Jaci. 4:00 pm. CITY HALL Room 408 (415) Barbara T. Smith. The Mission

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1 SAN FRANCISCO HOUSING AUTHORITY Joaquin Torres, President Jaci Fong, Vice President Leroy Lindo, Commissioner Phil Arnold, Commissioner Patricia Thomas, Commissioner Ted Yamasaki, Commissioner BOARD AGENDA November 14, :00 pm CITY HALL I Dr. Goodlett Place Room 408 San Francisco, California (415) Barbara T. Smith Acting Executive Director The Mission of the San Francisco Housing Authority is to deliver safe and decent housing for low income households and integrate economicc opportunity for residents.

2 S AN F RANC ISCO H OUSING A UTHORITY J OAQUIN T ORRES, P RESIDENT SAN FRANC CISCO HOUSIN NG AUTHORITY Joaquin Torres, President Jaci Fong, Vice President Leroy Lindo, Commissioner Phil Arnold, Commissioner Patricia Thomas, Commissioner Ted Yamasaki, Commissioner Barbara T. Smith, Acting Executive Director CITY HALL 1 Dr. Goodlett Place Room 408 San Francisco, California MEETING NOTICE Thursday, November 14, :00 p.m. 1. The San Francisco Housing Authority holds its meetings in City Hall Room 408, San Francisco, California Disability Access: Room 408 is wheelchair accessible. The closest accessible BART Station is Civic Center, three blocks from City Hall. Accessible MUNI lines serving this location are: #42 Downtown Loop, the #71 Haight/Noriega, the F Line to Market and Van Ness, and the Metro stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call There is accessible parking at the following locations: two (2) designated blue curb spaces on the southwest corner of McAllister Street at Van Ness Avenue; the Performing Arts Garage (entrance on Grove Street betweenn Franklin and Gough Streets), and at Civic Center Plaza Garage. 4. Agenda, minutes and attachments are available at as well as the San Francisco Housing Authority Administrative Office located at 1815 Egbert Avenue, San Francisco, California If any materials related to an item on this agenda have been distributed to the San Francisco Housing Authority Board of Commission after distribution of the agenda packet, those materials are available for public inspection during normal office hours at the San Francisco Housing Authority at 1815 Egbert Street San Francisco CA In order to assist the San Francisco Housing Authority s efforts to accommodate persons with severe allergies, environmental illness, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical based products. Please help the San Francisco Housing Authority accommodate these individuals. 6. The use of electronic sound-producing devices at/during public meetings is prohibited. Please be advised thatt the meeting President may remove any person(s) responsiblee for the ringing or use of cell phones, pagers and similar sound-producing electronic devices from the meeting room. 7. Requests for public comment may be heard on items not on the agenda ass well as after stafff presentation on any Regular Agenda Item. Speakers at Board meetings are requested, but not required, to identify themselves and fill out cards placed on the table at the entrance door. When the Board considers policy, which has not been considered by a committee, testimony is welcome during the Public Comment portion of the meeting. Testimony is not permitted when an opportunity has been given at a committee hearing for testimony on an item. The public may address the Board for up to two minutes or four minutes for speakers who require an interpreter, or unless otherwise approved by the Board of Commissioners. The President, or the Board, may limit the total testimony to 30 minutes. A speaker may not yield his or her time to another speaker. Board Procedures, do not allow for dialogue between the Board and the public. The Board may not take action on a new proposal, which is not on the agenda. 2

3 AGENDA ORDER OF BUSINESS 1. Call to order 2. Roll call 3. Approval of Minutes: October 24 th, General Communications 5. President s Report 6. Executive Director s Report Public Housing Operations Performance Monthly Update Update on Declaration of Emergency for Repairs- Maintenance Backlog Reduction Plan Customer Service Plan, Presented by: Linda Martin-Mason, Ombudsman Update on Stop Loss Corrective Action plan Update on Public Housing Agency Recovery & Sustainability Agreement and Action Plan 7. Tenant representative report: a. City Wide Council - senior/disabled ( CCSD ) b. Public Housing Tenants Association ( PHTA ) Swearing in of Tenant Council Leaders 8. Committee Reports a. Personnel and Finance Committee b. Diversity Committee 9. General Public Comment: limited minutes Note: This portion of the agenda is not intended for debate or discussion with the Commission or staff. Please simply state your business or the matter you wish the Commission or staff to be aware of. It is not appropriate for commissioners to engage in a debate or respond on issues not properly set in a publicly noticed meeting agenda. If you have questions or would like to bring a matter to the Commissions attention, please contact the San Francisco Housing Authority at aghoa@sfha.org. 3

4 10. Regular Agenda: Public comment will be taken after staff presentation as a whole on all Agenda Items. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter. a. Action Items 1) [Write-Off of Vacated Accounts Receivable in the Amount of $480, for the Fiscal Year Ended September 30, 2013] 2) [Authorizing The Acting Executive Director To Enter Into Modification #1 To Increase The Contract Amounts For Two Environmental Consulting Contracts With Sca Environmental, Inc. And Benchmark Environmental Consultants For Asbestos, Lead And Mold And Add Funds In An Amount Of $40,000 Each, And To Exercise The Contract Option To Extend The Contract Term For An Additional One Year Period] 3) [Authorizing The Acting Executive Director To Enter Into A Contract With Ascent Elevator Services, Inc. For Elevator Repairs And Maintenance Service At Amp 972, Ping Yuen Family Development For The Amount Of $435,000.00] 4) Authorizing the Acting Executive Director to amend the Authority s payment standards for the Housing Choice Voucher program as recommended to ensure that the payment standards remain within the required range of the new Fair Market Rents (FMR) (at least 90 percent of the new FMR and not more than 110 percent of the new FMR) AND to help voucher holders find units and current participants to continue to afford the units they have selected. 11. Closed Session a. Conference with Labor Negotiators 12. Commissioner s Comment and Report 13. Adjournment 4

5 MINUTES SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING October 24, 2013 SCHEDULED: 4:00 p.m. City Hall, Dr. Goodlett Place Room 408, San Francisco, California COMMISSIONERS PRESENT: Joaquin Torres, President Jaci Fong, Vice President Phil Arnold, Commissioner Ted Yamasaki, Commissioner COMMISSIONERS EXCUSED: Patricia Thomas, Commissioner Item 1: Meeting called to order Commissioner Torres called the meeting to order at 4:03 p.m. Item 3: Approval of Minutes: Special Meeting September 24, 2013 and Regular Meeting October 10, 2013 Public Comment: Beverly Saba; requested a correction to the October 10, 2013 minutes stating that the tenant representative report she was not blaming 311 but the complaint was that after 311 had received information, the Authority s personnel response was untimely. Commissioner Arnold stated that based on Ms. Sabas comment it would be appropriate to modify the sentence to say 311 complaints had an untimely response from Authority staff. Motion: First: Commissioner Arnold as amended Second: Commissioner Yamasaki Vote: All approved Item 4: General Communications Ms. Smith reported that the Authority had received correspondence from Housing and Urban Development (HUD) on the audit submissions. She stated that the Authority s Deputy Director and HUD s technical assistance team answered questions posed by HUD and resubmitted the audit. 5

6 Item 5: President s Report Commissioner Torres thanked everyone for attending the meeting and stated that the Diversity committee meetings took place on the 2 nd Tuesday of every month and that it would be a good opportunity to have in-depth conversations about any issues residents were having. Item 6: Executive Director s Report a. Update on the Stop Loss Corrective Action Plan Ms. Smith reported that all the required corrective actions had been submitted to HUD and the Authority was currently working on other items that were due in November and December that would come before the Board of Commissioners at a later meeting. Commissioner Yamasaki asked for clarification on the training for the maintenance mechanic positions. Phyllis Moore-Lewis; Acting Director of Human Resources, stated that the two (2) day training for staff would be sixteen (16) total hours. Commissioner Arnold asked if all fifteen (15) positions budgeted for the maintenance mechanic positions would be filled and working by December. Ms. Moore-Lewis stated that they would. Commissioner Yamasaki stated that December was also the deadline for the Stop Loss action to be taken. Commissioner Torres asked if the Authority was on track to have the maintenance backlog completed by June of Ms. Smith responded that he was correct. b. Update on Declaration of Emergency Repairs Presented by: Twima Earley; Director of Public Housing Commissioner Arnold asked how many maintenance mechanics were working under the contract with Anvil and Empire. Ms. Earley reported that Anvil had between six to eight workers and Empire had between nine to ten workers. Commissioner Arnold asked if staff could foresee an increase in work orders with the onset of the Authority hiring maintenance mechanics and the numbers of employees being less than when there were contractors. Ms. Earley stated that she did expect a slight increase but they would be working with the maintenance department to make sure that the work orders continued to go down. Commissioner Arnold asked who the maintenance mechanics were reporting to. Ms. Earley stated that they would be reporting directly to the maintenance director and the properties. Commissioner Yamasaki stated that it was great that the number of emergency work orders were being reduced but the Commission was obligated to ensure that the entire backlog was addressed. Commissioner Torres asked why the plumbers had the highest number of work orders assigned to them. Ms. Smith stated 6

7 that it was mostly due to the Authority having old plumbing, collapsed sewer lines, and clogged drains. Ms. Earley stated that some of the plumbing work orders could be done by the maintenance mechanics and staff was working on reassignments. c. Update on Public Housing Agency Recovery & Sustainability Agreement and Action Plan Presented by: Velma Navarro, Deputy Director/Chief Operating Officer Commissioner Torres informed the public that the Commission would have a meeting on the 2 nd Thursday of November and if needed a special meeting would also be scheduled. He asked that the public check the website for the special meeting times. Commissioner Arnold asked if wet signatures were required for the checks. Ms. Navarro stated that they were not and electronic signatures were being used. Commissioner Arnold stated that with the number of checks needed he hoped that the Acting Executive Director and Deputy Director weren t spending their time signing checks. He asked if there were other options to make sure that the checks got signed without burden. Ms. Navarro stated that they weren t signing checks currently but would be revisiting the policy and recommendations were welcome. d. Emergency Maintenance Response System Revision Presented by: Alicia Sisca, Housing Development, Modernization and Maintenance Commissioner Torres asked for clarification on the Monday through Friday hours for elevator maintenance. Ms. Sisca responded that the contractors would be onsite to respond to emergencies during normal business hours in accordance with the Authority s contract: buildings where all elevators were down or only one elevator was working the contractor would have one hour to respond after business hours, weekends and holidays. Commissioner Torres asked how property managers and concierges were being educated on the policy change. Ms. Sisca stated that training would be provided to all property managers, duty officers and craft workers. Commissioner Arnold asked how the property managers were informed of an emergency that happened after hours. Ms. Earley responded that the property managers received a report every morning as well as an from the duty officer. Item 7: Tenant Representative Report a. Citywide Council Senior Disabled ( CCSD ) Beverly Saba, President, reported that on October 14 th and October 21 st meetings CCSD had Enterprise Community Partners present and members expressed their concerns for the possibility of a moving to private management. She stated that some of the concerns were: Multiple residents expressed concerns of signing a new lease The conditions in the new lease i.e. pets not being allowed 7

8 How their rent would be calculated and how deposits would be handled Concerns about the laundry funds and the rights of tenant activities under new management Asked for a consolidation of the social workers network should issues arise with specific tenants Asked for a timeline for when buildings would be sold once given Commissioner Torres thanked Ms. Saba for bringing the concerns of the residents before the Board. He stated that once information was provided she would be informed. b. Public Housing Tenants Association ( PHTA ) Joyce Armstrong, President, stated that the Commission President and the Acting Executive Director would be swearing in the remainder of the elected resident leaders. Commissioner Torres swore in Dorothy Minkin, LaTanya Smith and Lisa May. She stated that the nomination period for Alice Griffith ended on Friday October 18 th and PHTA was in the process of verifying that they were in good standing. Ms. Armstrong stated that the campaign period would start on Monday and would end with the election on December 10, Item 8: Committee Reports a. Personnel and Finance Committee Commissioner Arnold reported that the Personnel and Finance Committee met on October 16, 2013 at 8:30am at 1815 Egbert. He stated that the agenda included a review of proposed revisions to the 2013 and 2014 budget and progress of the employee evaluation program. He reported that staff had assured the Committee that by December all of the San Francisco Housing Authority employees would have written job descriptions and performance goals to allow supervisors to begin evaluations in January. Commissioner Arnold reported that the maintenance mechanic hiring and training was also discussed, as well as progress on work orders, recertification s and inspections. He also reported that a proposal was looked at to fund the perimeter gates at Holly Courts which was on the consent calendar for approval. Commissioner Arnold reported that the Committee discussed the prolonged effects of the government shutdown and the effects it would have on the Section 8 program. He stated that there would be no meeting for the Personnel and Finance Committee in November in anticipation of there being a special Commission meeting and the Thanksgiving recess. b. Diversity Committee Commissioner Torres reported that next Diversity Committee meeting would be held at City Hall in Room 408 on Tuesday November 12, He asked that residents attend the meetings to have another opportunity to be heard and issues addressed. Item 9: Public Comment Terry Bagby; expressed concerns about SFHA s response to tenant safety at Clementina Towers 8

9 Karen Huggins; informed the Board of the elections at Holly Courts and thanked Supervisor Campos office for the funding of the Holly Courts perimeter gates. Ms. Huggins also read a letter from Holly Courts Board and gave it to Ms. Smith and Commissioner Torres. She also asked for Ms. Smith to table the item regarding an increase in salary Ace Washington; thanked the Commission for having a meeting at Hunter s View Bobby Cochran; thanked everyone for their help in getting the perimeter gates at Holly Courts Rita Lark; expressed concerns about her neighbors and asked how she could go about getting an affidavit against them Larry Jones; expressed concerns about the new rent policy late fee and asked the Commission to put provisions in place for individuals on a case by case basis Beverly Saba; spoke on behalf of residents at Pine street who had expressed concerns about not having a regular janitor and the cleanliness of their building Leslie Clark; expressed concerns about the pluming in the buildings and asked that the Foreman be included in the meetings Harvey Lang; expressed concerns with having to move to maintenance mechanics and losing seniority and retirement Item 10: Regular Agenda Regular Agenda: Public comment will be taken after staff presentation as a whole on all Agenda Items. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter. Motion: Motion to move Action Item 6 to the Consent Agenda First: Commissioner Yamasaki Second: Commissioner Fong All approved Public Comment None a. Consent Calendar 1) [Resolution authorizing the Acting Executive Director to enter into a contract with Avalon Construction for the Perimeter Exterior Gate Key Card System Installation Project at Holly Courts Housing Development for the amount of $95,860.] Presented by: Simon Chu, Project Manager 2) [Resolution authorizing the Acting Executive Director settlement authority for workers compensation claims in an amount not to exceed $100, ] Presented by: Phyllis Moore Lewis; Acting Director of Human Resources Motion: Motion to approve Consent item 1 & 2 First: Commissioner Arnold Second: Commissioner Fong All approved 9

10 b. Action Items 1) [Resolution authorizing the Acting Executive Director to extend the amended and restated Exclusive Negotiating Rights Agreement ( ENRA ) for the revitalization of Ca Sunnydale/Velasco with Mercy Housing California and the Related Company of California.] Presented by: Toni Autry, HOPE SF Project Manager 2) [Resolution authorizing the acting Executive Director to extend the amended and restated Exclusive Negotiating Rights Agreement ( ENRA ) for the revitalization of Ca , Potrero Terrace and Ca , Potrero Annex, with Bridge Housing Corporation and Bridge Urban Infill Land Development, LLC.] Presented by: Toni Autry, HOPE SF Project Manager Commissioner Arnold asked Bridge Housing how they were planning on integrating public housing, tax credit and market rate housing. A representative of Bridge Housing; Art May, stated that affordable housing and public housing would be mixed into the same building similar to the North Beach Development. He stated that the market rate housing would be separate because they would be separate financial structures and they would be spread out throughout the property. Commissioner Torres asked for clarification on what affordable housing meant. Mr. May stated that tax credit units would be 40% to 60% of median income and Bridge Housing was also working with the Mayor s Office of Housing to get Below Market Rate (BMR) units. Commissioner Arnold asked how the Bridge Community Center worked with the Potrero Neighborhood Center. Emily Weinstein; Director of Community development for Potrero Annex and Potrero Terrace, stated that they work closely together and most onsite services would stay on site. Commissioner Yamasaki asked if there were delays in the process that didn t anticipate the need to amend to extend the agreement. Ms. Autry stated that the developers had done what they could and have demonstrated good faith effort and now they have demonstrated a need for additional time until the master development agreement was reached. Commissioner Fong asked how long it would take to complete the project. Ms. Weinstein stated that it would take between fifteen (15) to twenty (20) years to allow residents to stay on site during the construction period. Commissioner Arnold asked how the Potrero project compared to other projects that had been successfully completed by Bridge in terms of cost and units. Mr. May stated that the infrastructure of the project was more than a typical project because normally there isn t a large amount of infrastructure for the development of a single asset which required Bridge to look into other financial options to make the project feasible. 10

11 Commissioner Torres asked how the neighborhood barbeque helped as an outreach method. Ms. Weinstein stated that the community barbeque was a part of the master planning process and it was a way to bring the community together to get to know the developer and see the model of the project. Ms. Smith stated the developers would continue to come back on the extensions for the agreements because it was important for the Commission to hear about the milestones reached and show the progress and schedules as the developers move forward. Commissioner Arnold asked what the financial feasibility of the Sunnydale project would be with fewer affordable and market rate housing. Representative of Mercy Housing Ramie Dare stated that the replacement housing would be financed and developed by utilizing the low income tax credit program. She stated that it enabled the developers to leverage the financing source to pay for the development. Public Comment Joyce Armstrong; asked for Bridge to be receptive of the new leadership at Potrero Terrace and Potrero Annex. She asked that when they hire residents to hire outside of just one household. She asked that that the developers also be in close communication with PHTA Larry Jones; Junior Community Builder, spoke in support of Mercy Housing and asked for there to be continued programs in place to help with the mental and physical issues affecting the residents Neola Gans; expressed concerns that the resident leaders have not been involved with the process and asked that they keep the leaders in mind with regards to having a resident council office. Commissioner Torres asked for the developers to come and address the resident leadership issues brought up. Ms. Weinstein stated that she had met with the graduates of the HOPE SF leadership academy and the newly elected council members at Potrero Terrace and Potrero Annex. She stated that in regards to resident hiring there was only one household in which the husband and wife were hired as community health leaders and that other hires were spread out throughout the community. Commissioner Torres recommended that extra steps be taken with resident leaders and advocates to ensure that everyone was in consistent and constant communication. Ms. Armstrong stated that PHTA was in support of HOPE SF and has donated funds to the HOPE SF leadership academy and should be involved with any steps taken in the community development process. Motion: Motion to approve Action item 1 First: Commissioner Arnold Second: Commissioner Fong All approved Motion: Motion to approve Action item 2 First: Commissioner Fong 11

12 Second: Commissioner Yamasaki All approved 3) [Resolution authorizing the acting Executive Director to amend the contract to add an additional $100,000 not to exceed $150,000 with the law firm Zanghi Torres Arshawsky LLP for services in the specialized area of unlawful detainers.] Presented by: Linda Martin-Mason; Ombudsman Commissioner Arnold asked where the additional funds came from to pay for the services. Ms. Navarro stated that the legal expenses were reviewed across the board and the revised budget being brought before the Board had the funding and revisions for the legal expenses. Commissioner Yamasaki asked if the funding was contingent upon the Board approving the revised budget. Ms. Navarro stated that it was. She asked to consult with technical assistance and stated that the current approved budget had a total legal budget of $360,000 which could be used to approve the contract. Motion: Motion to Approve Action Item 3 First: Commissioner Arnold Second: Commissioner Yamasaki All approved 4) [Resolution to approve and authorize the Acting Executive Director to execute certain development documents related to Rosa Parks and Rosa Parks II.] Presented by: James Mark, Senior Project Manager Public Comment Don Falk; Executive Director TNDC, gave a brief overview of TNDC and thanked the staff of the Mayor s Office of Housing, San Francisco Housing Authority and TNDC for all their efforts towards the project. Commissioner Arnold stated that he would be voting against the item because of the design of the project. Commissioner Yamasaki asked if the resident concerns were reviewed and responded to. Mr. Mark stated that the concerns were listed in a letter that was translated in three different languages. He stated that they were posted by the manager and handed directly to the residents who had the concerns. Motion: Motion to Approve Action Item 4 First: Commissioner Yamasaki Second: Commissioner Fong VOTE: Commissioner Torres asked for roll to be taken on the item Commissioner Yamasaki: Yes Commissioner Torres: Yes Commissioner Fong: Yes Commissioner Arnold: No 12

13 Motion approved 5) [Resolution authorizing the Acting Executive Director to execute a contract with Golden Eagle Auto Insurance Company for Commercial Automobile Insurance in an amount not to exceed $143,952.00; with United Financial Casualty Company (Progressive) in an amount not to exceed $4,318.60; with RSUI Indemnity Company in an amount not to exceed $50, and with Great American Insurance Company of New York in an amount not to exceed $1, total renewal cost $199, ] Presented by: Phyllis Moore Lewis; Acting Director of Human Resources Commissioner Arnold asked if there were other vehicle insurance cost. Ms. Moore-Lewis stated that this was the only insurance cost. Commissioner Arnold stated that he recalled the vehicle insurance being $400,000 and asked if there were extra funds available to allocate elsewhere with the decrease in cost. Ms. Navarro stated that there wasn t a big difference in the budget and it was in alignment with what was budgeted for insurance. Motion: Motion to Approve Action Item 5 First: Commissioner Yamasaki Second: Commissioner Arnold All approved 6) [Resolution to establish a policy with criteria for Board of Commissioners review and approval of ongoing operating items including operating deficits, over-budget transactions, and other policy matters.] Presented by: Velma Navarro, Deputy Executive Director/ Chief Operating Officer Commissioner Torres thanked Ms. Smith and Ms. Navarro for bringing the item before the Board. Motion: Motion to Approve Action Item 6 First: Commissioner Arnold Second: Commissioner Fong All approved 7) [Fiscal Year 2014 San Francisco Housing Authority Operating Budget- Revision.]Presented by: Velma Navarro, Deputy Executive Director/ Chief Operating Officer Commissioner Arnold asked if the revised 2014 budget did not include the $2.8 million from 2013 but included the 2014 total of $3.7 million. Ms. Navarro stated that he was correct. Commissioner Arnold asked for clarification on the salaries and fringe benefits. Ms. Navarro stated that the fringe line item had a change because there were some fringe benefits related to retired employees that were classified under the Central Office Cost Center (COCC) but could be tied to properties and the Section 8 program. She stated that based on accounting 13

14 regulations, if benefits could be tied to the properties they could be allocated there as well and the technical assistance recommended a reclassification among programs for fringe. Commissioner Arnold thanked Ms. Navarro and the Deloitte team for their hard work. He asked what the plan was being that the public housing actuals for 2013 showed a large deficit. Ms. Navarro reported that the revenues were recorded on the full accrual basis and all revenue received and expenses incurred were recognized. She stated that the Authority anticipated reducing the fee for service expense which would help with the deficit. Ms. Navarro stated that there was also an opportunity for the Authority to defer utility expenses paid to the PUC over a four year agreement. Commissioner Arnold asked that staff show the revenue in the detailed AMP budget. Commissioner Yamasaki recommended that the Board see the budget implications of the date being given from each of the reporting units. Ms. Navarro stated that she agreed and informed the Board that the Acting Executive Director had already created a routing slip that would require both herself and the accounting manager to sign off that the budget was approved. Commissioner Arnold asked if the revised budget would become the main budget or if the previously approved budget would be used as well. Ms. Navarro recommended that if the budget was approved it be the main budget used. Special Legal Counsel Dianne McLean stated that the language was not in the resolution and recommended that it be changed. Public Comment Theresa Lee; requested that the budget be made public and accessible to the employees in the public folders and the residents on the Authority s website Motion: Motion to Approve Action Item 7 as amended First: Commissioner Arnold Second: Commissioner Yamasaki All approved 8) [Resolution to approve a salary adjustment to the Acting Executive Director of the Housing Authority of the City and County and San Francisco, increasing the salary to one hundred and seventy thousand dollars ($170,000) based upon a performance evaluation.] Presented by Joaquin Torres, President, Board of Commissioners Commissioner Torres thanked Ms. Smith for her leadership and read from her overall performance appraisal. Commissioner Arnold thanked Ms. Smith for her leadership and all that she had done to get the Authority out of a deficit. Commissioner Yamasaki stated that Ms. Smith had brought a level of confidence 14

15 back into the organization and stated that the resolution was well deserved and a long time coming. Commissioner Fong thanked Ms. Smith for taking and doing a job that no one would have taken at the time. Ms. Smith stated that she couldn t have done it without the Commission, the residents, the staff, resident leadership and all of the support from other City departments. She stated that it was an incredible opportunity for her and a challenge but it has been very rewarding to see progress being made and working with everyone. Public Comment Joyce Armstrong; stated that she agreed with Commissioner Torres Neola Gans; stated that the resolution was well deserved and she was proud of Ms. Smith Motion: Motion to Approve Action Item 8 First: Commissioner Yamasaki Second: Commissioner Fong All approved Item 11: Commissioner s Comment and Report None Item 12: Adjournment Meeting Adjourned at 7:58PM 15

16 4. General Communications 5. President s Report 6. Executive Director s Report Public Housing Operations Performance Monthly Update Customers Service Plan, Presented by: Linda Martin-Mason, Ombudsman Update on Declaration of Emergency for Repairs- Maintenance Backlog Reduction Plan Update on Stop Loss Corrective Action plan Update on Public Housing Agency Recovery & Sustainability Agreement and Action Plan 16

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52 7. Tenant representative report: a. City Wide Council - senior/disabled ( CCSD ) b. Public Housing Tenants Association ( PHTA ) 8. Committee Reports a. Personnel and Finance Committee b. Diversity Committee 9. General Public Comment: limited minutes Note: This portion of the agenda is not intended for debate or discussion with the Board or staff. Please simply state your business or the matter you wish the Board or staff to be aware of. It is not appropriate for the Board to engage in a debate or respond on issues not properly set in a publicly noticed meeting agenda. If you have questions or would like to bring a matter to the Board s attention, please contact the San Francisco Housing Authority at aghoa@sfha.org. 10. Regular Agenda: Public comment will be taken after staff presentation as a whole on all Agenda Items. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter. a. Action Items 1) [Write-Off of Vacated Accounts Receivable in the Amount of $480, for the Fiscal Year Ended September 30, 2013] 2) [Authorizing The Acting Executive Director To Enter Into Modification #1 To Increase The Contract Amounts For Two Environmental Consulting Contracts With Sca Environmental, Inc. And Benchmark Environmental Consultants For Asbestos, Lead And Mold And Add Funds In An Amount Of $40,000 Each, And To Exercise The Contract Option To Extend The Contract Term For An Additional One Year Period] 3) [Authorizing The Acting Executive Director To Enter Into A Contract With Ascent Elevator Services, Inc. For Elevator Repairs And Maintenance Service At Amp 972, Ping Yuen Family Development For The Amount Of $435,000.00] 52

53 4) [Authorizing the Acting Executive Director to amend the Authority s payment standards for the Housing Choice Voucher program as recommended to ensure that the payment standards remain within the required range of the new Fair Market Rents (FMR) (at least 90 percent of the new FMR and not more than 110 percent of the new FMR) AND to help voucher holders find units and current participants to continue to afford the units they have selected.] 53

54 AGENDA SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS Agenda Category: Agenda Title: Presented By: Action Item Finance Department Resolution Approving the Write-Off of Vacated Tenant Accounts Receivable in the Amount of $480, for the Fiscal Year Ended September 30, 2013 Virgilio E. Chua Accounting Manager SUMMARY: The San Francisco Housing Authority Board of Commissioners is requested to authorize the write-off of tenant accounts receivable (TARs) totaling $480, for the fiscal year period of October 1, 2012 to September 30, The amount represents uncollectible account balances owed by 196 former tenants who have vacated or abandoned their units, been evicted, or died. On September 26, 2013, the board amended the San Francisco Housing Authority s write-off policy to limit TAR write-off to vacated accounts only. The total TAR amount of $480, recommended for write-off does not include accounts from active tenants. Moreover, in compliance with HUD Financial Management Handbook REV Chapter 6 Section 6-2 (d)(2), SFHA reviews its TARs and identifies vacated accounts for write-off with no collection activities. These account balances are not deleted from our books but are maintained in separate ledgers for tracking purposes. Writing off such accounts does not preclude the SFHA from pursuing collection actions against these former tenants. Efforts to collect these outstanding accounts continues to be a priority of the SFHA. Currently, the SFHA is working on identifying a collection agency for assistance in collecting these bad debts, including the City s Bureau of Delinquent Revenue. Moreover, individuals who vacate without paying off their delinquent accounts are reported to the credit agencies and are not qualified to receive public housing assistance in the future as long as balances are outstanding. [Continued on Page 2] Attachments: Resolution A copy of any attached documents is available at the clerk s desk. DEPARTMENT S REQUESTED ACTION: Staff recommends adoption of this Resolution ACTING EXECUTIVE DIRECTOR S RECOMMENDATION: I concur with staff recommendation Action Item No.: 1 Date: November 14,

55 November 14, 2013 Page 2 The objective of writing off $480, in vacated TARs is to follow generally accepted accounting principles (GAAP) for fiscal year-end financial statement purposes, comply with HUD guidelines in recording tenant accounts receivable and accurately reflect TAR balances. The conservative presentation of TARs in our books is essential in order to increase the Public Housing Assessment System (PHAS) score. This PHAS indicator improves if the TAR balance shown in the books reflects its correct realizable value. The actual amount of Collection Losses of $480, for fiscal year 2013 is $1,003, or 68% less than fiscal year 2012 s write-off of $1,483,680. Funding for this write-off is available in the Low-Income Operating Program Budget. 55

56 RESOLUTION NO: ADOPTED: November 14th, 2013 RESOLUTION APPROVING THE WRITE-OFF OF VACATED TENANT ACCOUNTS RECEIVABLE IN THE AMOUNT OF $480, FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2013 WHEREAS, HUD Financial Management Handbook REV Chapter 6 Section 6-2 (d)(2), details procedures on the write-off of vacated TARs and the San Francisco Housing Authority is in compliance with those procedures and is following generally accepted accounting principles for year-end recording and financial reporting purposes; and WHEREAS, the HUD Handbook requires that any write-off of TARs must be approved by the Board of Commissioners or by a designated official to whom such authority has been delegated by the Board of Commissioners; and WHEREAS, the Board of Commissioners is authorized by Resolution No. 2784, dated February 27, 1986, to write-off vacated tenant accounts; and WHEREAS, the Authority analyzed the collectability of these TARs and had exhausted all collection efforts; and WHEREAS, the write-off of these TARs is in compliance with Authority s revised write-off policy approved by the Board of Commissioners on September 26, NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT: 1. The vacated TARs approved for write-off for the fiscal year ended September 30, 2013 is $480, The resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: Dianne Jackson McLean, Goldfarb & Lipman LLP, Special Legal Counsel Date: REVIEWED BY: Barbara T. Smith, Acting Executive Director Date: 56

57 AGENDA SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS Agenda Category: Agenda Title: Presented By: Action Item - Housing Development & Modernization Department AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO MODIFICATION #1 TO INCREASE THE CONTRACT AMOUNTS FOR TWO ENVIRONMENTAL CONSULTING CONTRACTS WITH SCA ENVIRONMENTAL, INC. AND BENCHMARK ENVIRONMENTAL CONSULTANTS FOR ASBESTOS, LEAD AND MOLD AND ADD FUNDS IN AN AMOUNT OF $40,000 EACH, AND TO EXERCISE THE CONTRACT OPTION TO EXTEND THE CONTRACT TERM FOR AN ADDITIONAL ONE YEAR PERIOD. James Mark, HD & MOD Senior Project Manager BACKGROUND These Resolutions will authorize the Acting Executive Director to modify the two existing environmental consulting contracts by adding an additional $40,000 to each contract, and to extend the contract term for an additional year, pursuant to the terms of the original contracts. These contracts are l for hazardous material consulting on an as-needed basis for all housing developments. The proposed two actions s will provide continuous asbestos and lead based paint consultation and construction oversight as required by HUD, CALOSHA and City regulations for capital improvements from the 2013 and 2014 Capital Fund Programs, maintenance support and grant funds. The existing two Contracts #01113 and #01112 dated December 6, 2010 (the "Contracts") will expire December 6, 2013 after successful completion of their present task assignments. The Contracts were originally for a term of two years. The Authority previously extended the term of the Contracts for an additional year period. The Contracts provide for a further extension of the contract period for an additional year period. The two consultants, SCA ENVIRONMENTAL and Benchmark, both provided satisfactory consulting services. [Continued on Page 2] Attachment: Resolutions A copy of any attached documents is available at the clerk s desk. DEPARTMENT S REQUESTED ACTION: Staff recommends adoption of this Resolution ACTING EXECUTIVE DIRECTOR S RECOMMENDATION: I concur with staff recommendation Action Item No.: 2 Date: November 14,

58 ANALYSIS The FY2014 Capital Funds Program includes numerous planned construction projects that may require hazardous material consultation services. A sample of the planned capital work over for the next year includes fire alarm system replacements, plumbing and electrical repairs, soil and mold investigation, vacate clearances, etc., HUD Risk Assessments, lead based paint stabilization and Health Department responses. The Authority recommends having these specialized knowledgeable consultants for continuous situations that may arise. Consultants typical detailed tasks assignments will include: 1. Provide specialized field soil, water and suspected hazardous materials testing, assist in resident and worker complaints, provide building risk assessments, evaluations and provide written reports. 2. Develop recommendations, alternatives, specifications and cost estimates to provide corrective actions to maintain a safe work environment. 3. Prepare comprehensive construction documents for public bidding. 4. Monitor the construction and review contractor s submittals. 5. Provide asbestos, lead and blood borne pathogen awareness training for in-house workers, property managers and Modernization staff. 6. Provide an analysis and recommendation of any hazardous materials encountered such as mold, lead, asbestos and PCB s. 7. Assist with clarifications during the bid process, evaluation of bids received, contract award and pre-construction phases, and 8. Assist the Authority's staff during the construction phase by providing review of proposed contract changes, unforeseen hidden conditions, performing periodic site inspections, conducting clearances and provide knowledgeable assistance at meetings. PROCUREMENT The procurement process for these two Contracts met the procurement standards of 24 CFR Procurement, HUD Handbook REV 2, Procurement Handbook for Public Housing Agencies and Indian Housing Authorities, San Francisco Housing Authority Procurement Policy and Procurement Procedures Manual and the State of California and local laws. The initial Solicitation # RFP-023 was issued on June 1, 2010 and was awarded to two highest ranked consulting firms. By their past scoring and ranking, the past evaluation panel determined that SCA Environmental, Inc. (SCA) and Benchmark Environmental Engineering ("Benchmark") were the top-rated firms because they both have significant prior experience with the Authority. Neither firm is listed on the Federal Excluded Parties List. The Contracts include the right to extent the term of the Contracts for an additional one year period with a three year maximum number of extensions. The contract term of the Contracts was previously extended until December 6, The Resolutions are requesting first to increase the amount of Contract Number and Contract Number by $40,000 each and 2) to extend the term of the Contracts for an additional one year term pursuant to the terms of the original Contracts. 58

59 4. Schedule of Performance: The services of the Consultant shall commence immediately upon full execution of this agreement and receipt of the Notice to Proceed. This Agreement shall terminate two years from the date the Agreement first entered into, or the total time of this Contract shall be for 2-years with a bilateral right by the Local Authority to exercise its option to extend the contract duration. If exercised, the option will add 1 additional year to the contract time for a 3 year maximum number of extensions. MBE/WBE STATUS SCA and Benchmark are both MBE/WBE business enterprises. Both firms have a diverse workforce and had provided an Affirmative Action Acknowledgement form that meets the requirements of Executive Order BUDGET CONSIDERATIONS Funding for these planned modifications is immediately available within the FY2013 Capital Fund Program. The service term for these contracts will be for the Authority s fiscal years 2013 and RESIDENT EMPLOYMENT SCA and Benchmark consulting firms will continue in good faith to hire public housing residents to meet the 25% requirement established by Commission Resolution No for nonconstruction contracts that exceed $50,

60 RESOLUTION NO.: DATE ADOPTED: November 14 th, 2013 AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO (1) ENTER INTO MODIFICATION #1 TO INCREASE THE CONTRACT AMOUNT BY $40,000, AND (2) TO EXERCISE THE OPTION TO EXTEND THE TIME FOR AN ENVIRONMENTAL CONSULTING CONTRACT WITH SCA ENVIRONMENTAL FOR ASBESTOS, LEAD AND MOLD WHEREAS, the San Francisco Housing Authority (Authority) requires continuous hazardous material consultant who can provide asbestos, lead and mold consultant services on an as-needed, task assignment basis; and WHEREAS, the Authority has a present Contract #01113 dated December 6, 2010 (the "Contract") that is about to expire December 6, 2013 after successful completion of their present task assignments; and WHEREAS, SCA Environmental, Inc. ("SCA") provided satisfactory consulting services; WHEREAS, the Authority desires to provide additional funding to the Contract, and to exercise the option to extend the Contract as specified in the Item 4 of such said Contract; and WHEREAS, the Authority has programmed capital work funded with the FY 2013 and FY 2014 Capital Fund Programs which will require hazardous material consultant services; and WHEREAS, SCA was selected through past Request for Proposal (RFP) process under Solicitation # RFP-023, as the most qualified firms for this consulting work; and WHEREAS, funding is available within the FY 2013 Capital Fund Program budget; and WHEREAS, the procurement process for this contract meets the procurement standards of 24 CFR Procurement, HUD Handbook REV 2 Procurement Handbook for Public Housing Agencies and Indian Housing Authorities, San Francisco Housing Authority Procurement Policy and Procurement Procedures Manual and the State of California and local laws. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO, THAT: 1. The above recitals are true and correct, and together with the staff report, form the basis for the Board of Commissioners' actions as set forth in this Resolution. 2. The Acting Executive Director is authorized enter into Modification #1 to the Contract to add funds in an amount of $40,000 to the Contract from 2013 Capital Fund Program.

61 3. The Acting Executive Director is authorized to extend the Contract for an additional one year period. 4. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: Dianne Jackson McLean, Goldfarb & Lipman LLP Special Legal Counsel Date: Barbara T. Smith, Acting Executive Director Date: 61

62 RESOLUTION NO.: DATE ADOPTED: November 14 th, 2013 AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO (1) ENTER INTO MODIFICATION #1 TO INCREASE THE CONTRACT AMOUNT BY $40,000, AND (2) TO EXERCISE THE OPTION TO EXTEND THE TIME FOR AN ENVIRONMENTAL CONSULTING CONTRACT WITH BENCHMARK ENVIRONMENTAL ENGINEERING FOR ASBESTOS, LEAD AND MOLD WHEREAS, the San Francisco Housing Authority (Authority) requires continuous hazardous material consultant who can provide asbestos, lead and mold consultant services on an asneeded, task assignment basis; and WHEREAS, the Authority has a present Contract #01112 with Benchmark Environmental dated December 6, 2010 (the "Contract") that is about to expire on December 6, 2013 after successful completion of their present task assignments; and WHEREAS, Benchmark Environmental Engineering ("Benchmark") provided satisfactory consulting services; WHEREAS, the Authority desires to provide additional funding to the Contract, and to exercise the option to extend this Contract as specified in the Item 4 of such said Contract; and WHEREAS, the Authority has programmed capital work funded with the FY 2013 and FY 2014 Capital Fund Programs which will require hazardous material consultant services; and WHEREAS, Benchmark was selected through past Request for Proposal (RFP) process under Solicitation # RFP-023, as the most qualified firms for this consulting work; and WHEREAS, funding is available within the FY 2013 Capital Fund Program budget; and WHEREAS, the procurement process for this contract meets the procurement standards of 24 CFR Procurement, HUD Handbook REV 2 Procurement Handbook for Public Housing Agencies and Indian Housing Authorities, San Francisco Housing Authority Procurement Policy and Procurement Procedures Manual and the State of California and local laws. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO, THAT: 1. The above recitals are true and correct, and together with the staff report, form the basis for the Board of Commissioners' actions as set forth in this Resolution. 62

63 2. The Acting Executive Director is authorized to enter into Modification #1 to the Contract to add funds in an amount of $40,000 to the Contract from 2013 Capital Fund Program. 3. The Acting Executive Director is authorized to extend the Contract for an additional one year period. 4. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: Dianne Jackson McLean, Goldfarb & Lipman LLP Special Legal Counsel Date: Barbara T. Smith, Acting Executive Director Date: 63

64 AGENDA SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS Agenda Category: Agenda Title: Presented By: Action Item Housing Development and Modernization Department Authorizing the Acting Executive Director to enter into a Contract With Ascent Elevator Services, Inc. for Elevator Repairs and Maintenance Service at AMP 972, Ping Yuen Family Development for the amount of $435, Simon Chu, Project Manager SUMMARY: The Ping Yuen family development was constructed in 1952 along Pacific Avenue from Columbus Avenue to Powell Street. It has four seven story tall concrete buildings with 234 apartments for public housing families. Each building has an elevator serving tenants at units at all floors. The four buildings are served with only one elevator each. One (1) overhead traction elevator was installed at each of the four locations in The elevators were replaced in 1992; however, after all these years, without any major renovation work being performed, all four elevators are showing signs of obsolescence. SFHA has been experiencing repeated repair calls for breakdowns that leave residents with no service and cause major inconvenience, especially to the elderly and disabled tenants. The Authority contracted with an independent consultant to survey and review the condition of the elevators to respond to these problems, determine the estimated remaining useful life and provide recommendations for the eventual modernization of the elevator equipment and all related electrical, mechanical and fire/life safety sub-systems. [Continued on Page 2] Attachment 1: Resolution Attachment 2: Grant between the San Francisco Housing Authority (SFHA) and the City and County of San Francisco (CCSF) A copy of any attached documents is available at the clerk s desk. DEPARTMENT S REQUESTED ACTION: Staff recommends adoption of this Resolution ACTING EXECUTIVE DIRECTOR S RECOMMENDATION: I concur with staff recommendation Action Item No.: 3 Date: November 14,

65 November 14, 2013 Page 2 The report concluded that the ride quality and door operating mechanisms are in very poor condition. When the doors malfunction, residents are frequently unable to access the elevators and have at times been trapped inside until emergency service is able to open them. To ensure reliable and safe service for the building s residents, a selective upgrade, especially to the doors of these elevators, will improve the usability and safety of these elevators within the current budget. The general scope of work associated with this project is: 1. A complete door operating equipment package for each elevator: New closed-loop New microprocessor controlled door operators All new door hardware install on the car and at each landing New door tracks Hangers Hanger covers Door rollers Hoistway door locks Car gate switches Clutches Restrictors Electronic door detectors New door grids install on existing car and hoistway (landing) doors 2. Replace the existing patterned stainless steel car doors with new santex finish stainless steel doors and equipping them with new appropriate hardware Replace the existing painted hoistway doors with new santex finish stainless steel doors. The existing nickel-silver car and hoistway sills would be retained and thoroughly cleaned Replace damaged car sill at 895 Pacific The existing painted hoistway door frames would be stripped, re-painted and install new Braille plates 3. Install new ADA/CA title 24 Vandal resistant car and hall button stations Install new car direction lanterns and Hall position indicators Replace missing cab handrails and damaged toe guards Install new stainless steel ceiling and cab light fixture. 4. Upgrade hall and car signals fixtures. 5. Install new cab interior finishes, 6. Install new cab interior ceilings, 7. Install new cab interior lighting. 8. Provide two years of maintenance services, including mandated inspections and emergency repairs 65

66 Housing Development and Modernization Department (HD & Mod) developed the Invitation for Bid documents, Plans, and Specifications based on master procurement documents furnished by the Procurement Department (Procurement) and construction documents (drawings and technical specifications) furnished by the Authority s architectural consultant. The documents were reviewed and approved by Procurement prior to the start of the bid process. The Authority issued Solicitation No IFB-0018 on August 16, 2013 following review and approval of the solicitation by Procurement. The procurement process for the action covered by this resolution meets the procurement standards of 24 CFR Procurement, HUD Handbook REV 2, Procurement Handbook for Public Housing Agencies and Indian Housing Authorities, the San Francisco Housing Authority Procurement Policy Manual and Procurement Policy, and the State of California, and local laws. The Invitation for Bid advertisement refers potential bidders to where the Plans and Specifications are available for free viewing and downloading. The Authority also advertised for bidders and outreached to potential bidders as follows: Past Bidders List and Contractors Blue Book: The Authority ed. Faxed, or mailed its invitation for bid advertisement to Two Hundred and Ten (210) individual contractors from the Authority s Past Bidders List and the Contractors Blue Book. HRC: The Authority ed, faxed or mailed its Invitation for Bid advertisement to Eighty (80) local Business Enterprise (LBE) contractors listed by the San Francisco Human Rights Commission. Labor Union: The Authority faxed and ed its Invitation for Bid Documents, Plans & Specifications to the San Francisco Building Trade Council. Newspapers: The Authority publicly advertised its Invitation for Bid advertisement in the following newspapers. Daily Pacific Builder (trade publication), San Francisco Bay View (African American community), World Journal (Asian American community), Korean Daily (Asian American community), Additional Newspapers: The Authority ed its Invitation for Bid advertisement to the San Francisco Board of Supervisors office who placed the advertisement in the following community newspapers: El Latino (Hispanic American community), El Reportero (Hispanic American community), Sing Tao Newspaper (Chinese American community), Chinese Times (Chinese American community), San Francisco Bay Times (Lesbian/Gay/Bi-sexual/Transgender community), and San Francisco Spectrum (Lesbian/Gay/Bi-sexual/Transgender community). 66

67 Public Agency Websites: The Authority ed its invitation for Bid advertisement to the following agencies who placed the advertisement in their website bulletin boards: City and County of San Francisco (City Purchasing Department), California State Contracts Register (Office of Small Business Certification and Recourses), Small Business Administration s PRO-Net (Office of Government Contracting & Minority Enterprise Development), U.S. Department of Commerce s BIDNET (Minority Business Development Agency), NAACP San Francisco and San Jose (National Association for Advancement), and Asian Business League of San Francisco. Builders Exchanges: The Authority notified the following Builders Exchanges, where the documents are available to Contractors to view at no charge: San Francisco Builders Exchange, Peninsula Builders Exchange, Builders Exchange of Alameda County, Santa Clara Builders Exchange, Contra Costa Builders Exchange, BV2HP Builders Exchange, MECA Builders Exchange (member base composed of small DBE, M/WBE firms), Marin Builders Exchange, Construction Data Plan Room. On the closing date for the solicitation, September 5, 2013, the Authority received bids from two (2) contractors. The bid documents were publicly opened and read aloud. The submittal documents were reviewed by HD&MOD and forwarded to Procurement for review and approval to prepare this resolution. The Contractors bids are as follows: RESPONSIVE BID PROPOSALS Bidder Bid Proposal 25% Resident Hiring Total MBE/WBE Number of subcontractor and suppliers Subcontractor MBW/WBE ThyssenKrupp Elevator $ 499, Yes 3% 1 100% Ascent Elevator Service $ 435, Yes 20% 2 100% 67

68 The lowest, responsive, and responsible bidder is Ascent Elevator Service, Inc. (AES). AES is 22% lower than the construction cost estimate developed by the Authority s consultant. Its bid is considered reasonable and acceptable and upon request, AES reviewed its bid and informed Procurement that it stood by the bid. AES has done similar works in the Bay Area and their work is confirmed to be in good quality. A debarment check was made with the California Department of Industrial Relationship and California Contractors State License Board. Additional and AES is not debarred from Federal Procurement and Non-Procurement work. AES will provide a two-year guarantee for materials and workmanship in compliance with the authority standards. Resident Hiring: AES is pursuing one (1) new labor/apprentice position to meet resident hiring contract requirements. AES has initiated contact with SFHA for resident hiring referrals. LBE/MBE/WBE: AES is not a small business firm and has successfully contracted 20 percent of the work to MBE/WME firms. Therefore, the total MBE/WBE participation is 20 percent. Budget Consideration: The Elevator Repairs and Maintenance Service Contract will be funded with a grant from the City and County of San Francisco. 68

69 ATTACHMENT 1 69

70 RESOLUTION NO: ADOPTED: November 14, 2013 AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO A CONTRACT WITH ASCENT ELEVATOR SERVICES, INC. FOR ELEVATOR REPAIRS AND MAINTENANCE SERVICE AT AMP 972, PING YUEN FAMILY DEVELOPMENT FOR THE AMOUNT OF $435, WHEREAS, The San Francisco Housing Authority ( the Authority ) publicly advertised Solicitation No IFB-0018 for the Existing Elevator Repair and Elevator Preventive Maintenance Service Project at Ping Yuen Housing Development; and WHEREAS, Ascent Elevator Service, Inc. submitted the lowest responsive and responsible bid of $435, for the Existing Elevator Repair and Elevator Preventive Maintenance Project at CAL 1-15, Ping Yuen Housing Development; and WHEREAS, this service is necessary to ensure reliable and safe elevator service to the residents and to preserve the Authority s real property assets; and WHEREAS, funding is available through the City and County of San Francisco; and WHEREAS, the procurement process for those actions covered by this resolution meet the procurement standards of 24 CFR Procurement, HUD Handbook REV 2, Procurement Handbook for Public Housing Agencies and Indian Housing Authorities, the San Francisco Housing Authority Procurement Policy and Procurement Procedures Manual and State of California and local laws; and WHEREAS, all additional relevant documents submitted by the low bidder have been reviewed and found to be in order; and WHEREAS, Ascent Elevator Service, Inc. will meet the Resident Hiring Requirements. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT: 1. The above recitals are true and correct, and together with the staff report, form the basis for the Board of Commissioners' actions as set forth in this Resolution. 2. The Acting Executive Director is hereby authorized to enter into a contract with Ascent Elevator Services, Inc. for the Existing Elevator Repair and Elevator Preventive 70

71 Maintenance Service Project at Ping Yuen Housing Development for the amount of $435, This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: Dianne Jackson McLean Goldfarb & Lipman LLP Special Legal Counsel Date: Barbara T. Smith Acting Executive Director Date: 71

72 ATTACHMENT 2 72

73 73

74 74