Regular Meeting of the HACEP Board of Commissioners

22 August 2018, 5:30pm – 6:30pm

5300 East Paisano Drive
El Paso, TX 79905

Meeting Agenda

Regular Meeting of the HACEP Board of Commissioners

August 22, 2018 - 5:30 pm - 6:30 pm

5300 East Paisano Drive

El Paso, TX 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 (“HACEP”) will be held at 5300 E. Paisano Dr., El Paso, Texas 79905 Wednesday, August 22, 2018 commencing at 5:30 p.m.

To consider 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.         Presentation and recognition of the HACEP Spring 2018 “Transformation El Paso” Art contest top winners.

6.         Presentation by HR&A Advisors on results of El Paso Housing Study.

7.         Resident Association Presidents to be heard.

8.         Citizens to be heard.

9.         Approval of minutes of regular board meeting that took place on July 18, 2018.

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. 

10.       Purchasing and construction contract and purchase order awards:

A.  Request that the Contracting Officer be authorized to sign modification to contract for development consulting services contract # TS 15-C-0022. This is to add “assessment studies” to the contract.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                                                                                                                                      

Department:  Development   

Award to:  TAG Associates, Inc.   $99,500 estimated 

Funding Source:  RAD 

Procurement Type:   Request for Proposal

Contract Term:    Renewal

B.  Request that the Contracting Officer be authorized to sign modification to contract for predevelopment manager contract # EX 17-C-0010. Modification is for funding for year three. This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                         

Department:  Development

Award to:   EJP Consulting, LLC    $217,447 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 title, escrow, and related services contract # EX 16-C-0014.  This is the third renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:     

Department:   Development

Award to:   West Star Title    $1,625,000 estimated

Funding Source:   Development

Procurement Type:   Request for Proposal

Contract Term:   Renewal 

D.  Request that the Contracting Officer be authorized to sign extension to contract for legal services. This is the fourth renewal of four. This contract was procured through the request for proposal (RFP) process. The recommendation is as follows:                                                                                      

Department:   Executive 

Award to:  Reno & Cavanaugh, PLLC  Contract # EX 15-C-0013  $405,000 estimated 

Award to:   Pepper & Hamilton, LLP  Contract # EX 15-C-0014   $100,000 estimated

Funding Source:  Development/COCC

Procurement Type:  Request for Proposal 

Contract Term:   Renewal

E.   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 second 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   $199,057 estimated 

Funding Source:   COCC

Procurement Type:    Request for Proposal

Contract Term:   Renewal

F.   Request that the Contracting Officer be authorized to sign extension to contract for call management services contract # OPS 17-C-0003. This is the second renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:      

Department:   Property Management

Award to:   Gilson Software Solutions    $34,000 estimated 

Funding Source:   Property Management

Procurement Type:   Request for Proposal

Contract Term:   Renewal                                                                  

G.  Request that the Contracting Officer be authorized to sign extension to contract for office supplies, printing and forms contract # CC 13-C-0003. This is an extension for an additional year.   This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:

Department:   Finance

Award to:   Office Depot    $80,000 estimated

Funding Source:   COCC

Procurement Type:   TCPN Cooperative #R141703

Contract Term:   Renewal 

H.  Request that the Contracting Officer be authorized to sign extension to contract for banking services contract # FS 15-C-0006. This is the fourth 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    $110,143 estimated

Funding Source:   COCC

Procurement Type:   Request for Proposal

Contract Term:   Renewal  

I.    Request that the Contracting Officer be authorized to sign extension to contract for cellular phone services, tablets, and hotspots contract # CC 14-C0015. This is an extension for an additional year. This contract was procured through the request for proposal GSA process contract # GS35F-0119P.  The recommendation is as follows:                                                                             

Department:   Information Technology

Award to:  Verizon Wireless    $200,000 estimated 

Funding Source:   COCC

Procurement Type:   GSA #GS35F-0119P

Contract Term:   Renewal 

J.   Request that the Contracting Officer be authorized to sign modification to contract for managed information technology services contract # IT 14-C-0016. HACEP is requesting to add Yardi consultant services for one year.  This is the third renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:  

Department:   Information Technology

Award to:   Miratek Corporation    $275,943 estimated

Funding Source:   COCC

Procurement Type:   Request for Proposal

Contract Term:   Modification

C.        Regular Agenda:  Items Considered for Action

11.       Discussion and action regarding resolution to approve contract for residential moving services for the Housing Authority and its affiliates.

12.    Discussion and action regarding resolution in support of an inventory removal application for the disposition of up to 122 units of public housing located at the Juan C. Machuca Apartments, 1039 Machuca Drive, El Paso, Texas 79922.                                                            

13.       Discussion and action regarding resolution in support of an inventory removal application for the disposition of up to 184 units of public housing located at the Robinson Community, 421 Mangrum, El Paso, Texas 79912. 

14.       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 Medano Heights Apartments (the “Project”).  

15.       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 and rehabilitation of the Sherman South Apartments (“Sherman South”) and the Pooley Cottages Apartments (“Pooley”, and collectively with Sherman South, (the “Project”).                  

16.       Discussion and action regarding resolution approving issuance by Alamito Public Facilities Corporation multifamily housing revenue note (HACEP RAD Conversion Program (Sherman South Apartments) project) series 2018; and containing other provisions relating to the subject.        

17.       Discussion and action regarding resolution approving the write-offs of bad debt accounts from tenants’ accounts receivable for vacated tenants – quarter ending March 31, 2018.                                                              

18.       Discussion and action regarding resolution acknowledging the submittal of the   Continuum of Care grant applications for the 2018-2019 annual renewal of the   Veteran’s Lodge and Siesta Gardens Shelter Plus Care Program to the             Department of Housing and Urban Development.                                                                            

D.        Reports

19.       (a) Secretary’s report.

                  RAD update.

            (b)  Chief Financial Officer reports.

           ·       Statement of revenues/expenses for quarter ending June 30, 2018.

           ·       Statement of changes in net assets for quarter ending June 30, 2018.

            (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

20.       Executive Session.

The Board of Directors 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

21.      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, and 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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