HomeMy WebLinkAbout2026 FFS LLC - Dune Palms Mobile Estates Prop Mgmt Srvs (May)MEMORANDUM
DATE: April 30, 2026
TO: Jon McMillen, Executive Director
FROM: Doug Kinley, Senior Management Analyst
,Ca Qa &a
CALIFORNIA
RE: Frontline Facility Solutions - DPMHP Prop. Mgmt Svcs May1-31 2026
Please list the Contracting Party / Vendor Name, any change orders or amendments, and the type of services to be provided. Make
sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
❑ Approved by City Council on
❑✓ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
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City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
Department Director's or Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less.
Procurement Method (one must apply):
Bid ❑✓ RFP ❑ RFQ ❑ 3 written informal bids
Sole Source ❑ Select Source ❑ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate.
Agreement payment will be charged to Account No.: 241-9104-60103
Agreement term: Start Date May 1, 2026
End Date May 31, 2026
Amount of Agreement, Amendment, Change Order, etc.: $ 15,742
REMINDER: Signing authorities listed above are applicable on the a_g_pre_pate Agreement amount, not individual
Amendments or Change Orders!
❑ Insurance certificates as required by the Agreement for Risk Manager approval
NOTE.
Approved by:
Date:
Bonds (ori_ginals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant
FPPC regulation 18701(2)
Business License No. In process Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
t6vQa 0 fr(v
GEM of the DESERT
CITY OF LA QUINTA
SHORT -FORM SERVICES AGREEMENT
($25,000 OR LESS)
1. PARTIES AND DATE. This Agreement is made and entered into as of the 1st day of May, 2026,
("Effective Date") by and between the La Quinta Housing Authority ("Authority" and/or ("City"), 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 ("Vendor"). City and Vendor are sometimes individually referred to as "Party" and collectively as
"Parties" in this Agreement.
2. TERMS AND CONDITIONS. The Parties shall comply with the terms and conditions in the attached
Exhibit "A."
3. SCOPE AND SCHEDULE OF SERVICES. Vendor shall provide to City the services pursuant to the
date(s) and schedule(s) described in accordance with the schedule set forth in Exhibit "B."
4. TERM. The term of this Agreement shall be from May 1, 2026 to May 31, 2026, unless earlier
terminated as set forth in the attached Terms and Conditions. This Agreement may not be extended.
5. COMPENSATION. Vendor shall receive compensation for services rendered under this Agreement
at the rates and schedule set forth in the attached Exhibit "C" but in no event shall Vendor's compensation
exceed Fifteen Thousand Seven Hundred Forty -Two Dollars ($15,742) for the life of the Agreement.
6. FORCE MAJEURE. The time period specified 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 Vendor 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 Vendor shall within ten (10)
days of the commencement of such delay notify the City in writing of the causes of the delay. The City
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 their judgment such delay is justified, and the City's determination
shall be final and conclusive upon the parties to this Agreement. Extensions to time periods for
performance of services, which are determined by the City to be justified pursuant to this Section, shall not
entitle the Vendor to additional compensation unless City expressly agrees to an increase in writing.
7. 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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8. INSURANCE. In accordance with Section 4 of Exhibit 'A" Vendor shall, at its expense, procure and
maintain for the duration of the Agreement such insurance policies as checked below and provide proof of
such insurance policies to the City. Vendor shall obtain policy endorsements on Commercial General
Liability Insurance that name Additional Insureds as follows: The City of La Quinta, its officers,
officials, employees and agents.
Commercial General Liability Insurance:
® $1,000,000 per occurrence/$2,000,000 aggregate OR
❑ $2,000,000 per occurrence/$4,000,000 aggregate
® Additional Insured Endorsement naming City of La Quinta
® Primary and Non -Contributory Endorsement
Automobile Liability:
® $1,000,000 combined single limit for bodily injury and property damage
❑ Auto Liability Additional Insured
Workers' Compensation:
® Statutory Limits / Employer's Liability $1,000,000 per accident or disease
❑ Workers' Compensation Endorsement with Waiver of Subrogation
Professional Liability (Errors and Omissions):
❑ Errors and Omissions liability insurance with a limit of not less than $1,000,000 per claim
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IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the
day and year first above written.
LA QUINTA HOUSING AUTHORITY
SIGNED IN COUNTERPART
JON MCMILLEN
Executive Director
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, Authority Secretary
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, Authority Counsel
City of La Quinta, California
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FRONTLINE FACILITY SOLUTIONS, LLC
LUS CARILLO
Chief Executive Officer, FFS, LLC
IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the
day and year first above written.
LA QUINTA HOUSING AUTHORITY FRONTLINE FACILITY SOLUTIONS, LLC
ATTEST:
MONIKA RAD-VA, A r hority Secretary
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, Authority Counsel
City of La Quinta, California
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SIGNED IN COUNTERPART
CARLOS CARILLO
Chief Executive Officer, FFS, LLC
EXHIBIT "A"
TERMS AND CONDITIONS
1. Compensation. Vendor shall be paid on a time and
materials or lump sum basis, as may be set forth in
Exhibit "C", within 30 days of completion of the Work
and approval by the City. If the City disputes any
invoice line item(s), in good faith, the City shall pay the
undisputed portion within the standard 30-day period
and withhold only the disputed amount(s), providing
Vendor written notice of each withheld item and the
basis for dispute. This applies to all invoice
components, including authorized reimbursable
vendorexpenses.
2. Compliance with Law. Vendor shall comply with all
applicable laws and regulations of the federal, state
and local government. Vendor shall assist the City, as
requested, in obtaining and maintaining all permits
required of Vendor by Federal, State and local
regulatory agencies. Vendor is responsible for all costs
of clean up and/or removal of hazardous and toxic
substances spilled as a result of his or her Work. In
explanation of the forgoing and not by way of limitation.
3. Standard of Care. The Vendor shall perform the
Work in accordance with generally accepted
professional practices and principles and in a manner
consistent with the level of care and skill ordinarily
exercised by members of the profession practicing
under similar conditions.
4. Insurance. The Vendor shall take out and maintain,
during the performance of all work under this
Agreement: A. Commercial General Liability Insurance
in the amounts specified in Section 8 of the Agreement
for bodily injury, personal injury and property damage,
at least as broad as Insurance Services Office
Commercial General Liability coverage (Occurrence
Form CG 0001), and if no amount is selected in
Section 8 of the Agreement, the amounts shall be
$1,000,000 per occurrence/$2,000,000 aggregate; B.
Automobile Liability Insurance for bodily injury and
property damage including coverage for owned, non -
owned and hired vehicles, of at least $1,000,000 per
accident for bodily injury and property damage, at least
as broad as Insurance Services Office Form Number
CA 0001 (ed. 6/92) covering automobile liability, Code
1 (any auto); C. Workers' Compensation in
compliance with applicable statutory requirements and
Employer's Liability Coverage of at least $1,000,000
per accident or disease. Vendor shall also submit to
City a waiver of subrogation endorsement in favor of
city, and D. Professional Liability (Errors and
Omissions) coverage, if checked in Section 8 of the
Agreement, with a limit not less than $1,000,000 per
claim and which shall be endorsed to include
contractual liability. Insurance carriers shall be
A-1
authorized by the Department of Insurance, State of
California, to do business in California and maintain an
agent for process within the state. Such insurance
carrier shall have not less than an "A"; "Class VII"
according to the latest Best Key Rating unless
otherwise approved by the City.
4.1 Pass Through Clause. Vendor agrees to ensure
that its sub -consultants, sub -contractors, and any other
party involved with the project who is brought onto or
involved in the project by Vendor, provide the same
minimum insurance coverage and endorsements
required of Vendor. Vendor 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. Vendor agrees that upon request, all
agreements with consultants, subcontractors, and
others engaged in the project will be submitted to
Agency for review.
5. Indemnification. The Vendor shall indemnify and
hold harmless the City, its Council, members of the
Council, agents and employees of the City, against any
and all claims, liabilities, (including liability related to
exposure to communicable diseases, illnesses, or
viruses), expenses or damages, including responsible
attorneys' fees, for injury or death of any person, or
damage to property, or interference with use of
property, or any claim of the Vendor or subcontractor
for wages or benefits which arise in connection with the
performance of this Agreement, except to the extent
caused or resulting from the active negligence or willful
misconduct of the City, its Council, members of the
Council, agents and employees of the City. The
foregoing indemnity includes, but is not limited to, the
cost of prosecuting or defending such action with legal
counsel acceptable to the City and the City's attorneys'
fees incurred in such an action.
6. Laws and Venue. This Agreement shall be
interpreted in accordance with the laws of the State of
California. If any action is brought to interpret or
enforce any term of this Agreement, the action shall be
brought in a state or federal court situated in the County
of Riverside, State of California.
7. Termination. The City may terminate the services
procured under this Agreement by giving 10 calendar
days written notice to Vendor. In such event, the City
shall be immediately given title and possession to any
original field notes, drawings and specifications, written
reports and other documents produced or developed
for the services. The City shall pay Vendor the
reasonable value of services completed prior to
termination. The City shall not be liable for any costs
other than the charges or portions thereof which are
specified herein. Vendor shall not be entitled to
payment for unperformed services, and shall not be
entitled to damages or compensation for termination of
work. Vendor may terminate its obligation to provide
services under this Agreement upon 30 calendar days'
written notice to the City only in the event of City's
failure to perform in accordance with the terms of this
Agreement through no fault of Vendor.
8. Agreement Terms. Nothing herein shall be
construed to give any rights or benefits to anyone other
than the City and the Vendor. The unenforceability,
invalidity or illegality of any provision(s) of this
Agreement shall not render the other provisions
unenforceable, invalid or illegal. Notice may be given
or delivered by depositing the same in any United
States Post Office, certified mail, return receipt
requested, postage prepaid, addressed to the parties
to the addresses set forth in the Agreement. Vendor
shall not assign, sublet, or transfer this Agreement or
any rights under or interest in this Agreement without
the written consent of the City, which may be withheld
for any reason. Notwithstanding the foregoing, Vendor
may engage subcontractors for routine operational
functions and/or services (including pest control,
landscaping, general maintenance, janitorial services,
and security) upon five (5) business days' written notice
to the City, provided each such subcontractor
maintains insurance consistent with Section 4.1 and no
single engagement with a singular contractor exceeds
$5,000 per engagement or $10,000 per month
aggregate for a without prior City approval. Vendor
remains fully responsible for all subcontractor acts and
omissions. All other subcontracting requires prior
written City consent. Vendor is retained as an
independent contractor and is not an employee of the
City. No employee or agent of Vendor shall become
an employee of the City. The individuals signing this
Agreement represent that they have the authority to
sign on behalf of the parties and bind the parties to this
Agreement. This is an integrated Agreement
representing the entire understanding of the parties as
to those matters contained herein, and supersedes and
cancels any prior oral or written understanding or
representations with respect to matters covered
hereunder. This Agreement may not be modified or
altered except in writing signed by both parties hereto.
EXHIBIT "B"
SCOPE AND SCHEDULE OF SERVICES
DUNE PALMS MOBILE HOME ESTATES
Get Well Plan — Property Management Transition
Frontline Facility Solutions. LLC
Prepared by: Tim Stone, COO 1 619-875-9996 1 tim@frontlinefacilitysolutions.com
EXECUTIVE SUMMARY
Frontline Facility Solutions (FFS) assumes property management of Dune Palms Mobile Home
Estates on May 1, 2026 under contract with the La Quinta Housing Authority.
COST
FFS will charge $15,742 for the total contract cost for May 1, 2026 through May 31, 2026 as a
fixed fee amount.
OUR MANAGEMENT PHILOSOPHY
Frontline Facility Solutions operates Dune Palms — and every property we manage — on four
core principles. These are not aspirational statements; they are operational commitments that
define how we interact with residents, vendors, the City, and every issue we encounter.
1. Proactive Issue
We do not wait for problems to be reported. Regular scheduled
Identification
inspections, walkthroughs. and preventative maintenance checks are
built into our operations. If something is deteriorating, we identify it before
it becomes a health, safety, or legal liability.
2. Listen to and Regularly
Residents are the first to know when something is wrong. We establish
Solicit Resident Input
formal channels — surveys, community meetings. and open-door office
hours — so resident concerns are captured, logged, and acted on. No
resident should ever feel the only option is to go to City Hall.
3. Research Solutions
Mobile home park management in California carries specific legal
Within the Applicable
obligations under the Mobilehome Residency Law (MRL) and local
Laws
ordinances. Before we act on any compliance, notice. or enforcement
matter, we verify the correct legal process. We do not skip steps.
4. Communicate and
Every issue that is raised — by a resident, the City, or our own
Close the Loop
inspections — receives a documented response and a resolution. We do
not let issues go dark. Residents and the City will always know the status
of an open item and when it was resolved. Enforcement follows a
defined escalation path: (1) Written notice citing the applicable code or
rule, sent by mail and email; (2) Second notice hand -delivered if no
compliance; (3) Third and final notice hand -delivered with legal action
fully prepared and ready to execute.
30-DAY PLAN AT A GLANCE
Phase 1: Research May 1 - May 31, 2026 Site survey, City document turnover, gap
analysis, staffing & vendor prep
F'b39 =I&i9 III i4I_1:y d BLF-:1-i8L1:7 0]
Frontline Facility Solutions (FFS) will prepare to address the following issues during this
preparation period:
SPCE Health & Safety Violation
ACTIVE —
Notices Served, No Compliance
CRITICAL
Illegal Dumping / Trash Management
CHRONIC
HIGH
Pest Control Infestation
IN PROGRESS —Truly Nolen
HIGH
Unauthorized Occupant (Space)
ACTIVE —
Unregistered Resident
MEDIUM
Resident Communication Breakdown
ACTIVE —
Bypassing PM
MEDIUM
Incomplete Resident Contact Records
ACTIVE —
Partial Email List
MEDIUM
On -Site Staffing Gap GAP— HIGH
PHASE 1: RESEARCH
May 1 — May 31, 2026 1 FFS operating under contract as property manager. All Phase 1
activities are performed in FFS's capacity as the contracted property manager of record for
Dune Palms Mobile Home Estates.
May 1, 2026 — PARK PHOTO SURVEY & CONDITION REPORT
Day 1 of the plan. Tim Stone conducts a complete, documented walkthrough of Dune Palms
before any City meeting. Output is a formal Condition Assessment Report broken out by park
section.
Park Sections to Document:
• Section A — Entrance, signage, curb appeal, perimeter fencing
• Section B — Common areas: landscaping, lighting, walkways, seating
• Section C — Trash/dumpster enclosures and staging areas (priority — known chronic
issue)
• Section D — Pool area: fence, equipment, decking, signage, water condition
• Section E — Laundry / common facility buildings
• Section F — All individual spaces — exterior condition, visible H&S concerns,
unauthorized structures
Flag SpaceN specifically — photograph and document current hazardous conditions
Flag Spaced — unauthorized occupant living situation
• Section G — Utilities: water meters, electrical panels, any visible infrastructure issues
Report Format:
• Section -by -section photo log with issue descriptions and severity ratings (Critical / High /
Medium / Low)
• Summary table of all deficiencies with recommended actions
• Risk register identifying items that pose liability, safety, or legal exposure if not
addressed
Deliverable: Dune Palms Condition Assessment Report (PDF/Word) — photos begin;
report compiled and delivered to City by May 31, 2026.
May 1, 2026 — CITY KICKOFF MEETING (2:30 PM, La Quinta City Hall)
Game -planning session with Doug Kinley, Gil Villalpando, and City Manager. Carlos Carrillo
attending. Photo documentation of the park will be underway; the full Condition Assessment
Report will be delivered to the City by May 31, 2026.
Agenda / Information to Transfer FROM City to FFS:
Tenant Lease Documents — all active leases, space -by -space (digital preferred)
Resident Contact Database — name, unit, phone, email, emergency contact
Current Rent Roll — balance, payment history, any arrears or payment plans
Active Notices & Legal Files — SPCE status, any other open compliance actions
City Citation / Code Enforcement Records — any outstanding municipal actions against
the park
Vendor Contracts — Burr ec (trash), pool service, landscaping, pest control, utilities
(terms + expiration)
Pool Records — inspection history, repair log, last health dept inspection, current
violations (if any)
Capital Budget— any approved or available improvement funds for FY26-27
J&H Transition Files — move-in/out reports, security deposit ledger, maintenance
history, work orders
Park Rules & Regulations — current resident -facing document
Prior Incident / Complaint Log — documented resident grievances
Gap Analysis — What FFS Needs vs. What Exists:
• Identify which documents are complete, partial, or missing entirely
• Identify process gaps: what did J&H handle that has no written procedure?
• Identify resident compliance issues not yet in writing
• Confirm SPCE legal direction — City must decide: injunction or eviction before June 1
• Confirm pool status and whether any immediate remediation is City -funded
Deliverable: Gap Analysis matrix completed at or after May 1 meeting. Assigned action
items for each gap with City or FFS ownership.
MAY 1 — MAY 31, 2026 — OPERATIONAL SETUP
Hire full-time on -site Maintenance Technician
Execute 1099 agreement with Ricky Smith (pest(property oversight, Fridays)
Secure all required insurance certificates for contract
Set up FFS property management software / tenant portal
Obtain Truly Nolen April 17 treatment debrief from City
Confirm follow-up pest treatment schedule with Truly Nolen
Review all leases received from City for compliance flags
Draft Property Manager's Playbook (outline + SPC escalation section)
Draft resident welcome letter (English + Spanish)
Confirm trash collection schedule + emergency contact
ITEMS NEEDED FROM CITY - MAY 1 MEETING
Pool inspection reports, repair history, current violations, and open work orders.
SPCE legal direction — City must choose: injunction or eviction. FFS needs this
before June 1.
Full resident rent roll: unit numbers, tenant names, lease status, active notices.
Open code enforcement actions, city citations, or compliance orders against the park.
All active vendor contracts (Burrtec, pool, pest, landscaping, utilities) with terms and
expiration dates.
Capital improvement budget available for FY26-27.
Complete J&H transition files: move-in/move-out reports, security deposits, maintenance
logs, work order history.
Current Park Rules & Regulations document (resident -facing).
CC&Rs or any other governing documents, deed restrictions, or established rules
already in place for the park.
Prior incident/cemplaint log from J&H.
KEY CONTACTS
(619) 414-3835 1
n rlosetontlinefacilitysolutions.cam
Frontline Facility Solutions, LLC — SD VOSB I DVBE #2048986 I CAGE. OQGY9 — 11786 Hi Ridge Rd,,
Lakeside, CA 92040 — frontlinefeaksolutions.com
EXHIBIT "C"
COMPENSATION FOR SERVICES
Vendor shall receive compensation for services rendered under this Agreement, but in no event
shall Vendor's compensation exceed Fifteen Thousand Seven Hundred Forty -Two Dollars
($15,742), to be paid for duly authorized Services performed consistent with the terms and
conditions of this Agreement.
C-1