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Home My WebLink About2016-07-14MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JULY 14, 2016 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. * Please refer to the agenda and minutes of the Special City Council Meeting of Thursday, July 14, 2016, convening at 2:00 p.m. in order to conduct an expanded Closed Session. The Special Meeting was adjourned at 3:43 p.m. and the Regular Meeting was immediately convened at 4:00 p.m. II. ROLL CALL Present: Vice Chairman Jan C. Harnik Member Sabby Jonathan Member Van G. Tanner Member Susan Marie Weber Chairman Robert A. Spiegel Also Present: Justin McCarthy, Interim Executive Director Robert W. Hargreaves, City Attorney Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Janet M. Moore, Director of Finance & Housing/City Treasurer Lori Carney, Director of Human Resources Mark Greenwood, Director of Public Works Frankie Riddle, Director of Special Programs Stephen Y. Aryan, Risk Manager Dan Talbot, Division Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Request for Closed Session: None MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 14, 2016 IV. RECONVENE REGULAR MEETING - 4:00 P.M. None V. CONSENT CALENDAR A. MINUTES of the Adjourned Regular Housing Authority Meeting of June 30, 2016. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 6/17/2016, 6/24/2016, 6/30/2016, and 7/1/2016 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. REPORT Pursuant to Section 33433(c) of the Health and Safety Code. Rec: Receive and file. D. REQUEST FOR AUTHORIZATION of the Use of Named Vendors for Purposes of Providing Recurring, Routine Services, Supplies, and Maintenance to the Housing Authority -owned Residential Rental Properties. Rec: By Minute Motion, authorize the use of vendors on the Palm Desert Housing Authority Vendor List for the purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority -owned Residential Rental Properties, pursuant to Section 3.32.110 of the Palm Desert Municipal Code, effective July 1, 2016. Upon a motion by Tanner, second by Weber, and 5-0 vote of the Authority Board, (AYES: Hamik, Jonathan, Tanner, Weber, and Spiegel; NOES: None), the Consent Calendar was approved as presented. VI. CONSENT ITEMS HELD OVER None VII. RESOLUTIONS None 2 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 14, 2016 VIII. NEW BUSINESS A. REQUEST FOR AUTHORIZATION TO ISSUE A REQUEST FOR QUALIFICATIONS/PROPOSALS FOR AFFORDABLE HOUSING COMPLIANCE/PROPERTY MANAGEMENT SERVICES FOR THE AUTHORITY -OWNED RENTAL PROPERTIES (CONTRACT NO. HA35560). Ms. Moore stated staff is requesting authorization to issue a Request for Qualifications/Request for Proposals (RFQ/RFP) for Property Management Services. The Authority Board is aware that RPM Company is the current property management, stating they have performed satisfactorily and there was no reason to infer otherwise. However, based on informal surveys' by staff, the fees are within range and/or perhaps even low, which is what staff wants to confirm. She said this particular service includes property management services, but it was much more, as this is a unique field. She added staff is familiar with the players that do this type of work, so it wouldn't hurt to get input from the outside to see that the Authority was within its ranges. Chairman Spiegel commented that in six or seven years he had not received a complaint about RPM, stating they did a good job, so he questioned why go out for proposals. Ms. Moore replied RPM has been the contractor for a period of time, so at this point, it was up to the Board to make that decision on whether to go out fora RFQ/RFP. Member Jonathan noted he sits on the Housing Commission and the vote was unanimous in favor of going out for the RFQ/RFP. There was also unanimous consent that RPM is doing a great job, but the concem is that it's never gone out for public bid since they were hired. RPM was encouraged to participate in the process and they have indicated they will. His expectation is that they will be tough to beat both in price and service wise, but it's a prudent undertaking to confirm that. Chairman Spiegel asked Member Jonathan if he wished to participate in the review and he accepted the invitation. Member Jonathan moved to, by Minute Motion: 1) Authorize staff to advertise and issue a Request For Qualifications/Proposals (RFQ/RFP), soliciting proposals from qualified, licensed firms for Affordable Housing Compliance/Property Management Services for the Palm Desert Housing Authority -owned Properties; 2) appoint Authority Board Member Sabby Jonathan to participate in review of the RFQ/RFP submittals. Motion was seconded by Harnik and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 14, 2016 B. REQUEST FOR APPROVAL OF AN EXTENSION TO CONTRACT WITH CURTIS ALLAN FLOOR COVERING, INC., FOR PURPOSES OF PROCURING FLOOR COVERINGS AND RELATED SUPPLIES AND SERVICES FOR THE PALM DESERT HOUSING AUTHORITY PROPERTIES FOR FISCAL YEAR 2016-2017 IN AN AMOUNT NOT TO EXCEED $194,250 (CONTRACT NO. HA34821). Senior Management Analyst Jessica Gonzales stated this request will allow the Authority's current floor covering procurement and related services contract to be extended for another 12 months; the contract includes all Authority -owned properties. The Housing Commission reviewed this recommendation at its regular meeting of July 13 and recommended approval. She offered to answer any questions. Member Weber moved to, by Minute Motion: 1) Approve an extension to subject contract with Curtis Allan Floor Covering, Inc., National City, California, for the purpose of procuring floor coverings and related supplies, equipment, and services under the National Joint Powers Alliance Agreement Contract No. 022712-MCD with Mohawk Carpet Distribution, Inc., for the Palm Desert Housing Authority Properties, pursuant to Section 3.30.260 of the Palm Desert Municipal Code, for a period of 12 months for FY 2016-2017 in an amount not to exceed $185,000 plus 5% ($9,250) for non -warranty partial replacements and repairs; 2) authorize Palm Desert Housing Authority's Legal Counsel, if necessary, to negotiate and finalize an Extension Agreement with Curtis Allan Floor Covering, Inc.; 3) authorize the Executive Director and/or the Chairman to execute the Extension and any documents necessary to effectuate the actions taken herewith — monies have been included in the FY 2016-2017 Palm Desert Housing Authority Operating Budget, in the appropriate Authority Accounts. Motion was seconded by Tanner and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS None XI. PUBLIC HEARINGS None 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 14, 2016 XII . REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY Vice Chairman Harnik announced the upcoming Housing Conference given by the Southem Califomia Association of Govemments on October 11, 2016, stating she will bring information to the City regarding that Conference. XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chairman Spiegel adjoumed the meeting at 5:10 p.m. ATTEST: RAe'' EL E D. LASSEN, ' CRETARY PALM DESERT HOUSING AUTHORITY ,e76,A,<.Q_J/2_,L,e9 ROBERT A. SPIEGtL, Gb}RkVIAN 5