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Home My WebLink About06B Minutes - Housing Commission 04/07/2021PALM DESERT HOUSING AUTHORITY REGULAR PALM DESERT HOUSING COMMISSION MEETING MINUTES WEDNESDAY, APRIL 7, 2021 (VIRTUAL MEETING) 3:30 P.M. CITY OF PALM DESERT, CALIFORNIA I. CALL TO ORDER Chair Buller called the meeting to order at 3:32 p.m . II. ROLL CALL Present: Absent: Commissioner Donna Ault Commissioner Gregory Ballard Commissioner Juan Mireles Commissioner Melody Morrison V ice-Chair Denn is Guinaw Chair Jann Buller ['5~) A ppaiVed BY Hous1NG AUTHORITY ON 5 -1?·2-01::I VERIFIED BY: MGS / GYS I Original on file with City Clerk's Office Also Present: ~\ft,~'. ~D.ft)i~Jontttttan,NeSmde, Q,iry{-a.nilla ,~ 14 lly Todd Hileman Executive Director ~Ot-S , None, I Kathleen Kelly , City Council Member Liaison Andy Firestine , Assistant City Manager Eric Ceja , Interim Director of Development Services Jessica Gonzales , Senior Management Analyst Randy Bowman , Senior Project Manager Teresa Vakili , RPM Company Melinda Gonzalez , Recording Secretary Doug Lothes , Temporary Assistant 111. ORAL COMMUNICATIONS Senior Management Analyst , Jessica Gonzales , advised the Commission no comments or inquiries were received by email or vo icemail , nor were any requests for public participation received for the meeting . MINUTES REGULAR HOUSING COMMISSION MEETING – VIRTUAL APRIL 7, 2021 2 Mrs. Gonzales provided introduction to City staff member Eric Ceja, Deputy Director of Development Services who is currently acting as Interim Director of Development Services and Doug Lothes, who is a temporary employee assisting the Housing Division. IV. CONSENT CALENDAR A. MINUTES of the Virtual Regular Housing Commission meeting of March 3, 2021. Rec: Approve as presented. Upon a motion by Commissioner Mireles, second by Commissioner Morrison, and a 6-0 vote of the Housing Commission the Consent Calendar was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). V. ACTION ITEMS A. REQUEST FOR CONSIDERATION of a recommendation to authorize the award of Contract No. HA40980 to Best Contracting Services, Inc. for Taos Palms and Desert Pointe Roof Rehabilitation, and authorize the use of Garland/DBS, Inc., for the purchase of Roof Materials and Supplies. Chair Buller introduced the item before the Commission. Senior Management Analyst, Jessica Gonzales, introduced Senior Project Manager, Randy Bowman, who provided a presentation on the item. Mr. Bowman acknowledged the staff report before the Commission for the Roof Rehabilitation project for Palm Desert Housing Authority (PDHA) properties, Taos Palms and Desert Pointe Apartments. The scope of the project includes roof rehabilitation for all four apartment buildings at Taos Palms and all four apartment buildings including an equipment/pool room at Desert Pointe. A bid solicitation was conducted for the project which yielded seven responsive proposals with the lowest bid provided by Best Contracting Services. Therefore, staff recommended an award of contract to Best Contracting Services and Garland for the purchase of materials and supplies for the project. In response to inquiry by Commissioner Mireles, Mr. Bowman advised Best Contracting Services is currently the contractor for the One Quail Place and Candlewood Apartments roof rehabilitation project, and to date have produced satisfactory work. Mrs. Gonzales added in the last five years, Best Contracting Services has worked with the PDHA on other projects and has performed satisfactorily. Mrs. Gonzales also reported the total cost of the project, including materials and labor will be $996,421 dollars. Commissioner Guinaw complimented staff for their use of the Omnia Partners Co-op for materials, observing the removal of material costs and soliciting for labor cost alone, allows for equity throughout the bidding process. MINUTES REGULAR HOUSING COMMISSION MEETING – VIRTUAL APRIL 7, 2021 3 Chair Buller inquired about the length of time between the identification of the need for this project and the contract award. Mrs. Gonzales explained the initial assessment was completed in 2016 and some time was taken to review the assessment and prioritize the needs of the portfolio. Additionally, time was taken to identify the most beneficial process in which to proceed forward with the needed projects, including whether the Housing Authority would proceed with the bid in its entirety or if the Housing Authority would procure materials for projects using established government co-ops as seen in the current bid being presented. The use of a government co-op for materials would help eliminate disparities associated with the cost of materials and inconsistencies with the materials proposed by the various vendors for the bid. Once bidding process was confirmed, bids were solicited in order of the prioritized needs in the portfolio. Two projects were prioritized higher than the Taos Palms and Desert Pointe project, so those were solicited for and awarded first, bringing us to the current request for award of contract for these two properties. In response to inquiry by Chair Buller, Mrs. Gonzales explained once a contract is awarded by the Housing Authority it is anticipated the project will commence within thirty to sixty days. The time is dependent on the completion of ancillary items related to the contact with the vendor including, but not limited to, signatures on the agreement, receipt of required insurance coverage and bonding. Upon a motion by Commissioner Ballard, second by Commissioner Mireles, and a 6-0 vote of the Housing Commission the request for a recommendation to authorize the Award of Contract to Best Contracting Services, Inc. for Taos Palms and Desert Pointe Roof Rehabilitation, and to Garland/DBS, Inc., for the purchase of Roof Materials and Supplies was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). B. REQUEST FOR CONSIDERATION of a recommendation to authorize the use of The Sherwin-Williams Company for Purchase of Paint and Paint Related Materials and Supplies for the Palm Desert Housing Authority Properties for FY 2021/2022. Senior Management Analyst, Jessica Gonzales, presented the item. Mrs. Gonzales stated the current request is to assist with Authority properties daily operations. This annual request for Sherwin Williams is to help provide Authority properties with an option that allows materials and supplies to be obtained expeditiously and efficiently through the use of the government cooperative National Cooperative Purchasing Alliance (NCPA). The amount set forth allows the properties to access materials and supplies as needed for all Authority properties with preference given to the local Palm Desert Sherwin Williams to obtain the materials. Pricing for the materials is in compliance with the contracted amount established in the NCPA agreement, however, should a price for a material or supply be lower than the contracted rate, there is a clause which allows for the Authority to take advantage of the lower price. Commissioner Morrison observed the Commission approved the Sherwin Williams contract last year and asked if the Authority’s actual purchases resulted in an amount less then what was approved. In response, Mrs. Gonzales clarified the approval for this vendor is done on a fiscal year calendar and reported the total MINUTES REGULAR HOUSING COMMISSION MEETING – VIRTUAL APRIL 7, 2021 4 amount of expenditures from July 1, 2020 to current date is approximately $30,000 dollars. RPM Vice President, Teresa Vakili, added the Commission previously approved a contract amount of $100,000 dollars and the requested amount for the current contract been decreased to $75,000 dollars based on the current fiscal years’ expenditures to date. Upon a motion by Commissioner Ault, second by Commissioner Morrison, and a 6-0 vote of the Housing Commission the request for a recommendation to authorize the use of The Sherwin-Williams Company for Purchase of Paint and Paint Related Materials and Supplies for FY 2021/2022 was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). VI. REPORTS AND REMARKS A. Commissioners Reports and Remarks Commission Mireles requested a letter from the Housing Commission be provided to former Director of Community Development, Ryan Stendell, thanking him for his service on the Commission. Mrs. Gonzales stated a draft of the requested letter would be provided to Commissioners at the May Housing Commission meeting. B. Commission Reports Chair Buller moved on to the next agenda item, the summary of City Council and Housing Authority Actions. Senior Management Analyst, Jessica Gonzales, advised the Commission there were no reportable actions from the City Council and Housing Authority since the last commission meeting. Mrs. Gonzales proceeded to the next item stating as recommended by the Housing Commission to the Outside Agencies Funding Committee, a letter of appreciation for the Jewish Family Service of the Desert, has been sent to the organization and a copy of the letter was provided in the agenda packet. C. RPM Company Monthly Reports for January 2021 RPM Company Vice President, Teresa Vakili, acknowledged the RPM reports provided to commissioners for the month of January 2021. Ms. Vakili reported currently the occupancy rate is at 99% for Authority properties. She reported in the month of January 2021 RPM staff contacted 460 individuals and added 228 individuals on the interest waitlist. Ms. Vakili further reported RPM staff completed 82 re-certifications in the reporting month. From January 2021 to the current date there have been 42 move-ins and 33 move-outs for the Authority properties collectively. Ms. Vakili acknowledged the Housing Authority Properties Projects report for the months of February 2021 and March 2021. She reported 301 service requests MINUTES REGULAR HOUSING COMMISSION MEETING – VIRTUAL APRIL 7, 2021 5 were completed during the month of February 2021. Ms. Vakili reported that currently, the roof rehabilitation project for fifteen buildings at One Quail Place is underway and the contractor has started on the four buildings at Candlewood Apartments, adding so far the project has been running smoothly. D. Update on the Home Improvement Program ACTIVITY February 2021 Inquiries (Calls, Walk-Ins, Emails): 0 Applications Provided: 0 Applications Received: 0 Applications being processed: 0 Eligible (Possibly meets criteria): 1 Ineligible (Does not meet criteria): 0 Energy Savings Assistance Programs Referrals: 0 (JHC Construction – SCE/Gas Co) Mrs. Gonzales provided a summary of the one eligible applicant for the Home Improvement Program in February 2021. VII. ADJOURNMENT With Commission concurrence, Chair Buller adjourned the meeting at 3:58 p.m. Melinda Gonzalez Melinda Gonzalez, Recording Secretary