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Home My WebLink AboutMINUTES - 11132018 - (3) CALENDAR FOR THE BOARD OF COMMISSIONERS BOARD CHAMBERS ROOM 107, COUNTY ADMINISTRATION BUILDING 651 PINE STREET MARTINEZ, CALIFORNIA 94553-1229 KAREN MITCHOFF, CHAIR JOHN GIOIA, VICE CHAIR CANDACE ANDERSEN DIANE BURGIS FEDERAL D. GLOVER FAY NATHANIEL JANNEL GEORGE-ODEN JOSEPH VILLARREAL, EXECUTIVE DIRECTOR, (925) 957-8000 PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC COMMENT OR WITH RESPECT TO AN ITEM THAT IS ON THE AGENDA, WILL BE LIMITED TO TWO (2) MINUTES. The Board Chair may reduce the amount of time allotted per speaker at the beginning of each item or public comment period depending on the number of speakers and the business of the day. Your patience is appreciated. A closed session may be called at the discretion of the Board Chair. Staff reports related to open session items on the agenda are also accessible on line at www.co.contra-costa.ca.us. SPECIAL MEETING ANNOTATED AGENDA & MINUTES November 13, 2018 **Please Note Time Change** 1:00 P.M. Convene and call to order. Convened today's meeting at 1:15 p.m. CONSIDER CONSENT ITEMS: (Items listed as C.1 through C.2 on the following agenda) - Items are subject to removal from the Consent Calendar by request from any Commissioner or on request for discussion by a member of the public. Items removed from the Consent Calendar will be considered with the Discussion Items. DISCUSSION ITEMS November 13, 2018 Contra Costa Housing Authority Minutes 1 D. 1 CONSIDER Consent Items previously removed. There were no items removed for discussion. D. 2 PUBLIC COMMENT (2 Minutes/Speaker) There were no requests to speak at Public Comment. CLOSED SESSION A. CONFERENCE WITH LABOR NEGOTIATORS [Gov. Code § 54957.6(a)] 1.Agency Negotiators: Joseph Villarreal, Charlene Calica, John Hunter, Marcie Scott, and Fran Buchanan Employee Organization: Public Employees Union, Local One 2.Agency Negotiators: Joseph Villarreal Unrepresented Employees: All unrepresented employees. There were no announcements from Closed Session. ADJOURN Adjourned today's meeting at 1:20 p.m. CONSENT ITEMS: C.1 APPROVE project design and specifications; AWARD, and AUTHORIZE the Housing Authority Executive Director to execute, a contract in the amount of $749,459 to Garland/DBS, Inc., for roof, heating, ventilation and air conditioning replacement at the Section 8 Office Building, located at 2870 Howe Road in Martinez; and ADOPT related findings under the California Environmental Quality Act. (100% U.S. Department of Housing and Urban Development) Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Diane Burgis AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Jannel George-Oden AYE C.2 RECEIVE the Housing Authority of the County of Contra Costa’s investment report for the quarter ending Sept 30, 2018. November 13, 2018 Contra Costa Housing Authority Minutes 2 Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Diane Burgis AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Jannel George-Oden AYE GENERAL INFORMATION Persons who wish to address the Board of Commissioners should complete the form provided for that purpose and furnish a copy of any written statement to the Clerk. All matters listed under CONSENT ITEMS are considered by the Board of Commissioners to be routine and will be enacted by one motion. There will be no separate discussion of these items unless requested by a member of the Board or a member of the public prior to the time the Commission votes on the motion to adopt. Persons who wish to speak on matters set for PUBLIC HEARINGS will be heard when the Chair calls for comments from those persons who are in support thereof or in opposition thereto. After persons have spoken, the hearing is closed and the matter is subject to discussion and action by the Board. Comments on matters listed on the agenda or otherwise within the purview of the Board of Commissioners can be submitted to the office of the Clerk of the Board via mail: Board of Commissioners, 651 Pine Street Room 106, Martinez, CA 94553; by fax: 925-335-1913; or via the County’s web page: www.co.contracosta.ca.us, by clicking “Submit Public Comment” (the last bullet point in the left column under the title “Board of Commissioners.”) The County will provide reasonable accommodations for persons with disabilities planning to attend Board meetings who contact the Clerk of the Board at least 24 hours before the meeting, at (925) 335-1900; TDD (925) 335-1915. An assistive listening device is available from the Clerk, Room 106. Copies of taped recordings of all or portions of a Board meeting may be purchased from the Clerk of the Board. Please telephone the Office of the Clerk of the Board, (925) 335-1900, to make the necessary arrangements. Applications for personal subscriptions to the monthly Board Agenda may be obtained by calling the Office of the Clerk of the Board, (925) 335-1900. The monthly agenda may also be viewed on the County’s internet Web Page: www.co.contra-costa.ca.us The Closed session agenda is available each month upon request from the Office of the Clerk of the Board, 651 Pine Street, Room 106, Martinez, California, and may also be viewed on the County’s Web Page. AGENDA DEADLINE: Thursday, 12 noon, 12 days before the Tuesday Board meetings. November 13, 2018 Contra Costa Housing Authority Minutes 3 November 13, 2018 Contra Costa Housing Authority Minutes 4 RECOMMENDATIONS (1) APPROVE plans, specifications, and design for the Roof and HVAC Replacement Project, 2870 Howe Road, Martinez ([insert contract number]). (2) APPROVE the above project and take related actions under the California Environmental Quality Act (CEQA). (3) DETERMINE the project is a CEQA ministerial exemption, pursuant to Section 21080(b)(1) of the Public Resources Code and Article 18, Section 15268 of the CEQA Guidelines. (4) AWARD the construction contract for the above project to Garland/DBS, Inc. ("Garland") in the amounts listed in Garland's proposal ($749,459 total, including Add Alt 1 and Add Alt 2) and DIRECT that Garland shall present two good and sufficient surety bonds contractor shall present two good and sufficient surety bonds (performance and payment) in the amount of $749,459 each and that the Executive Director, or designee, shall prepare the contract. Action of Board On: 11/13/2018 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Diane Burgis, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Jannel George-Oden, Commissioner Contact: 925-957-8028 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: November 13, 2018 Joseph Villarreal, Executive Director By: June McHuen, Deputy cc: C.1 To:Contra Costa County Housing Authority Board of Commissioners From:Joseph Villarreal, Housing Authority Date:November 13, 2018 Contra Costa County Subject:AWARD OF CONSTRUCTION CONTRACT FOR ROOF AND HVAC REPLACEMENT PROJECT, 2870 HOWE ROAD, MARTINEZ (MASTER AGREEMENT 14-5903) November 13, 2018 Contra Costa Housing Authority Minutes 5 RECOMMENDATIONS (CONT'D) (5) AUTHORIZE the Executive Director, or designee, to approve construction change orders, as needed, up to a maximum total of 10% ($74,946), which is in addition to the contract award amount. (6) ORDER that, after the contractor has signed the contract and returned it, together with the bonds as noted above, certificates of insurance, and any other required documents, and the Executive Director has reviewed and found them to be sufficient, the Executive Director, or designee, is authorized to sign the contract for this Board. (7) ORDER that the Executive Director, or designee, is authorized to sign any escrow agreements prepared for this project to permit the direct payment of retentions into escrow or the substitution of securities for moneys withheld by HACCC to ensure performance under the contract, pursuant to Public Contract Code Section 22300. (8) DELEGATE, pursuant to Public Contract Code Section 4114, to the Executive Director, or designee, the Board’s functions under Public Contract Code Sections 4107 and 4110. (9) DELEGATE, pursuant to Labor Code Section 6705, to the Executive Director, or to any registered civil or structural engineer employed by HACCC, the authority to accept detailed plans showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection during trench excavation covered by that section. (10) DIRECT the County Director of Conservation and Development to file a Notice of Exemption with the County Clerk and AUTHORIZE the Executive Director, or designee to arrange for payment of a $25 fee to Conservation and Development for processing and a $50 fee to the County Clerk for filing the Notice of Exemption. BACKGROUND For the past two years, the Section 8 Office Building, located at 2870 Howe Road in Martinez, has been experiencing roof leaks and HVAC problems. The roof leaks, which have been increasing in frequency and severity, have been temporarily addressed with patching and other repairs. However, the roofing and the HVAC units installed on the roof are both at the end of their useful lives and require permanent replacement. In addition, there is dry rot damage underneath the roofing that is in need of prompt repair. Starting with drawings and specifications developed by staff, HACCC solicited a quote for the roof and HVAC replacement work from Garland/DBS, Inc. (Garland), piggy-backing off of an existing Master Intergovernmental Cooperative Purchasing Agreement between Garland and Cobb County, GA and U.S. Communities (MICPA #14-5903). On September 27, 2018, Garland submitted a proposal to perform the roof and HVAC replacement project for $749,459, which includes Add Alt 1 (provide mechanical and structural engineering) and Add Alt 2 (install split-system heat pump in upstairs office). Staff has reviewed the bid price, which reflects the same pricing as the Master Agreement, and is satisfied it is a reasonable price for the substantial work involved. As a part of their proposal, Garland also submitted drawings, specifications, details, and reports prepared by qualified engineers and other experts detailing the requirements for the roof and HVAC replacement project. To enable the roof and HVAC replacement project to be completed this construction season before the rainy season shuts down construction, the Executive Director recommends that the Board take the following actions: November 13, 2018 Contra Costa Housing Authority Minutes 6 (1) Approve the project design, plans, and specifications, which approval will give design immunity to the Housing Authority. (2) Determine that the roof and HVAC replacement project qualifies as a ministerial exemption under Section 21080(b)(1) of the Public Resources Code and Article 18, Section 15268 of the Guidelines for the California Environmental Quality Act (CEQA). See the Notice of Exemption attached to this Board order. (3) Award the construction contract for the above project to Garland for $749,459, direct the Executive Director to prepare the contract, and authorize the Executive Director to sign the contract following his review and approval of the signed contract, bonds, and insurance from Garland. (4) Take the additional related actions listed in the Recommended Actions above. FISCAL IMPACT The construction contract will be funded 100% by HUD. CONSEQUENCE OF NEGATIVE ACTION Should the Board not award the construction contract, as recommended, the roofing and HVAC equipment at 2870 Howe Road, Martinez will remain in marginal condition, with the potential for additional leakage and damage, employee discomfort, and interference with HACCC operations during the upcoming rainy season. CLERK'S ADDENDUM ATTACHMENTS CEQA NOE November 13, 2018 Contra Costa Housing Authority Minutes 7 CALIFORNIA ENVIRONMENTAL QUALITY ACT Notice of Exemption To: Office of Planning and Research From : Contra Costa County P.O. Box 3044, Room 113 Dept. of Conservation & Development Sacramento, CA 95812-3044 30 Muir Road Martinez, CA 94553 County Clerk County of: Contra Costa Project Title : Roof and HVAC Replacement Project, 2870 Howe Road, Martinez Project Applicant: Housing Authority of the County of Contra Costa Project Location: 2870 Howe Road, Martinez, CA -94553 Project Location: County: Contra Costa Assessors Parcel Number: 376-090-020 Description of Nature, Purpose and Beneficiaries of Project:  The project consists of roofing and HVAC replacement work, at an administrative building owned by the Housing Authority. Financing for the project is supplied by the Housing Authority.  The purpose of the project is replace deteriorated roofing and HVAC equipment as required to allow continued occupancy and use of the building.  The beneficiary of the project is the property owner, Housing Authority of the County of Contra Costa. Name of Public Agency Approving Project: Department of Conservation and Development Name of Person or Agency Carrying Out Project: Housing Authority of Contra Costa County Exempt Status: Ministerial Project (Sec. 21080(b) (1); 15268(a); Categorical Exemption, Declared Emergency (Sec. 21080(b)(3); 15269(a)); Other Statutory Exemption Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); General Rule of Applicability Reasons why project is exempt: This project is exempt from CEQA as determined by the Department of Conservation and Development for it is a ministerial action on the fact that it does not include any discretionary analysis, and it requires to be compliant with all of the County adopted Building Codes/regulations and only requires the issuance of miscellaneous building/electrical permits. Lead Agency Contact Person: Telma B. Moreira Area Code/Telephone/Extension: 925-674-7783 If filed by applicant: 1. Attach certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ___________________________________ Date: ________________ Title: _________________________ Signed by Lead Agency Signed by Applicant AFFIDAVIT OF FILING AND POSTING I declare that on I received and posted this notice as required by California Public Resources Code Section 21152(c). Said notice will remain posted for 30 days from the filing date. Signature Title Applicant: Department of Fish and Game Fees Due Robert Moore EIR - $3,029.75 Total Due: $ Housing Authority of the County of Contra Costa 3133 Estudillo Street Martinez, CA 94553 Neg. Dec. - $2,181.25 Total Paid $ DeMinimis Findings - $0 County Clerk - $50 Receipt #: Conservation & Development - $25 November 13, 2018 Contra Costa Housing Authority Minutes 8 RECOMMENDATIONS RECEIVE the Housing Authority of the County of Contra Costa’s investment report for the quarter ending Sept 30, 2018. BACKGROUND California Government Code (CGC) Section 53646 requires the Housing Authority of the County of Contra Costa (HACCC) to present the Board of Commissioners with a quarterly investment report that provides a complete description of HACCC’s portfolio. The report is required to show the issuers, type of investments, maturity dates, par values (equal to market value here) and the current market values of each component of the portfolio, including funds managed by third party contractors. It must also include the source of the portfolio valuation (in HACCC’s case it is the issuer). Finally, the report must provide certifications that (1) all investment actions executed since the last report have been made in full compliance with the Investment Policy and; (2) HACCC will meet its expenditure obligations for the next six months. (CGC 53646(b)). The state-mandated report has been amended to indicate the amount of interest earned and how the interest was allocated. The amended report is attached. Action of Board On: 11/13/2018 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Diane Burgis, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Jannel George-Oden, Commissioner Contact: 925-957-8028 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: November 13, 2018 Joseph Villarreal, Executive Director By: June McHuen, Deputy cc: C.2 To:Contra Costa County Housing Authority Board of Commissioners From:Joseph Villarreal, Housing Authority Date:November 13, 2018 Contra Costa County Subject:INVESTMENT REPORT FOR THE QUARTER ENDING SEPTEMBER 30, 2018 November 13, 2018 Contra Costa Housing Authority Minutes 9 BACKGROUND (CONT'D) In summary, HACCC had $29,979.80 in interest earnings for the quarter ending September 30th, 2018. That interest was earned within discrete programs and most of the interest earned is available only for use within the program which earned the interest. Further, interest earnings may be restricted to specific purposes within a given program. The Housing Choice Voucher Program reserve as of 12/31/2013 held in cash and investments was transitioned to HUD held program reserve account. Non-restricted interest earnings within both the voucher and public housing programs must be used solely within those programs, but such interest earnings can be used for a wider range of purposes within the individual programs. The interest earned in the State and Local fund can be used for any purpose within HACCC’s scope of operations. The interest earned for the quarter ending September 30, 2018 is shown below. A more detailed report is attached. Public Housing Housing Choice Voucher Fund Central Office State & Local Unrestricted Interest Earned Restricted Interest Earned Unrestricted Interest Earned Unrestricted Interest Earned Unrestricted Interest Earned $10,356.77 $10,981.34 $4,879.83 $3,761.86 FISCAL IMPACT None. For reporting purposes only. CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners elect not to accept the investment report it would result in an audit finding of non-compliance and could ultimately affect future funding from the U.S. Department of Housing and Urban Development (HUD). CLERK'S ADDENDUM ATTACHMENTS INVESTMENT REPORT November 13, 2018 Contra Costa Housing Authority Minutes 10 November 13, 2018 Contra Costa Housing Authority Minutes 11 November 13, 2018 Contra Costa Housing Authority Minutes 12 November 13, 2018 Contra Costa Housing Authority Minutes 13 November 13, 2018 Contra Costa Housing Authority Minutes 14