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HomeMy WebLinkAbout2017-01-26MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JANUARY 26, 2017 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Harnik convened the meeting at 3:02 p.m. II. ROLL CALL Present: Vice Chairman Sabby Jonathan Member Kathleen Kelly Member Gina Nestande Member Susan Marie Weber Chairman Jan C. Harnik Also Present: Lauri Aylaian, Executive Director Robert W. Hargreaves, City Attorney Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Ryan Stendell, Director of Community Development Martin Alvarez, Director of Economic Development Janet M. Moore, Director of Finance/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 John Cortez, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Anthony Baur, Asst. Chief, Palm Desert Police/Riverside Co. Sheriffs Department Sgt. David Adams, Palm Desert Police/Riverside Co. Sheriffs Department Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Reauest for Closed Session: None MINUTES PALM DESERT HOUSING AUTHORITY MEETING JANUARY 26, 2017 IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None With Authority Board concurrence, Chairman Harnik adjourned the meeting to Closed Session of the City Council at 3:04 p.m. She reconvened the meeting at 4:02 p.m. V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of January 12, 2017. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrant Dated 1/6/2017 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. HOUSING COMMISSION MINUTES for the Meeting of December 7, 2016. Rec: Receive and file. D. REQUEST FOR AUTHORIZATION to Reject All Proposals Received for Courtesy Patrol Services for the Palm Desert Housing Authority -Owned Properties (Contract No. HA35880). Rec: By Minute Motion, reject all proposals received for Courtesy Patrol Services for Housing Authority -owned Properties and authorize staff to re -advertise for same. Upon a motion by Kelly, second by Nestande, and 5-0 vote of the Authority Board (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; 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 JANUARY 26, 2017 VIII. NEW BUSINESS A. REQUEST FOR AUTHORIZATION TO AWARD CONTRACT TO RYDER, INC., FOR DECK IMPROVEMENTS AND RELATED SERVICES AT CANDLEWOOD APARTMENTS, 74000 SHADOW MOUNTAIN DRIVE, PALM DESERT (CONTRACT NO. HA35180). Senior Management Analyst Veronica Tapia stated this contract has been quite the adventure. The Board acquired Candlewood Apartments in 2006, and it's a building that was built in 1978. When it was acquired, it had some deterioration and steps were taken to make some improvements. One of the issues with the building, as identified in the Reserve Study in 2009, was the deck. Soon after the Reserve Study was approved by Council, the Dissolution of Redevelopment came into effect and the Board had no ability to enter into any new contracts. Once it did have the ability to do so, the Housing Authority went out to bid to study exactly what needed to be done, and that process was complete in 2014. By 2015, all the plans were completed and the project went out to bid by April 2016, but received no bids. Ryder, the company that actually designed everything had interest in doing the job, however, Legal Counsel said it would give them an unfair advantage since they were the ones that did the actual plans. When no bids were received, Legal Counsel then said there was no longer an issue. While going through negotiations with Ryder, they said they couldn't do the job after all, so they withdrew their request. The work went out to bid again in October for about six weeks, and once again received no bids. At that time, based on the Municipal Code, the Board had the ability to go out and negotiate with a contractor who would like to do the job, but there was difficulty finding anyone to do the work, because there were potentially unforeseen conditions that they couldn't bid it accurately. In the beginning of December, Ryder came back to say they could now do the job and would honor the bid they submitted back in May. Therefore, staff is requesting to award the contract to Ryder, however, they were asked to scale back their original bid, because they were including all these unforseen conditions on a guess. They were asked to scale the bid back to what they knew for certain and work together from that point on. Staff is requesting to award the contract to Ryder with an allowance that provides some flexibility, adding that this work has been out there for so long and it can become a health and safety issue. There are seniors in the apartments that will have to be relocated temporarily. She added there are a lot of moving parts and staff wants to keep the job going the whole time, which is why they are asking for an allowance and a larger than usual contingency. Member Kelly complimented staff for sticking with the project and coming up with a good outcome. 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JANUARY 26, 2017 Vice Chairman Jonathan recalled this went through the Housing Commission back in May 2016, but wondered if staff felt it was not necessary to have it go through the Commission again. Ms. Tapia responded it will be presented to the Housing Commission as an informational item, and as it goes through the process, it will be presented as needed as well. Member Nestande moved to, by Minute Motion: 1) Authorize award of subject contract to Ryder, Inc., Corona, California, in the amount of $596,065 plus 25% contingency of $149,016, totaling $745,081 for the Deck Improvements at Candlewood Apartments; 2) approve the draft agreement, substantially as to form, and authorize Authority Counsel to finalize; 3) authorize the Executive Director, or her designee, to approve any Change Orders not to exceed a total of $149,016, and finalize any documents necessary to effectuate the action taken herewith; 4) appropriate $745,081 to Account No. 8718693-4405000 from Unobligated Housing Authority Funds — costs may be reimbursed from available bond proceeds. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS None XL PUBLIC HEARINGS None XII . REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JANUARY 26, 2017 XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chairman Harnik adjourned the meeting at 5:15 p.m. ATTEST: RA HE E D. SE ' , SECRETARY PALM DESERT HOUSING AUTHORITY /JAN C. HARNIK, CHAIRMAN 5