Loading...
HomeMy WebLinkAboutMinutes - Housing Commission 10/07/2020CITY OF PALM DESERT REGULAR PALM DESERT HOUSING COMMISSION MEETING MINUTES WEDNESDAY, OCTOBER 7, 2020 (VIRTUAL MEETING) 3:30 P.M. CITY OF PALM DESERT, CALIFORNIA CALL TO ORDER Chair Mireles called the meeting to order at 3:31 p.m. II. ROLL CALL Present: Commissioner Donna Ault Commissioner Jann Buller Commissioner Dennis Guinaw Commissioner Melody Morrison Vice -Chair Gregory Ballard Chair Juan Mireles Also Present: Randy Bynder, Interim Executive Director Andy Firestine, Assistant City Manager Kathleen Kelly, City Council Member Liaison Ryan Stendell, Director of Community Development Jessica Gonzales, Senior Management Analyst Randy Bowman, Senior Project Manager Teresa Vakili, RPM Company Melinda Gonzalez, Recording Secretary III. ORAL COMMUNICATIONS None Absent: MINUTES REGULAR HOUSING COMMISSION MEETING — VIRTUAL OCTOBER 7, 2020 IV. CONSENT CALENDAR A. MINUTES of the Virtual Regular Housing Commission meeting of September 2, 2020. Chair Mireles referenced the informational presentation by city staff member, Christopher Gerry, on the City's Emergency Rental Assistance Program, conducted at the Housing Commission meeting on September 2, 2020 and inquired as to whether the program was still active. Senior Management Analyst, Jessica Gonzales informed the program is still active and currently the contracted consultant, Jewish Family Service of the Desert is reviewing applications received by interested households from qualified properties. Chair Mireles observed Jewish Family Service of the Desert is a non-profit organization and inquired about the process for providing them a thank you letter or a certificate of appreciation at the conclusion of the program as a gesture of appreciation for their assistance with the implementation of the program. Councilmember Kathleen Kelly, shared that at the last council meeting Mr. Gerry presented an update to City Council regarding the program and councilmembers were very complimentary to Jewish Family Service of the Desert and their collaboration with the City. She commented this request would be an appropriate follow up. Rec: Approve as presented. Upon a motion by Commissioner Ault, 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). 111 ATA 411b91Z I ***i A. REQUEST FOR CONSIDERATION of a recommendation to the Authority Board for approval to reject the lowest bid submitted by Chapman Coast Roof Co., Inc. as nonresponsive, and authorize the award of Contract No. HA40260 to Best Contracting Services, Inc. of Gardena, California for One Quail Place Roof Repair and Candlewood Apartments Roof Replacement, in the total amount of $1,248,666 and authorize the use of Garland/DBS, Inc., for the purchase of Roof Materials and Supplies. Senior Management Analyst, Jessica Gonzales, informed the commission of the approach and scope to address the roofing system at both Properties, One Quail Place and Candlewood. Staff developed the solicitation to include the purchasing of the roofing materials through Garland under a government cooperative program with the labor being solicited formally through a bidding process. The project includes, roof replacement of all four (4) apartment buildings and two (2) car ports at the Candlewood Apartments property; and repair of fifteen (15) apartment buildings at the One Quail Place property. MINUTES REGULAR HOUSING COMMISSION MEETING — VIRTUAL OCTOBER 7, 2020 Mrs. Gonzales advised the recommendation by staff as provided on the staff report reflects the result of the solicitation. Mrs. Gonzales continued and explained the solicitation for bids required the submittal of original bid bonds to the City Clerk prior to the submittal deadline. Chapman Coast Roof Co. did not submit the required original bid bonds with their submittal, providing them an unfair competitive advantage and rendering their bid nonresponsive. Therefore, staff is requesting a recommendation to the Authority Board to reject the lowest bid provided by Chapman Coast Roof Co. and to authorize the award of contract to the next lowest, responsive bidder, Best Contracting Services, Inc. The total requested amount for this project is $1,248,666 which includes labor by Best Contracting Services, Inc. and $511,164.19, the additional amount for the purchase cost of Garland products being provided for the project. Mrs. Gonzales invited questions regarding this item. Upon inquiry by Commissioner Morrison, Mrs. Gonzales stated the warranty for the work being completed is fifteen years for the restoration/repair work at One Quail Place and thirty years for the roof replacement at Candlewood. Upon further inquiry by Chair Mireles, Ms. Gonzales reiterated the warranty information adding that the continued use of Garland products allowed for a fifteen year warranty versus other competitors who only offer a five year warranty for their product. Commissioner Morrison inquired as to whether this work included the roof repairs needed as a result of the fire incident at One Quail Place occurring in the last year. Mrs. Gonzales stated this project is separate from the repairs completed on the buildings affected by the previous fire incident and noted those repairs have already been addressed and were covered by the Authority's insurance company. In response to further inquiry by Commissioner Morrison, Mrs. Gonzales advised the work completed on the affected units required the use of the insurance company's approved contractors and did not include Garland. Upon inquiry by Chair Mireles, Mrs. Gonzales stated the warranty for the work completed through the insurance is typically fifteen years. Chair Mireles commented on the significant amount of work put into the bid packet and asked who was responsible for the putting it together. Mrs. Gonzales introduced city staff member, Randy Bowman, and informed the packet was a collaboration being led by Mr. Bowman with the Public Works department and herself with the Housing Division. She noted the joint team effort with Mr. Bowman and city staff member, Jeremy Frey, has been a great experience and an efficient process. Upon a motion by Vice Chair Ballard, second by Commissioner Morrison, and a 6-0 vote of the Housing Commission the recommendation to reject the lowest bid submitted by Chapman Coast Roof Co., Inc. was approved for recommendation as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). Upon a motion by Commissioner Buller, second by Commissioner Ault, and a 6-0 vote of the Housing Commission the recommendation to authorized the award MINUTES REGULAR HOUSING COMMISSION MEETING — VIRTUAL OCTOBER 7, 2020 of contract HA40260 to Best Contracting Services, Inc. and remaining related actions were approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). _ VI. CONTINUED BUSINESS 1►6Tii2 VII. OLD BUSINESS None Vill. REPORTS AND REMARKS A. Commissioners Reports and Remarks 1►C.TiTa B. Commission Reports Mrs. Gonzales acknowledged the Administrative Plan Exhibits C through F. She reminded Commissioners they would be reviewing each section of the Administrative Plan to make any necessary changes before taking action to recommend approval of the document as a whole to the Housing Authority Board during a future meeting. Mrs. Gonzales informed these were the final sections/exhibits of the Administrative Plan that needed to be reviewed. Mrs. Gonzales stated Exhibit C, Utility Allowances, has been modified so that it is now reflected in the "definitions" section of the Administrative Plan and clarifies that the utility allowance used for the rental rate is updated annually. As for Exhibit D, Pet Policy, clarification was requested as to which pets were permitted to avoid confusion, therefore, the term "pet policy" was revised to "animal policy" and definitions were provided for service animals and assistance animals. Additionally, clarification was provided as to which animals were permitted under these categories. Mrs. Gonzales stated Exhibit E, Zero Tolerance Policy and Exhibit F, House Rules, contained very minimal changes and invited questions regarding the exhibits. Upon inquiry by Commissioner Buller, Mrs. Gonzales informed the animal policy follows federal and state law in which dogs are the only permitted service animal. She noted ponies are another permitted service animal, however, that is on a case by case basis, therefore, the policy has defined a dog as the only permitted service animal. Additional questions were invited, to which there were none. Mrs. Gonzales stated with all the sections having been reviewed by the commission, she will present the Administrative Plan as a whole at a future meeting for the commission's consideration. 4 MINUTES REGULAR HOUSING COMMISSION MEETING — VIRTUAL OCTOBER 7, 2020 In response to inquiry by Commissioner Morrison regarding the availability of common areas for tenant gatherings, Mrs. Gonzales clarified Exhibit F, House Rules is separate from the current circumstances which the pandemic has created. At this time, the Housing Authority is following state regulations which designates the common areas to be closed until further guidance has been provided which would permit these gatherings following the specified limitations. C. Summary of City Council and Housing Authority Actions A memo from Senior Management Analyst, Jessica Gonzales summarizing approved action items from City Council and the Housing Authority Board meetings was provided to commission members for review. Ms. Gonzales commented that all items listed on the summary which went before City Council and the Housing Authority Board at their meetings held between July 9, 2020 and September 24, 2020 were approved. Additionally, one agenda item will be presented to the Housing Authority Board at their regularly scheduled meeting on October 15, 2020. D. RPM Company Monthly Reports for July 2020 RPM Company Vice President, Teresa Vakili, acknowledged the RPM reports provided to Commissioners for the month of July 2020. Ms. Vakili reported currently the occupancy rate is a 97%. She stated staff has completed 92 re - certifications in the reporting month. Ms. Vakili stated of the occupied units approximate 30% are extremely low income households, 38% are very low, 25% are low income and 7% are moderate income households. Ms. Vakili shared COVID impacted residents have been able to participate in the County's rental assistance payments through the United Lift Rental Assistance Fund program. Upon inquiry by Chair Mireles, Ms. Vakili stated each household had different circumstances so some of the residents are now current on their rental payments and some have a credit for future rental payments because the amount approved exceeded their arrears. Ms. Vakili invited additional questions, to which there were none. E. Update on Housing Authority Properties for August 2020 Ms. Vakili acknowledged the Housing Authority Properties Projects report for the month of August 2020. She reported 409 service requests were completed in the reporting month. Ms. Vakili apologized noting this number is different from the one reflected in the report provided for the Agenda because of a miscalculation of the total service calls reported. Ms. Vakili further reported the restoration and plastering of the pool decks for Candlewood and pools 1, 2, and 3 located at One Quail Place have been completed. 5 MINUTES REGULAR HOUSING COMMISSION MEETING — VIRTUAL OCTOBER 7, 2020 F. Update on the Home Improvement Program ACTIVITY September 2020 Inquiries (Calls, Walk -Ins, Emails): 0 Applications Provided: 0 Applications Received: 0 Applications being processed: 0 Eligible (Possibly meets criteria): 0 Ineligible (Does not meet criteria): 0 Energy Savings Assistance Programs Referrals: 0 (JHC Construction — SCE/Gas Co) A summary of the Home Improvement Program activity for September 2020 was provided to commission members for review on the Agenda. Mrs. Gonzales reported there was no activity during the month of September 2020. She invited questions and/or comments, to which there were none. Chair Mireles commented he would like to hear from Mr. Gerry regarding additional funding sources available to continue the rental assistance program after the use of the $241,000 allocation initially received for the program. Mrs. Gonzales advised that allocation was federally funded and additional funding would most likely generate from the approval of another stimulus. Mrs. Gonzales stated she would follow up with Mr. Gerry regarding this inquiry. Director of Community Development, Ryan Stendell, observed that Mr. Gerry has been extremely resourceful with identifying available funding sources for the City. Commissioner Guinaw observed given the current situation, an update on homelessness efforts may be appropriate at this time. Ms. Gonzales stated she would reach out to Mr. Gerry to request this update. Councilmember Kelly shared an update would be timely as there has been a significant change with the Coachella Valley Association of Governments (CVAG) having shifted services from an outside provider to a local provider. Councilmember Kelly added that one of the items holding up additional federal funding is disagreement with local government help. IX. ADJOURNMENT With Commission concurrence, Chair Mireles adjourned the meeting at 4:11 p.m. Melinda Gonzalez, Recording SecKetary