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Home My WebLink AboutPrelim - HA - 05/12/2016DRAFT PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, MAY 12, 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. 11. 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: Justin McCarthy, Interim Executive Director Robert W. Hargreaves, City Attorney Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Ryan Stendell, Director of Community Development Martin Alvarez, Director of Economic Development Janet M. Moore, Director of Finance & Housing/City Treasurer Mark Greenwood, Director of Public Works Frankie Riddle, Director of Special Programs Stephen Y. Aryan, Risk Manager John Cortez, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept/Cal Fire Anthony Baur, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Dept. Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Reauest for Closed Session: None PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MAY 12, 2016 IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None Due to lack of a quorum and no closed session, Chairman Spiegel adjourned the meeting at 3:01 p.m. to 4:00 p.m. for the regular meeting. He reconvened the meeting at 4:02 p.m. V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of April 28, 2016. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 4/22/2016 and 4/29/2016 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. Upon a motion by Tanner, second by Jonathan, 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 None VII. RESOLUTIONS 71= 2 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MAY 12, 2016 VIII. NEW BUSINESS A. REQUEST FOR APPROVAL OF EXTENSION TO CONTRACT WITH JOHN HARRISON CONTRACTING IN AN AMOUNT NOT TO EXCEED $150,000 FOR THE 2016/17 H.V.A.C. MECHANICAL SYSTEMS MAINTENANCE SERVICES AT THE PALM DESERT HOUSING AUTHORITY PROPERTIES (CONTRACT NO. HA33451). Management Analyst 11 Veronica Tapia stated this item is a request to extend the contract for John Harrison Contracting. They have been the contractor for the 2015/2016 year and they have done a great job. The option to extend is one of the options of their 2015/2016 contract. They have requested a slight increase on their cost based on prevailing wage changes this year. Staff believes the work can be done within the same amount requested last year of $150,000. Even with the increase, they are still about half of what the second lowest bidder was for last year. She offered to answer questions. Member Jonathan noted that the retail cost for these units is often around $3,500 to $4,000. However, staff engages in a program called ESAP (Energy Savings Assistance Program) and is able to get them subsidized and pay only $800 to $900 per unit in many cases, which is great. Vice Chairman Harnik moved to, by Minute Motion: 1) Approve extension to the subject contract with John Harrison Contracting, Banning, California, forthe 2016/17 HVAC Mechanical Systems Maintenance Services at the 15 Palm Desert Housing Authority properties for a period of 12 months in a total amount not to exceed $150,000 for contract services; 2) authorize the Executive Director and/or Chairman to execute the contract extension and any documents necessary to effectuate the actions taken herewith — monies have been included in the FY 2016-2017 proposed Palm Desert Housing Authority's Replacement Reserve Budget in the appropriate Authority Accounts. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). B. REQUEST FOR AWARD OF CONTRACT TO WESTCON CONSTRUCTION GROUP, INC., IN THE AMOUNT OF $257,990 PLUS $25,799 FOR CONTINGENCY FOR PARKING LOT IMPROVEMENTS AND RELATED SERVICES AT LAS SERENAS APARTMENTS (CONTRACT NO. HA35160). Management Analyst II Veronica Tapia explained this item was included on the Replacement Reserve Study in 2009. Due to the dissolution of Redevelopment a lot of these improvements were delayed and have been on hold for a while. Staff conducted a walk through in 2014 and identified a lot of deterioration that needed to be cleaned up, and it basically matched what the Reserve Study had shown. Since then, remediation work was done K, PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MAY 12, 2016 to the irrigation that was causing some of the deterioration before doing any of the basic work. That's all been completed and staff went out to bid and received three bids; the lowest bid was from Westcon for $257,990. This item was before the Housing Commission yesterday and it was approved unanimously. Chairman Spiegel commented that staff went with the lowest bidder and the contractor is local. Member Weber moved to, by Minute Motion, authorize: 1) Award of subject contract to Westcon Construction Group, Inc., Indio, California, in the amount of $257,990 for Parking Lot Improvements and Related Services at Las Serenas Apartments, plus 10% contingency for the project in the amount of $25,799 (for unforeseen conditions and permits), pursuant to Section 3.30.260 of the Palm Desert Municipal Code; 2) Executive Director to review and approve written requests for use of the contingency amount of $25,799 for unforeseen conditions; 3) 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 Harnik and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). C. REQUEST FOR AUTHORIZATION FOR STAFF TO NEGOTIATE WITH RYDER, INC., FOR DECK IMPROVEMENTS AND RELATED SERVICES AT CANDLEWOOD APARTMENTS (CONTRACT NO. HA35180). Management Analyst II Veronica Tapia stated this item was included in the Reserve Study of 2009 as something that needed to get repaired. The Authority inherited this issue with the acquisition of this older Senior Complex. She said there are deteriorations to the decks that need to be repaired almost immediately, so staff went out to bid in April and received no bids. She noted that Ryder Incorporation was hired to do a study of what the whole project would encompass. They had interest in bidding on the project, however, it was determined that it would be unfair for them to bid since they had knowledge of the project. Since there were no bids submitted, it's no longer unfair for them to do the work. Staff is requesting to negotiate a contract with them because the work needs to be done quickly. At yesterday's Housing Commission meeting, Councilman Jonathan had asked for some photographs of the work needed. She apologized for not having them, but today she has a set to provide. She added that the Housing Commission unanimously approved this item. Vice Chairman Harnik commented it was important to maintain all the housing that the City owns, because it was not like Palm Desert to not have the best product available. Chairman Spiegel agreed, adding that it owned a lot. 4 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MAY 12, 2016 Ms. Tapia added that the work will be funded by the Replacement Reserve Fund that has been set aside for this purpose. Member Tanner asked when the Candlewood Apartments was built. Ms. Moore replied they started to build them in 1977 and were completed in early 1979. Member Tanner commented he thought they were still in good condition. Member Jonathan recalls the reason none of the contractors returned a bid was because the job is fraught with risk, stating it's complicated and no one wanted to do it. He hoped something reasonable can be negotiated with Ryder, because the City will be fortunate to find someone that can get it done. Member Weber moved to, by Minute Motion, authorize staff to negotiate with Ryder, Inc., Corona, California, for the subject contract for Deck Improvements and Related Services at Candlewood Apartments — monies are available in the FY 2015-2016 Palm Desert Housing Authority's Replacement Reserve Budget. Motion was seconded by Harnik and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; 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 is PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MAY 12, 2016 C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chairman Spiegel adjourned the meeting at 4:56 p.m. ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY ROBERTA. SPIEGEL, CHAIRMAN 0