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Home My WebLink AboutPRELIM - HA - 01/11/07PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JANUARY 11, 2007 CIVIC CENTER COUNCIL CHAMBER I. CALL TO ORDER Chairman Kelly convened the meeting at 3:01 p.m. II. ROLL CALL Present: Vice Chairman Jean M. Benson Member Jim Ferguson Member Cindy Finerty Member Robert A. Spiegel Chairman Richard S. Kelly Also Present: Carlos L. Ortega, City Manager/RDA Executive Director David J. Erwin, City Attorney Homer Croy, ACM for Development Services Justin McCarthy, ACM for Redevelopment Stephen Y. Aryan, Assistant to the City Manager Rachelle D. Klassen, City Clerk Amir Hamidzadeh, Director of Building & Safety Steve Smith, Acting Director of Community Development Patrick Conlon, Director of the Office of Energy Management Paul S. Gibson, Director of Finance/City Treasurer Mark Greenwood, Director of Public Works David Yrigoyen, Director of Redevelopment & Housing Frankie Riddle, Director of Special Programs Walt Holloway, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./CDF Ignacio Otero, Chief, Palm Desert Fire/Riverside Co. Fire Dept./CDF Jorge Rodriguez, Fire Marshal/Battalion Chief/Palm Desert Fire/Riverside Co. Fire Frank Taylor, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Dept. Grace L. Mendoza, Deputy City Clerk Upon a motion by Spiegel, second by Ferguson, and 5-0 vote of the Authority Board, Chairman Kelly adjourned the meeting at 3:03 p.m. for Closed Session of the City Council and Redevelopment Agency. He reconvened the meeting at 4:01 p.m. PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JANUARY 11, 2007 III. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of December 14, 2006. Rec: Approve as presented. B. HOUSING COMMISSION MEETING MINUTES for September 13, 2006, October 11, 2006, and November 15, 2006. Rec: Receive and file. C. REQUEST FOR APPROVAL of Change Order No. 3 to Contract No. HA23650 — Exterior Building Renovations at the Housing Authority Property Known as California Villas. Rec: By Minute Motion, authorize: 1) Change Order No. 3 in the amount of $19,689.17 to the subject contract with Portrait Homes, Inc., Corona, California, for the addition of one-hour fire-rated walls between each unit in the complex, miscellaneous administration building repairs and upgrades, and elimination of remaining balances in several contract allowance items; 2) Chairman to execute said Change Order; 3) Director of Finance to transfer said funds from contingency to base for the contract. Upon motion by Ferguson, second by Spiegel, and 5-0 vote of the Authority Board, the Consent Calendar was approved as presented. IV. CONSENT ITEMS HELD OVER None V. RESOLUTIONS None 2 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JANUARY 11, 2007 VI. NEW BUSINESS A. REQUEST FOR AUTHORIZATION OF THE AWARD OF A PROFESSIONAL SERVICES AGREEMENT FOR CONSTRUCTfON MANAGEMENT SERVICES FOR PHASE B(SITE IMPROVEMENTS) OF THE CALIFORNIA VILLAS REHABILITATION PROJECT (CONTRACT NO. HA23650B). Project Coordinator James Conway stated this item was a request for construction management services for Phase B of the California Villas; Phase A was currently close to completion. Staff was looking to put in place a construction management firm to help with both the bid documents and preparations in finding a qualified contractor through the bid process for Phase B of the California Villas. Responding to Member Ferguson's question, Mr. Conway replied staff did not go through the bidding process. He said staff was looking to retain construction management services to help with the preparation of bid documents that will ultimately take staff to the bid process. Member Ferguson noted that the bid process was not used to get the construction management services. Mr. Conway agreed and added staff was still awaiting final civil engineering, which would allow the City to go out for bid. Upon further question, Mr. Conway replied Harris & Associates was highly qualified, was the current provider for Phase A, and had done an outstanding job. He said staff received their pricing and felt it was reasonable based on expectations and estimates of Phase B. The pricing was in line with industry standards for professional services for construction management. Member Ferguson asked if paying $135,000 for helping the City through a bidding process for construction reasonable within the industry. Mr. Conway replied that it was, based on staff's estimates of what the project may entail. Redevelopment Manager Lauri Aylaian pointed out that Harris & Associates would not only help through the bid process but would actually be retained on site throughout the whole construction process. They conduct weekly meetings, perform inspections, negotiate change orders, and monitor the work of the contract. Member Ferguson asked if this was a fixed price contract. 3 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JANUARY 11, 2007 Ms. Aylaian replied it was a"not to exceed" amount; the City was billed on an hourly basis. Responding to question, she confirmed senrices would halt if they reached $135,000. Vice Chairman Benson asked when staff expected the project to be completed, because it seemed to her the Agency Board was going around and around with the California Villas and it was something different every time. Mr. Conway stated the project posed a few problems because the Villas were occupied, and staff felt it might be too imposing on the residents to do building renovations, site improvements, and the parking lots all at once, so it was broken up into two phases. Phase A is expected to be completed by the end of January and out to bid in early March for Phase B. It would be another six to seven months before introducing the new sidewalks, parking lots, carport structures, ADA accessability, and new landscape material to bring the project into compliance as drought tolerant. Responding to question, he said a bottom line completion date would be midsummer 2007. Member Spiegel asked if staff planned to move the residents from the old section to the new section. Mr. Conway replied the goal was to phase it in a way that minimized the impact on any one area at the same time, because it was a problem to move or transfer occupants. Ms. Aylaian stated the buildings were, surprisingly, fully occupied throughout the construction with some moving of occupants while the work was being done, but there shouldn't be any more shifting of occupants in the next phase of the construction work. Responding to question, she replied the interior of the buildings were complete, and Phase B was strictly exterior work. However, she thought it would be six months' worth of work, with completion of the project by the end of the year. Member Spiegel moved to, by Minute Motion, authorize: 1) Award of the subject professional services agreement with Harris & Associates, Palm Desert, California, in an amount not to exceed $135,240 plus reimbursable expenses not to exceed $5,000; 2) Chairman to execute same; 3) Director of Finance to set aside the amount of $13,524 as a 10% contingency for the contract (use of contingency requires additional action) — funds are available in Account No. 871-8680-466-4001. Motion was seconded by Benson and carried by a 5-0 vote. 4 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JANUARY 11, 2007 VII. CONTINUED BUSINESS None VIII. OLD BUSINESS None IX. PUBLIC HEARINGS None X. REPORTS, REMARKS, AND AGENCY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XI. ADJOURNMENT Upon a motion by Spiegel, second by Ferguson, and unanimous vote of the Authority Board, Chairman Kelly adjourned the meeting at 5:33 p.m. RICHARD S. KELLY, CHAIRMAN ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY ��