Regular Meeting of the HACEP Board of Commissioners

23 September 2015, 5:30pm – 6:30pm

5300 East Paisano Drive
El Paso, Texas 79905

Meeting Agenda

Regular Meeting of the HACEP Board of Commissioners

23 September 2015, 5:30 pm - 6:30 pm

5300 East Paisano

El Paso, Texas 79905

Meeting Agenda

TAKE NOTICE THAT A REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF EL PASO, TEXAS WILL BE HELD AT      5300 EAST PAISANO, EL PASO, TEXAS WEDNESDAY, SEPTEMBER 23, 2015                COMMENCING AT 5:30 P.M.

TO CONSIDER AND POSSIBLY ACT ON THE FOLLOWING:

1.         CALL TO ORDER.

2.         PLEDGE OF ALLEGIANCE.

3.         INVOCATION/MOMENT OF SILENCE.

4.         ESTABLISHMENT OF A QUORUM.

5.         PRESENTATION BY THE FSS PUBLIC HOUSING HOMEOWNERSHIP PROGRAM RECOGNIZING PARTICIPANTS OF THE PUBLIC HOUISNG PROGRAM UPON THE PURCHASE OF THEIR HOME.

6.         PRESENTATION OF THE FIRST, SECOND AND THIRD PLACE WINNERS OF THE HOUSING AUTHORITY OF THE CITY OF EL PASO’S ANNUAL ART COMPETITION.

7.        RESIDENT ASSOCIATION PRESIDENTS TO BE HEARD.

8.        CITIZENS TO BE HEARD.

9.         APPROVAL OF MINUTES OF REGULAR BOARD MEETING THAT TOOK             PLACE ON AUGUST 26, 2015

                                                 NOTICE TO THE PUBLIC

            ALL MATTERS LISTED UNDER THE CONSENT AGENDA WILL BE CONSIDERED BY BOARD OF COMMISSIONERS (BOC) TO BE ROUTINE AND WILL BE ENACTED BY ONE MOTION UNLESS SEPARATE DISCUSSION IS REQUESTED BY BOARD OF COMMISSIONER MEMBERS.  WHEN THE VOTE HAS BEEN TAKEN, IF AN ITEM HAS NOT

            BEEN CALLED OUT FOR SEPARATE DISCUSSION, THE ITEM HAS BEEN APPROVED.  BOC MAY, HOWEVER, RECONSIDER ANY ITEM AT ANY TIME DURING THE MEETING.  THE WORDING OF ALL AGENDA ITEMS SHALL APPEAR IN THE MINUTES OF THE MEETING OF THE BOC AS POSTED, UNLESS OTHERWISE REVISED BY THIS OR OTHER MOTION OF THE BOC, WITHOUT THE NECESSITY OF THE STAFF READING THE WORDING BY EACH ITEM INTO RECORD.

                                                          CONSENT AGENDA:

10.       PURCHASING AND CONSTRUCTION CONTRACT AND PURCHASE ORDER           AWARDS:

A.        REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN RECOMMENDATION FOR CONTRACT MODIFICATION FOR MOVING SERVICES CONTRACT # RAD 15-C-0011.  THIS IS ADDITIONAL CONTRACT FUNDING AND CONTRACT EXTENSION FOR AN ADDITIONAL YEAR.  THIS CONTRACT WAS PROCURED THROUGH THE REQUEST FOR PROPOSAL (RFP) PROCESS.  THE RECOMMENDATION IS AS FOLLOWS:    

Department:   RAD

Award to:  Coleman American Moving Services    $2,670,693 est.

Funding Source:    RAD I

Procurement Type: Request for Proposal (RFP)

Contract Term:   Additional Funding

B.          REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN RECOMMENDATION FOR CONTRACT MODIFICATION FOR MOVING SERVICES CONTRACT # RAD 15-C-0012.  THIS IS ADDITIONAL CONTRACT FUNDING AND CONTRACT EXTENSION FOR AN ADDITIONAL YEAR.  THIS CONTRACT WAS PROCURED THROUGH THE REQUEST FOR PROPOSAL (RFP) PROCESS.  THE RECOMMENDATION IS AS FOLLOWS:

Department:   RAD

Award to:    Holiday Moving and Storage   $2,581,119 est.

Funding Source:    RAD I

Procurement Type:   Request for Proposal (RFP)

Contract Term:    Additional Funding

C.        REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR HARDWARE SUPPLIES.  THIS IS THE FIRST RENEWAL OF TWO ONE YEAR OPTIONS.  THESE CONTRACTS WERE PROCURED THROUGH THE INVITATION FOR BID (IFB) PROCESS.  THE RECOMMENDATION IS AS FOLLOWS:

Department:   Warehouse

Award to:  Hardware Specialties  Contract # WH 15-C-0015  $97,025 EST.

                 Independent Hardware  Contract # WH 15-C-0016  $18,299 EST.

                 Intermountain Lock   Contract # WH 15-C-0017   $6,837 EST.

Funding Source:    COCC

Procurement Type:   Invitation for Bid (IFB)

Contract Term:   Renewal

D.         REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR HVAC SUPPLIES.  THIS IS THE FIRST RENEWAL OF TWO ONE YEAR OPTIONS.  THESE CONTRACTS WERE PROCURED THROUGH THE INVITATION FOR BID (IFB) PROCESS.  THE RECOMMENDATION IS AS FOLLOWS:

Department:   Warehouse

Award to:   Cunningham Distribution  Contract # WH 14-C-0021  $68,839 EST.

                  Morrison Supply Co.   Contract # WH 14-C-0022  $53,912 EST.   

                  Passage Supply Co.   Contract # WH 14-C-0023  $38,284 EST.

                  First Source Servall   Contract # WH 14-C-0024     $6,727 EST.

Funding Source:   Public Housing

Procurement Type:  Invitation for Bid (IFB)

Contract Term:   Renewal

E.       REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR BANKING SERVICES CONTRACT # FS 15-C-0006.  THIS IS THE FIRST RENEWAL OF FOUR ONE YEAR OPTIONS.  THIS CONTRACT WAS PROCURED THROUGH THE REQUEST FOR PROPOSAL (RFP) PROCESS.  THE RECOMMENDATION IS AS FOLLOWS:                   

Department:  Finance

Award to:   JP Morgan Chase Bank    $146,000 est.

Funding Source:   COCC

Procurement Type:   Request for Proposal (RFP)

Contract Term:   Renewal

F.       REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO PROCURE FUEL FOR HACEP VEHICLES UTILIZING INTER-LOCAL AGREEMENT CONTRACT NO. 2014-050 FOR FUEL SERVICES.  THIS CONTRACT WAS PROCURED THROUGH INTER-LOCAL AGREEMENT WITH THE CITY OF EL PASO.  THE RECOMMENDATION IS AS FOLLOWS:

Department:   Procurement

Award to:   Western Refining Wholesale, Inc.   $90,000 est.

Funding Source:   COCC

Procurement Type:   Inter-local Agreement

Contract Term:   12 months

G.       REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO PROCURE BUDGET SOFTWARE ADAPTIVE INSIGHTS FROM SHI GOVERNMENT SOLUTIONS, CONTRACT #409-12, THROUGH THE TASB BUYBOARD® COOPERATIVE.  THE RECOMMENDATION IS AS FOLLOWS:

Department:   Finance

Award to:   SHI Government Solutions    $49,999 est.

Funding Source:   COCC

Procurement Type:    TASB BuyBoard® Cooperative Contract #409-12

Contract Term:    New

                                                    REGULAR AGENDA

11.       DISCUSSION AND ACTION REGARDING RESOLUTION APPROVING REVISIONS TO THE TENANT SELECTION PLAN FOR SECTION 8 PROJECT BASED RENTAL ASSISTANCE/LOW INCOME HOUSING TAX CREDIT PROGRAMS.

12.       DISCUSSION AND ACTION REGARDING RESOLUTION AUTHORIZING THE    HOUSING AUTHORITY OF THE CITY OF EL PASO (THE “AUTHORITY”) TO TAKE SUCH ACTIONS NECESSARY OR CONVENIENT TO FACILITATE THE    DEVELOPMENT OF THE HAYMON KRUPP APARTMENTS (THE “PROJECT”), A LOW INCOME HOUSING TAX CREDIT HOUSING DEVELOPMENT.      

13.       DISCUSSION AND ACTION REGARDING RESOLUTION AUTHORIZING THE    HOUSING AUTHORITY OF THE CITY OF EL PASO (THE “AUTHORITY”) TO       TAKE SUCH ACTIONS NECESSARY OR CONVENIENT TO FACILITATE THE    DEVELOPMENT OF THE TAYS APARTMENTS (THE “PROJECT”), A LOW INCOME HOUSING TAX CREDIT HOUSING DEVELOPMENT.                      

14.       DISCUSSION AND ACTION REGARDING RESOLUTION TO SPONSOR THE             FORMATION OF EP RAD-3 PFC AS A TEXAS NONPROFIT PUBLIC FACILITY      CORPORATION AND FOR EP RAD-3 PFC TO FORM (OR CONVERT) THE    FOLLOWING LIMITED LIABILITY COMPANIES AS WHOLLY-OWNED SUBSIDIARIES FOR THE RAD CONVERSION:

          a.   EPR3 FATHER PINTO, GP, LLC (for the Father Pinto Community)

          b.   EPR3 ROBINSON FOUR GP, LLC (for the Robinson, Rio Grande, Williams and Graham Communities)

          c.   EPR3 MOREHEAD-BAINES GP, LLC (for the Morehead and Baines Communities)

          d.   EPR3 SS HOMES, LLC (for Scattered Sites Homes)

15.       DISCUSSION AND ACTION CONCERNING LEGAL REPRESENTATION IN EL       PASO ELECTRIC COMPANY’S APPLICATION TO CHANGE RATE 41 (PUBLIC UTILITY COMMISSION DOCKET NO. 44941), INCLUDING JOINING IN AN AGREEMENT WITH OTHER GOVERNMENTAL ENTITIES TO SHARE LEGAL FEES AND EXPENSES.

16.       DISCUSSION AND ACTION REGARDING RESOLUTION SETTING THE DATE AND TIME FOR THE NOVEMBER 2015 AND DECEMBER 2015 REGULAR BOARD OF COMMISSIONERS MEETINGS.

17.       SECRETARY’S REPORT.

  •          RAD UPDATE.
  •          STRATEGIC PLANNING METRICS UPDATE.

            CHIEF FINANCIAL OFFICER REPORTS.

  •          STATEMENT OF REVENUES/EXPENSES FOR JUNE 2015.
  •          STATEMENT OF CHANGES IN NET ASSETS FOR JUNE 2015.

            HACEP NEWS ARTICLES/EVENTS.

18.       THE BOARD OF COMMISSIONERS MAY RETIRE INTO EXECUTIVE             SESSION AT ANY TIME UPON THE MOTION OF ANY COMMISSIONER             PURSUANT TO THE TEXAS GOVERNMENT CODE, SECTION 551.071-551.076           TO DISCUSS ANY OF THE FOLLOWING:

SECTION 551.071                  CONSULTATION WITH ATTORNEY

SECTION 551.072                  DELIBERATIONS ABOUT REAL PROPERTY

SECTION 551.073                  DELIBERATIONS ABOUT GIFTS AND DONATIONS

SECTION 551.074                  PERSONNEL MATTERS

SECTION 551.076                  DELIBERATIONS ABOUT SECURITY DEVICES

DISCUSSION ON THE FOLLOWING:

(A)      DISCUSSION AND UPDATE BY LEGAL COUNSEL ON PENDING LITIGATION MATTERS.  (SECTION 551.071)

19.     ADJOURNMENT.

THIS NOTICE HAS BEEN POSTED AT THE CENTRAL OFFICES OF THE HOUSING AUTHORITY, 5300 EAST PAISANO DRIVE, AND NOTICE HAS BEEN PROVIDED TO THE EL PASO COUNTY CLERK MORE THAN 72 HOURS IN ADVANCE OF THE ABOVE MEETING, AS REQUIRED BY CHAPTER 551 OF THE TEXAS GOVERNMENT CODE.

UPON REQUEST THE HOUSING AUTHORITY WILL PROVIDE AUXILIARY AIDS AND SERVICES SUCH AS INTERPRETERS FOR THE HEARING IMPAIRED, READERS, LARGE PRINT OR BRAILLE DOCUMENTS.  THOSE REQUESTING AUXILIARY AIDS OR SERVICES MAY NOTIFY SERGIO VASQUEZ, EQUAL OPPORTUNITY COORDINATOR, AT (915) 849-3820, OR SVASQUEZ@HACEP.ORG AT LEAST 48 HOURS PRIOR TO THE MEETING.

SIMULTANEOUS ENGLISH/SPANISH TRANSLATION IS PROVIDED AT ALL REGULAR MEETINGS OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY.

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Housing Authority of the City of El Paso

5300 East Paisano Drive
El Paso, TX 79905
United States

Monday-Friday, 8 a.m. – 5 p.m.

(915) 849-3742

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