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Home My WebLink About2017-03-23MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, MARCH 23, 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 3:05 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 Lori Carney, Director of Administrative Services 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 Frankie Riddle, Director of Special Programs Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Lt. Coby Webb, Asst. Chief, Palm Desert Police/Riverside Co. Sheriffs Department Sgt. Michael Gaunt, Palm Desert Police/Riverside Co. Sheriffs Department Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Request for Closed Session: None MINUTES PALM DESERT HOUSING AUTHORITY MEETING MARCH 23, 2017 With Housing Authority Board concurrence, Chairman Harnik adjourned the meeting to Closed Session of the City Council and Successor Agency at 3:07 p.m. She reconvened the meeting at 4:03 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 March 9, 2017. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 2/24/2017, 3/3/2017, and 3/10/2017 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. HOUSING COMMISSION MINUTES for the Meeting of February 8, 2017. Rec: Receive and file. D. REQUEST FOR ACCEPTANCE OF WORK for Contract No. HA35590A — Re -Routing Plumbing at One Quail Place Building No. 30 (VINCOR Construction, Inc., Brea, CA). Rec: By Minute Motion, accept the work as complete and authorize the Authority Secretary to file a Notice of Completion for the subject project. 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 2 MINUTES PALM DESERT HOUSING AUTHORITY MEETING MARCH 23, 2017 VIII. NEW BUSINESS A REQUEST FOR AWARD OF CONTRACT FOR THE 2017 CITYWIDE PALM TREE PRUNING PROJECT TO ANDY'S LANDSCAPE & TREE SERVICE, INC., IN THE AMOUNT OF $98,245.30 (CONTRACT NO. C35910, PROJECT NO. 931-17) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Landscape Supervisor Randy Chavez stated this contract is to perform the annual pruning of Palm Trees, Date Palms, and Washingtonian Palms. Councilmember/Member Nestande shared she lived a mile away from Deep Canyon and neighbors have called her about wanting those palm trees trimmed. Responding to question, she said the palm trees were north of Fred Waring Drive on Deep Canyon where there is a half -mile stretch of palm trees that are very overgrown, so she was wondering if they were included in this contract. Mr. Hargreaves said he didn't believe so, but staff was working on resolving that issue. Ms. Aylaian explained that those palm trees are under a Landscape & Lighting District that is significantly underfunded and staff is trying to work through that issue with the help of the City Attorney. Councilmember/Member Weber moved to, by Minute Motion: 1) Award subject contract for the 2017 Citywide Palm Tree Pruning Project to Andy's Landscape & Tree Service, Inc., Palm Desert, California, in the total amount of $98,245.30 (City - $88,157.85, Housing Authority - $10,077.45); 2) authorize Director of Finance to set aside an additional 10% contingency in the total amount of $9,824.53 (City - $8,815.79, Housing Authority - $1,007.74); 3) authorize Mayor/Chairman to execute the contract —funds are available for the portion of the contract relative to the City and Assessment Districts in Parks and Recreation Account Nos. 1104610-4332001, 1104611-4332001, and 1104610-4337100, Repair/Maintenance Medians Account No. 1104614-4337001, Desert Willow Account No. 4414195-4332000, and Assessment District Fund 200 Accounts; and for the Housing Authority, funds are set aside in the FY 2016-2017 and proposed FY 2017-2018 Housing Authority Operating Budgets. Motion was seconded by Kelly and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). B. REQUEST FOR AWARD OF CONTRACT FOR THE 2017 CITYWIDE TREE PRUNING PROGRAM TO WEST COAST ARBORISTS IN THE AMOUNT OF $284,690 (CONTRACT NO. C35920, PROJECT NO. 932-17) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Landscape Manager Randy Chavez said this contract is for the annual pruning of the hardwood and broadleaf trees. Councilmember/Member Nestande moved to, by Minute Motion: 1) Award subject contract for the 2017 Citywide Tree Pruning Program to West Coast Arborists, Grand Terrace, California, in the total amount of $284,690 (City - $227,654, Housing Authority - 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING MARCH 23, 2017 $57,036); 2) authorize Director of Finance to set aside an additional 10% contingency in the total amount of $28,469 (City - $22,765.40, Housing Authority - $5,703.60); 3) authorize Mayor/Chairman to execute the contract — funds are available for the portion of the contract relative to the City and Assessment Districts in Parks and Recreation Account Nos. 1104610-4332001, 1104611-4332001, and 1104610-4337100, Repair/Maintenance Medians Account No. 1104614-4337001, Desert Willow Account No. 4414195-4332000, and Assessment District Fund 200 Accounts; and for the Housing Authority, funds are set aside in the FY 2016-2017 and proposed FY 2017-2018 Housing Authority Operating Budgets. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). C. REQUEST FOR AWARD OF CONTRACT TO AMERICAN GUARD SERVICES, INC., FOR COURTESY PATROL SERVICES AT 15 PALM DESERT HOUSING AUTHORITY -OWNED PROPERTIES IN AN AMOUNT NOT TO EXCEED $87,000 (CONTRACT NO. HA35880). Management Analyst Jessica Gonzales stated this contract went out for Request for Proposals (RFP) for Courtesy Patrol Services for the Authority -owned residential properties and four proposals were received. Staff recommended award of contract to the most qualified and best overall value of services to American Guard Services. In addition, staff recommended the Authority Board authorize RPM Company, the property management for the Authority rental properties, to enter into the Agreement with American Guard Services, Inc., and assign additional vehicle patrol services as deemed necessary. The Housing Commission reviewed this item at its regular meeting of March 8 and recommended approval. Member Nestande moved to, by Minute Motion: 1) Waive any and all irregularities and authorize award of subject contract to American Guard Services, Inc., Carson, California, for Courtesy Patrol Services at 15 Palm Desert Housing Authority -owned Properties in an amount not to exceed $87,000 (estimated annual amount $76,311.04); 2) authorize Palm Desert Housing Authority contracted management company to assign additional vehicle or foot patrol services as determined to be necessary due to emergency actions and/or proactively responding to issues or potential disturbances at the Properties, including expenditures for such additional services; 3) authorize RPM Company to enter into an agreement for Courtesy Patrol Services with American Guard Services, Inc., and facilitate the contract services — monies are available in the FY 2016-2017 Palm Desert Housing Authority's Operating Budget, in the appropriate Housing Authority Accounts. Motion was seconded by Kelly and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING MARCH 23, 2017 D. REQUEST FOR APPROVAL OF A MEMORANDUM OF UNDERSTANDING BETWEEN THE CALIFORNIA JOINT POWERS INSURANCE AUTHORITY (CJPIA) AND THE PALM DESERT HOUSING AUTHORITY, AUTHORIZING PARTICIPATION IN AN A.D.A. ASSISTANCE PROGRAM IN THE AMOUNT OF $70,600 (CONTRACT NO. HA35980). Mr. Aryan stated this was a request to conduct a comprehensive analysis of the Palm Desert Housing Authority's properties in relation to their compliance with the Americans with Disabilities Act (ADA). As noted earlier this evening, the City is a member of the California Joint Powers Insurance Authority (CJPIA). The Insurance Authority recently initiated an ADA Assistance Program to help its membership achieve ADA compliance. The Authority retained the services of Disability Access Consultants to survey facilities, provide a transition plan, and conduct a self -evaluation of internal ADA policies, procedures, and practices. The cost to provide these services is approximately $70,000. Staff recommends participating in the ADA Assistance Program, as ADA compliance not only reduces the Authority's exposure to potential lawsuits and substantial penalties, but more important, ensures that people with disabilities or with limited mobility have full and equal enjoyment of the public facilities. He noted funds were available in the Housing Authority's Operational Budget and no additional appropriation is required. The Housing Commission considered this item at their March 8 meeting and unanimously recommended approval. He said staff will be proposing a similar assessment of ADA compliance for City facilities and public rights -of -way as part of the 2017-2018 Budget when the City Council reviews it May. He noted Alex Mellor with the CJPIA and Tim Mahoney with Disability Access Consultants were available to answer questions. Vice Chairman Jonathan asked if the analysis was for all the properties owned by the Housing Authority. Mr. Aryan answered yes, stating there are 15 facilities as listed in the staff report. Vice Chairman Jonathan stated that once the analysis is conducted, does the Authority become subject to current ADA requirements as opposed to the existing ones being grandfathered, questioning if a pandora's box was being opened. Mr. Hargreaves responded the Authority/City is required to do these assessments and program improvements in a reasonable manner, and if not, it puts the Authority/City in more of a liability situation. Member Kelly moved to, by Minute Motion, approve a Memorandum of Understanding between the California Joint Powers Insurance Authority (CJPIA), authorizing participation in an ADA Assistance Program in the amount of $70,600 — funds 5 MINUTES PALM DESERT HOUSING AUTHORITY MEETING MARCH 23, 2017 are available in the appropriate Palm Desert Housing Authority Operational Budget in the cumulative amount of $70,600, no additional appropriation is currently requested. Motion was seconded by Jonathan. Chairman Harnik stated that with the preponderance of people who shop to sue when there is a minor violation or something overlooked, she was pleased this was being done to protect the Authority/City. Mr. Aryan commented that compliance was a lot cheaper. Chairman Harnik called for the vote and the motion carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS A. REQUEST FOR AUTHORIZATION, AS A RESULT OF MID -YEAR REVIEW, OF AN INCREASE TO THE NOT -TO -EXCEED AMOUNT FOR CONTRACT WITH CURTIS ALLAN FLOOR COVERING, INC., FOR PROCURING FLOOR COVERINGS AND RELATED SUPPLIES AND SERVICES FOR THE PALM DESERT HOUSING AUTHORITY -OWNED RESIDENTIAL RENTAL PROPERTIES FOR FISCAL YEAR 2016-2017 (CONTRACT NO. HA34821). Senior Management Analyst Jessica Gonzales stated this request will allow the Authority's current floor covering procurement and related supplies and services contract to be increased for the remainder of Fiscal Year 2016-2017 for all Authority -owned residential properties. She said Curtis Allan Floor Covering, Inc., is the primary vendor for purchases of various flooring coverings and installation under the government contract through Mohawk Carpet Distribution, Inc. The Housing Commission reviewed this item and recommended approval at its regular meeting of March 8. Member Nestande moved to, by Minute Motion, authorize an increase of $30,000 in the allowed amount for the use of Curtis Allan Floor Covering, Inc., Corona, California, per the subject contract, 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 FY 2016-2017, making the annual total amount not to exceed $224,250 — monies are available in the FY 2016-2017 approved Palm Desert Housing Authority's Operating Budget, in the appropriate Authority Account. Motion was seconded by Kelly and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). 6 MINUTES PALM DESERT HOUSING AUTHORITY MEETING MARCH 23, 2017 B. REQUEST FOR AUTHORIZATION, AS A RESULT OF MID -YEAR REVIEW, OF INCREASES TO THE NOT -TO -EXCEED AMOUNT FOR EXISTING AUTHORIZED VENDORS LOWE'S HOME CENTERS, INC., HOME DEPOT U.S.A., INC., AND HD SUPPLY FACILITIES MAINTENANCE FOR PURCHASE OF MATERIALS, SUPPLIES, AND APPLIANCES FOR THE PALM DESERT HOUSING AUTHORITY -OWNED RESIDENTIAL RENTAL PROPERTIES FOR FISCAL YEAR 2016-2017. Senior Management Analyst Jessica Gonzales stated that as part of the 2016-2017 Budget process, the Palm Desert Housing Authority Board approved the use of Lowe's, Home Depot, and HD Supply for the purchases of material, supplies, and appliances for the Authority -owned residential properties. Due to an increase in emergency repairs of occupied units and units being turned over, including ADA accommodation requests, for amounts more than normal, staff recommended an increase in the amount not to exceed in order to facilitate and continue maintenance at the properties for the remainder of the fiscal year. She said these were government contract vendors located in Palm Desert and within the Coachella Valley. The Housing Commission reviewed this item at its regular meeting and recommended approval. Member Weber moved to, by Minute Motion, authorize: 1) An increase of $10,000 in the allowed amount for use of Lowe's Home Centers, Inc. (Contract No. HA35280), for purchase of materials and supplies for the Palm Desert Housing Authority -owned Residential Rental Properties, pursuant to Section 3.32.110 of the Palm Desert Municipal Code, for FY 2016-2017, making the annual total amount not to exceed $80,000; 2) increase of $25,000 in the allowed amount for use of Lowe's Home Centers, Inc. (Contract No. HA35270), for the purpose of procuring, delivering, and, whenever appropriate, hauling away and recycling appliances for the Palm Desert Housing Authority -owned Residential Rental Properties, pursuant to Section 3.32.110 of the Palm Desert Municipal Code, for FY 2016-2017, making the annual total amount not to exceed $85,000; 3) increase of $25,000 in the allowed amount for use of Home Depot U.S.A., Inc. (Contract No. HA35260), for the purchase of materials and supplies for the Palm Desert Housing Authority -owned Residential Rental Properties, pursuant to Section 3.32.110 of the Palm Desert Municipal Code, for FY 2016-2017, making the annual total amount not to exceed $45,000; 4) increase of $30,000 in the allowed amount for use of HD Supply Facilities Maintenance (Contract No. HA35290) for purchase of materials and supplies for the Palm Desert Housing Authority -owned Residential Rental Properties, pursuant to Section 3.32.110 of the Palm Desert Municipal Code, for FY 2016-2017, making the annual total amount not to exceed $175,000 — monies are available in the FY 2016-2017 approved Palm Desert Housing Authority's Operating Budget, in the appropriate Authority Account. Motion was seconded by Kelly and carried by a 5-0 vote (AYES: Jonathan, Kelly, Nestande, Weber, and Harnik; NOES: None). 7 MINUTES PALM DESERT HOUSING AUTHORITY MEETING MARCH 23, 2017 XI. 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 XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Housing Authority Board concurrence, Chairman Harnik adjourned the meeting at 6:50p.m. ATTEST: D. KLASS SECRETARY, PALM DESERT HOUSING AUTHORITY JAN C. HARNIK, CHAIRMAN 8