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Home My WebLink AboutPrelim - HA - 03/24/2016DRAFT PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, MARCH 24, 2016 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Spiegel convened the meeting at 3:00 p.m. II. ROLL CALL Present: Vice Chairman Jan C. Harnik Member Sabby Jonathan Member Van G. Tanner Member Susan Marie Weber Chairman Robert A. Spiegel Also Present: Rudy P. Acosta, Acting Executive Director Robert W. Hargreaves, City Attorney Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Ryan Stendell, Director of Community Development Martin Alvarez, Director of Economic Development Paul S. Gibson, Director of Finance/City Treasurer Janet M. Moore, Director of Housing Mark Greenwood, Director of Public Works Frankie Riddle, Director of Special Programs Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Mark Brooks, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Anthony Baur, Asst. Chief, Palm Desert Police/Riverside County Sheriffs Dept. Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Request for Closed Session: None PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 24, 2016 With Authority Board concurrence, Chairman Spiegel adjourned the meeting to Closed Session of the City Council and Successor Agency at 3:03 p.m. He 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 March 10, 2016. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 3/4/2016 and 3/11/2016 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. Upon a motion by Tanner, second by Weber, and 5-0 vote of the Authority Board (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None), the Consent Calendar was approved as presented. VI. CONSENT ITEMS HELD OVER INk01- VII. RESOLUTIONS None 2 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 24, 2016 VIII. NEW BUSINESS A. REQUEST FOR AUTHORIZATION FOR RPM COMPANYTO ENTER INTO A FIVE-YEAR LEASE AGREEMENT WITH WASH MULTI FAMILY LAUNDRY SYSTEMS, LLC, IN ORDER TO PROVIDE LAUNDRY SERVICES TO SANTA ROSA APARTMENTS (CONTRACT NO. HA35140). Chairman Spiegel moved to, by Minute Motion, authorize RPM Company to enter into a five- (5) year lease agreement with Wash Multi Family Laundry Systems, LLC (WASH), in order to provide laundry services to Santa Rosa Apartments. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). B. REQUEST FOR APPROVAL OF AMENDMENT NO. 1 TO CONTRACT WITH GARLAND/DBS, INC., FOR DECK AND ROOF REPAIR AND/OR REPLACEMENT, AND RELATED SERVICES AT THE SAGECREST SENIOR APARTMENTS IN A TOTAL AMOUNT NOT TO EXCEED $146,704.80 (CONTRACT NO. HA34740A). Management Analyst Jessica Gonzales stated that approval of this Amendment will allow the current contractor Garland/DBS, Inc., to complete the necessary deck and roof repair work at the Authority owned property, Sagecrest Senior Apartments. The scope of work will address existing leak issues that are part of an insurance claim, but not part of the service of the original contract or anticipated work. As of yesterday, the Authority received authorization from the insurance provider. Therefore, anywork incorporated or cost incurred to address the leaks at Sagecrest will be reimbursed to the Authority by the insurance provider, with the exception of the $5,000 deductible. In order to expedite the work, staff is requesting approval from the Authority Board first, and then it will present the matter to the Housing Commission at its regular meeting of April 13 as an informational item. She offered to answer any questions. Member Tanner moved to, by Minute Motion: 1) Approve Amendment No. 1 to Contract No. HA34740A with Garland/DBS, Inc., Cleveland, Ohio, increasing contract in a total amount not to exceed $39,561.50 (includes proposed work in the amount of $35,965.00, plus 10% contingency in the amount of $3,596.50 for permit fees and unforeseen conditions) for deck replacement and related services at Sagecrest Senior Apartments pursuant to VeriClaim File 1454708640 approval; 2) approve Amendment No. 1 to Contract No. HA34740A with Garland/DBS, Inc., increasing contract in a total amount not to exceed $107,143.30 (includes proposed work in the amount of $97,403.00, plus 10% contingency in the amount of $9,740.30 for permit fees and unforeseen conditions) for roof repair and/or replacement and related services at Sagecrest Senior Apartments pursuant to VeriClaim File 1454708640 approval; 3) authorize the Executive Director to select the proper roof option after insurance provider approval and provide contractor in writing the same; 4) authorize the Executive Director and/or the Chairman to execute 3 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 24, 2016 Amendment No. 1 and any documents necessary to effectuate the actions taken herewith — funds are available in FY 2015/2016 Palm Desert Housing Authority's ("Authority") budget; however, this item is subject to an insurance claim and is expected to be reimbursed less the deductible. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). C. REQUEST FOR AUTHORIZATION TO AWARD CONTRACT TO GARLAND/DBS, INC., IN THE AMOUNT OF $812,472, PLUS A CONTINGENCY IN THE AMOUNT OF $81,247, FOR RESTORATION OF THIRTEEN (13) BUILT-UP ROOFS AND RELATED SERVICES AT ONE QUAIL PLACE APARTMENTS (CONTRACT NO. HA34740C). Management Analyst Jessica Gonzales stated that approval of this contract will allow the Authority to have Garland/DBS, Inc., complete the necessary restoration of thirteen (13) roofs at the One Quail Place Apartments. She said Garland completed a roof assessment and indicated that after constant patches of work in specific locations, the roof systems needed to be restored or replaced. After consideration of various options and products, Garland recommended restoration and the use of a white knight urethane product as the most effective and efficient way to address the issues identified while providing a 15-year warranty. The contract with Garland is based on the terms of a competitive lease solicited pricing established through the government cooperative purchasing organization, US Communities. The Housing Commission reviewed this item at its regular meeting of March 9 and recommended approval. Member Tanner moved to, by Minute Motion: 1) Authorize award of the subject contract to Garland/DBS, Inc., Cleveland, Ohio, in a total amount not to exceed $812,472 for restoration of thirteen (13) built-up roofs and related services at One Quail Place, plus 10% contingency in the amount of $81,247 (for unforeseen conditions and permits) on buildings 5, 6, 13, 14, 15, 16, 17, 18, 22, 29, 34, 35, and 39, pursuant to Section 3.30.260 of the City of Palm Desert Municipal Code; 2) authorize the Palm Desert Housing Authority's Legal Counsel to negotiate and finalize an agreement with Garland/DBS, Inc; 3) authorize the Executive Director to review and approve written requests for use of the contingency amount of $81,247 for unforeseen conditions; 4) authorize the Palm Desert Housing Authority Chairman and/or the Executive Director to execute the Agreement and any documents necessary to effectuate the actions taken herewith — monies are available in the FY 2015/2016 Palm Desert Housing Authority's capital replacement budget. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). IX. CONTINUED BUSINESS None 4 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING X. OLD BUSINESS None XI. PUBLIC HEARINGS None DRAFT MARCH 24, 2016 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 City Council concurrence, Chairman Spiegel adjourned the meeting at 5:18 p.m. ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY ROBERTA. SPIEGEL, CHAIRMAN 6i