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Home My WebLink About2018-11-15MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, NOVEMBER 15, 2018 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Jonathan convened the meeting at 3:00 p.m. II. ROLL CALL Present: Member Jan C. Harnik Member Kathleen Kelly Member Gina Nestande Vice Chairman Susan Marie Weber Chairman Sabby Jonathan Also Present: Lauri Aylaian, Executive Director Robert W. Hargreaves, City Attorney 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 Tom Garcia, Director of Public Works Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Brian White, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Lt. Matt Martello, Asst. Chief, Palm Desert Police/Riverside Co. Sheriffs Dept. Grace L. Rocha, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Reauest for Closed Session: None MINUTES PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 15, 2018 With Housing Authority Board concurrence, Chairman Jonathan adjourned the meeting to Closed Session at 3:02 p.m. He reconvened the meeting at 4:11 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 October 25, 2018. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 10/19/2018 and 10/26/2018 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. Upon motion by Weber, second by Harnik, and 5-0 vote of the Authority Board (AYES: Harnik, Kelly, Nestande, Weber, and Jonathan; 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 NOVEMBER 15, 2018 o'" VIII. NEW BUSINESS fora Irmo A. REQUEST FOR AWARD OF CONTRACT TO S & T CONTRACTORS SERVICE, INC., d.b.a. SERVICE MASTER RESTORATION BY S&S, IN THE AMOUNT OF $164,616 FOR THE STAIR TOP HANDRAIL REPLACEMENT AT ONE QUAIL PLACE APARTMENTS (CONTRACT NO. HA37350, PROJECT NO. 821-19). Management Specialist Cora L. Gaugush requested authorization to award contract outside the competitive bidding process pursuant to Palm Desert Municipal Code Section 3.30.160(1) - In The Best Interest of the City, and enter into an agreement with S & S Service Master to replace the stair top handrail throughout One Quail Place. Chairman Jonathan noticed this agenda item combined with the next one, totals to more than $300,000, that will not go through the competitive bidding process. He understood why, but wondered if there was any way to avoid it in the future. Ms. Gaugush replied the Agency was reaching a point where the properties will need repair. This one is a unique item, in that she got a real education in stair top handrail replacement, and the coding being used is unique as well. There are not many contractors willing to invest in the equipment or wanting to understand the process, but she could only speak to this item, because the next one deals with plumbing and an entirely different issue. She pointed out this project went out to bid twice, and staff tried everything it could think of to drum up interest. Ms. Aylaian added that when it comes to housing projects, lack of bids is common. She explained that when the market is good, contractors want to bid on new projects or clean work, and this project deals with an existing building. This is a relatively small project in an existing building, and contractors would have to deal with existing tenants. These are not attractive contracts for contractors to bid on. Therefore, the City does run into this situation often, and it's not due to Zack of advertising or promoting the work, it's just not an attractive contract when there are others that are easier. However, when times are tough, there are more bidders. Member Harnik noted this was a 35-year-old development, and she imagined more of these types of needs or repairs will be needed. She asked if there were enough funds in the reserve for these projects. Ms. Moore said there was, because money was set aside at the time redevelopment was eliminated for the Housing Authority properties, but those funds are limited. Staff is very mindful of those funds when looking at 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 15, 2018 all these projects, and it's making sure it addresses the ones that have the most impact. At such time the City doesn't have funds, staff will look at ways to monetize the properties for doing repairs and maintenance. As of now, money is available from the funds that were set aside when redevelopment was eliminated. Responding to question, she said it was premature to try to build the reserve, because these funds are not reserves with respect to the General Fund. This project will be paid out of funds that were set aside and restricted to housing properties for these purposes over the next several years. Chairman Jonathan inquired about the number of units at One Quail Place. Ms. Moore said there are 384 units. Further responding, she confirmed One Quail Place is the City's largest affordable housing property. Member Harnik moved to, by Minute Motion, authorize: 1) Pursuant to Palm Desert Municipal Code Section 3.30.160(1) - Best Interest of the City, award subject contract to S & T Contractors Service, Inc., d.b.a. Service Master Restoration by S&S of Santa Clarita, California, in the amount of $164,616 for the Stair Top Handrail Replacement at One Quail Place Apartments; 2) Director of Finance to set aside a 10% contingency for the project in the amount of $16,461.60; 3) Executive Director, or designee, to review and approve written requests for the use of any portion of the contingency toward unforeseen conditions; 4) Executive Director and/or the Chairman to execute the negotiated contract and any documents necessary to facilitate the contract award — funds are available in the Authority's Capital Replacement Budget. Motion was seconded by Nestande and carried by a 5-0 vote (AYES: Harnik, Kelly, Nestande, Weber, and Jonathan; NOES: None). B. REQUEST FOR APPROVAL OF EMERGENCY ACTIONS AND AWARD OF CONTRACT TO NEW CONSTRUCTION SOLUTIONS, INC., IN A TOTAL AMOUNT OF $132,520 FOR PLUMBING RE -PIPE OF BUILDING NO. 33 AT ONE QUAIL PLACE APARTMENTS (CONTRACT NO. HA37860). 3 Ms. Moore pointed out this item was also to award contract outside the competitive bidding process. Much like the last one, this actually went out to bid on a separate building, the building where its undergoing the same renovation, but no bids were submitted. Staff contacted a contractor who had done work on a previous building to ask them why they didn't bid, and their response was that they couldn't do it at that time, but if the City was willing to wait on them they would. Additionally, for this project, staff has to remove tenants to other locations, so time is of the essence. If this item went out to bid again and none are submitted, staff would be back to square one. The bid price submitted is in line with all the others, therefore, staff requested waiving the competitive bid process and approve the subject contract to the same contractor who had previously done work at another 3 building. 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 15, 2018 Member Harnik moved to, by Minute Motion, authorize: 1) Waiving of competitive bidding in accordance with Chapter 3.30.160(1) of the Palm Desert Municipal Code and award subject contract to New Construction Solutions, Inc., La Quinta, California, for Plumbing Re -pipe of Building No. 33 at One Quail Place Apartments in a total amount of $132,520; 2) Director of Finance to set aside 10% contingency for the project in the amount of $13,252 for unforeseen conditions; 3) Executive Director, or designee, to review and approve written requests for use of the contingency amount of $13,252 for unforeseen conditions; 4) Executive Director and/or the Chairman to execute the negotiated contract and any documents necessary to facilitate the contract award and project — monies are available in the Authority's Capital Replacement Budget. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Kelly, Nestande, Weber, and Jonathan; 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 B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None 5 MINUTES PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 15, 2018 XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chair 9:20 p.m. ATTEST: 41111111- iii-Plo:110.0416 RAC ELL D. KLA SEN, SRETARY PALM DESERT HOUSING AUTHORITY Jonathan adjourned the meeting at ,, SA::` J • NA AN, CHAIRMAN 6