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Home My WebLink AboutPrelim - HA - 07/09/2015PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JULY 9, 2015 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Weber convened the meeting at 3:00 p.m. II. ROLL CALL Present: Member Jan C. Harnik Member Sabby Jonathan Vice Chairman Robert A. Spiegel Member Van G. Tanner Chairman Susan Marie Weber Also Present: John M. Wohlmuth, Executive Director David J. Erwin, City Attorney Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Lauri Aylaian, Director of Community Development Martin Alvarez, Director of Community Development Janet M. Moore, Director of Housing Mark Greenwood, Director of Public Works Frankie Riddle, Director of Special Programs J. Luis Espinoza, Assistant Finance Director Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Bill Sullivan, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Department Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Request for Closed Session: PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 9, 2015 A. Conference with Real Property Negotiator pursuant to Government Code Section 54956.8: 1) Property: 43820 Blueberry Lane (APN 634-061-037), Palm Desert Negotiating Parties: Agency: John M. Wohlmuth/Janet M. Moore/City of Palm Desert/ Palm Desert Housing Authority Property Owner: Michael and Anne Finley Under Negotiation: x Price x Terms of Payment 2) Property: Lease Property - 72600 Fred Waring Drive, Palm Desert Negotiating Parties: Agency: John M. Wohlmuth/Janet M. Moore/ Palm Desert Housing Authority Property Owner: Palm Desert Housing Authority Other Parties: Desert Sands Unified School District Under Negotiation: x Price x Terms of Payment With Authority Board concurrence, Chairman Weber adjourned the meeting to Closed Session at 3:04 p.m. She reconvened the meeting at 4:01 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 Adjourned Regular Housing Authority Meeting of June 18, 2015. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 6/4/2015-6/5/2015, 6/5/2015, and 6/12/2015 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. 2 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 9, 2015 C. REQUEST FOR AUTHORIZATION to Use Named Vendors for Purposes of Providing Recurring, Routine Services, Supplies, and Maintenance to the Housing Authority -owned Residential Rental Properties for Fiscal Year 2015-2016. Rec: By Minute Motion, authorize use of vendors on the Palm Desert Housing Authority Vendor List forthe purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority -owned residential rental properties, pursuant to Section 3.32.110 of the Palm Desert Municipal Code, effective July 9, 2015. D. REQUEST FOR APPROVAL of Change Order No. 11 — Contract No. HA29410B — Construction of Carlos Ortega Villas (Project No. 825-11). Rec: By Minute Motion: 1) Approve Change Order No. 11 in the total amount of $12,770.45 to the subject contract with Optimus Construction, Inc., Glendale, California, for the Carlos Ortega Villas Project; 2) authorize transfer of $12,770.45 from contingency to base for the project; 3) authorize Chairman to execute Change Order No. 11. E. REQUEST FOR AUTHORIZATION for the Executive Director, Upon Satisfactory Completion of Work, to Accept the Work as Complete for Contract No. HA33070 — Pond Demolition and Landscape Improvements at One Quail Place (Liberty Landscaping, Inc., Riverside, CA). Rec: By Minute Motion: 1) Authorize the Executive Director, upon satisfactory completion of the work, to accept the work as complete for the subject contract with Liberty Landscaping, Inc., Riverside, California; 2) upon acceptance by the Executive Director, authorize the Authority Secretary to file a Notice of Completion for said project. Upon a motion by Spiegel, second by Tanner, and 5-0 vote of the Authority Board (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None), the Consent Calendar was approved as presented. VI. CONSENT ITEMS HELD OVER None 3 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 9, 2015 VII. RESOLUTIONS None VIII. NEW BUSINESS A. REQUEST FOR AWARD OF CONTRACT TO JOHN HARRISON CONTRACTING IN AN AMOUNT NOT TO EXCEED $150,000 FOR THE 2015/16 H.V.A.C. MECHANICAL SYSTEMS MAINTENANCE SERVICES FOR PALM DESERT HOUSING AUTHORITY COMPLEXES (CONTRACT NO. HA34450). Management Analyst Veronica Tapia stated that two proposals were received for the HVAC Mechanical Systems for the entire Housing Authority complexes. The contractors were John Harrison Contracting from Banning and FM Thomas AC, Inc., from Brea, stating the proposals were vastly different because of the number of varying units involved. However, John Harrison, the current vendor, stood out completely not only on price but also for what their plan was to address issues at the complexes. The request is for an amount not to exceed $150,000 for the year, based on the average cost of $3,400. She recalled for the Council that John Harrison is the company that belongs to the Edison Program, stating that if residents qualify, the cost can be much lower; therefore, $150,000 can potentially go a long way. Funds have been budgeted for this purpose and the Housing Commission reviewed and approved it for recommendation to the Board. Member Tanner moved to, by Minute Motion: 1) Waive any irregularities and authorize award of the subject contract to John Harrison Contracting, Banning, California, in an amount not to exceed $150,000 for the 2015/16 HVAC Mechanical Maintenance Services for Palm Desert Housing Authority; 2) approve the draft agreement, substantially as to form, and authorize Authority Counsel to finalize; 3) authorize Palm Desert Housing Authority's Executive Director, or his designee, to finalize any documents necessary to effectuate the action taken herewith — monies have been included in the FY 2015-2016 Palm Desert Housing Authority's Repairs and Maintenance and Replacement Expense Budget for each complex. Motion was seconded by Spiegel and carried by a 5-0 vote (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). 2 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 9, 2015 B. REQUEST FOR AUTHORIZATION OF THE USE OF THE HOME DEPOT U.S.A., INC., FOR ROOF REPLACEMENTAND REPAIR ON BUILDING #14 AT ONE QUAIL PLACE IN THE AMOUNT OF $38,686, ALONG WITH A CONTINGENCY OF $3,868.60, FOR A TOTAL NOT TO EXCEED $42,554.60 (CONTRACT NO. HA34660). Ms. Moore reported that Building 14 at One Quail Place has a roof leak and local vendors were contacted for a quote to repair or replace. However most of them would not pay prevailing wages, so staff sought out eight other companies, and Home Depot was the only one that responded. Therefore, at this time, staff would like to fix the roof on Building 14 by contracting with Home Depot, and in the next few months, obtain a consultant to assess all the roofs at One Quail Place for a comprehensive bid on the entire complex. Responding to question, she confirmed Home Depot was the only vendor that would pay prevailing wages on this small job. Vice Chairman Spiegel moved to, by Minute Motion, authorize: 1) Use of The Home Depot U.S.A., Inc., for Roof Replacement and Repair on Building #14 at One Quail Place in an amount not to exceed $42,554.60 ($38,686 contract amount and $3,868.60 contingency for unforeseen circumstances); 2) Executive Director to review and approve written requests for use of the $3,868.60 contingency for unforeseen conditions; 3) Palm Desert Housing Authority's Chairman and/or Executive Director, or his designee, to finalize and execute any documents necessary to effectuate the action taken herewith — monies have been included in the FY 2015-2016 Palm Desert Housing Authority's Operating Budget in the appropriate Authority Account. Motion was seconded by Tanner and carried by a 5-0 vote (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). C. REQUEST FOR AUTHORIZATION OF THE USE OF HD SUPPLY FACILITIES MAINTENANCE, LLP, FOR REPAIR AND/OR RENOVATION OF SIX (6) APARTMENT UNITS OWNED BY THE PALM DESERT HOUSING AUTHORITY IN AN AMOUNT NOT TO EXCEED $232,535.90 (CONTRACT NO. HA34670). Ms. Moore stated the Housing Authority used to do renovations consistently, but when redevelopment was eliminated it came to a halt. Now staff deals more with emergency situations and addresses those first until it gets back on track with doing renovations consistently. With regard to this situation, there are varying reasons for having to complete the renovations on the proposed six units. She noted HD Supply did a nice job on the last renovations. Member Tanner moved to, by Minute Motion: 1) Authorize use of HD Supply Facilities Maintenance, LLP, for the repair and/or renovation of six (6) apartment units owned by the Palm Desert Housing Authority, utilizing the US Communities Government 5 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 9, 2015 Purchasing Alliance Contract and Rates, in a total amount not to exceed $232,535.90 (includes: proposed work estimated to be $199,896.27, permits estimated to be $11,500.00, and contingency of $21,139.63); 2) approve the draft agreement, substantially as to form, and authorize Authority Counsel to finalize; 3) authorize Palm Desert Housing Authority's Chairman and/or Executive Director, or his designee, to finalize and execute any documents necessary to effectuate the action taken herewith — monies have been included in the FY 2015-2016 Palm Desert Housing Authority's Budget in the appropriate Authority Replacement Reserve and/or Rehabilitation Accounts. Motion was seconded by Harnik and carried by a 5-0 vote (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). IX. CONTINUED BUSINESS A. MINUTES OF THE PALM DESERT HOUSING AUTHORITY MEETING OF JUNE 11, 2015 (Continued from the meeting of June 18, 2015). Upon a motion by Spiegel, second by Harnik, and 5-0 vote of the Authority Board (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None), the Minutes of June 11, 2015, were approved as presented. 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 Cf PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JULY 9, 2015 XIII. ORAL COMMUNICATIONS - C 0 Wir- XIV. ADJOURNMENT With Authority Board concurrence, Chairman Weber adjourned the meeting at 6:46 p.m. ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY SUSAN MARIE WEBER, CHAIRMAN 7