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HomeMy WebLinkAboutApril 24, 2007 CITY OF COLUMBIA HEIGHTS 590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit Our Website at: www.ci.columbia-heights.mn.us AGENDA HOUSING & REDEVELOPMENT AUTHORITY April 24, 2007 7:00 P.M. PARKVIEW VILLA, COMMUNITY ROOM B, 965 40TH AVE., COLUMBIA HEIGHTS, MN 1. Call to Order 2. Roll Call Tammera Diehm, Chair Bobby Williams, Vice Chair Patricia Jindra, Secretary/Treasurer Bruce Nawrocki Bruce Kelzenberg Dennis Ecklund, Jr. 3. Pledge of Allegiance CONSENT AGENDA 4. Approve minutes of January 23rd and Special Meeting of March 27, 2007 Motion: Move to Approve the Minutes of January 23rd and March 27, 2007. 5. Approve Financial Report and payment of bills for 2007-Resolution 2007-03 Motion: Move to Adopt Resolution 2007-03, a Resolution approving the Financial Report and payment of bills for the months of January, February and March 2007. BUSINESS ITEMS 6. Report of Management Company 7. Resident Council Minutes 8. Citizen Forum* 9. Approve 6th Floor Modernization Bids and Contract Motion: Move to Approve the bids and award the contract for Phase 4 of Parkview Villa North Apartment Modernization Project to Unicorp. For an amount not to exceed $101,400.00; and furthermore, to authorize the Chair and Executive Director to enter into an agreement for the same. 10. HRA Update 11. Other Business The next regular HRA meeting will be Tuesday, May 22, 2007 at Parkview Villa. *At Ihis lime, cilizens have an opportunity to discuss with the HRA items not on the regular agenda. The citizen is requested to limit their comments to five minutes. Please note the public may address the HRA regarding specific agenda items at the time the item is being discussed.) THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER HOUSING & REDEVELOPMENT AUTHORITY REGULAR MEETING MINUTES OF JANUARY 23, 2007 Call to Order - The Regular Meeting of the Columbia Heights Housing & Redevelopment Authority (HRA) was called to order by Chair, Tammera Diehm at 7:33 p.m., January 23, 2007, in the Parkview Villa Community Room B, 965 40th Avenue NE, Columbia Heights, Minnesota OATH OF OFFICE Jindra administered the Oath of Office for Diehm, Kelzenberg, and Ecklund Jr. Roll Call. Tammera Diehm, Bruce Nawrocki, Bobby Williams, Dennis Ecklund Jr., Patricia Jindra, and Bruce Kelzenberg Pledge of Allegiance CONSENT AGENDA ELECTION OF OFFICERS The current officers are Tammera Diehm-Chair, Bobby Williams-Vice Chair and Patricia Jindra-SecretarylTreasurer. Motion by Kelzenberg, second by Ecklund Jr, to nominate the same officers. All ayes. Motion Carried. Approval of Minutes and Financial Report for the months of October, November and December 2006, Resolution 2007-01. Nawrocki stated on the minutes of October 24, 2006 the first page states October and the following pages say April 25, 2006. Diehm directed staff to make the change. Nawrocki stated it looks like on both the north and south buildings net results, there is a reduction in the cash balance carryover, even though the rental income has increased each year. Is this correct. Lindig stated in looking at the cash balance of December 31,2005, which was $82,811 and one year later it was $51,271, which is decrease of $31,540. Keep in mind they did transfer $58,016 out of Parkview Villa North to the Cities investment pool to invest it on behalf of Parkview Villa North. So absent that transfer we actually generated about $27,000 in positive cash flow. Motion by Williams, second by Nawrocki, to approve the Minutes and Adopt Resolution 2007-01, approving the Financial Report for the months of October, November and December 2006. Motion Carried. HRA RESOLUTION 2007-01 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR OCTOBER, NOVEMBER AND DECEMBER OF 2006 AND PAYMENT OF BILLS FOR THE MONTHS OF OCTOBER, NOVEMBER AND DECEMBER OF 2006. Housing & Redevelopment Authority Minutes January 23, 2007 Page 2 of6 WHEREAS, the Columbia Heights Housing and Redevelopment Authority (HRA) is required by Minnesota Statutes Section 469.096, Subd. 9, to prepare a detailed financial statement which shows all receipts and disbursements, their nature, the money on hand, the purposes to which the money on hand is to be applied, the HRA's credits and assets and its outstanding liabilities; and WHEREAS, said Statute also requires the HRA to examine the statement and treasurer's vouchers or bills and if correct, to approve them by resolution and enter the resolution in its records; and WHEREAS, the financial statement for the months of October, November, December of 2006 and the list of bills for the months of October, November, December of 2006 are attached hereto and made a part of this resolution; and WHEREAS, the HRA has examined the financial statement and the list of bills and finds them to be acceptable as to both form and accuracy. NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Housing & Redevelopment Authority that it has examined the attached financial statements and list of bills, which are attached hereto and made a part hereof, and they are found to be correct, as to form and content; and BE IT FURTHER RESOLVED the financial statements are acknowledged and received and the list of bills as presented in writing are approved for payment out of proper funds; and BE IT FURTHER RESOLVED this resolution and attachments are to be made a part of the permanent records of the Columbia Heights Housing & Redevelopment Authority. Passed this 23 day of January, 2007. MOTION BY: Williams SECONDED BY: Nawrocki All Ayes NAYS: None Attest by: BUSINESS ITEMS Report of Management Company Gravemann stated he provided copies of the management report for the past three months and as requested at the last meeting, there is also a breakdown of the costs associated with apartment turns. Diehm asked Gravemann if there was anything exciting that happened over the past few months that he would like to tell them about. Gravemann stated they finished the ih floor modernization and are requesting the fire doors be replaced on tonight's agenda. Ecklund stated the board asked him to talked to the residents about internal move fees and they voted at the resident council meeting to recommend $250 for the first move and $400 thereafter. Nawrocki stated on that particular item he read the sheet and thinks it's a little bit petty to support the position of the management on the cost, some of these costs are already Housing & Redevelopment Authority Minutes January 23, 2007 Page 3 of6 incurred, you don't hire any more or less people in the office, you have the manager and maintenance manager. The point I made at the last meeting was in terms of a new unit. Whether it is somebody moving from someplace else in the building or someone from outside, there is no extra cost, just costs for general wear and tear. If the internal move has anything beyond normal wear and tear that should come out of there damage deposit. The $250 amount previously mentioned would be sort of a compromise and we should act on it. Ecklund stated he and Gravemann have talked about this issue and determined the resident usually knows when they are going to move and would try to clean up their unit before they move. Diehm asked Gravemann how many internal moves they have had in the last year. Gravemann stated he believed it was approximately four. Fehst stated one fault that he finds in Mr. Nawrocki's statement is that the staff is sitting around doing nothing, is that right. Nawrocki stated that was his interpretation, he tries to delight himself and take hits at him, and was glad to see he found something to amuse himself during these meetings. Fehst stated he was sorry. He appreciates what Nawrocki was saying. It is just that there is a cost for everything, government isn't free, and he understood that he doesn't want residents to pay too much, but, maintenance staff here has plenty of stuff to do. Diehm stated we should put this on our next agenda, as that is the normal procedure or we could consider a motion tonight if that is the pleasure of the body. Motion by Nawrocki, second by Jindra, to waive the cost of moving internally as the costs are the same as what they are for someone moving into the building. Upon Vote: Nawrocki-aye, Jindra-aye, Williams-nay, Diehm-nay, Kelzenberg-nay, Ecklund Jr.-nay. Motion fails. Jindra stated when this was first brought up there was one resident moving four times, within a short period of time. Diehm stated the resident council recommendation would make sense. Williams stated he voted against Nawrocki's motion, as he would make a counter motion to go with the recommendation of the resident council. Motion by Williams, second Kelzenberg, to approve the recommendation from the resident council revising the Internal Move Policy to read a maximum of $250 for the first move, and up to $400 for the second. All ayes. Motion Carried. Nawrocki stated he asked at previous meetings to be involved with the screening of the new manager and he wasn't involved. Housing & Redevelopment Authority M inules January 23, 2007 Page 4 of6 Diehm stated Jindra and her were involved with the screening process and they asked questions on how he would react to certain situations, customer service skills, his background with HUD buildings and form processing. Bruce is what you are asking is for Gravemann to tell us a little about himself? Nawrocki stated he would like that. Gravemann stated he has experience with Section 42, low income housing from the ground up, has experience with managing, both with the lease up phase as well as the undertaking of preparing the tax credits for that building. This means, in order for someone to move in under tax credits in section 42, they have to meet certain qualifications, verify income and other qualifications such as home keeping, house cleaning. He had approximately 80 units under section 42, all with senior housing, also managed an additional 142 units of multi family under section 42 as well. Prior to that he was assistant manager for a 500 unit, luxury apartments, rented to whoever qualifies. Nawrocki asked what section 42 was. Gravemann stated it is similar to public housing, but it isn't income based. It is a type of apartment complex where investors will build a community of low income, housing apartment complex, they receive tax credits for 10 years of the loan of the property, but can only rent to individuals that are at or below the area median income, for the number of people in their household. In Minnesota it is called MHFA. Nawrocki asked about the bingo held there. Ecklund stated the resident council started having them report each month at their meeting what funds they receive and where the funds will be donated. Nawrocki stated the 9th floor was also discussed at the last meeting. What is the current status of the water leaks. He was concerned about this as the tenant in the unit below has some sight problems. Gravemann stated the problem has been rectified and any mold abatement issues have been corrected. Diehm stated they could not discuss this further as there may be someone here tonight that is involved. This is something management needs to handle for us privately. If you have any further questions you may want to contact Bob Alsop, the attorney for Parkview. Fehst asked Ecklund if he felt management has handled this issue. Ecklund stated they have. Housing & Redevelopment Authority Minutes Janumy 23, 2007 Page5of6 Resident Council Minutes Jindra asked if there were any questions about the two reports and stated the information about bingo funds was in her minutes. Diehm asked what does the Sunshine Committee do. Jindra stated they provide cards to residents when they go into the hospital. Citizen Forum Ecklund stated he would like to have something put on the next agenda to have someone put a snake down all the drains in the apartments that they haven't already cleaned out. Nawrocki stated he thought we already dealt with this. Terry Bushe stated we did have a problem on the first floor, the pipes were buried behind the sheetrock, which made them hard to find, this was cleaned out, he has been in contact with residents on the first and second floors. When we have unit move outs, he cleans out the drains. He also thanked the residents for there help in reporting any maintenance work needed in their apartment as it is easier to fix the problem before it happens. Fehst stated he wanted to commend Bushe as he has received a lot of good comments from residents about the work that he does. Ecklund asked if the sidewalk could be cleaned off a little better next to the mall as a lot of residents walk over there. Fehst stated he would talk to public works to see what they can do. Fire Door Replacement in North Building Gravemann stated staff consulted the Fire Chief and Building Inspector from the City and it was their recommendation that all fire doors be replaced in the north building, which would bring them up to current fire codes. Staff obtained bids from three companies: K & K Sales in the amount of $18,719.96, Twin City Hardware in the amount of $22,378.99 and Empire Door and Glass in the amount of $30,590.00. All of the bids included installation, removal of debris and cleanup of hallways. The total number of doors to be replaced will be 19; 17 internal doors and 2 external. Staff recommends approval of the bid from K & K Sales in an amount not to exceed $18,719.96. Nawrocki asked if the bid from K & K met the specifications completely. Gravemann stated they meet the state fire codes. Nawrocki stated he didn't see anywhere in the bid that it meets state fire code and what are the specifications of the door. Diehm stated what Nawrocki is asking is that he wants to see the specs for the doors to make sure they are up to code and he isn't seeing that in the packet. Streetar stated we could have the building official and the Fire Chief inspect the doors, which would satisfy this question. Housing & Redevelopment Authority Minutes January 23,2007 Page 6 of6 Nawrocki stated he isn't an expert, he assumes when we go out for a bid we have a spec sheet, a level of quality, are we asking them to meet fire code. For instance, the highest bidders bid states they aren't providing the painting, and staining for the doors. Bushe stated those are items we felt we could do in house. He isn't sure if Nawrocki was concerned for the type of handles on the door, but the handles have to meet a 3 hour burn time. The manufacturer has to meet the State and Federal specifications, they have to go through these tests and then there will be an approved sticker on the door. Dorothy Schafer, Unit 425, asked if they would have the same kind of locks on the sliding doors. Gravemann stated yes the cards would be used. Jindra stated she heard the Schwan's man can just put his hand in front of the door and it opens. Bush stated the main door had an issue and that the door has been repaired. Gravemann stated the repairman said there was something in the mechanism that was malfunctioning, which has been repaired. Motion by Jindra, second by Kelzenberg, to approve the bid from K & K Sales not to exceed $18,719,96, submit to approval by the Fire Chief and Building Inspector, and furthermore; to authorize the Chair and Executive Director to enter into an agreement for the same. All ayes. Motion Carried. Other Business The next regular HRA meeting will be held Tuesday, April 24, 2007 at Parkview Villa. Adiournment Chair, Diehm adjourned the meeting at 8:31 p,m. Respectfully submitted, Cheryl Bakken Recording Secretary H:\HRAMinutes 2007\1-23-2007 HOUSING & REDEVELOPMENT AUTHORITY SPECIAL MEETING MINUTES MARCH 27, 2007 Call to Order/Roll Call Chair, Tammera Diehm called the meeting to order at 6:37 p.m. Present. Tammera Diehm, Bruce Nawrocki, Bobby Williams, Dennis Ecklund Jr., Patricia Jindra, and Bruce Kelzenberg Pledae of Alleaiance Nawrocki stated for special meetings he would like it noted that it is a courtesy to contact members to see when is the best time for them to come to a special meeting. Business Item Resolution 2007.02. 2007 Manaaement Assessment for Public Housinf;! Aaencies Todd Klein, Walker ElderCare stated what you have before you is a resolution approving the MASS form which is required to HUD every two years. This form includes vacancy rates, unit turn over times, rent collected, work orders and annual inspections of units. It must be approved by Resolution and a hard copy sent to the local field office. It must a/so be submitted to HUD electronically by the Executive Director for the REAC System. Nawrocki stated he noticed the document was due February 28th. Klein stated by the time they received the notice that we missed the submittal date, the HRA meeting was already over and HUD has said that we may have a 1% penalty for a late submittal. Streetar stated he talked to Lucy Beckwell at HUD who stated we could approve it tonight, submit it and we would not be penalized. Eck/und Jr. asked how the work order calendar days works. Klein stated it is for a two year period, assuming an average of two and one half days for each workorder. Jindra stated on page 4, line item S111 00 the total number of evictions, isn't filled in. Diehm stated there hasn't been any so she recommended staff fill that line item in with a no before submitting it. Motion by Kelzenberg, second by Jindra, to Adopt Resolution 2007-02, a Resolution of the Columbia Heights Housing & Redevelopment Authority confirming approval of the management Assessment for Public Housing Agencies Certification for 2007, with the amendment to page 4, line S111 00 as listed above; and furthermore to direct the Executive Director to forward same to the U.S. Department of Housing and Urban Development. All ayes. Motion Carried. HRA RESOLUTION 2007-02 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY CONFIRMING APPROVAL OF THE MANAGEMENT ASSESSMENT FOR PUBLIC HOUSING AGENCIES CERTIFICATION FOR 2007. WHEREAS, The Department of the Housing and Urban Development requires that Public Housing Agencies submit the Management Assessment for Public Housing Certification for 2007; and Housiug & Redevelopment Authority Minutes March 27, 2007 Page 2 of2 WHEREAS, such Certification also requires the formal approval of the Board ofCommissioncrs; NOW THEREFORE BE IT RESOLVED by the Board ofCommissioncrs of the Columbia Heights I-lousing & Redevelopment Authority that the attached the Management Assessment for Public I-lousing Certification for 2007 and the neccssary attachments are hereby approved. ADOPTED THIS 27th day of March 2007_ MOTION BY: Kelzenberg SECONDED BY: Jindra All Ayes Adiournment Motion by Williams, second by Ecklund Jr., to adjourn the meeting at 6:46 p.m_ All ayes. Motion Carried. Respectfully submitted, Cheryl Bakken Recording Secretary H:\HRAMinutes 2007\3-27-2007 Spec. COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) Meeting of: April 24, 2007 AGENDA SECTION: Consent Agenda ORIGINATING EXECUTIVE NO: 5 DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Financial Report and Payment of Bills BY: Bob Lindig BY: DATE: Aoril16, 2007 BACKGROUND: The bound Financial Report for the months of January, February and March 2007 draft Resolution 2007-03 is attached for review. RECOMMENDATION: Staff will be available to answer specific questions. If the report is satisfactorily complete, we recommend the Board take affirmative action to receive the Financial Report and approve the payment of bills. RECOMMENDED MOTION: Move to approve Resolution 2007-03, Resolution of the Columbia Heights Housing and Redevelopment Authority (HRA) approving the Financial Statement and Payment of Bills for the months of January, February and March 2007. HRA ACTION: H:\HRAConsent2007\January,February,March Fin Rep 2007 HRA RESOLUTION 2007-03 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR JANUARY FEBRUARY AND MARCH OF 2007 AND PAYMENT OF BILLS FOR THE MONTHS OF JANUARY, FEBRUARY AND MARCH OF 2007. WHEREAS, the Columbia Heights Housing and Redevelopment Authority (HRA) is required by Minnesota Statutes Section 469.096, Subd. 9, to prepare a detailed financial statement which shows all receipts and disbursements, their nature, the money on hand, the purposes to which the money on hand is to be applied, the HRA's credits and assets and its outstanding liabilities; and WHEREAS, said Statute also requires the HRA to examine the statement and treasurer's vouchers or bills and if correct, to approve them by resolution and enter the resolution in its records; and WHEREAS, the financial statement for the months of January, February and March of 2007 and the list of bills for the months of January, February, and March of 2007 are attached hereto and made a part of this resolution; and WHEREAS, the HRA has examined the financial statement and the list of bills and finds them to be acceptable as to both form and accuracy. NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Housing & Redevelopment Authority that it has examined the attached financial statements and list of bills, which are attached hereto and made a part hereof, and they are found to be correct, as to form and content; and BE IT FURTHER RESOLVED the financial statements are acknowledged and received and the list of bills as presented in writing are approved for payment out of proper funds; and BE IT FURTHER RESOLVED this resolution and attachments are to be made a part of the permanent records of the Columbia Heights Housing & Redevelopment Authority. Passed this _ day of ,2007. MOTION BY: SECONDED BY: AYES: NAYS: Chair- Tammera Diehm Attest by: Cheryl Bakken, Assistant Secretary H:\Resolulions2007\HRA2007 -03 Date: TO: FROM: RE: February 16,2007 Cher Nick Gravemann, Housing Manager January 2007 Management Report for Parkview Villa Parkview Villa There were 7 police calls for the month of January, 3 for medical, 1 tire, 1 animal complaint, 1 Property damage, and 1 civil dispute. WArT LIST 15 applicants for Parkview Villa North (resident C.H.) 17 applicants for Parkview Villa North (employed in C.H.) 61 applicants for Parkview Villa NOlih (non-resident) 05 applicants for Parkview Villa South (resident C.B.) 20 applicants for Parkview Villa South (non-resident) 01 applicants for Parkview Villa South 2BR (resident) 01 applicants for Parkview Villa South 2BR (non-resident) Occupancy (please note this is current) North is 101 out of 101 South is 45 out of 45 Move outs: 408-1 bed: Nursing Home 802-1bed: Family 1/31/2007 1/31/2007 Move ins: 408-1bed 2/1/2007 from wait list 802-1 bed 2/1/2007 from wait list Maintenance Report: . 36 out of 36 work orders were completed in the month of November. Date: TO: FROM: RE: March 8, 2007 Cher Nick Gravemann, Housing Manager February 2007 Management Report for Parkview Villa Parkview Villa There were 8 police calls for the month of December I for burglary, 5 medical, and I animal impound. WAIT LIST 15 applicants for Parkview Villa North (resident C.H.) 17 applicants for Parkview Villa North (employed in C.H.) 59 applicants for Parkview Villa North (non-resident) 05 applicants for Parkview Villa South (resident C.H.) 20 applicants for Parkview Villa South (non-resident) 00 applicants for Parkview Villa South 2BR (resident) 01 applicants for Parkview Villa South 2BR (non-resident) Occuoancv (please note this is current) North is 101 outoflOI South is 45 out of 45 Move outs: 711-1 bed: Nursing Home 3/1512007 Move ins: 711-IBR 4/1/2007 from wait list Maintenance Report: . 46 out of 46 work orders were completed in the month of February. Date: TO: FROM: RE: April 16, 2007 Cher Nick Gravemann, Honsing Manager March 2007 Management Report for Parkview Villa Parkview Villa There were 12 police calls for the month of March 2007, 5 medical, 1 distl1l'bance ofthe peace. WArT LIST 15 applicants for Parkvicw Villa North (resident C.H.) 17 applicants for Parkview Villa North (employed in C.H.) 59 applicants for Parkview Villa North (non-resident) 05 applicants for Parkview Villa South (resident C.H.) 20 applicants for Parkview Villa South (non-resident) 00 applicants for Parkview Villa South 2BR (resident) 01 applicants for Parkview Villa South 2BR (non-resident) Occupancy (please note this is cl1l'rent) North is 101 outofl01 South is 45 out of 45 Move outs: Move ins: 711-lBR 41112007 from wait list Maintenance Report: . 57 out of 57 work orders were completed in the month of March. RESIDENT COUNCIL MINUTES-February 12, 2007 Meeting called to order at 7:00 pm by President, Ecklund. Pledge Allegiance to the Flag Secretary's Report- was given by Jesse Chudek. Treasurer's Report- Jan Honeyford reported Checking $5,040.80, Savings $2,231.66. Report accepted. Jackie Ovshak gave bingo totals of $77.25 on hand. Managers Report- . Everything running smoothly. . Urged people using Community Room A, to please pick up and neaten room when leaving. . Anyone with heat problems should write up work orders. Sunshine Committee- No one reported in hospital, but a thank you card from Barb Camp was received. Welcome Committee- introduced two new residents: Edward Peterson and Joe Keinjewa. Entertainment- Terry White reminded everyone of Old Log trip in March and St. Patrick's Day. Priscilla Cross reported $61.00 income from pot luck suppers. Coffee donations $55.25 and to be used for coffee, cream, sugar, and napkins. Problems as two items missing from Room B. As of now the last person leaving is to lock the door and it will reopen at 7:00 am the following morning. There will be a lock box on weekends. The majority voted this in. Helen Haley will monitor on weekends. Sidewalks between the Star Bar and Central have been kept up better. If a problem call Walt Fehst, City Manager. Thank you to Marian Johnson and daughter for lap quilts donated to VFW. Drawings held- Ruth Hilestad, Millie N, Denny Ecklund, Darlene Miller and May Super. A floral centerpiece donated from Jan Honeyford. Meeting adjourned Respectfully submitted Patricia Jindra HRA Commissioner RESIDENT COUNCIL MINUTES-April 9, 2007 Meeting called to order at 7:00 pm by President, Ecklund. Pledge Allegiance to the Flag Managers Report- . Offered new vending machine replacements and services. He presented items available. President Ecklund Jr, reminded residents of provider we have now, when no one else would place machines. He said he preferred current vendor and to honor good services. Secretary's Report- read Treasurer's Report- Checking $5,639.13 and Savings $2,242.67 Bingo Receipts- $60.50 Priscilla reported on the Pot Luck Suppers $22.00 Leonard reported on the Monday AM Coffee donations- $52.97 Sunshine Committee- Welcome Committee- No new residents. Entertainment- June 6th at 6pm party to celebrate Mother's Day and Father's Day. April 25th party to honor residents 90 years old and older. President Ecklund said he had talked to the City officials to pave walkways. He asked for volunteers to beautify lawn in front of building, plant perennials. Thursday, April1ih the Lupus foundation will pick up at building. Residents were encouraged to bring items to the Library. The 4th floor plant needs help with pruning, fertilizing, etc. Barb Camp gave thanks from VFW for attendees to pork tenderloin dinners. Kordiak will be in building 1 :30 to 4:00 pm with free tax help. Council voted $50.00 set aside for repair of TV speakers for film time special. Bazaar in the fall- need to start setting up chairperson. Old Business- Security cameras needed at entrance to Parkview Villa. Ron Schumacher asked if council wanted Health Pros to give seminars. He has lined up Society for the Blind, Pharmacists and Cardiac Specialists to attend. Drawings held- Leonard, Bill Cross, Olive and Barb Camp. Meeting adjourned Respectfully submitted Patricia Jindra HRA Commissioner COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meetina of: Aoril 24, 2007 AGENDA SECTION: Business Items ORIGINATING DEPARTMENT EXECUTIVE NO: 9 HRA DIRECTOR APPROVAL ITEM: Approve 6th Floor Modernization Bids BY: Nick Gravemann BY: DATE: April 16, 2007 BACKGROUND: At the April 20, 2004 Regular HRA Meeting, the Board reviewed and approved the plans and specs to begin an eight-phase project to modernize all PWN units, current phase of the project is the 6th floor. The remodeling would include new entry doors, kitchen cabinets, appliances, lighting, countertops, bathroom vanities, kitchen and bathroom faucets et al. - plus new carpeting in the hallways. The project was advertised in the Focus, the Builder's Exchange of Minneapolis and St. Paul, McGraw-Hili Construction Data, Reed Construction Data and the National Association of Minority Contractors' Plan Room, which resulted in 4 bids. Funding will come in part from the FY 2005 HUD Capital Fund Program and the FY 2007 HUD Capital Fund Program. Award and signature of the contract would mean that all of the FY 2005 CFP Funds would be obligated prior to the August 17, 2007 deadline. Similarly, significant portion of the FY 2007 CFP Funds would be obligated well in advance of the August 17, 2009 deadline. Once the contract is approved, a Notice to Proceed letter will be written authorizing the work to begin. The 3 lowest bids are summarized in the next paragraph and the bid tab is attached for review. Below are the bids for the 6th floor rehab general contractor proposals/bids. The bids closed on March 20th, 2007 at 2:00pm in the afternoon. The general contractor that is low bid this time is also the same contractor that completed the work on the ih, 8th & 9th floor rehab. Unicorp: Is the lowest bid in the amount of $101,400 for the 6th floor rehab of all 12 units, to include the replacement of the hallway carpet on the 6th floor. Merit Buildinq: was the second lowest bid in the amount of $108,000.00 for the 6th floor rehab of all 12 units, to include the replacement of the hallway carpet on the 6th floor. Jansen Builders: was the third lowest bid in the amount of $1 09,000.00 for the 6th floor rehab of all 12 units, to include the replacement of the hallway carpet on the 6th floor. RECOMMENDATION: Staff recommends the HRA approval of the bids and award the contract for Phase 4 of the PWN Apartment Modernization Project to Unicorp. RECOMMENDED MOTION: Move to approve the bids and award the contract for Phase 4 of Parkview Villa North Apartment Modernization Project to Unicorp for an amount not to exceed $101,400.00; and furthermore, to authorize the Chair and Executive Director to enter into an agreement for the same. I"RA ACTION ""'~V;'f;'- BWBR ARCHITECTS /' ".~ 20-Mar-07 2 p.m. Parkview Villa North Apartment Modernization-6th Floor Columbia Heights, MN BWBR Commission No. 2007.004.00 Base Add" Contractor: Bid Bid Bond Rec'd GA Construction ~ - (> loCf rX:o V V .-A Jansen Builders ( - - M-Con ~ rr ! CfD/f32- V V --- Merit Building !f> I ()f. Lj(YD ~ ;;. V - Unicorp BNM CW'<11., flIS1. 606 V It-- ) . 380 Sl. PelerStreet,Suile 600 St.paul,MilUlcsota 55102 tel: 651.222.3701 fax.: 651.222.8961 2007.004.CO Parkview Villa North Apartment Modernization - 6lh Floor DOCUMENT 00410 - FORM OF BID . . \ .-: r"'~ I " "-;lj,:;~~~-~.':...1.~\~;,!_.I..\.: j, ::;"..~~ TO, City of Columbia Heights 590 - 40th Avenue NE Columbia Heights MN 55421 ',"(.' , [',..: ,"n;7', j' t,;, . >:. ".o..~ ,: ~ 1'.i, - c;-"" '~r"'" ~! ,;,t ~-,,,...,.,,,,,,~-,, J, :::,~.t~r'i~-;~"'Wi~ L.~1 ~1 'Lj 1,.......:; ~l~=~i.~~"~;-~. BID FOR: Parkview Villa North Apartment Modernization - 6th Floor, 965 - 40th Avenue NE, Columbia Heights MN 55421. BIDDE.'l.: (Name of Bidder) LJA.J \coG':..\'::> lvC (Address) G (4 D L.j,~f\.A\2-. AV c So, (City, State and Zip) r D'TT/,\ G. eo (..., r'<--C'>VC; IV\.. 1--1 S50llo Gentlemen: A. The undersigned being familiar with the local conditions affecting the cost of work, and with the bid package (including Invitation for Bids, Instruction to Bidders, this Bid, form of Bid Security, Affidavit of Non- CoJlusive/Non-Identity of Interest, Form of Previous Participation Certificate, Form of Assurance of Completion, Form of Contract, General Conditions, Supplemental Conditions, Special Conditions, Technical Specifications and Drawings) and Addenda numbers "'-1.01"-16' thereto, as prepared by BWBR Architects, Inc., and on file at the Office of BWBR Architects, Inc., hereby proposes to furnish all labor, materials, equipment and services required to construct and complete the project, as described in the Advertisement for Bids (including the contents of all documents on file), all in accordance therewith for the sum of D ' doJlars ";\-11:0 l'.\U",.If:,OJ.,::n C)~A3' ,:i,;12L).';>'i"jt:c, 1COUQ.../:::-\U!Jr:ofIJ:5D M /~c 'CC~ ($ 1(',; ACCl. ceo ). , B. Bid Guarantee in the amount of S-"',76 dollars ($ ) in the form of \'">, 1C'l f.\,o,'I,";J'o is submitted herewith in accordance with the Project ManuaL C. I have completed and attached HUD-5369-A - Representations, Certifications, and Other Statements of Bidders; Public and Indian Housing Programs. D. Affidavit ofNon-Collnsive/Non-Identity oflnterest as proof that the undersigned and other principals and officers of Bidder have not entered into any collusion with any person in respect to this proposal or any other proposal or tbe submitting of proposals for the contract for which this proposal is submitted; and that no identity of interest exists or will exist between the Bidder, Bidder's principals or officers, and the Owner or Architect or their principals or officers as a result of the contract for which this proposal is submitted is attached hereto. E. "Previous Participation Certificate, Form BUD 2530, as reqnired by the Owner. Furnish for the Owner to evaluate the Bidder to ascertain that the Bidder is a responsible contractor possessing the potential ability to perform successfully under the terms and conditions of the proposed contract giving consideration to such mailers as contractor integrity, compliance with public policy, record of past performance and technical resources. F. The Bidder represents that Bidder _ has, _ has not, participated in a previons contract or snbcontract subject to the Equal Opportunity clause prescribed by Executive orders 10925, 11114, or 11246 or the Secretary of Labor; that Bidder _ has, _ has not, filed all required compliance reports. signed by proposed subcontractors, will be obtained prior to subcontract awards. (The above representation need not be submitted in connection with contracts or subcontracts which are exempt from the ciause.) G. Tbe Bidder agrees that Bidder shall, if notified of Bid acceptance by mail, telegram or delivered' notice, execute a contract in the prescribed form and furnish the required assurance of completion (Le., either a performance- payment bond in the amount of 100 percent of the contract price or separate performance and payment bonds each in the amount of 100 percent of the contract price. or a cash escrow in the amount of 25 percent of the contract price) at the HUD Office in Columbia Heights, Minnesota, on the day and at the time specified in the Notification of Bid Acceptance, such date to be not less than 10 days subsequent to the date of notification, nor more than 20 days subsequent to bid opening unless by mutual consent between Bidder and Owner. 5 March 2007 00410-1 Form of Bid Parkvlew Villa North Apartment Modernization - 6th Floor 2007.004.00 I I H. The Bidder agrees, if awarded the Contract, to commence the work within 10 calendar days after the date of execution of the construction contract. 1. In submitting this bid, it is understood that the right is reserved by City of Columbia Heights to reject any and all bids; and in the event the lowest responsible bid is too high to permit the award of a construction contract, and if a reduction in cost less than one half (1/2) percent of the low bid and less than one half (1/2) the difference between the low and next lowest bid would result in an acceptable award, and acceptable reductions in the work can be identified and monetized by Owner and Low-Bidder, a deductive change order reflecting such reductions may be proposed to the Low-Bidder for concurrent execution with the construction contract. J. The undersigned certifies that he/she is duly authorized to bind the Bidder to the terms and conditions of this bid proposal. WARNING: U.S. Criminal Code, Section 1001, Title 18 U.S.C. provides as follows: whoever, in any matter within the jurisdiction of any department or agency of the United States knowingly and willfully falsifies, conceals or covers up by any trick, scheme or device a material fact, or makes or uses any false writing or document knowing the same to contain any false, fictitious or fraudulent statement of entry, shall be fined not more than $10,000 or imprisoned not more than five years, or both. 1 I I I Date M.A(7.;.::'\--'. '"'"2..b 20 0/ , I Official Name and Address: U (,) I. C t:,c>? IUC J i" I L\ Co (..AI M AI 17./ , V'>< A\ . \..... ~~~"> ....." \~L.... . C CjLT /\\ l, ":0 c.~ (LaVIS fv't ~'-i SSDU.o I Title i?~oC-\cQ::r J E U "s;"S"-...-\ P (V.::: c;: I D ci'.-lT"'- ~~) I By 1 By Title I (SIGN ORIGINAL ONLY) END OF DOCUMENT Form of Bid 00410 - 2 5 March 2007 2007.004.00 Parkvlew Villa North Apartment Modernization - 6th Floor DOCUMENT 00410 . FORM OF BID TO: City of Columbia Heights 590 - 40th Avenue NE Columbia Heights MN 55421 ,~.~. .]"-"1.' ;...... :~-, ,"": p, t' j~" r- , ,\. t',(:~ 'ji \,ci\ P \ i ! 1 ('/-1 \) 1 \;,lG,."U;~~li..i..ti.\.LtLL.-.l~;\ \ ; ill :lll : ;1 ~f' i I.:. I.:~ i'Jt~\R?'~ \) :i{1;ifi: l1 i 1\ I\J! L ! .. 'II I ) i jRrn:' '~,""1""-::-'u~"~'~.r~~J,I ./ :..~, 1---i'.J~..,.:J \.J wL." . ..---.-...-2":- 6 "S-"p '0 BID FOR: Parkview Villa North Apartment Modernization - 6th Floor, 965 - 40th Avenue NE, Columbia Heights MN 55421. BIDDER: (Name of Bidder) (Y\Q....(' i+ \?::>I..A. \ \.0.. ((\'0 (,..0 ""'0 0-.(\ ~ ::I.f\ C (Address) .;B.C\?, <:..oon (to(J\'~ 't-,\Nr( ~'V,~~ ~~oL( (City, State and Zip) Coo" [.(('J'.0~ J...':'\ ,. (Y'-/X..) 'So 'S \4:-"3 Gentlemen: A. The undersigned being familiar with the local conditions affecting the cost of work, and with the bid package (including Invitation for Bids, Instruction to Bidders, this Bid, form of Bid Security, Affidavit of Non- Collusive/Non-Identity of Interest, Form of Previous Participation Certificate, Form of Assurance of Completion, Form of Contract, General Conditions, Suppiemental Conditions, Special Conditions, Technical Specifications and Drawings) and Addenda numbers no n c thereto, as prepared byBWBR Architects, Inc., and on file at the Office ofBWBR Architects, Inc., hereby proposes to furnish all labor; materials, equipment and services required to construct and complete the project, as described in the Advertisement for Bids (including the contents of all documents on file), all in accordance therewith for the sum of dollars OM1> hu (\rlrud ei 91-1-\-) -t:t,~.u/ hu.4 0\. -YhV' 1-'1\-wv (M"c,l. f'>O II 0 0 ($ 10'3, '-132-.00 ). B. Bid Guarantee in the amount of ~.r:...,. 0 en dollars ($ G, ,/:X)O ) in the form of Ce.r.\;-.. c..hec..\::-. is submitted herewith in accordance with the Project Manual. c. I have completed and attached HUD-5369-A _ Representations, Certifications, and Other Statements of Bidders; Public and Indian Housing Programs. D. Affidavit of Non-Collusive/Non-ldentity of Interest as proof that the undersigned and other principals and officers of Bidder have not entered into any collusion with any person in respect to this proposal or any other proposal or the submitting of proposals for the contract for which this proposal is submitted; and that no identity of interest exists or will exist between the Bidder, Bidder's principals or officers, and the Owner or Architect or their principals or officers as a result of the contract for which this proposal is submitted is attached hereto. E. Previous Participation Certificate, Form HUD 2530, as required by the Owner. Furnish for the Owner to evaluate the Bidder to ascertain that the Bidder is a responsible contractor possessing the potential ability to perform successfully under the terms and conditions of the proposed contract giving consideration to such matters as contractor integrity, compliance with public policy, record of past performance and technical resources. F. The Bidder represents that Bidder >< has, _ has not, participated in a previous contract or subcontract subject to the Equal Opportunity clause prescribed by Executive orders 10925, 11114, or 11246 or the Secretary of Labor; that Bidder 1i has, _ has not, filed all required compliance reports, signed by proposed subcontractorS, will be obtained prior to subcontract awards. (The above representation need not be submitted in connection with contracts or subcontracts which are exempt from the clause.) G. The Bidder agrees that Bidder shall, if notified of Bid acceptance by mail, telegram or delivered notice, execute a contract in the prescribed form and furnish the required assurance of completion (I.e., either a performance- payment bond in the amount of 100 percent of the contract price or separate performance and payment bonds each in the amount of 100 percent of the contract price, or a cash escrow in the amount of 25 percent of the contract price) at the HUD Office in Columbia Heights, Minnesota, on the day and at the time specified in the Notification of Bid Acceptance, such date to be not less than 10 days subsequent to the date of notification, nor more than 20 days subsequent to bid opening unless by mutual consent between Bidder and Owner. \, 5 March 2007 00410-1 Form 01 Bid Parkview Villa North Apartment Modernization - 6th Floor 2007.004.00 H. The Bidder agrees, if awarded the Contract, to commence the work within 10 calendar days after the date of execution of the construction contract. l. In submitting this bid, it is understood that the right is reserved by City of Columbia Heights to reject any and all bids; and in the event the lowest responsible bid is too high to permit the award of a construction contract, and if a reduction in cost less than one half (1/2) percent of the low bid and less than one half (1/2) the difference between the low and next lowest bid would result in an acceptable award, and acceptable reductions in the work can be identified and monetized by Owner and Low-Bidder, a deductive change order reflecting such reductions may be proposed to the Low-Bidder for concurrent execution with the construction contract. J. The undersigned certifies that he/she is duly authorized to bind the Bidder to the terms and conditions of this bid proposal. WARNING: U.S. Criminal Code, Section 1001, Title 18 U.S.C. provides as follows: whoever, in any matter within the jurisdiction of any department or agency of the United States knowingly and willfully falsifies, conceals or covers up by any trick, scheme or device a material fact, or makes or uses any false writing or document knowing the same to contain any false, fictitious or fraudulent statement of entry, shall be fined not more than $10,000 or imprisoned not more than five years, or both. Date Aiel Ie h ,20 0'7 ZoO Official Name and Address: f\;'\e (d- bv.; \ d \ n:J L-, ) rY" . ~q '6 Cnr>-l') (KG\Q~ cAp '2:-,1 \ /d SL.<VI k<1 B- ;~(') Y (00{) ~,' c:lQ,/ Mf'J 55 L(3 ~ By -d?-~ yre5\den+ Title By Title (SIGN ORIGINAL ONLY) END OF DOCUMENT Form of Bid 00410 - 2 5 March 2007 I I C;i j .,,"/ ':1 'J> , ,,,* ~i .,:;' ~. ? \, I II . . II I II II . . I I i I j I I I I 2007.004.00 Parkview Villa Norlh Apartment Modernization - 6th Floor DOCUMENT 00410 - FORM OF BID TO: City of Columbia Heights 590 - 40th Avenue NE Columhia Heights MN 55421 BID FOR: Parkview Villa North Apartment Modernization - 6th Floor, 965 - 40th Avenue NE, Columbia Heights MN 55421. BIDDER: (Name of Bidder) Jansen Bui lders, Inc. (Address) 1323 Southview Blvd. #203 South st Paul,MN 55075 (City, Slate and Zip) Gentlemen: The undersigned being familiar with the local conditions affecting the cost of work, and with the bid package (including Invitation for Bids, Instruction to Bidders, this Bid, form of Bid Security, Affidavit of Non- CollusivelNon-Identity of Interest, Form of Previous Participation Certificate, Form of Assurance of Completion, Form of Contract, General Conditions, Supplemental Conditions, Special Conditions, Technical Specifications and Drawings) and Addenda numbers None thereto, as prepared by BWBR Architects, Inc., and on file at the Office ofBWBR Architects, Inc., hereby proposes to furnish all labor, materials, equipment and services required to construct and complete the project, as described in the Advertisement for Bids (including the contents of all documents on file), all in accordance therewith for the sum of dollars Ol\\t .\-I\1lH1/~'''' N ,"'C;; ",/-10""'1>"0 ""'~<;...,. ($_ ! 0 9: ooc ). Bid Guarantee in the amount ofr,v" fl" """~ dollars ($ 'J it' 0 0 ) in the form of Bid bond "'.or j\ ~..;s :;nbmitted herewIth in accordance with the Project Mannal. C. I have completed and attached HUD-5369-A - Representations, Certifications, and Other Statements of Bidders; Public and Indian Housing Programs. A. B. D. Affidavit of Non-CollusivelNon-Identity of Interest as proof that the undersigned and other principals and officers of Bidder have not entered into any collusion with any person in respect to this proposal or any other proposal or the submitting of proposals for the contract for which this proposal is submitted; and that no identity of interest exists or will exist between the Bidder, Bidder's principals or officers, and the Owner or Architect or their principals or officers as a result of the contract for which this proposal is submitted is attached hereto. E. Previous Participation Certificate, Form HUD 2530, as reqnired by the Owner. Furnish for the Owner to evaluate the Bidder to ascertain that the Bidder is a responsible contractor possessing the potential ability to perform successfully under the terms and conditions of the proposed contract giving consideration to such matters as contractor integrity, compliance with public policy, record of past performance and technical resources. F. The Bidder represents that Bidder ~ has, _ has not, participated in a previous contract or subcontract subject to the Equal Opportunity clause prescribed by Executive orders 10925, 11114, or 11246 or the Secretary of Labor; that Bidder L has, _ has not, filed all required compliance reports, signed by proposed subcontractors, will be obtained prior to subcontract awards. (The above representation need not be submitted in connection with contracts or subcontracts which are exempt from the clause.) G. The Bidder agrees that Bidder shall, if notified of Bid acceptance by mail, telegram or delivered notice, execute a contract in the prescribed form and furnish the required assurance of completion (i.e., either a performance- payment bond in the amount of 100 percent of the contract price or separate petiormance and payment bonds each in the amount of 100 percent of the contract price, or a cash escrow in the amount of 25 percent of the contract price) at the HUD Office in Columbia Heights, Minnesota, on the day and at the time specified in the Notification of Bid Acceptance, such date to be not less than 10 days subsequent to the date of notification, nor more than 20 days subsequent to bid opening unless by mutual consent between Bidder and Owner. 5 March 2007 00410-1 Fcrm of Bid Parkvlew Villa North Apartment Modernization - 6th Floor 2007.004.00 Ie . , I , I I II . H. The Bidder agrees, if awarded the Contract, to commence the work within 10 calendar days after the date of execution of the construction contract. 1. In submitting this bid, it is understood that the right is reserved by City of Columbia Heights to reject any and all bids; and in the' event the lowest responsible bid is too high to permit the award of a construction contract, and if a reduction in cost less than one half (1/2) percent of the low bid and less than one half (1/2) the difference between the low and next lowest bid would result in an acceptable award, and acceptable reductions in the work can be identified and monetized by Owner and Low-Bidder, a deductive change order reflecting such reductions may be proposed to the Low-Bidder for concurrent execution with the construction contract. J. Th}' undersigned certifies that he/she is duly authorized to bind the Bidder to the terms and conditions of this bid proposal. WARNING: U.S. Criminal Code, Section 1001, Title 18 U.S.c. provides as follows: whoever, in any matter within the jurisdiction of any department 01' agency of the United States knowingly and willfully falsifies, conceals or covers up by any trick, scheme or device a material fact, or makes or uses any false writing or document knowing the same to contain any false, fictitious or fraudulent statement of entry, shall be fined not more than $10,000 or imprisoned not more than five years, or both. Date March 20 20 07 , Official Name and Address: Jansen Builders, Inc. 1323 Southview Blvd. #203 South st Paul, MN 55075 By ~-'~'I '\. J Vice President . Joseph A. Jansen, III Title II By II Title (SIGN ORIGINAL ONLY) I END OF DOCUMENT I I I I I I Fonm of Bid 00410- 2 5 March 2007 PARKVIEW VILLA NORTH APARTMENT MODERNIZATION PROJECT CONTRACT THIS AGREEMENT made on April 24th 2007, by and between UniCorp, hereinafter called the "Contractor" and the Columbia Heights Housing and Redevelopment Authority, Columbia Heights, Minnesota, hereinafter called the "HRA". WITNESSETH, that the Contractor and the HRA for the consideration stated herein agree as follows: ARTICLE I: Statement ofWOI"k The contractor shall furnish all labor, materials, tools and equipment and perform all work required in the "Parkvicw Villa North Apartment Modernization Project Manual", dated March 5th 2007, and, which are incorporated herein by reference and made part hereof ARTICLE II: Time of Completion The Contractor shall commence work under this Contract on a date specified in the written Notice to Proceed issued by the HRA, upon receipt of all contracting requirements, bonds, insurance and permits and shall fully complete the work specified in Article I of this Agreement by July 31,2007. ARTICLE III: Contract Price The total contract price for all work specified in the attached proposal shall not exceed a total of $ I 0 1,400. There will be no change orders for the project without the written authorization of the Executive Director of the HRA. ARTICLE IV: Payment of Contractor Payment requests must be submitted on AlA Document 0702, "Application and Certificate for Payment", by the Contractor. All necessary federal documents required for the project, including, but not limited to, Davis-Bacon Certiiication and Weekly Statement of Compliance, must be up-to-date prior to any payment. All warranties, "as built" drawings, and certificates must be provided by the Contractor to the HRA prior to the iinal payment. ARTICLE V: Contract Documents Contract documents shall consist of the following parts: This Agreement Project Manual for Parkview Villa North Apartment Modernization, Columbia Heights, MN, dated March 51h 2007. Contractor's Bid, as accepted by the HRA on March 20lh 2007 This instrument together with the documents enumerated in this Article form the Contract and they are as fully a part of the Contract as if hereto attached or herein repeated. In the event that any provision in one of the component parts ofthis Contract conflicts with any provision of any other component part, the provision in the component part first enumerated in Article V shall govern, except as otherwise specifically stated. IN WITNESS WHEROF, the parties hereto have caused this instrument to be executed the date and year first above written. COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) Tammera Diehm - Chair Date Walter R. Fehst- Executive Director Date UniCorp, Inc. President Date