Regular meeting of the HACEP Board of Commissioners (Revised Agenda)

23 August 2017, 5:30pm – 6:30pm

5300 East Paisano
El Paso, Texas 79905

Meeting Agenda

Regular Meetinf of the HACEP Board of Commissioners

August 23, 2017, 5:30 pm - 6:30 pm

5300 East Paisano Drive

El Paso, Texas 79905

Meeting Agenda (Revised)

Take note that a regular meeting of the Board of Commissioners of The Housing Authority of the City of El Paso, Texas (“HACEP”) will be held at 5300 E. Paisano Dr., El Paso, Texas 79905 Wednesday, August 23, 2017 Commencing at 5:30 p.m.

To Cobsider and Possibly Act on the Following:

A.        Preliminary Items

1.         Call to order.

2.         Pledge of allegiance.

3.        Invocation/moment of silence.

4.         Establishment of a quorum.

5.         Resident Association Presidents to be heard.

6.         Citizens to be heard.

7.         Approval of minutes of a special board meeting that took place on July 17, 2017.

8.         Approval of minutes of a regular board meeting that took place on July 20, 2017.

B.        Consent Agenda Items

Matters posted under the consent agenda will be considered by the Board of Commissioners as a routine matter and will be enacted by one single motion unless separate discussion is requested by a member of the Board of Commissioners.  When the consent agenda vote has been taken, if an item has not been called out for separate discussion, the item will be approved along with any and all other consent agenda items approved at the same time.   The Board may reconsider any item at any time during the meeting.   The wording of all agenda items shall appear in the minutes of the meeting as posted, unless otherwise revised by this or other motions made and approved during the meeting, without the necessity of staff reading the wording by each item into the record. 

9.         Purchasing and construction contract and purchase order awards:

a.     Request that the Contracting Officer be authorized to sign extension to contract for banking services contract # FS 15-C-0006.  This is the third renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                               

Department:  Finance

Award to:  JP Morgan Chase Bank  $85,000 estimated

Funding Source:  COCC

Procurement Type:  Request for proposal

Contract Term:  Renewal

b.      Request that the Contracting Officer be authorized to sign extension to contract for legal services contracts.  These contracts were procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                          

Department:  Executive

Award to:  Reno & Cavanaugh -  EX 16-C-0013 - $735,000 estimated

                 Pepper Hamilton LLP - EX 15-C-0014 - $100,000 estimated

Funding Source:  Development

Procurement Type:  Request for proposal

Contract Term:  Renewal

c.    Request that the Contracting Officer be authorized to sign extension to contract for front loader and roll-off waste collection services contract # OPS 17-C-0002.  This is the first renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows: 

Department:  Property Management

Award to:  El Paso Disposal  $225,797 estimated

Funding Source:   COCC

Procurement Type:  Request for proposal

Contract Term:  Renewal

d.   Request that the Contracting Officer be authorized to sign extension to contract for plumbing, electrical, and HVAC services contract # OPS 17-C-0006.  This is the first renewal of three.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:  

Department:  Property Management

Award to:  High & Low Refrigeration - $89.500 estimated

                 Synergy Temperature Control - $89,500 estimated

                 High Ridge Construction - $415,000 estimated

                 Combined estimated amount: $594,000

Funding Source:  Property Management

Procurement Type:  Request for proposal

Contract Term:  Renewal

e.   Request that the Contracting Officer be authorized to sign recommendation for contract award for 2016 hail storm roof replacement at multiple locations contract # OPS 17-R-0023.  Contract term requested is 45 days not to exceed 60 days.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:

Department:  Property Management

Award to:  Roof Toppers, Inc. - $1,367,304 estimated

                 HRT Roofing & Construction, Inc.  - $511,500 estimated

                 Combined estimated amount:  $1,878,804

Funding Source:  COCC/Property Management

Procurement Type:  Request for proposal

Contract Term:  New

f.    Request that the Contracting Officer be authorized to sign recommendation for contract award for 2016 hail storm roof repairs at multiple locations contract # OPS 17-R-0024.  Contract term requested is 45 days not to exceed 60 days.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows: 

Department:  Property Management 

Award to:  AJJ Cacho Construction - $191,112 estimated

                 AC Core Construction & Remodeling, LLC - $79,134 estimated

                 HRT Roofing & Construction, Inc. - $956,115 estimated

                 Combined estimated amount:  - $1,226,361

Funding Source:  COCC/Property Management

Procurement Type:  Request for proposal 

Contract Term:  New

g.   Request that the Contracting Officer be authorized to sign extension to contract for plumbing, electrical, and HVAC services contract # OPS 17-C-0006.  This is the first renewal of three.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:

Department:  Development

Award to:  Coleman American Moving Services -  RAD 15-C-0011 - $2,647.670 estimated

                  Holiday Moving and Storage - RAD 15-C-0012 - $$2,647,670 estimated

Funding Source:  Development

Procurement Type:  Request for proposal

Contract Term:  Renewal

C.        Regular Agenda:  Items Considered for Action

10.       Discussion and action regarding resolution approving contract modification to guaranteed maximum price contract (TS 14-C-0052) between Affordable Housing Enterprises and El Paso RAD I, Ltd for RAD Tranche 1 properties.

11.       Discussion and action regarding resolution approving contract modification to stipulated sum construction contract (TS 16-C-0029) between Affordable Housing Enterprises and Jordan Foster Construction for the Tays Apartments.

12.       Discussion and action regarding resolution approving the Section 8 Management Assessment Program (SEMAP) certification for fiscal year ending June 30, 2017.

13.       Discussion and action regarding resolution approving revisions to the Rental Assistance Demonstration (RAD) program tenant selection plan.

14.       Discussion and action regarding resolution approving the write-offs of bad debt accounts from tenants’ accounts receivable for vacated tenants – quarter ending March 31, 2017.                                                                          

15.       Discussion and action regarding resolution authorizing Paisano Housing Redevelopment Corporation and/or Affordable Housing Acquisitions, Inc. to rename and/or form entities to act in support of the Housing Authority of the City of El Paso, Texas for the construction and development of the “Sandoval 2” RAD Project. 

16.       Discussion and action regarding resolution authorizing Paisano Housing Redevelopment Corporation and/or Affordable Housing Acquisitions, Inc. to rename and/or form entities to act in support of the Housing Authority of the City of El Paso, Texas for the construction and development of the “Cramer 3” RAD Project. 

17.       Discussion and action regarding resolution authorizing all actions necessary to facilitate the development of the Commissioners’ Corner Apartments.

18.       Discussion and action regarding resolution authorizing all actions necessary to facilitate the development of the Gonzalez Park Apartments.

19.       Discussion and action regarding resolution authorizing the issuance of multifamily housing revenue bonds or other obligations with respect to HACEP RAD conversion program Cramer Three Apartments multifamily residential rental project; authorizing the filing of application for allocation of private activity bonds with the Texas Bond Review Board, and authorizing other action related thereto.

20.       Discussion and action regarding resolution authorizing the issuance of multifamily housing revenue bonds or other obligations with respect to HACEP RAD conversion program Sun Plaza Apartments multifamily residential rental project; authorizing the filing of application for allocation of private activity bonds with the Texas Bond Review Board, and authorizing other action related thereto. 

D.        Reports

21.       (a) Secretary’s report.

RAD update.

Strategic report update.

(b)  Chief Financial Officer reports.

·       Statement of revenues/expenses for June 2017.

·       Statement of changes in net assets for June 2017.

(c)  Report on changes and/or contract modifications pursuant to delegation of authority under Section 7 of the Development Procedures Manual.

(d)   Public Information Update: HACEP news articles.

 

E.        Executive (Closed) Session

22.       Executive Session.

The Board of Commissioners may go into executive session, or a closed private session, to take up any items on or related to this agenda that may be appropriately taken up in executive session pursuant to the Texas Open Meetings Act, Texas Government Code 551.071 to .076, for such matters as consultation with an attorney on a matter covered by attorney-client privilege, to confer regarding threatened or pending litigation, or to confer regarding real estate, personnel, and/or security matters that may be discussed in a closed session.   No action and no votes will be taken in any executive session.

Anticipated executive session item(s):

(a)       Discussion and update by legal counsel on pending litigation matters.  (Section 551.071)

F.         Conclusion of Meeting

23.      Adjournment.

Posting Statement

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.  

Accessibility Notice

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

Concealed and Open Carry Handgun/Weapons Notice

PURSUANT TO § 30.06, PENAL CODE, (TRESPASS BY HOLDER LICENSE HOLDER WITH A CONCEALED HANDGUN), A PERSON LICENSED UNDER SUBCHAPTER H, CHAPTER 411, GOVERNMENT CODE (HANDGUN LICENSING LAW), MAY NOT ATTEND THIS MEETING WITH A CONCEALED HANDGUN.

PURSUANT TO § 30.07, PENAL CODE, (TRESPASS BY HOLDER LICENSE HOLDER WITH AN OPENLY CARRIED HANDGUN), A PERSON LICENSED UNDER SUBCHAPTER H, CHAPTER 411, GOVERNMENT CODE (HANDGUN LICENSING LAW), MAY NOT ATTEND THIS MEETING WITH A HANDGUN THAT IS CARRIED OPENLY.

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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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