representative, or volunteer of City shall be personally liable to Contracting Party,
or any successor in interest, in the event or any default or breach by City or for any amount
which may become due to Contracting Party or to its successor, or for breach of any
obligation of the terms of this Agreement.
9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any
officer or principal of it, has or shall acquire any interest, directly or indirectly, which would
conflict in any manner with the interests of City or which would in any way hinder
Contracting Party’s performance of the Services under this Agreement. Contracting Party
further covenants that in the performance of this Agreement, no person having any such
interest shall be employed by it as an officer, employee, agent, or subcontrac tor without
the express written consent of the Contract Officer, or assigned designee. Contracting
Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts
of interest with the interests of City in the performance of this Agreement.
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No officer or employee of City shall have any financial interest, direct or
indirect, in this Agreement nor shall any such officer or employee participate in any
decision relating to this Agreement which effects his financial interest or the financial
interest of any corporation, partnership or association in which he is, directly or indirectly,
interested, in violation of any State statute or regulation. Contracting Party warrants that
it has not paid or given and will not pay or give any third party any money or other
consideration for obtaining this Agreement.
9.3 Covenant against Discrimination. Contracting Party covenants that, by and
for itself, its heirs, executors, assigns, and all persons claiming under or through them,
that there shall be no discrimination against or segregation of, any person or group of
persons on account of any impermissible classification including, but not limited to, race,
color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry in
the performance of this Agreement. Contracting Party shall take affi rmative action to
ensure that applicants are employed and that employees are treated during employment
without regard to their race, color, creed, religion, sex, marital status, sexual orientation,
national origin, or ancestry.
10.MISCELLANEOUS PROVISIONS.
10.1 Notice. Any notice, demand, request, consent, approval, or communication
either party desires or is required to give the other party or any other person shall be in
writing and either served personally or sent by prepaid, first-class mail to the address set
forth below. Either party may change its address by notifying the other party of the change
of address in writing. Notice shall be deemed communicated forty -eight (48) hours from
the time of mailing if mailed as provided in this Section.
To City:
CITY OF LA QUINTA
Attention: Gil Villalpando
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:
Frontline Facility Solutions, LLC
Attention: Timothy Stone, COO
11786 Hi Ridge Rd
Lakeside, California 92040
10.2 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of this Agreement or any other rule of
construction which might otherwise apply.
10.3 Section Headings and Subheadings. The section headings and
subheadings contained in this Agreement are included for convenience only and shall not
limit or otherwise affect the terms of this Agreement.
10.4 Counterparts. This Agreement may be executed in counterparts, each of
which shall be deemed to be an original, and such counterparts shall constitute one and
the same instrument.
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10.5 Integrated Agreement. This Agreement including the exhibits hereto is the
entire, complete, and exclusive expression of the understanding of the parties. It is
understood that there are no oral agreements between the parties hereto affecting this
Agreement and this Agreement supersedes and cancels any and all previous
negotiations, arrangements, agreements, and understandings, if any, between the
parties, and none shall be used to interpret this Agreement.
10.6 Amendment. No amendment to or modification of this Agreement shall be
valid unless made in writing and approved by Contracting Party and by the City Council
of City. The parties agree that this requirement for written modifications cannot be waived
and that any attempted waiver shall be void.
10.7 Severability. In the event that any one or more of the articles, phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable, such invalidity or unenforceability shall not affect any
of the remaining articles, phrases, sentences, clauses, paragraphs, or sections of this
Agreement which are hereby declared as severable and shall be interpreted to carry out
the intent of the parties hereunder unless the invalid provision is so material that its
invalidity deprives either party of the basic benefit of their bargain or renders this
Agreement meaningless.
10.8 Unfair Business Practices Claims. In entering into this Agreement,
Contracting Party offers and agrees to assign to City all rights, title, and interest in and to
all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or
under the Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of
Division 7 of the Business and Professions Code), arising from purchases of goods,
services, or materials related to this Agreement. This assignment shall be made and
become effective at the time City renders final payment to Contracting Party without
further acknowledgment of the parties.
10.9 No Third-Party Beneficiaries. With the exception of the specific provisions
set forth in this Agreement, there are no intended third-party beneficiaries under this
Agreement and no such other third parties shall have any rights or obligations hereunder.
10.10 Authority. The persons executing this Agreement on behalf of each of the
parties hereto represent and warrant that (i) such party is duly organized and existing,
(ii)they are duly authorized to execute and deliver this Agreement on behalf of said party,
(iii)by so executing this Agreement, such party is formally bound to the provisions of this
Agreement, and (iv) that entering into this Agreement does not violate any provision of
any other Agreement to which said party is bound. This Agreement shall be binding upon
the heirs, executors, administrators, successors, and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
CITY OF LA QUINTA,
a California Municipal Corporation
JON MCMILLEN, City Manager
City of La Quinta, California
Dated:
Frontline Facility Solutions LLC,lace hold
a California Limited Liability Company
placeholder text
Name: CARLOS CARRILLO
Title: Chief Executive Officer, FFS, LLC
Dated:
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
25
Exhibit A
Page 1 of 4 Last revised summer 2017
Exhibit A
Scope of Services
[See Attached]
Core Management Services (Base Fee)
•On-Site Property Manager (32–36 hours/week, Monday–Friday)
•Maintenance Worker (32 hours/week, Monday–Thursday)
•Friday Light-Coverage Vendor (2–3 hours/week for inspections, minor repairs, and
resident support)
•24/7 emergency response via licensed vendors
•Tenant relations and Mobilehome Residency Law (MRL) compliance (Cal. Civ.
Code §798–799.11)
•Rent collection, lease administration, and financial reporting
•Vendor coordination and oversight
•Community engagement and conflict resolution
•Executive oversight from FFS leadership
•Property management software and basic tools/consumables
Additional (As-Needed) Services (not part of base fee)
Service Fee
New Tenant Lease-Up Fee $500 per new lease
Market / Rent Study $1,500 per study
Capital Project Management (projects >$10,000) 5% of project cost
Eviction Coordination (legal fees separate) $750 per proceeding
Construction Project Management 5–10% of project cost
Energy Efficiency Assessment $2,500
Emergency Preparedness Planning $1,500
26
Exhibit A
Page 2 of 4
ADDENDUM TO AGREEMENT
Re: Scope of Services
If the Scope of Services include construction, alteration, demolition, installation,
repair, or maintenance affecting real property or structures or improvements of any kind
appurtenant to real property, the following apply:
1. Prevailing Wage Compliance. If Contracting Party is a contractor
performing public works and maintenance projects, as described in this Section 1.3,
Contracting Party shall comply with applicable Federal, State, and local laws. Contracting
Party is aware of the requirements of California Labor Code Sections 1720, et seq., and
1770, et seq., as well as California Code of Regulations, Title 8, Sections 16000, et seq.,
(collectively, the “Prevailing Wage Laws”), and La Quinta Municipal Code
Section 3.12.040, which require the payment of prevailing wage rates and the
performance of other requirements on “Public works” and “Maintenance” projects. If the
Services are being performed as part of an applicable “Public works” or “Maintenance”
project, as defined by the Prevailing Wage Laws, and if construction work over twenty -
five thousand dollars ($25,000.00) and/or alterations, demolition, repair or maintenance
work over fifteen thousand dollars ($15,000.00) is entered into or extended on or after
January 1, 2015 by this Agreement, Contracting Party agrees to fully comply with such
Prevailing Wage Laws including, but not limited to, requirements related to the
maintenance of payroll records and the employment of apprentices. Pursuant to
California Labor Code Section 1725.5, no contractor or subcontractor may be awarded a
contract for public work on a “Public works” project unless registered with the California
Department of Industrial Relations (“DIR”) at the time the contract is awarded. If the
Services are being performed as part of an applicable “Public works” or “Maintenance”
project, as defined by the Prevailing Wage Laws, this project is subject to compliance
monitoring and enforcement by the DIR. Contracting Party will maintain and will require
all subcontractors to maintain valid and current DIR Public Works contractor registration
during the term of this Agreement. Contracting Party shall notify City in writing
immediately, and in no case more than twenty -four (24) hours, after receiving any
information that Contracting Party’s or any of its subcontractor’s DIR registration status
has been suspended, revoked, expired, or otherwise changed. It is understood that it is
the responsibility of Contracting Party to determine the correct salary scale. Contract ing
Party shall make copies of the prevailing rates of per diem wages for each craft,
classification, or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at Contracting Party’s principal place of
business and at the project site, if any. The statutory penalties for failure to pay prevailing
wage or to comply with State wage and hour laws will be enforced. Contracting Party
must forfeit to City TWENTY-FIVE DOLLARS ($25.00) per day for each worker who
works in excess of the minimum working hours when Contracting Party does not pay
overtime. In accordance with the provisions of Labor Code Sections 1810 et seq., eight
(8)hours is the legal working day. Contracting Party also shall comply with State law
requirements to maintain payroll records and shall provide for certified records and
inspection of records as required by California Labor Code Section 1770 et seq., including
Section 1776. In addition to the other indemnities provided under this Agreement,
Contracting Party shall defend (with counsel selected by City), indemnify, and hold City,
27
Exhibit A
Page 3 of 4
its elected officials, officers, employees, and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage
Laws. It is agreed by the parties that, in connection with performance of the Services,
including, without limitation, any and all “Public works” (as defined by the Prevailing Wage
Laws), Contracting Party shall bear all risks of payment or non -payment of prevailing
wages under California law and/or the implementation of Labor Code Section 1781, as
the same may be amended from time to time, and/or any other similar law. Contracting
Party acknowledges and agrees that it shall be independently responsible for reviewing
the applicable laws and regulations and effectuating compliance with such laws.
Contracting Party shall require the same of all subcontractors.
2.Retention. Payments shall be made in accordance with the provisions of
Article 2.0 of the Agreement. In accordance with said Sections, City shall pay Contracting
Party a sum based upon ninety-five percent (95%) of the Contract Sum apportionment of
the labor and materials incorporated into the Services under this Agreement during the
month covered by said invoice. The remaining five percent (5%) thereof shall be retained
as performance security to be paid to Contracting Party within sixty (60) days after final
acceptance of the Services by the City Council of City, after Contracting Party has
furnished City with a full release of all undisputed payments under this Agreement, if
required by City. In the event there are any claims specifically excluded by C ontracting
Party from the operation of the release, City may retain proceeds (per Public Contract
Code § 7107) of up to one hundred fifty percent (150%) of the amount in dispute. City’s
failure to deduct or withhold shall not affect Contracting Party’s ob ligations under the
Agreement.
3.Utility Relocation. City is responsible for removal, relocation, or protection
of existing main or trunk-line utilities to the extent such utilities were not identified in the
invitation for bids or specifications. City shall reimburse Contracting Party for any costs
incurred in locating, repairing damage not caused by Contracting Party, and removing or
relocating such unidentified utility facilities. Contracting Party shall not be assessed
liquidated damages for delay arising from the removal or relocation of such unidentified
utility facilities.
4.Trenches or Excavations. Pursuant to California Public Contract Code
Section 7104, in the event the work included in this Agreement requires excavations more
than four (4) feet in depth, the following shall apply:
(a)Contracting Party shall promptly, and before the following conditions
are disturbed, notify City, in writing, of any: (1) material that Contracting Party believes
may be material that is hazardous waste, as defined in Section 25117 of the Health and
Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site
in accordance with provisions of existing law; (2) subsurface or latent physical conditions
at the site different from those indicated by information about the site m ade available to
bidders prior to the deadline for submitting bids; or (3) unknown physical conditions at the
site of any unusual nature, different materially from those ordinarily encountered and
generally recognized as inherent in work of the character provided for in the Agreement.
28
Exhibit A
Page 4 of 4
(b)City shall promptly investigate the conditions, and if it finds that the
conditions do materially so differ, or do involve hazardous waste, and cause a decrease
or increase in Contracting Party’s cost of, or the time required for, performance of any
part of the work shall issue a change order per Section 1.8 of the Agreement.
(c)in the event that a dispute arises between City and Contracting Party
whether the conditions materially differ, or involve hazardous waste, or cause a decrease
or increase in Contracting Party’s cost of, or time required for, performance of any part of
the work, Contracting Party shall not be excused from any scheduled completion date
provided for by this Agreement, but shall proceed with all work to be performed under this
Agreement. Contracting Party shall retain any and all rights provided either by con tract
or by law which pertain to the resolution of disputes and protests between the contracting
Parties.
5.Safety. Contracting Party shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out the Services, Contracting
Party shall at all times be in compliance with all applicable local, state, and federal laws,
rules and regulations, and shall exercise all necessary precautions for the safety of
employees appropriate to the nature of the work and the conditions under which the work
is to be performed. Safety precautions as applicable shall include, but shall not be limited
to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions
in accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing
apparel as are necessary or lawfully required to prevent accidents or injuries; and
(C)adequate facilities for the proper inspection and maintenance of al l safety measures.
6.Liquidated Damages. Since the determination of actual damages for any
delay in performance of the Agreement would be extremely difficult or impractical to
determine in the event of a breach of this Agreement, Contracting Party shall be liable for
and shall pay to City the sum of One Thousand dollars ($1,000.00) as liquidated damages
for each working day of delay in the performance of any of the Services required
hereunder, as specified in the Schedule of Performance. In addition, liquidated damages
may be assessed for failure to comply with the emergency call out requirements, if any,
described in the Scope of Services. City may withhold from any moneys payable on
account of the Services performed by Contracting Party any accrued liquidated damages.
29
PROPOSAL FOR
RESIDENTIAL PROPERTY MANAGEMENT SERVICES
FOR
DUNE PALMS MOBILE HOME ESTATES
Submitted to:
La Quinta Housing Authority
Attn: Doug Kinley, Senior Management Analyst
78495 Calle Tampico, La Quinta, California 92253
Submitted by:
FRONTLINE FACILITY SOLUTIONS LLC
California DVBE | Service-Disabled Veteran-Owned Small Business
11786 Hi Ridge Rd, Lakeside, CA 92040
www.frontlinefacilitysolutions.com
Revised Submission — March 2026
EXHIBIT A
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1. Cover Letter
March 2026
Doug Kinley, Senior Management Analyst
City of La Quinta
78495 Calle Tampico
La Quinta, California 92253
RE: Revised Proposal for Residential Property Management Services – Dune Palms Mobile Home
Estates
Dear Mr. Kinley:
Frontline Facility Solutions LLC (FFS) is pleased to submit this revised proposal for residential property
management services at Dune Palms Mobile Home Estates. This updated submission reflects the City’s
priorities for cost efficiency, transparency, and regulatory compliance while maintaining a high standard of
service for residents.
In this revision, FFS has restructured the Base Property Management Fee to $14,900 per month,
representing a fully burdened staffing model with a 12% operating margin. This fee includes on-site
management, routine maintenance, resident relations, financial reporting, and full compliance with
California’s Mobilehome Residency Law (MRL). Landscaping services are not included in the base fee;
instead, FFS will competitively bid and requested services upon award of contract and present actual
vendor pricing to the Authority for approval. This ensures transparency and protects the City from inflated
or inaccurate estimates.
As a Service-Disabled Veteran-Owned Small Business headquartered in Southern California, FFS brings
a unique combination of licensed real estate expertise, large-scale property and facilities management
experience, and direct experience managing federally regulated housing. Our COO, Timothy Stone, holds
an active California Real Estate License (#02072180), and our firm currently manages 70+ HUD Section
8 units in San Diego County.
This proposal and all pricing contained herein shall remain valid for ninety (90) days from the date of
submission. We confirm that all individuals who will perform work for the City are free of any conflict of
interest
FFS has reviewed the City’s Agreement for Contract Services and confirms our ability to execute the
agreement without exception.
Respectfully submitted,
Timothy Stone, COO
Frontline Facility Solutions LLC
11786 Hi Ridge Rd, Lakeside, CA 92040
Phone: (619) 875-9996
Email: tim@frontlinefacilitysolutions.com
31
2. Firm Background, Qualifications, and Experience
2(a) Number of Years in Business
Frontline Facility Solutions LLC was established in November 2024. Although FFS was incorporated in
2024, our leadership team exceeds the RFQ’s minimum 5-year requirement, with over 40 years of
combined property and maintenance management experience.
2(b) Taxpayer Identification Number
EIN: 33-2373272
2(c) Years Performing This Service
Our leadership team brings extensive relevant experience:
•Timothy Stone (COO): 20+ years in facilities management and property operations, including 5+
million square feet of portfolio management, lease administration, tenant relations, and licensed
real estate practice
•Carlos Carrillo (CEO): 20+ years in facilities management, including multi-site operations,
regulatory compliance (FDA/GMP, SOX, ISO), and team leadership
•FFS (Corporate): Active property management contract since November 2024 covering 70+
federally subsidized Section 8 units in San Diego County under HUD HCV program requirements
2(d) Resumes of Key Personnel
Timothy Stone – Chief Operating Officer & Project Manager
Licenses: California Real Estate License #02072180 (Active)
Education: MA in Management, University of Redlands
Former Position: Facilities Management Specialist, San Diego Airport Authority (February 2025 – January
2026)
•Managing multi-terminal campus operations for San Diego International Airport
•Coordinating maintenance across critical infrastructure supporting 25+ million annual passengers
•Ensuring regulatory compliance with FAA, TSA, and local codes
•Vendor management and work order execution across distributed facilities
Prior Experience:
•Account Director, CBRE (2021–2023): Managed 5M+ sq ft portfolio across US and Germany;
$200M P&L responsibility; grew account revenue 260% from $2.5M to $9M; led 36-person
multi-city team; achieved $2M+ annual savings
•Portfolio Manager, General Atomics (2018–2021): Primary liaison for 30-building defense
contractor campus; $25M annual operating budget; federal security and compliance protocols
•Licensed Real Estate Professional: 70+ transactions totaling $30M+; lease administration,
property management, tenant relations
Carlos Carrillo – Chief Executive Officer
Certifications: Certified Maintenance Manager (CMM)
Education: MBA in Project Management
Military: 20 Years, United States Marine Corps
32
Former Position: Sr. Account Director, CBRE/ASML (2024 – January 2026)
•Managing $12M fixed-price contract for 585,000 sq ft semiconductor campus
•Supervising 44 employees with full P&L accountability
•Ensuring SOX compliance and regulatory adherence
Prior Experience:
•Account Director, CBRE/Abzena (2022–2024): $8M fixed-price contract across six life sciences
sites; FDA/ISO/GMP compliance; 90% workflow efficiency improvement; zero audit findings
•Facilities Manager, Steris Isomedix (2020–2022): $2M maintenance budget; ISO 9000
compliance; $1.3M CAPEX project delivery
2(e) Firm Ownership
Frontline Facility Solutions LLC is a California Limited Liability Company.
•Carlos Carrillo – CEO & Majority Owner
•Timothy Stone – COO & Co-Founder
FFS is certified as a Service-Disabled Veteran-Owned Small Business (SDVOSB) and holds California
DVBE Certification #2048986
2(f) Parent Company
Frontline Facility Solutions LLC is an independent company and is not a subsidiary of any parent
company.
3. Approach and Methodology
Frontline Facility Solutions LLC (FFS) will provide comprehensive, compliant, and resident-focused
property management services for Dune Palms Mobile Home Estates. Our approach is built on
operational efficiency, regulatory adherence, and proactive communication with both residents and City
staff.
Our methodology is structured around six core pillars:
3(a) Management Approach
1. Property Maintenance & Operations
FFS will oversee all aspects of property upkeep, including common areas, infrastructure, and utilities. Our
maintenance model includes:
•A dedicated on-site Maintenance Worker (32 hours/week, Mon–Thu)
•A Friday light-coverage vendor for inspections and minor repairs
•24/7 emergency response through licensed vendors
•Routine inspections of common areas and infrastructure
•Work order tracking through cloud-based software
•Coordination of repairs, vendor dispatch, and quality assurance
This hybrid model ensures continuous 5-day coverage while maintaining cost efficiency and compliance
with the RFQ
2. Tenant Relations & MRL Compliance
FFS will serve as the primary point of contact for residents and ensure full compliance with the
Mobilehome Residency Law (Cal. Civ. Code §798–799.11). Our responsibilities include:
•Responding promptly to resident concerns
•Documenting all communications
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•Enforcing Park rules and rental agreements
•Providing required notices and disclosures
•Supporting peaceful conflict resolution
•Coordinating annual inspections with City staff
3. Leasing & Rent Collection
FFS will manage all leasing activities, including:
•Screening prospective tenants in compliance with Fair Housing laws
•Executing MRL-compliant rental agreements
•Collecting rent and enforcing late fees
•Maintaining accurate financial records
•Conducting market or rent studies as requested
4. Regulatory Compliance
FFS ensures strict adherence to:
•California Health & Safety Code
•Mobilehome Residency Law
•Fair Housing Act
•Local ordinances and inspection requirements
We will prepare and submit all required documentation and reports on behalf of the Authority.
5. Financial Reporting & Budgeting
FFS provides transparent, accurate financial management, including:
•Monthly financial statements
•Income and expense tracking
•Annual budget development
•Recommendations for cost-saving measures
•Internal controls to safeguard City resources
6. Community Engagement & Conflict Resolution
FFS will foster a positive, respectful community environment through:
•Regular communication with residents
•Community meetings and updates
•Mediation of disputes using MRL-compliant procedures
•Support for resident concerns and accessibility needs
3(b) Transition Timeline
FFS will implement a structured transition plan to ensure continuity of operations and a smooth
onboarding process.
Phase Activities
Weeks 1–2 Contract execution; obtain permits and licenses; review existing leases,
vendor contracts, and financial records; coordinate with outgoing
management.
34
Weeks 3–4 Onboard staff; conduct comprehensive property inspection; meet with
residents; establish emergency protocols; set up financial and work order
systems.
Week 5+ Full operational management; implement preventive maintenance program;
begin monthly reporting; host initial community meeting.
4. References
FFS’s experience includes public-sector operations within California, including the San Diego Airport
Authority and federally regulated housing programs administered in coordination with local government
agencies. The following references demonstrate FFS’s qualifications in property management,
public-sector operations, regulatory compliance, and federally regulated housing administration.
Reference 1: San Diego Airport Authority (Public Sector)
Client Name San Diego Airport Authority
Contact Greg Skalnik, Contract Manager | (847) 627-0522 | gskalnik@san.org
Project Facilities Management – Multi-terminal airport campus
Dates February 2025 – January 2026
Staff Assigned Timothy Stone
Summary Managed facilities operations for critical public infrastructure serving 25M+
annual passengers. Ensured FAA/TSA compliance, 24/7 operational
readiness, and multi-stakeholder coordination.
Reference 2: CBRE – Integrated Facilities Management
Client Name CBRE (Multi-Client Portfolio)
Contact Antonio Ferrar, Facility Manager | (480) 466-1449 |
antonio.ferrer480@gmail.com
Project Integrated Facilities & Property Management – 5M+ sq ft portfolio
Dates June 2021 – June 2023
Staff Assigned Timothy Stone
Summary $200M P&L responsibility. Grew account 260% ($2.5M to $9M). Led a
36-person team across multiple cities. Achieved $2M+ annual savings.
Lease administration, tenant relations, and property operations.
Reference 3: General Atomics (Defense Contractor)
35
Client Name General Atomics
Contact Nick Vang, Lead PM | (858) 220-5697 | nicholas.vang@cbre.com
Project Facilities Portfolio Management – 30-building defense contractor campus
Dates February 2018 – June 2021
Staff Assigned Timothy Stone
Summary Managed $25M annual operating budget, ensured federal security
compliance, and oversaw vendor management and contract performance.
Reference 4: Real Estate & Lease Administration
Client Name Licensed California Real Estate Practice
Contact Jonathan Jackson, Managing Broker | (951) 775-3322 |
jonathanjackson33@gmail.com
Project Residential and Commercial Lease Administration
Dates Ongoing
Staff Assigned Timothy Stone
Summary 70+ real estate transactions totaling $30M+. Experience in lease
administration, tenant relations, and property operations.
Reference 5: Legacy West Realty – Federal Section 8 Property Management (FFS
Corporate Reference)
Client Name Legacy West Realty
Contact Anthony D’Angelo, Principal | +1 (619) 302-5062 |
anthonyjdangelo@yahoo.com
Project Residential Property Management – Federal Section 8 Housing Portfolio,
San Diego, CA
Dates November 2024 – Present
Staff Assigned Frontline Facility Solutions LLC
Summary FFS serves as property manager for a portfolio of 70+ federally subsidized
Section 8 units in San Diego County under the HUD Housing Choice
Voucher (HCV) program. Scope of services includes:
• Rent collection and Housing Assistance Payments (HAP) reconciliation
with the San Diego Housing Commission
36
• Execution and renewal of lease agreements in compliance with 24 CFR
Part 982 (Tenant-Based Assistance) and HUD HAP contract requirements
• Enforcement of HUD occupancy standards and program rules, including
household composition reporting, income changes, and lease addendum
compliance
• Coordination of annual and special Housing Quality Standards (HQS)
inspections per 24 CFR §982.401
• Tenant eligibility verification, annual recertification support, and interim
reexamination coordination
• Fair Housing Act compliance and reasonable accommodation processing
per 24 CFR Part 5, Subpart B
• Maintenance coordination, including unit turnover, work order
management, and vendor oversight
• Monthly financial reporting to ownership, including HAP income, tenant
rent portions, and maintenance expenditures
5. Fee Schedule
Frontline Facility Solutions (FFS) proposes the following fee structure for the management of Dune Palms
Mobile Home Estates. This structure reflects a fully burdened staffing model that provides continuous
5-day coverage, responsive maintenance support, and full compliance with the Mobilehome Residency
Law (MRL) and the Scope of Services outlined in the RFP.
5(a) Base Property Management Fee
Service Monthly Fee
Base Property Management Fee $14,900/month
Annual Contract Value $178,800/year
Position Weekly Hours
Total Hourly
Rate (Fully
Burdened)
Monthly Cost
Property Manager 34 hrs (5x7.2 hrs) $42 hr $6,180
Maintenance Worker 32 hrs (4x8 hrs) $32 hr $4,441
Included in Base Fee:
FFS provides a right-sized staffing model aligned with the operational needs of an 84-occupied-space
community:
•On-Site Property Manager (32–36 hours/week, Monday–Friday)
•Maintenance Worker (32 hours/week, Monday–Thursday; non-prevailing-wage classification
appropriate for routine residential maintenance)
•Friday Light-Coverage Vendor (2–3 hours/week for inspections, minor repairs, and resident
support)
•24/7 emergency response via licensed vendors
•Tenant relations and Mobilehome Residency Law (MRL) compliance
37
•Rent collection, lease administration, and financial reporting
•Vendor coordination and oversight
•Community engagement and conflict resolution
•Executive oversight from FFS leadership
•Property management software and basic tools/consumables
This hybrid model ensures continuous 5-day coverage while maintaining cost efficiency and full
compliance with the RFQ
5(c) Pass-Through Vendor Services
Service Est. Vendor Cost Coordination Fee
(8%)
Est. Monthly Total
Friday Vendor $780 $62/mo $842.40/mo
Pass-Through Subtotal $780/mo $62/mo $842.40/mo
Note: Vendor costs are estimates based on Coachella Valley market rates. Actual costs will be invoiced at
true vendor rates. All vendor invoices are provided monthly for full transparency.
Coordination Fee
FFS applies an 8% coordination fee to all pass-through vendor services.
This fee covers:
•Vendor sourcing and qualification
•Scheduling and oversight
•Work verification and quality control
•Invoice reconciliation
•Compliance documentation
•Communication with City staff
This coordination fee is standard within the property management industry and ensures transparent,
accountable vendor management.
5(d) Total Estimated Monthly Invoice
Component Monthly Estimate
Base Property Management Fee $14,900
Pass-Through Vendor Services $842
Total Estimated Monthly Invoice to Authority $15,742
Total Estimated Annual Invoice to Authority $188,904
Additional Services (As Needed)
Service Fee
New Tenant Lease-Up Fee $500 per new lease
Market / Rent Study $1,500 per study
38
Capital Project Management (projects >$10,000) 5% of project cost
Eviction Coordination (legal fees separate) $750 per proceeding
Complementary Services
FFS offers the following additional services that may benefit Dune Palms Mobile Home Estates:
Service Pricing
Construction Project Management 5–10% of project cost
Energy Efficiency Assessment $2,500
Emergency Preparedness Planning $1,500
6. Staffing and Project Organization
Frontline Facility Solutions (FFS) will provide a dedicated, right-sized team to support the day-to-day
operations of Dune Palms Mobile Home Estates. Our staffing model is designed to ensure consistent
on-site presence, timely response to resident needs, and full compliance with the Mobilehome Residency
Law (MRL) and the Scope of Services outlined in the RFP.
6(a) Project Organization
FFS will assign the following personnel to manage and support the property:
Role Staff Member Responsibilities
Project Manager Timothy Stone, COO •Primary point of contact for the Authority
•Oversight of contract performance and
compliance
•Financial reporting and budget
management
•Escalation support for resident or
operational issues
•Ensures adherence to MRL, Fair
Housing, and City requirements
Executive Oversight Carlos Carrillo, CEO •Quality assurance and performance
monitoring
•Strategic planning and operational
support
•Oversight of staffing, compliance, and
service delivery
•Ensures alignment with City expectations
and contract goals
On-Site Property
Manager (1 FTE,
32–36 hours/week)
To Be Hired •Resident relations and customer service
•Rent collection and lease administration
•Enforcement of park rules and MRL
compliance
•Coordination of maintenance and vendor
activities
•Daily on-site presence Monday through
Friday
39
Maintenance Worker
(1 FTE, 32
hours/week,
Mon–Thu)
To Be Hired •Routine maintenance and minor repairs
•Work order completion and
documentation
•Common-area inspections and upkeep
•Infrastructure checks and reporting
•Supports preventive maintenance
activities
Friday
Light-Coverage
Vendor (2–3
hours/week)
To Be Hired •Provides Friday coverage to ensure 5-day
operational continuity
•Performs minor repairs, inspections, and
resident support
•Ensures no service gaps occur on
Fridays
•Billed as a pass-through vendor service
Emergency Vendors
(24/7 On-Call)
To Be Hired •Licensed specialists for plumbing,
electrical, HVAC, and urgent repairs
•Dispatched as needed for after-hours or
weekend emergencies
•Billed as pass-through vendor services
6(b) Staffing Model Summary
Role Coverage Function
Property Manager 32–36 hrs/week
(Mon–Fri)
•Resident relations, MRL compliance, rent
collection, vendor coordination
Maintenance Worker 32 hrs/week
(Mon–Thu)
•Routine maintenance, inspections,
repairs
Friday Vendor 2–3 hrs/week •Light coverage, inspections, minor repairs
Emergency Vendors 24/7 •After-hours and weekend emergency
response
Project Manager As needed •Oversight, reporting, compliance
Executive Oversight As needed •Quality assurance, strategic support
This hybrid model ensures full 5-day coverage, operational efficiency, and cost control while meeting all
RFP requirements.
6(c) Organizational Chart
40
6(d) Staffing Flexibility
FFS maintains the ability to adjust staffing levels based on:
•Seasonal needs
•Resident occupancy changes
•City-requested service adjustments
•Regulatory or operational requirements
Any changes to staffing levels or schedules will be coordinated with the Authority and reflected in a
mutually agreed contract amendment
7. Subcontracting Services
Frontline Facility Solutions (FFS) self-performs all core property management functions, including resident
relations, rent collection, MRL compliance, financial reporting, work order management, and day-to-day
oversight of the community. FFS will only subcontract when required by law or when specialized licensing
is necessary.
When specialized services or repairs fall outside our in-house capabilities, FFS will coordinate qualified,
licensed vendors. Pass-through vendor costs (including landscaping) are billed at actual cost plus a 8%
coordination fee as detailed in Section 5. No hidden markups are applied.
All vendors will be required to maintain appropriate insurance and, where applicable, comply with
prevailing wage requirements. Major capital projects will be competitively bid in accordance with the
Authority’s procurement requirements. FFS maintains single-point accountability for all facility operations
regardless of which vendors are engaged.
7(a) Use of Subcontractors
FFS will engage subcontractors only for services that require:
•Specialized trade licenses
•Technical expertise
•Emergency response capabilities
•Equipment or certifications not practical to maintain in-house
41
These services typically include:
•Plumbing
•Electrical
•HVAC
•Pest control
•Tree trimming
•Irrigation repair
•Asphalt and concrete repair
•Emergency after-hours response
All subcontractors will be:
•Properly licensed in the State of California
•Fully insured
•Vetted for quality and reliability
•Experienced in residential and mobile home park environments
FFS maintains single-point accountability for all subcontracted work.
7(b) Emergency and After-Hours Subcontracting
FFS maintains a roster of licensed emergency vendors available 24/7 for:
•Plumbing failures
•Electrical hazards
•Water leaks
•Sewer backups
•HVAC failures affecting health or safety
•Storm-related damage
Emergency vendor dispatch is coordinated by FFS and billed as a pass-through expense.
8. Disclosures
Frontline Facility Solutions LLC (FFS) provides the following disclosures in accordance with the
requirements of the City of La Quinta’s Request for Proposals. These statements confirm FFS’s
42
compliance with ethical, legal, and operational standards expected of a property management contractor
serving a public agency.
8(a) Prevailing Wage Compliance Statement
Frontline Facility Solutions LLC (FFS) acknowledges the prevailing wage requirements outlined in the
California Labor Code and the City of La Quinta’s RFQ. FFS will comply with all applicable prevailing
wage laws when a project meets or exceeds the statutory thresholds.
Prevailing Wage Thresholds
FFS will apply prevailing wage only when a specific maintenance, repair, or construction activity exceeds:
•$15,000 for maintenance or repair work
•$25,000 for construction, alteration, or improvement work
These thresholds are consistent with California Labor Code §1720 and the RFQ’s stated requirements.
8(b) Conflict of Interest Statement
FFS affirms that:
•No officer, employee, or agent of the City of La Quinta has any financial interest in FFS.
•No FFS employee, officer, subcontractor, or representative has any relationship that would create
a conflict of interest under California Government Code §1090 or §87100.
•FFS has not offered, provided, or promised any form of compensation, gift, or consideration to
any City official or employee.
•FFS will immediately disclose any potential conflict of interest that may arise during the term of
the contract.
FFS is committed to maintaining the highest standards of integrity and transparency in all interactions with
City staff, residents, and vendors
8(c) Litigation Statement
FFS is not currently involved in any litigation that would impair its ability to perform the services
described in this proposal.
FFS also confirms that:
•No judgments have been entered against the company related to property management, facilities
management, or public-sector contracting.
•No pending claims exist that would materially affect performance under this contract.
8(d) Financial Stability
FFS is financially stable and capable of performing the full scope of services required under this contract.
Upon request, FFS will provide:
43
•Financial statements
•Bank references
•Proof of creditworthiness
FFS maintains sufficient working capital to support payroll, vendor payments, and operational expenses
without reliance on City advances.
8(e) Compliance With Laws and Regulations
FFS certifies compliance with:
•California Health & Safety Code
•Mobilehome Residency Law (MRL)
•Fair Housing Act
•Americans with Disabilities Act (ADA)
•California Labor Code
•OSHA safety standards
•All applicable City ordinances and regulations
FFS will maintain all required licenses and permits throughout the contract term.
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Exhibit B
Page 1 of 2
Exhibit B
Schedule of Compensation
For the avoidance of doubt, the compensation thresholds on this Exhibit B do not include
compensation for Additional Services (if any) authorized pursuant to Section 1.7 and
compensated pursuant to Section 2.3 of this Agreement.
Contract Sum
Compensation for Services shall not exceed the following Contract Sum for the
entire life of this Agreement including the Initial and Extended terms:
One Million Seventy Thousand Dollars ($1,070,000), to be paid for duly authorized
Services performed consistent with the terms and conditions of this Agreement.
The Contract Sum shall be paid to Contracting Party in installment payments made
on a monthly basis and in an amount identified in Contracting Party’s schedule of
compensation attached hereto for the work tasks performed and properly invoiced by
Contracting Party in conformance with Section 2.2 of this Agreement.
Contract Period Monthly Fee Annual Total Running Total
June 1, 2026 – June 30, 2026
(1-month Transition Period) $15,742 $15,742 $15,742
FY 2026/2027 $15,742 $188,904 $204,646
FY 2027/2028 $15,742 $188,904 $393,550
FY 2028/2029 $15,742 $188,904 $582,454
INITIAL $582,454
FY 2029/2030 (Optional) $16,847 $202,164 $784,618
FY 2030/2031 (Optional) $16,847 $202,164 $986,782
OPTIONAL 2-YEAR TERM TOTAL $404,328 $986,782
Contingency $83,218
CONTRACT TOTAL $1,070,000
5-Year All-In Summary by Service Category
Service Category 5-Year Total
On-Site Property Manager (labor) $410,439
Maintenance Worker (labor) $278,399
Overhead & Insurance Administration $94,020
Software & Technology $31,340
Tools, Supplies & Uniforms $34,474
Materials & Consumables $28,206
Operational Sustainability / Margin $57,039
Friday Vendor Pass-Through + Coordination $52,777
Contingency $83,306
TOTAL $1,070,000
45
-2-
Monthly Base Fee Breakdown — $15,742/month (Initial Term)
Cost Category Monthly Annual 37-Month
Total
Property Manager (36 hrs/wk @ $42/hr fully
burdened) $6,548 $78,576 $242,276
Maintenance Worker (32 hrs/wk @ $32/hr fully
burdened) $4,442 $53,304 $164,354
Overhead & Insurance Administration $1,500 $18,000 $55,500
Software & Technology $500 $6,000 $18,500
Tools, Supplies & Uniforms $550 $6,600 $20,350
Materials & Consumables $450 $5,400 $16,650
Operational Sustainability (12% margin) $910 $10,920 $33,670
Base Fee Subtotal $14,900 $178,800 $551,300
Friday Vendor Pass-Through $780 $9,360 $28,860
Vendor Coordination Fee (8%) $62 $744 $2,294
Pass-Through Subtotal $842 $10,104 $31,154
Total Monthly Invoice $15,742 $188,904 $582,454
Extension Term (Years 4–5, +7% escalation applied to all line items)
Cost Category Escalated
Monthly Annual 2-Year
Total
Property Manager $7,007 $84,084 $168,168
Maintenance Worker $4,753 $57,036 $114,072
Overhead & Insurance Administration $1,605 $19,260 $38,520
Software & Technology $536 $6,432 $12,864
Tools, Supplies & Uniforms $589 $7,068 $14,136
Materials & Consumables $482 $5,784 $11,568
Operational Sustainability $974 $11,688 $23,376
Escalated Base Fee Subtotal $15,946 $191,352 $382,704
Friday Vendor + Coord. Fee
(escalated) $901 $10,812 $21,624
Extension Term Total $16,847 $202,164 $404,328
Funds will be budgeted annually in:
241 Housing Authority Fund
Account No. 241-9104-60103 – Professional Services
46
Exhibit C
Page 1 of 1
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services,
Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto
and incorporated herein by this reference.
Commencement Date: June 1, 2026
Initial Term Expiration: June 30, 2029
Optional Extended Term: July 1, 2029 – June 30, 2031 (two year extension, exercised
upon mutual written agreement)
Performance Milestones:
Phase Timeline Deliverable
Contract Execution
& Mobilization
June 1 –
June 14, 2026
Execute agreement; obtain all required
licenses and permits; coordinate with
outgoing manager; review existing leases,
vendor contracts, and financial records
Transition &
Onboarding
June 15 –
June 28, 2026
Onboard staff; conduct comprehensive
property inspection; meet with residents;
establish emergency protocols; set up
financial and work order management
systems
Full Operations
Commencement July 1, 2026
Assume full operational management
responsibility; implement preventive
maintenance program
Monthly Reporting 10th of each
month
Submit invoice and monthly
financial/operations report to Contract
Officer per Section 2.2
Annual Budget
Submission
60 days prior to
each fiscal year
Submit proposed operating budget for
Authority review and approval
Community
Meeting
Within 30 days of
full operations,
then annually at a
minimum
Host resident community meeting
Extension Term
Notice
On or before
June 30, 2029
Written mutual agreement to exercise
optional Year 4 extension, if applicable
47
Exhibit D
Page 1 of 1
Exhibit D
Special Requirements
None
48
Exhibit E
Page 1 of 6
Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of this
Agreement, the following policies checked below shall be maintained and kept in full force
and effect providing insurance with minimum limits as indicated below and issued by
insurers with A.M. Best ratings of no less than A-VI:
Commercial General Liability (at least as broad as ISO CG 0001):
$1,000,000 per occurrence/$2,000,000 aggregate OR
$2,000,000 per occurrence/$4,000,000 aggregate
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Automobile Liability (at least as broad as ISO CA 0001):
$1,000,000 combined single limit for bodily injury and property damage
Auto Liability Additional Insured
Workers’ Compensation (per statutory requirements):
Statutory Limits / Employer’s Liability $1,000,000 per accident or disease OR
Must include the following endorsements:
Workers’ Compensation Endorsement with Waiver of Subrogation
Workers’ Compensation Declaration of Sole Proprietor
California Workers' Compensation Requirements Acknowledgement
Professional Liability (Errors and Omissions):
Errors and Omissions liability insurance with a limit of not less than $1,000,000
per claim
Cyber Liability
$1,000,000 per occurrence/$2,000,000 aggregate
Contracting Party shall procure and maintain, at its cost, and submit concurrently
with its execution of this Agreement, Commercial General Liability insurance against all
claims for injuries against persons or damages to property resulting from Contracting
Party’s acts or omissions rising out of or related to Contracting Party’s performance under
this Agreement. The insurance policy shall contain a severability of interest clause
49
Exhibit E
Page 2 of 6
providing that the coverage shall be primary for losses arising out of Contracting Party’s
performance hereunder and neither City nor its insurers shall be required to contribute to
any such loss. An endorsement evidencing the foregoing and naming the Cit y and its
officers and employees as additional insured (on the Commercial General Liability policy
only) must be submitted concurrently with the execution of this Agreement and approved
by City prior to commencement of the services hereunder.
Contracting Party shall carry automobile liability insurance of $1,000,000 per
accident against all claims for injuries against persons or damages to property arising out
of the use of any automobile by Contracting Party, its officers, any person directly or
indirectly employed by Contracting Party, any subcontractor or agent, or anyone for
whose acts any of them may be liable, arising directly or indirectly out of or related to
Contracting Party’s performance under this Agreement. If Contracting Party or
Contracting Party’s employees will use personal autos in any way on this project,
Contracting Party shall provide evidence of personal auto liability coverage for each such
person. The term “automobile” includes, but is not limited to, a land motor vehicl e, trailer
or semi-trailer designed for travel on public roads. The automobile insurance policy shall
contain a severability of interest clause providing that coverage shall be primary for losses
arising out of Contracting Party’s performance hereunder an d neither City nor its insurers
shall be required to contribute to such loss.
Contracting Party shall carry Workers’ Compensation Insurance in
accordance with State Worker’s Compensation laws with employer’s liability limits no less
than $1,000,000 per accident or disease.
Professional Liability or Errors and Omissions Insurance as appropriate shall
be written on a policy form coverage specifically designed to protect against acts, errors
or omissions of the Contracting Party and “Covered Professional Services” as designated
in the policy must specifically include work performed under this agreement. The policy
limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must
“pay on behalf of” the insured and must include a provision establishing the i nsurer’s duty
to defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Contracting Party shall procure and maintain Cyber Liability insurance with
limits of $1,000,000 per occurrence/loss which shall include the following coverage:
a.Liability arising from the theft, dissemination and/or use of confidential or
personally identifiable information; including credit monitoring and
regulatory fines arising from such theft, dissemination or use of the
confidential information.
b.Network security liability arising from the unauthorized use of, access to,
or tampering with computer systems.
c.Liability arising from the failure of technology products (software) required
under the contract for Contracting Party to properly perform the services
50
Exhibit E
Page 3 of 6
intended.
d.Electronic Media Liability arising from personal injury, plagiarism or
misappropriation of ideas, domain name infringement or improper deep -
linking or framing, and infringement or violation of intellectual property
rights.
e.Liability arising from the failure to render professional services.
If coverage is maintained on a claims-made basis, Contracting Party shall maintain such
coverage for an additional period of three (3) years following termination of the contract.
Contracting Party shall provide written notice to City within ten (10) working
days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the
required polices are reduced; or (3) the deductible or self-insured retention is increased.
In the event any of said policies of insurance are cancelled, Contracting Party shall, prior
to the cancellation date, submit new evidence of insurance in conformance with this
Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies
or certificates evidencing the same shall not be construed as a limitation of Contracting
Party’s obligation to indemnify City, its officers, employees, contractors, subcontractors,
or agents.
E.2 Remedies. In addition to any other remedies City may have if Contracting
Party fails to provide or maintain any insurance policies or policy endorsements to the
extent and within the time herein required, City may, at its sole option:
a.Obtain such insurance and deduct and retain the amount of the
premiums for such insurance from any sums due under this Agreement.
b.Order Contracting Party to stop work under this Agreement and/or
withhold any payment(s) which become due to Contracting Party hereunder until
Contracting Party demonstrates compliance with the requirements hereof.
c.Terminate this Agreement.
Exercise any of the above remedies, however, is an alternative to any other
remedies City may have. The above remedies are not the exclusive remedies for
Contracting Party’s failure to maintain or secure appropriate policies or endorsements.
Nothing herein contained shall be construed as limiting in any way the extent to which
Contracting Party may be held responsible for payments of damages to persons or
property resulting from Contracting Party’s or its subcontractors’ performance of work
under this Agreement.
E.3 General Conditions Pertaining to Provisions of Insurance Coverage by
Contracting Party. Contracting Party and City agree to the following with respect to
insurance provided by Contracting Party:
51
Exhibit E
Page 4 of 6
1.Contracting Party agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials,
employees, and agents, using standard ISO endorsement No. CG 2010 with an edition
prior to 1992. Contracting Party also agrees to require all contractors, and subcontractors
to do likewise.
2.No liability insurance coverage provided to comply with this Agreement shall
prohibit Contracting Party, or Contracting Party’s employees, or agents, from waiving the
right of subrogation prior to a loss. Contracting Party agrees to waive subrogation righ ts
against City regardless of the applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
3.All insurance coverage and limits provided by Contracting Party and
available or applicable to this Agreement are intended to apply to the full extent of the
policies. Nothing contained in this Agreement or any other agreement relating to City or
its operations limits the application of such insurance coverage.
4.None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5.No liability policy shall contain any provision or definition that would serve
to eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any contractor or subcontractor.
6.All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Contracting Party shall not
make any reductions in scope of coverage (e.g. elimination of contractual liability or
reduction of discovery period) that may affect City’s protection without City’s prior written
consent.
7.Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all the coverages required and an additional insured
endorsement to Contracting Party’s general liability policy, shall be delivered to City at or
prior to the execution of this Agreement. In the event such proof of any insurance is not
delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain a ny
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Contracting Party or deducted from sums due Contracting Party, at City option.
8.It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Contracting Party or any subcontractor, is intended
to apply first and on a primary, non -contributing basis in relation to any other insurance
or self-insurance available to City.
9.Contracting Party agrees to ensure that subcontractors, and any other party
involved with the project that is brought onto or involved in the project by Contracting
52
Exhibit E
Page 5 of 6
Party, provide the same minimum insurance coverage required of Contracting Party.
Contracting Party agrees to monitor and review all such coverage and assumes all
responsibility for ensuring that such coverage is provided in conformity with the
requirements of this section. Contracting Party agrees that upon request, all agreements
with subcontractors and others engaged in the project will be submitted to City for review.
10.Contracting Party agrees not to self-insure or to use any self-insured
retentions or deductibles on any portion of the insurance required herein (with the
exception of professional liability coverage, if required) and further agrees that it will not
allow any contractor, subcontractor, Architect, Engineer or other entity or person in any
way involved in the performance of work on the project contemplated by this agreement
to self-insure its obligations to City. If Contracting Party’s existing coverage incl udes a
deductible or self-insured retention, the deductible or self-insured retention must be
declared to the City. At that time the City shall review options with the Contracting Party,
which may include reduction or elimination of the deductible or self-insured retention,
substitution of other coverage, or other solutions.
11.The City reserves the right at any time during the term of this Agreement to
change the amounts and types of insurance required by giving the Contracting Party
ninety (90) days advance written notice of such change. If such change results in
substantial additional cost to the Contracting Party, the City will negotiate additional
compensation proportional to the increased benefit to City.
12.For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
13.Contracting Party acknowledges and agrees that any actual or alleged
failure on the part of City to inform Contracting Party of non -compliance with any
insurance requirement in no way imposes any additional obligations on City nor does it
waive any rights hereunder in this or any other regard.
14.Contracting Party will renew the required coverage annually as long as City,
or its employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether the agreement is canceled or terminated for
any reason. Termination of this obligation is not effective until City executes a written
statement to that effect.
15.Contracting Party shall provide proof that policies of insurance required
herein expiring during the term of this Agreement have been renewed or replaced with
other policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contracting Party’s insurance agent to this effect is acceptable. A certificate of insurance
and an additional insured endorsement is required in these specifications applicable to
the renewing or new coverage must be provided to City within five (5) days of the
expiration of coverages.
53
Exhibit E
Page 6 of 6
16.The provisions of any workers’ compensation or similar act will not limit the
obligations of Contracting Party under this agreement. Contracting Party expressly
agrees not to use any statutory immunity defenses under such laws with respect to City,
its employees, officials, and agents.
17.Requirements of specific coverage features, or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue
and is not intended by any party or insured to be limiting or all-inclusive.
18.These insurance requirements are intended to be separate and distinct from
any other provision in this Agreement and are intended by the parties here to be
interpreted as such.
19.The requirements in this Exhibit supersede all other sections and provisions
of this Agreement to the extent that any other section or provision conflicts with or impairs
the provisions of this Exhibit.
20.Contracting Party agrees to be responsible for ensuring that no contract
used by any party involved in any way with the project reserves the right to charge City
or Contracting Party for the cost of additional insurance coverage required by this
agreement. Any such provisions are to be deleted with reference to City. It is not the
intent of City to reimburse any third party for the cost of complying with these
requirements. There shall be no recourse against City for payment of premiums or other
amounts with respect thereto.
21.Contracting Party agrees to provide immediate notice to City of any claim
or loss against Contracting Party arising out of the work performed under this agreement.
City assumes no obligation or liability by such notice, but has the right (but not the duty )
to monitor the handling of any such claim or claims if they are likely to involve City.
54
Exhibit F
Page 1 of 2
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a.Indemnification for Professional Liability. When the law establishes a
professional standard of care for Contracting Party’s Services, to the fullest extent
permitted by law, Contracting Party shall indemnify, protect, defend (with counsel
selected by City), and hold harmless City and any and all of its officials, employees, and
agents (“Indemnified Parties”) from and against any and all claims, losses, liabilities of
every kind, nature, and description, damages, injury (including, without limitation, injury
to or death of an employee of Contracting Party or of any subcontractor), costs and
expenses of any kind, whether actual, alleged or threatened, including, without limitation,
incidental and consequential damages, court costs, attorneys’ fees, litigation expenses,
and fees of expert consultants or expert witnesses incurred in connection therewith and
costs of investigation, to the extent same are caused in whole or in part by any negligent
or wrongful act, error or omission of Contracting Party, its officers, agents, employees or
subcontractors (or any entity or individual that Contracting Party shall bear the legal
liability thereof) in the performance of professional services under this agreement. With
respect to the design of public improvements, the Contracting Party shall not be liable for
any injuries or property damage resulting from the reuse of the design at a location other
than that specified in Exhibit A without the written consent of the Contracting Party.
b.Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Contracting
Party shall indemnify, defend (with counsel selected by City), and hold harmless the
Indemnified Parties from and against any liability (including liability for claims, suits,
actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including,
without limitation, incidental and consequential damages, court costs, attorneys’ fees,
litigation expenses, and fees of expert consultants or expert witnesses) incurred in
connection therewith and costs of investigation, where the same arise out of, are a
consequence of, or are in any way attributable to, in whole or in part, the performance of
this Agreement by Contracting Party or by any individual or entity for which Contracting
Party is legally liable, including but not limited to officers, agent s, employees, or
subcontractors of Contracting Party.
c.Indemnity Provisions for Contracts Related to Construction (Limitation on
Indemnity). Without affecting the rights of City under any provision of this agreement,
Contracting Party shall not be required to indemnify and hold harmless City for liability
attributable to the active negligence of City, provided such active negligence is
determined by agreement between the parties or by the findings of a court of competent
jurisdiction. In instances where City is shown to have been actively negligent and whe re
City’s active negligence accounts for only a percentage of the liability involved, the
obligation of Contracting Party will be for that entire portion or percentage of liability not
attributable to the active negligence of City.
55
Exhibit F
Page 2 of 2
d.Indemnification Provision for Design Professionals.
1.Applicability of this Section F.1(d). Notwithstanding Section F.1(a)
hereinabove, the following indemnification provision shall apply to a Contracting Party
who constitutes a “design professional” as the term is defined in paragraph 3 below.
2.Scope of Indemnification. When the law establishes a professional
standard of care for Contracting Party’s Services, to the fullest extent permitted by law,
Contracting Party shall indemnify and hold harmless City and any and all of its officials,
employees, and agents (“Indemnified Parties”) from and against any and all losses,
liabilities of every kind, nature, and description, damages, injury (including, without
limitation, injury to or death of an employee of Contracting Party or of any subcontracto r),
costs and expenses, including, without limitation, incidental and consequential damages,
court costs, reimbursement of attorneys’ fees, litigation expenses, and fees of expert
consultants or expert witnesses incurred in connection therewith and costs o f
investigation, to the extent same are caused by any negligent or wrongful act, error or
omission of Contracting Party, its officers, agents, employees or subcontractors (or any
entity or individual that Contracting Party shall bear the legal liability th ereof) in the
performance of professional services under this agreement. With respect to the design
of public improvements, the Contracting Party shall not be liable for any injuries or
property damage resulting from the reuse of the design at a location other than that
specified in Exhibit A without the written consent of the Contracting Party.
3.Design Professional Defined. As used in this Section F.1(d), the
term “design professional” shall be limited to licensed architects, registered professional
engineers, licensed professional land surveyors and landscape architects, all as defined
under current law, and as may be amended from time to time by Civil Code § 2782.8.
F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees
to obtain executed indemnity agreements with provisions identical to those set forth
herein this Exhibit F, as applicable to the Contracting Party, from each and every
subcontractor or any other person or entity involved by, for, with or on behalf of
Contracting Party in the performance of this Agreement. In the event Contracting Party
fails to obtain such indemnity obligations from others as required herein, Contracting
Party agrees to be fully responsible according to the terms of this Exhibit. Failure of City
to monitor compliance with these requirements imposes no additional obligations on City
and will in no way act as a waiver of any rights hereunder. This obligation to indemnify
and defend City as set forth in this Agreement are binding on the successors, assigns or
heirs of Contracting Party and shall survive the termination of this Agreement.
56
POWER POINTS
HOUSING
COMMISSION
SPECIAL
MEETING
APRIL 9, 2026
Housing Commission
Special Meeting
April 9, 2026
1 // 1 / .An
w,
Pledge of Allegiance
* * K
z
Housing Commission Special Meeting
April 9, 2026
Confirmation of Agenda
J
�w
Y
Housing Commission Special Meeting
April 9, 2026
Consent Calendar Item
April 9, 2026
ITEM NO. 61- RECOMMEND HOUSING AUTHORITY. "
APPROPRIATE FUNDS AND APPROVE AGREEMENT FOR
CONTRACT SERVICES WITH FRONTLINE FACILITY SOLUTIONS,
LLC, FOR PROPERTY MANAGEMENT SERVICES FOR DUNE
PALMS MOBILE HOME ESTATESdot
F
La Quinta Housing Commission I Special Meeting: April 9, 2026
1
5
%bout the Property
6
3
April 9, 2026
UP Timeline
RFP Issued — 1
Jan 29, 2026
2 Proposals Received
Feb 20, 2026
Evaluations Complete 3
Mar 20, 2026
Housing Commission Review
Apr 9, 2026
Housing Authority Approval 5
Apr 21, 2026
6 Transition Begins
Jun 1, 2026
7
Four Firms Competed
Staff received 4 proposals and interviewed all 4 firms Evaluation Criteria
p� —> Qualifications
D All firms were responsive and evaluated equally
Approach / Methodology
—) Staffing/ Resident Plan
California Government References
Fee Competitiveness
I
M
April 9, 2026
VVhy We Selected FFS
FRONTLINE FACILITY SOLUTIONS, LLC— LAKESIDE, CA
California -based Service -Disabled Interviewed references
Veteran -Owned Small Business
(SDVOSB)
Dedicated on -site staffing model
(property manager + maintenance
worker)
Online Software to track payments,
24/7 emergency response via payments, asset management, and Direct approach to resident
licensed vendors relations and park improvements
management, and maintenance
maintenance requests in real time. improvements
time.
I
Contract Value
Period
Monthly
Total
June 2026 (Transition)
$15,742
$15,742
FY 26/27-28/29 (3-Year Initial Term)
$15,742
$582,454
FY 29/30-30/31(Optional Extension)
$16,847
$404,328
Contingency
—
$83,218
Contract Total (NTE)
—
$1,070,000
D Supplemental appropriation requested:-$40,000 (covers remaining AH months + FFS transition)
10
5
April 9, 2026
Transition Plan — June 2026
'hree Phases for a Zero -Gap Handoff
I
Mobilization
June 1-14
Licenses/permits; coordinate with J&H; review
leases, contracts, records
11
CQ
Onboarding
June 15-28
Staff onboarding; full property inspection;
resident introductions; set up financial and work
order systems
°2A
Full Operations
July 1
FFS assumes 100% management; preventive
preventive maintenance launched; resident
resident community meeting within 30 days
days
Recommendation ♦Next Steps
Staff Recommends the Commission:If Approved:
Housing Authority
A. Recommend Housing B. Recommend Housing
.-
Authority appropriate Housing Authority
$40,000 in supplemental approve AgreementApril 21, 2026
FFS Mobilization
Begins
June 1,
funds with Frontline Facility
Facility Solutions, LLC
LLC
2026
Full Transition
Complete
July 1, 2026
12
M
Frontline Facility Solutions
One Call to Solve It All
Mission Statement: At
Frontline Facility Solutions, we are committed to providing
exceptional facility management, maintenance, and repair
services that allow businesses to operate seamlessly. Our
team of dedicated experts understands the unique
challenges of maintaining facilities and works tirelessly to
deliver dependable, cost-effective solutions that enable our
clients to focus on what matters most.
The Problem With Traditional Facilities Management
• Trying to Find the Right Vendors for Each Specific Issue?
• Waiting on Hold or Trying to get a Response?
• No actionable plan to improve your Property?
• Spending time to Coordinate Vendors Arrival and Repairs?
• Negotiating Pricing and Service Level Agreements with Each Trade?
• Chasing Vendors for Invoices and Creating Multiple PO's?
• Tired of Terrible Service From Your "#1", "Largest Provider" , or "Most
Experienced" provider of Integrated Facilities Management?
The Solution
15
•Just Make One Call to Frontline
Facility Solutions! ! !
• We self perform majority of your
• We Have the Right Partners for
any Job we don't self perform.
• We do the Coordination and SLA's
with Preferred Pricing.
• One Monthly Invoice for ALL Services
Performed.
• We Put Customers and our People
Before Profits, Unlike Those Big
Corporate Legacy Providers 1E
April 9, 2026
1. Facility Maintenance and Engineering WW
• 24/7 support for all building systems.
• HVAC, electrical, plumbing, and lighting services.
2. Janitorial & Cleaning Services
• High -standard cleaning for office buildings, hospitals, and other
commercial spaces.
• Tailored cleaning schedules based on client needs.
3. Landscaping & Grounds Maintenance
• Professional landscaping services to keep your property well -
maintained and welcoming.
• Regular upkeep of gardens, lawns, and outdoor spaces.
17
Experience & Expertise:
o Over 30 years in facility management with proven
success in a variety of sectors.
Tailored Solutions:
o Services customized to meet the unique needs of each
client.
24/7 Availability:
o Always ready to handle emergencies or urgent
requests.
Eco-Friendly Practices:
o We incorporate sustainability in every service we
provide, aiming to minimize your environmental impact.
Certified & Compliant:
o Fully licensed and insured to meet industry regulations
and safety standards.
18
4. Energy Management
• Solutions to reduce energy consumption and optimize utility
expenses.
• Smart systems and reporting to track usage.
S. Project Management
• Full -service project management for new constructions or
renovations.
• From design to execution, we ensure timelines and budgets
are adhered to.
6. Safety & Compliance
• Regular inspections and compliance checks to meet safety
regulations.
• Risk assessments, emergency preparedness, and wcrl:er
Diverse Supplier
o Service Disabled Veteran Owned Business (SDVOB),
Minority Business Enterprise (MBE), HUBZone
Certified, Minority -Owned Small Business Certification
(8A)
• Accessible Leadership:
o Our founders are directly reachable — no call centers,
no layers of bureaucracy. When you need answers,
you get leadership.
• Hands -On Leadership:
o Tim and Carlos are active participants in every
engagement — veterans who lead from the front, on -
site and in the details.
• Continuous Improvement:
o We embed KPls, performance reviews, and client
feedback loops into every contract — always
measuring, always improving.
a
April 9, 2026
1. Commercial Real Estate Owners/Managers
Office buildings, shopping malls, mobile home parks, Multi Units,
and mixed -use spaces.
• Maintain clean, safe, and efficient properties for tenants and
visitors.
2. Industrial Facilities
• Factories, warehouses, and distribution centers.
• Ensure equipment and infrastructure are in top working condition.
3. Healthcare Providers
• Hospitals, clinics, and medical offices.
• Provide critical facility maintenance and cleaning services to
maintain health and safety standards.
• Initial Consultation:
— Understanding client needs, challenges, and goals.
— Ask about our Complementary Facility Condition
Assessment
• Customized Solutions:
— Design tailored services specific to each client's
requirements.
• Implementation & Execution:
— Deploy trained professionals and resources for the job.
• Ongoing Monitoring & Support:
— Continuous check -ins and maintenance to ensure
seamless operations.
— Sr. Leadership, Executive Leadership always available to
all customers regardless of size.
— Continuous site visits and gathering of data from end
users of our services.
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4. Educational Institutions
• Schools, universities, and training centers.
• Ensure cleanliness, safety, and smooth operations for students
and staff.
S. Government Agencies
• Municipalities and state facilities.
• Facilitate efficient, cost-effective, and sustainable facility
management.
Initial consultation
Understand needs, goals & facility assessment
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April 9, 2026
Veteran -Owned
Client -Focused
Excellence Driven
Let's Talk About Your Facility's Needs
Today!
Contact us at 619-875-9996 (Owners Phone)
or email Info(cDFFS.com
Service Disabled Veteran Owned Small
Business.
Visit our website
www.frontlinefacilitysolutions.com to learn
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CALIFORNIA
"Ser
Housing Commission Special Meeting
Next Regular Quarterly Meeting
June 10, 2026
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