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HomeMy WebLinkAboutPrelim Minutes RDA 5/27/04PRELIMINARY MINUTES REGULAR PALM DESERT REDEVELOPMENT AGENCY MEETING THURSDAY, MAY 27, 2004 CIVIC CENTER COUNCIL CHAMBER I. CALL TO ORDER - 3:00 P.M. Vice Chairman Crites convened the meeting at 3:02 p.m. ROLL CALL Present: Member Jean M. Benson Member Jim Ferguson Member Richard S. Kelly Vice Chairman Buford A. Crites Excused Absence: Chairman Robert A. Spiegel Also Present: Carlos L. Ortega, City Manager/RDA Executive Director David J. Erwin, City Attorney Sheila R. Gilligan, ACM for Community Services Homer Croy, ACM for Development Services Justin McCarthy, ACM for Redevelopment Stephen Y. Aryan, Assistant to the City Manager Rachelle D. Klassen, City Clerk Mark D. Greenwood, City Engineer Amir Hamidzadeh, Director of Building & Safety Philip Drell, Director of Community Development Paul S. Gibson, Director of Finance/City Treasurer Teresa L. La Rocca, Director of Housing Michael J. Errante, Director of Public Works David Yrigoyen, Director of Redevelopment Robert P. Kohn, Director of Special Programs ADJOURN TO CLOSED SESSION Request for Closed Session: None With Agency Board concurrence, Vice Chairman Crites adjourned the meeting to Closed Session of the City Council at 3:03 p.m. PRELIMINARY MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING MAY 27, 2004 IV. RECONVENE REGULAR MEETING - 4:00 P.M. Vice Chairman Crites reconvened the meeting at 4:01 p.m. V. AWARDS, PRESENTATIONS, AND APPOINTMENTS None VI. CONSENT CALENDAR A. MINUTES of the Regular Redevelopment Agency Meeting of May 13, 2004. Rec: By Minute Motion, continue to the meeting of June 10, 2004. B. CLAIMS AND DEMANDS AGAINST THE AGENCY TREASURY - Warrant Nos. 222RDA, 225RDA, 227RDA, 229RDA, 231 RDA, 223-Housing, 225-Housing, 228-Housing, 232-Housing, and 224HA. Rec: Approve as presented. C. REQUEST FOR AWARD OF CONTRACT for Professional Services for Lake Improvements at the Desert Willow Golf Resort (Contract No. R21610A). Rec: By Minute Motion: 1) Authorize award of the subject professional services contract to Pacific Advanced Civil Engineering, Inc. (P.A.C.E.), Fountain Valley, California, in an amount not to exceed $10,400 plus reimbursable expenses in an amount not to exceed $1,500; 2) authorize the Director of Finance to set aside the amount of $1,040 as a 10% contingency for the project (use of contingency requires additional action); 3) authorize the Chairman to execute the contract — funds are available in Account No. 851-4663-454-4001. D. INFORMATIONAL ITEMS: University of California Regents — State Bonds Process Upon motion by Kelly, second by Ferguson, the Consent Calendar was approved as presented by a 4-0 vote, with Chairman Spiegel ABSENT. VII. CONSENT ITEMS HELD OVER None 2 PRELIMINARY MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING MAY 27, 2004 VIII. RESOLUTIONS None IX. NEW BUSINESS A. REQUEST FOR AWARD OF CONTRACT FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE NEW VISITOR INFORMATION CENTER (CONTRACT NO. R22810). Mr. Ortega noted the staff report and recommendation in the packets. Member Ferguson stated he was at a construction site this morning where his client was getting the whole roadway system removed and replaced. He asked if they used a construction supervisor, which they did not because they were felt to be expensive and unnecessary. He asked why the City did this and whether there were resources in-house. Development Manager Lauri Aylaian responded that construction management is a bit of a specialty. There are in-house resources available, and some of the smaller projects are done in-house. On larger projects, there is a potential for greater exposure to liability from claims by contractors. Member Benson asked how much was being paid for this. Ms. Aylaian responded that it was about $98,000 for this project. She said the amount represented about 3%% of the construction cost. She added that frequently when you find organizations that do not use construction management firms, they pay additional services to either their architects or engineers to provide additional professional services during the construction period because it does require additional work effort to be provided. Upon question by Member Benson as to when the recommended firm is opening its Palm Desert office, Ms. Aylaian responded that they have leased the space but have not yet moved in. She said staff let them know that approval would be contingent upon their opening an office locally. Councilmember Benson said she would feel better if this was a local firm. Member Ferguson moved to, by Minute Motion: 1) Authorize award of the subject professional services agreement to Harris & Associates, Palm Desert, California, in an amount not to exceed $98,280 plus reimbursable expenses not to exceed $2,000; 2) authorize the Director of Finance to set aside an additional amount of $9,828 as a 10% contingency for the project (use of contingency requires additional action); 3) authorize the Chairman to execute said contract — funds are available in Account No. 850-4358-433-4001. Member Kelly asked what the difference was in the rates between Harris & Associates and The Keith Companies. 3 PRELIMINARY MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING MAY 27, 2004 Ms. Aylaian responded that the hourly rates for the single person the City uses the most was $115 per hour at Harris & Associates and $106 per hour at The Keith Companies. Rates from the other firms went all the way up to $135 per hour. She said staff did not ask for bids because this contract is for professional services. Upon question by Member Benson, she said that after a firm is selected based on their qualifications and their hourly rate, staff asks them to provide a hard proposal for their services. Staff negotiated the agreement, which turned out to be $98,000. She said the other companies were not asked for hard proposals. In order to consider price from more than one firm, you have to terminate negotiations with the top ranked firm before you can enter into negotiations and ask for a proposal from the second ranked firm. Member Ferguson stated he remembered when the City did the design/build competition for the clubhouse at Desert Willow, we got to this whole local preference debate. He said he thought at the end of the day the Council concluded that if the City starts going with the local preference, firms from outside the City would install a local office and all of a sudden the City would be doing stuff on the basis of parochial work. Member Kelly seconded the motion, and the motion carried by a 3-1 vote, with Member Benson voting NO and Chairman Spiegel ABSENT. B. REQUEST FOR APPROVAL OF A MEMORANDUM OF UNDERSTANDING (MOU) WITH THE CITY OF INDIAN WELLS FOR INSTALLATION OF STORM DRAIN INFRASTRUCTURE FROM PALM DESERT COUNTRY CLUB NEIGHBORHOOD AREA TO THE WHITEWATER CHANNEL (CONTRACT NO. R22820). Member Kelly moved to, by Minute Motion, authorize the Chairman to execute the subject MOU with the City of Indian Wells for installation of storm drain infrastructure in the following locations: Elkhorn Trail from Fred Waring Drive to Indiana Avenue; Fred Waring Drive from Elkhorn Trail to Warner Trail; and Warner Trail from Delaware Place to the Whitewater Channel. Motion was seconded by Ferguson and carried by a 4-0 vote, with Chairman Spiegel ABSENT. C. REQUEST FOR ADOPTION OF RESOLUTIONS IN CONNECTION WITH THE ISSUANCE AND SALE OF TAX ALLOCATION REFUNDING REVENUE BONDS (PROJECT AREA NO. 1, AS AMENDED), 2004 SERIES A, OF THE PALM DESERT FINANCING AUTHORITY (JOINT CONSIDERATION WITH THE PALM DESERT FINANCING AUTHORITY). Redevelopment Finance Manager Dennis Coleman reviewed the staff report and recommendation. 4 PRELIMINARY MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING MAY 27, 2004 Member Benson moved to waive further reading and adopt: 1) Redevelopment Agency Resolution No. 492, approving as to form and authorizing the execution and delivery of certain documents in connection with the sale and issuance of Tax Allocation Refunding Revenue Bonds (Project Area No. 1, As Amended), 2004 Series A, of the Palm Desert Financing Authority and authorizing certain other matters relating thereto; 2) Financing Authority Resolution No. FA-50, approving as to form and authorizing the execution and delivery of certain documents in connection with the issuance, sale, and delivery of the Authority's Tax Allocation Refunding Revenue Bonds (Project Area No. 1, As Amended), 2004 Series A, appointing a trustee and escrow agent, and authorizing certain other matters relating thereto. Motion was seconded by Kelly and carried by a 4-0 vote, with Chairman Spiegel ABSENT. X. CONTINUED BUSINESS None XI. OLD BUSINESS A. REQUEST FOR AWARD OF CONTRACT FOR THE CONSTRUCTION, REPAIR, AND REHABILITATION OF THE LAKES AND PUMP SYSTEM AT THE DESERT WILLOW GOLF RESORT (CONTRACT NO. R21610). Member Kelly moved to, by Minute Motion: 1) Authorize award of the subject contract to Cora Constructors, Palm Desert, California, in the amount of $608,500; 2) authorize the Director of Finance to set aside the amount of $60,850 as 10% contingency for the project (use of contingency requires additional action); 3) authorize the Chairman to execute the contract — funds are available in Account No. 850-4663-454-4001. Motion was seconded by Ferguson and carried by a 4-0 vote, with Chairman Spiegel ABSENT. XII. PUBLIC HEARINGS None XIII. REPORTS, REMARKS, AND AGENCY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AGENCY COUNSEL None 5 PRELIMINARY MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING MAY 27, 2004 C. CHAIRMAN AND MEMBERS OF THE AGENCY None XIV. ADJOURNMENT Member Kelly moved to adjourn the meeting at 5:35 p.m. Motion was seconded by Benson and carried by a 4-0 vote, with Chairman Spiegel ABSENT. ATTEST: BUFORD A. CRITES, VICE CHAIRMAN RACHELLE D. KLASSEN, SECRETARY PALM DESERT REDEVELOPMENT AGENCY 2