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Home My WebLink About2017-07-13MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JULY 13, 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 3:01 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 Carlos Campos, Assistant City Attorney Rachelle D. Klassen, Secretary Lori Carney, Director of Administrative Services Russell Grance, Director of Building & Safety Pedro Rodriguez, Acting Director of Community Development Martin Alvarez, Director of Economic Development Janet M. Moore, Director of Finance/City Treasurer Mark Greenwood, Director of Public Works Frankie Riddle, Director of Special Programs Stephen Y. Aryan, Risk Manager Lt. Coby Webb, Asst. Chief, Palm Desert Police/Riverside Co. Sheriffs Dept. Andy Martinez, Admin. Sgt., Palm Desert Police/Riverside Co. Sheriff's Dept. Grace L. Rocha, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Reauest for Closed Session: None MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 13, 2017 With Housing Authority Board concurrence, Chairman Harnik adjourned the meeting to Closed Session of the City Council at 3:03 p.m. She reconvened the meeting at 4:05 p.m. 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 June 22, 2017. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 6/23/2017 and 6/30/2017 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. REQUEST FOR AUTHORIZATION to Use Named Vendors for Purposes of Providing Recurring Routine Services, Supplies, and Maintenance to the Housing Authority Properties. Rec: By Minute Motion, authorize use of vendors on the Palm Desert Housing Authority Vendor List for purposes of providing recurring routine services, supplies, and maintenance to Authority properties, pursuant to Section 3.32.110 of the Palm Desert Municipal Code, effective July 1, 2017. D. REQUEST FOR APPROVAL of a One -Year Extension to Contract with Garland/DBS, Inc., for Roof Repairs and Related Services at Housing Authority Properties in a Total Annual Amount Not to Exceed $50,000 (Contract No. HA34741 D). Rec: By Minute Motion: 1) Approve a one-year extension to subject contract with Garland/DBS, Inc., Cleveland, Ohio, for roof repairs and related services (includes costs for roof repairs and for permit fees for those repairs that may require it) through June 30, 2019, at the Housing Authority properties under the U. S. Communities Agreement, Contract No. 14-5903, pursuant to Section 3.30.260 and Section 3.32.110 of the Palm Desert Municipal Code in a total annual amount not to exceed $50,000; 2) authorize Authority Chairman and/or Executive Director to execute the contract and any documents 2 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 13, 2017 necessary to effectuate the actions taken herewith — monies have been included in the FY 2017-2018 Authority Operating Budget in the appropriate Authority Accounts for each property. Upon motion by Nestande, second by Kelly, 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 VIII. NEW BUSINESS A. REQUEST FOR AUTHORIZATION TO AWARD CONTRACT TO RELIABLE TREE CARE FOR 2017 TREE AND STUMP REMOVAL SERVICES FOR THE HOUSING AUTHORITY PROPERTIES IN THE TOTAL AMOUNT OF THE BASE BID OF $87,178 PLUS $13,077 CONTINGENCY (CONTRACT NO. HA36200). Senior Management Analyst Jessica Gonzales stated staff requested sealed bids for tree and stump removal services for the Housing Authority owned properties and received three proposals. Staff recommended award of contract to the lowest responsible bidder Reliable Tree Care. She said this vendor has performed satisfactorily on previous Housing Authority contracts, and the Housing Commission reviewed this item at its regular meeting of July 12 and recommended approval. Member Kelly moved to, by Minute Motion: 1) Waive any and all irregularities and authorize award of subject contract to Reliable Tree Care, Coachella, California, for 2017 Tree and Stump Removal Services for the Housing Authority Properties in the total amount of $87,178 plus 15% contingency for any additional alternate work necessary to be completed, not to exceed $13,077; 2) authorize Executive Director, or her designee, to review and approve written requests for use of the contingency amount of $13,077 for any additional alternate work necessary to be completed; 3) authorize the Chairman and/or Executive Director to execute the contract and any documents necessary to facilitate the contract award and project — monies are available in the FY 2017-2018 Authority Capital Replacement Budget. Motion was seconded by Nestande and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 13, 2017 B. REQUEST FOR AUTHORIZATION TO AWARD CONTRACT TO BELFOR USA GROUP, INC., IN A TOTAL ANNUAL AMOUNT NOT TO EXCEED $250,000 FOR EMERGENCY SERVICES, REMEDIATION, RESTORATION, RECONSTRUCTION, AND RELATED SERVICES AT THE HOUSING AUTHORITY PROPERTIES (CONTRACT NO. HA36340). Senior Management Analyst Jessica Gonzales stated that approval of this request will allow Belfor USA Group, Inc., to provide and complete the necessary emergency services, remediation, restoration, reconstruction, and related services at the Housing Authority owned properties. The contract with Belfor is based on the terms competitively solicited; pricing is established through the Government Cooperative Purchasing organization, the National Joint Powers Alliance (NJPA). The contract with Belfor is an on -call basis service. She said the Housing Commission reviewed this item at their July 12 meeting and recommended approval. Member Kelly moved to, by Minute Motion, authorize: 1) Award of subject contract to Belfor USA Group, Inc., Riverside, California, in a total annual amount not to exceed $250,000 for emergency services, remediation, restoration, reconstruction, and related services, pursuant to Section 3.30.260 of the Palm Desert Municipal Code; 2) Executive Director, or her designee, to review and approve services and proposed work valued at more than $25,000 per project occurrence; 3) Housing Authority's legal counsel to finalize a contract with Belfor USA Group, Inc.; 4) Executive Director and/or Chairman to execute the contract and any documents necessary to effectuate the actions taken herewith — monies are available in the FY 2017-2018 Authority Operating Budget in the appropriate Authority Accounts for each property. Motion was seconded by Nestande and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS None XI. PUBLIC HEARINGS None XII. REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 13, 2017 B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chairman Harnik adjourned the meeting at 5:52 p.m. ATTEST: op. A. RAC' ELLE D. KL A SSEN, ECRETARY PALM DESERT HOUSING AUTHORITY l JAN C. HARNIK, CHAIRMAN 5