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Home My WebLink About2014-06-12MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JUNE 12, 2014 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 1. CALL TO ORDER - 3:00 P.M. Chairman Tanner convened the meeting at 3:00 p.m. II. ROLL CALL Present: Member Jean M. Benson Member Jan C. Harnik Member Robert A. Spiegel Vice Chairman Susan Marie Weber Chairman Van G. Tanner Also Present: John M. Wohlmuth, Executive Director Robert W. Hargreaves, Assistant City Attorney Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Lauri Aylaian, Director of Community Development Martin Alvarez, Director of Economic Development Paul S. Gibson, Director of Finance/City Treasurer Janet M. Moore, Director of Housing Frankie Riddle, Director of Special Programs Bo Chen, City Engineer Bill Sullivan, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Department III. ADJOURN TO CLOSED SESSION Request for Closed Session: None With Authority Board concurrence, Chairman Tanner adjourned the meeting to Closed Session of the City Council at 3:02 p.m. He reconvened the meeting at 4:00 p.m. MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 12, 2014 IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of May 22, 2014. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE AUTHORITY TREASURY - Warrant Nos. 228HA, 233HA, 239HA, 244HA, 232-Housing, 236-Housing, 229HAF, 234HAF, 240HAF, and 245HAF. Rec: Approve as presented. C. HOUSING COMMISSION MINUTES for the Meeting of April 9, 2014. Rec: Receive and file. Upon a motion by Spiegel, second by Weber, and 5-0 vote of the Housing Authority (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None), the Consent Calendar was approved as presented. VI. CONSENT ITEMS HELD OVER None VII. RESOLUTIONS None VIII. NEW BUSINESS A. REQUEST FOR AWARD OF CONTRACT TO OPTIMUS CONSTRUCTION, INC., IN AN AMOUNT NOT TO EXCEED $15,423,351.39 FOR CONSTRUCTION OF THE CARLOS ORTEGA VILLAS PROJECT (CONTRACT NO. HA29410B, PROJECT NO. 825-11). Project Coordinator Heather Buck requested this item to be continued to the next City Council meeting. Member Spiegel moved to, by Minute Motion, continue this item to the meeting of June 26, 2014. Motion was seconded by Harnik and carried by a 5-0 vote. 2 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 12, 2014 B. REQUEST FOR AWARD OF CONTRACT TO SOUTHERN CALIFORNIA SOIL & TESTING, INC., IN AN AMOUNT NOT TO EXCEED $197,708 FOR MATERIALS TESTING AND SPECIAL INSPECTION SERVICES FOR THE CARLOS ORTEGA VILLAS PROJECT (CONTRACT NO. HA29410C, PROJECT NO. 825-11). Project Coordinator Heather Buck stated this contract is related to construction for professional services for material and special inspection testing. Responding to question about whether the proposed vendor was the low bidder, she explained proposals were reviewed based on qualifications and location, stating Southern California Soil & Testing headquarters is out in San Diego, as far as correspondence, but this project will be serviced out of the Indio office. Further responding, she said the vendor's hourly rates were reasonable, and she confirmed staff felt it was the best qualified company for the job. Member Spiegel moved to, by Minute Motion: 1) Authorize award of the subject contract to Southern California Soil & Testing, Inc. (SCS&T), San Diego, California, for Materials Testing and Special Inspection Services for the Carlos Ortega Villas Project in an amount not to exceed $197,708; 2) authorize the Finance Director to set aside the amount of $19,770.80 as 10(Y0 contingency (use of contingency requires additional action); 3) approve the subject agreement substantially as to form; 4) authorize the Chairman to execute same — funds are available in Housing Authority Capital Improvements Account No. 871-8691-466-4001. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). C. REQUEST FOR AWARD OF CONTRACT TO MSA CONSULTING, INC., IN AN AMOUNT NOT TO EXCEED $134,400 FOR CONSTRUCTION STAKING SERVICES FOR THE CARLOS ORTEGA VILLAS PROJECT (CONTRACT NO. HA29410D, PROJECT NO. 825-11). Project Coordinator Heather Buck stated this item is related to construction for professional services for surveying, which meant laying out where curbs, gutters, traffic circle, buildings, etc., will be located. Responding to question, she confirmed the vendor was Local. Member Spiegel moved to, by Minute Motion, authorize: 1) Award of the subject contract for Construction Staking Services for the Carlos Ortega Villas Project to MSA Consulting, Inc., Rancho Mirage, California, in an amount not to exceed $134,400; 2) Finance Director to set aside the amount of $13,440 as 10% contingency (use of contingency requires additional action); 3) Chairman to execute said contract — funds are available in Housing Authority Capital Improvements Account No. 871-8691-466-4001. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 12, 2014 D. REQUEST FOR AWARD OF CONTRACT TO INTERACTIVE DESIGN CORPORATION IN AN AMOUNT NOT TO EXCEED $67,700 FOR CONSTRUCTION ADMINISTRATION SERVICES FOR THE CARLOS ORTEGA VILLAS PROJECT (CONTRACT NO. HA29410E, PROJECT NO. 825-11). Project Coordinator Heather Buck stated this contract was for construction administration services for the Carlos Ortega Villas. She noted there is an existing contract with Interactive Design Corporation wherein some modifications were made, but this was a separate contract for the additional construction administration services related to the project. Vice Chairman Weber moved to, by Minute Motion: 1) Authorize award of the subject contract for Construction Administration Services for the Carlos Ortega Villas Project to Interactive Design Corporation, Palm Springs, California, in the amount of $67,700; 2) authorize the Finance Director to set aside the amount of $6,770 as 10% contingency (use of contingency requires additional action); 3) approve the Agreement substantially as to form; 4) authorize the Chairman to execute same — funds are available in Housing Authority Capital Improvements Account No. 871-8691-466-4001. Motion was seconded by Benson and carried by a 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). E. REQUEST FOR AWARD OF CONTRACT TO LIBERTY LANDSCAPING, INC., IN THE AMOUNT OF $293,004 FOR ANNUAL LANDSCAPE MAINTENANCE SERVICES AT 13 HOUSING AUTHORITY PROPERTIES (CONTRACT NO. HA33480). Ms. Moore stated this contract is for the landscape services at the thirteen Housing Authority properties, stating the project did go out to bid. She said Liberty Landscape was the provider six years ago and they were very good. Since then, there have been three different service providers, which were okay by the end of their term, but Liberty Landscape has experience with residential complexes and they seem to be better. Member Spiegel moved to, by Minute Motion: 1) Waive any and all irregularities and authorize award of the subject contract to Liberty Landscaping, Inc., Riverside, California, in the amount of $293,004 annually, plus 10% for extra work not to exceed $29,300 annually, for Landscape Maintenance Services for 13 Housing Authority Properties; 2) authorize the Executive Director to finalize and the Chairman to execute said contract and any documents necessary to facilitate the contract award and implementation — monies have been included in the FY 2014-2015 proposed Palm Desert Housing Authority's Operating Budget in the appropriate Authority accounts. Motion was seconded by Harnik and carried by a 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 12, 2014 F. REQUEST FOR APPROVAL OF AN AMENDMENT TO THE AGREEMENT FOR PROPERTY MANAGEMENT SERVICES BETWEEN THE PALM DESERT HOUSING AUTHORITY AND RAY, DOUGLAS, ANN & PATRICK, INC., A.K.A. RPM COMPANY (CONTRACT NO. HA32321). Ms. Moore stated RPM is the service provider for management services at the complex, and staff is requesting an extension of their contract. She said RPM has been with the City for quite some time and they did a very good job. Member Spiegel asked if there was an increase in cost. Ms. Moore answered no, stating that RPM has not requested an increase for more than six years. Member Spiegel moved to, by Minute Motion: 1) Approve the Amendment to the Agreement for Property Management Services with Ray, Douglas, Ann & Patrick, Inc., a.k.a. RPM Company, Lodi, California, effective January 1, 2015, at no increase in management fees; 2) authorize the Executive Director to finalize the Amendment and execute same. Motion was seconded by Harnik. Chairman Tanner asked if RPM was managing the same amount of units as when they first started. Ms. Moore explained a few units were dropped, because they have been overseeing Adobe Villas, which is one of the complexes that will soon be demolished as part of the approval of the property management plan. However, for the most part they have been consistent. Chairman Tanner called for the vote, and the motion carried by a 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS None XI. PUBLIC HEARINGS None 5 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 12, 2014 XII . REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR Mr. Wohlmuth said with staff's continued look at the general contractor and bids for Award of Contract for Construction of the Carlos Ortega Villas Project, as the Authority Board continued that item two weeks to the June 26 Meeting, it will also mean pushing back the groundbreaking event between two and four weeks. Member Benson agreed, noting that her colleagues could now free up the time formerly reserved for this purpose on July 11 and await rescheduling. B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT On a motion by Harnik, second by Weber, and unanimous consent of the Authority Board, Chairman Tanner adjourned the meeting at 5:27 p.m. ATTEST: RA ' ELLE D. KLASSEN, ECRETARY PALM DESERT HOUSING AUTHORITY VAN G. TANNER, CHAIRMAN 6