HOUSING AUTHORITY OF THE CITY AND COUNTY OF Phil Arnold, Chairman Jaci Fong, Committee Member Patricia Thomas, Committee Member Development and Finance Committee Agenda November 12, 2014 1815 Egbert Avenue 2nd Floor IT Room San Francisco, California 94124 (415) 715-3954 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 economic opportunity for residents.” 1 SAN FRANCISCO HOUSING AUTHORITY JOAQUIN TORRES, PRESIDENT HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO Phil Arnold, Chairman Jaci Fong, Committee Member Patricia Thomas, Committee Member Barbara T. Smith, Acting Executive Director 1815 Egbert Avenue 2nd Floor IT Training Room SAN FRANCISCO, California 94124 www.sfha.org SPECIAL MEETING NOTICE Wednesday, November 12, 2014·8:30 a.m. 1. The San Francisco Housing Authority holds its Development and Finance Committee (the “Committee”) meetings at 1815 Egbert Avenue, San Francisco, California 94124. 2. Disability Access: 1815 Egbert Avenue is accessible to persons using wheelchairs and others with disabilities. Assistive listening devices are available upon request. Agendas are available in large print. Materials in alternative formats and/or American Sign Language interpreters will be made available upon request. Please make your request for alternative format or other accommodations to the Department of Government Affairs and Policy (415) 715-3232 (V); (415) 715-3280 (“TTDY”) at least 72 hours prior to the meeting to help ensure availability. 3. Disability Accommodations: To request assistive listening devices, real time captioning, sign language interpreters, readers, large print agendas or other accommodations, please contact the Commission Clerk at (415) 715-3232 or [email protected] at least 72 hours in advance of the hearing to help ensure availability. 4. Agenda, minutes and attachments are available at www.sfha.org as well as the San Francisco Housing Authority administrative office located at 1815 Egbert Avenue, San Francisco, California 94124. If any materials related to an item on this agenda have been distributed to the San Francisco Housing Authority Development and Finance Committee 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 California 94124 5. 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 that the meeting Chairman may remove any person(s) responsible for the ringing or use of cell phones, pagers and similar sound-producing electronic devices from the meeting room. 2 ---------------------------------------------------------------------------------------------------AGENDA ------------------------------------------------------------------------------------------------------------------------------ORDER OF BUSINESS 1. Call to order 2. Approval of Minutes a. Special Meeting: October 15, 2014 3. General Public Comment on subject matters related to the Development and Finance Committee 4. Development Items a. Action Items: Committee recommendation to the Board of Commissioners (1) [RESOLUTION APPROVING AND AUTHORIZING THE SUBMITTAL OF A PARCEL MAP APPLICATION TO THE CITY AND COUNTY OF SAN FRANCISCO DEPARTMENT OF PUBLIC WORKS TO CREATE (I) THREE SEPARATE PARCELS AT 430 AND 440 TURK STREET, SAN FRANCISCO, CALIFORNIA (THE "PROPERTY"); A RESIDENTIAL PARCEL, A COMMERCIAL PARCEL, AND A LAND PARCEL; AND (II) CERTAIN EASEMENTS AND LICENSES FOR PARKING AND UTILITIES RELATED TO SUCH PARCELS: IN CONNECTION WITH THE RENOVATION AND REHABILITATION OF THE PROPERTY AT CLUSTER 4 (TENDERLOIN AND SOUTH OF MARKET CLUSTER) UNDER THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT RENTAL ASSISTANCE DEMONSTRATION (RAD) PROGRAM] Presented by: Alicia Sisca, Director of Housing Modernization and Development Public Comment(s) 5. Finance Items: a. Action Items: Committee recommendation to the Board of Commissioners (1) [RESOLUTION APPROVING AND AUTHORIZING THE EXPENSE OF ANNUAL MICROSOFT ENTERPRISE AGREEMENT FOR YEAR ENDING NOVEMBER 30, 2011 IN THE AMOUNT OF $93,015] Presented by: David Rosario, Director of Information Technology Public Comment(s) (2) [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO INCREASE THE DOLLAR VALUE OF THE CONTRACTS WITH SOUTHWEST HAZARD CONTROL, INC. (CONTRACT #13-0008) AND QUALITY ASBESTOS CONTROL, INC. (CONTRACT #13-0009) 3 BY $10,000 EACH FOR THE ONGOING NEED FOR ABATEMENT OF LEAD BASED PAINT FOR A TOTAL CONTRACT VALUE WITH A NOT TO EXCEED OF $35,000 EACH THROUGH JANUARY 31, 2015] Presented by: Soloman Gebala, Chief Procurement Officer Public Comment(s) (3) [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO A CONSULTING CONTRACT WITH FORD & BONILLA TO PERFORM AN OVERALL COMMUNICATIONS ASSESSMENT, DEVELOP COMMUNICATION AND RESIDENT ENGAGEMENT PLANS, ACTIVELY PARTICIPATE IN THE IMPLEMENTATION OF THE PLANS, ACT AS THE POINT OF CONTACT FOR EMERGENCY COMMUNICATIONS AND ASSIST IN RE-IMAGING THE AUTHORITY FOR A ONE (1) YEAR CONTRACT WITH THE OPTION OF UP TO FOUR, ONE (1) YEAR RENEWALS WITH A CONTRACT VALUE NOT-TOEXCEED $ 151,840 ANNUALLY] Presented by: Velma Navarro, Deputy Executive Director/Chief Operating Officer Public Comment(s) (4) [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO A CONSULTING CONTRACT WITH IFH SOLUTIONS, INC. TO SERVE AS A DEDICATED SOFTWARE CONVERSION PROJECT MANAGER PROVIDING OVERSIGHT AND CONVERSION MANAGEMENT OVER THE AUTHORITY’S SOFTWARE CONVERSION FROM GILSON SOFTWARE TO EMPHASYS SOFTWARE FOR A PERIOD OF ONE (1) YEAR WITH, CERTAIN OPTIONS TO EXTEND UNTIL PROJECT COMPLETION, IN A CONTRACT AMOUNT NOT-TOEXCEED $300,000] Presented by: Velma Navarro, Deputy Executive Director/Chief Operating Officer Public Comment(s) (5) [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO APPROVE THE WRITE-OFF OF VACATED TENANT ACCOUNTS RECEIVABLE IN THE AMOUNT OF $351,549 AND BANKRUPTCY DISCHARGED DEBT IN THE AMOUNT OF $13,108 FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2014] Presented by: Velma Navarro, Deputy Executive Director/Chief Operating Officer Public Comment(s) 4 6. Standing items 1. SFHA Monthly Budget to Actual Report, Presented by Carl Gayden, Chief Strategic Planning and Budgeting Officer 2. Update on Financial Technical Assistance items, including; Audit Tracking Tool, Inter program Repayment Agreement, Chart of Accounts Revision, Presented by Deloitte Team 3. Procurement Update, Presented by Solomon Gebala, Chief Procurement Officer 7. Adjournment 5 DEVELOPMENT AND FINANCE COMMITTEE MEETING MINUTES HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO October 15, 2014 SCHEDULED: 8:30AM, 2nd Floor IT Training Room, 1815 Egbert Ave, San Francisco, California 94124 COMMISSIONERS PRESENT: Phil Arnold, Chairman Jaci Fong, Committee Member COMMISSIONERS EXCUSED: Patricia Thomas, Commissioner Item 1: Meeting called to order Chairman Arnold called the meeting to order at 8:45 AM Item 2: Approval of Minutes a. Special Meeting: August 27, 2014 Commissioner Arnold explained that item four of the minutes, the RESOLUTION APPROVING THE 2015 BUDGET/2016 PROJECTION did not have an action listed because it was recommended to the full Commission. Public Comment Motion: Item 3: First: Commissioner Fong moved to approve Second: Commissioner Arnold Vote: Ayes: Commissioner Fong and Arnold Nay: None Motion Passed General Public Comment on subject matters related to the Development and Finance Item 4: None None Informational Item a. Presentation On The Joint Draft Environmental Impact Report/Environmental Impact Statement (EIR/EIS) For The Sunnydale/Velasco Hope SF Master Plan Project (The Proposed Redevelopment Of The Sunnydale/Velasco Housing Developments), Prepared By The San Francisco Planning Department In Cooperation With The City Of San Francisco’s Mayor’s Office Of Housing And Community Development (MOHCD), As Lead Agencies Under California Environmental Quality Act And National Environmental Policy Act, Respectively 6 Presented by: Project Manager, Toni Autry; Mercy Housing and Related Development Team: Ramie Dare and David Fernandez, Project Director of the Sunnydale Revitalization Project. Ms. Dare summarized Mercy Housing’s master plan for the development of the Sunnydale environment. She stated that Mercy Housing planned to build new housing units, a community center, new grocery stores, and new parks. Mr. Fernandez summarized Mercy Housing’s plan to transform the Sunnydale community into a safer, healthier, and better educated community. He stated that the Sunnydale Revitalization Project’s team had already built a successful Wellness Center and had held many popular community events. Mr. Fernandez stated that the Project’s efforts may have contributed to the reduction in Sunnydale’s crime rate in 2014. Commissioner Fong asked if the proposed Sunnydale park extensions would be discussed with San Francisco Parks and Recreation (Parks and Recs). Ms. Dare responded that the park extensions would not use Parks and Recs land. She explained that all park extensions would utilize land belonging to the Authority. Commissioner Fong asked if there would be one entity maintaining the land. Ms. Dare stated that Mercy Housing had considered utilizing the new markets tax credits as a means for financing the capital. She stated that there would be one entity for the new markets tax credits and that this entity would maintain the park extensions. Commissioner Fong asked how wide the new streets would be. Ms. Dare stated that the streets would have one lane in each direction and parking and biking lanes on the side. Commissioner Arnold expressed concern that Mercy Housing staff had presented a capital funding plan, but had not presented maintenance or operations funding plans for the Sunnydale recreation center and park extensions. Ms. Dare stated that the funding and maintenance for the Sunnydale renovations had yet to be determined. She explained that Mercy Housing would need to conduct a new study of the housing market rate before maintenance and funding plans could be completed. Commissioner Arnold asked how Mercy Housing planned to staff the recreation center. Ms. Dare stated that various community organizations would assist Mercy Housing in their staffing endeavors. She stated that Mercy Housing would first have to determine the types of activities that would be held at the recreation center before determining the center’s funding and staffing needs. Commissioner Arnold asked about the amount of available open space in the Sunnydale neighborhood. Ms. Dare stated that there were 16 acres available. Commissioner Arnold asked why Mercy Housing’s data showed that Sunnydale had half an acre of land. Ms. Dare explained that the half acre included three Sunnydale play spaces. Commissioner Arnold asked if the space between the houses was being counted in the 16 acre total. Ms. Dare stated that it was not. She explained that the open space between housing units was not considered useable. Commissioner Arnold expressed concern that the 16 acres of available space would be used to accommodate the new housing units in Mercy’s Housing master plan. He expressed concern that there would not be enough space to develop park extensions after the units were built. Commissioner Arnold asked where the affordable and public housing units were going to be built. Ms. Dare stated that the Sunnydale Revitalization Project’s staff had already identified the blocks they would be using. She explained that staff wanted to integrate public housing and affordable/market rate housing. 7 Commissioner Arnold expressed concern that there were no large retail units in the Sunnydale neighborhood. He expressed concern that the lack of retail units would limit the residents' access to food sources. Ms. Dare stated that the master plan allowed for 10 to 16 thousand square feet of retail. She stated that this would allow for small family-owned retail stores. Ms. Dare explained that the Sunnydale neighborhood did not have enough room for a large retailer, and that there were larger retail stores within a mile of the community. Commissioner Arnold asked where Mercy Housing was receiving their funding for the Sunnydale Revitalization Project. Ms. Dare stated that the funding came from the Mayor’s Office of Housing and Community Development (MOHCD). Commissioner Arnold asked how the Wellness Center was being staffed. Mr. Fernandez stated that the Department of Public Health was staffing the Wellness Center. Commissioner Arnold asked if this was a long or short-term arrangement. Mr. Fernandez stated that it was a long-term arrangement. Commissioner Arnold asked about the Project’s overall budged and how it would be funded. Ms. Dare stated the total cost would be one billion dollars. She stated that the funding process would begin with acquiring affordable housing unit funding from various government institutions: low income housing tax credit proceeds, MOHCD, Rental Assistance Demonstration (RAD) funding, etc. Ms. Dare explained that the market rate units would be self-sustaining. She indicated that MOHCD would communicate with infrastructure-related city departments to find funding for streets improvement, running the community center, and organizing neighborhood utilities. Commissioner Arnold asked how long the Project would take. Ms. Dare stated that it would take 15 to 18 years. Commissioner Arnold asked how Mercy Housing would proceed with the Project if they could not obtain one billion dollars in funding. Ms. Dare stated that the master plan contained the maximum amount of possible renovations and that the number of renovations could be adjusted to accommodate funding. Commissioner Arnold asked if the community of Sunnydale was considered a subgroup of Visitacion Valley. Mr. Fernandez stated that Sunnydale and Visitation Valley were considered separate communities. Commissioner Arnold recommended the project managers consult with the Fire Department, the Parks and Recreation department, the San Francisco Planning Department, and the MOHCD. Ms. Dare stated that staff was already working with these departments. Item 5: Development Items a. Action Items: Committee Recommendation to Board of Commissioners 1. [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO NEGOTIATE AND EXECUTE DOCUMENTS AND TAKE ACTIONS PERTAINING TO THE DEVELOPMENT OF HUNTERS VIEW PHASE IIA(1) (107 MULTIFAMILY HOUSING UNITS), HUNTERS VIEW PHASE IIA(2) (PRIVATE OPEN SPACE AND PRIVATE STREET IMPROVEMENTS), AND HUNTERS VIEW PHASE IIB (188 AFFORDABLE AND FOR-SALE HOUSING UNITS AND A PORTION 8 OF STREET AND INFRASTRUCTURE IMPROVEMENTS); INCLUDING ANY DOCUMENT REQUIRED AS PART OF THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD)- RENTAL HOUSING DEMONSTRATION (RAD) PROGRAM, ASSIGNMENT AND ASSUMPTION AGREEMENT(S), A PARTIAL RELEASE OF DECLARATION OF TRUST, AMENDMENTS TO GROUND LEASE AGREEMENT(S), AMENDMENTS TO PREDEVELOPMENT LOAN DOCUMENTS, ESTOPPEL AGREEMENT(S), SUBORDINATION AGREEMENT(S) AND OTHER ANCILLARY DOCUMENTS RELATED TO HUNTERS VIEW - PHASE II; AND TO SUBMIT TO HUD CERTAIN DEVELOPMENT AND FINANCING DOCUMENTS RELATED TO HUNTERS VIEW PHASE II] Presented by: Project Manager, Toni Autry Catherine Etzel, representative of The John Stewart Company, explained that staff needed to submit the proper documentation to the Department of Housing and Urban Development (HUD) to ensure the closing of a construction loan in December. She explained that the construction loan would enable the Authority to build more affordable housing units and open spaces in Hunter’s View Phase’s I and II. Commissioner Arnold asked why staff had provided a breakdown of financing for property 2A I and not for properties 2A II or 2B. Ms. Etzel explained that 2A II and 2B would be financed separately through infrastructure sources. She explained that the separate sources of funding would not be reflected in the data. Commissioner Arnold asked for the names of the sources. Ms. Etzel stated that infrastructure funding would be provided by Infill Infrastructure Grant Program (IIG) and the Office of Community Investment and Infrastructure (SFOCII). Commissioner Arnold asked for Ms. Etzel to explain Prop. AA. Ms. Etzel explained that Prop. AA was a measure passed to increase access to transit. She stated that staff would be following the requirements of Prop. AA and improve street access to bus stops in the Hunter’s View areas. Ms. Etzel indicated that the funding for this would be provided by the San Francisco County Transportation Authority (SFCTA). Commissioner Arnold asked if staff planned to move Phase III tenants to the replacement facilities at Phase 2A I. Ms. Etzel stated staff intended to move Phase III tenants to the Phase 2A I replacement facilities. Commissioner Arnold asked if staff intended to open up the isolated Phase III property. Ms. Etzel stated that staff would consider it. Commissioner Arnold asked if any alterations to the construction plan had been made. Ms. Etzel stated that staff intended to extend the term of the ground lease. She explained that the type of construction alterations would depend on how the ground lease was amended. Commissioner Fong requested that amendments be brought before the Commission before they were finalized. Commissioner Arnold asked if there was a standard term for ground leases. Acting Executive Director Barbara Smith explained that the length and the term of each ground lease depended on the initial negotiations, as well as the government standards that pertained to each lease. Pam Sims, Development specialist for SFCII, explained that ground leases were drawn up for 50 years. She explained 9 that ground leases provided an option of adding 49 years, which helped to ensure long-term affordability for residents. Commissioner Fong stated that she would allow the Authority to extend ground leases if amendments to the contract stayed within the parameters originally drawn up and no other changes were made. Dianne Jackson McLean of Goldfarb and Lipman explained that ground lease terms were extended in order to guarantee that the debt on the property could be paid off within the term of the ground lease. Commissioner Arnold asked why the developers were not requesting a shorter lease period. Ms. Jackson McLean explained that ground lease contracts did not have to be extended and that the 49-year extension was optional. Ms. Smith stated that the investors extended the lease to ensure that the debt could be fully repaid by the low-income families living in the prosperities. Commissioner Fong asked if the Hunter’s View resolution was time-sensitive and specific to Ms. Smith. Ms. Jackson McLean stated that the Phase II contract was time sensitive. She explained that staff intended to close Phase II contract negotiations in December 2014. Commissioner Fong asked if the resolution authorized long-term changes to the ground lease. Ms. Etzel explained that the resolution did not authorize long-term changes. Public Comment None Motion: First: Second: Vote: Ayes: Nay: Commissioner Fong recommended to move for approval on the Consent Calendar of the Board of Commissioners approval Commissioner Arnold Commissioner Fong and Arnold None (2) [RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO (THE “AUTHORITY”) MAKING FINDINGS AND DECLARING OVERRIDING CONSIDERATIONS REQUIRED PURSUANT TO THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, AND APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO (1) A MASTER DEVELOPMENT AGREEMENT (“MDA”) BY AND AMONG THE AUTHORITY, THE OFFICE OF COMMUNITY INVESTMENT AND INFRASTRUCTURE, SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY OF THE CITY AND COUNTY OF SAN FRANCISCO, DOUBLE ROCK VENTURES, LLC, AND CP DEVELOPMENT CO., LP, AND (2) OTHER DOCUMENTS CONTEMPLATED BY THE MDA FOR THE CONSTRUCTION AND DEVELOPMENT OF THE ALICE GRIFFITH REPLACEMENT HOUSING DEVELOPMENTS] Presented by: Project Manager, Tony Autry Elizabeth Colomellow, representative of the Office of Investment and Infrastructure, gave a summary of the plans for the development of the Alice Griffith housing. She 10 explained that staff planned to build 256 public housing replacement units and 248 new tax credit units. Commissioner Arnold asked if the replacement housing data would be separated from the tax credit housing data. Ms. Colomellow stated that staff had already separated the data. Commissioner Arnold asked for the location of the Phase II housing. Ms. Colomellow stated that Phase II housing was located on block 4, to the left of Egbert. Commissioner Arnold if the state parkland was located to the upper right of the Alice Griffith housing. Ms. Colomellow explained that the Authority had recently bought the state parkland around Alice Griffith. Commissioner Arnold asked who was responsible for maintaining the Yosemite Slough property. Ms. Colomellow stated that the California State Parks Foundation was responsible for Yosemite Slough. Commissioner Arnold asked the subsidy amount provided by the Lennar Corporation. Ms. Colomellow stated that Lennar provided a subsidy of 40.6 million dollars for the public housing replacement cost. Commissioner Fong asked how the Authority budget was being affected by the proposed unit construction. Ms. Colomellow stated that the costs had increased over time. She assured the Committee and that the construction contract allowed for cost increases. Public comment None Motion: First: Commissioner Fong recommended to move for approval on the Consent Calendar of the Board of Commissioners approval Second: Commissioner Arnold Vote: Ayes: Commissioner Fong and Arnold Nay: None Item 6: Finance Items: a. Committee recommendation to the Board of Commissioners (1) [RESOLUTION AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO INCREASE CONTRACT NUMBER 12-0039 WITH RENNE, SLOAN, HOLTZMAN, SAKAI BY $200,000 FOR CONTINUED LEGAL SERVICES FOR LABOR NEGOTIATIONS ASSOCIATED TO RENTAL ASSISTANCE DEMONSTRATION (RAD) PROGRAM AND OTHER RELATED AREAS FOR THE SAN FRANCISCO HOUSING AUTHORITY THROUGH DECEMBER 31, 2014] Presented by: Solomon Gebala, Chief Procurement Officer Mr. Gebala explained that the proposed resolution would provide an addition $200,000 to extend the services of Renne Sloan through the end of the completion of the RAD conversion project. He stated that the contract extension would add an additional law firm as a subcontractor. Commissioner Arnold asked the source of funding for the 11 proposed $200,000. Mr. Gebala stated that the funding would be provided by capital funds. Commissioner Arnold asked Mr. Gebala to explain the subcontractor’s connection with the RAD program. Mr. Gebala stated that the subcontractor was an expert in the field of trust liability. Commissioner Arnold asked if the contract extension was an appropriate capital budget expense. Ms. Smith explained that trust liability fell under the category of operations, not capital. Commissioner Arnold expressed concern that capital funds were being used to support the contract extension. He suggested that a different fund source would be more appropriate. Carl Gayden, Chief Strategic Planning & Budget Officer, stated that there were funds in the 2015 budget to accommodate the contract extension. Commissioner Arnold asked if the budget for the contract was being increased to fund the subcontractor. Mr. Gayden explained that the contract extension allowed the Authority to continue employing Renne Sloan’s services and did not include the services of the subcontractor. Commissioner Arnold asked if the resolution would extend the term of the Renne Sloan contract. Mr. Gebala stated that the resolution would carry the Authority until the end of 2014, until a new contract could be completed. Commissioner Arnold asked whether the additional $200,000 would be paid to Renne Sloan or to the subcontractor. Mr. Gebala stated that it would be paid to Renne Sloan, who would then pay the subcontractor. Commissioner Arnold asked if Renne Sloan would collect a management fee before paying the subcontractor. Mr. Gebala stated that Renne Sloan had not disclosed the information. Commissioner Arnold recommended that the operations budget be used to fund the Renne Sloan contract extension in lieu of the capital funds. Mr. Gebala stated that the majority of RAD funding had come from capital funds and that Renne Sloan’s services contributed to the RAD conversion process. Mr. Gebala stated that he would clarify this matter and bring it before the Commission at the next meeting. Public comment None Motion: First: Second: Vote: Ayes: Nay: Commissioner Fong recommended the item to Board of Commissioners without recommendation Commissioner Arnold Commissioner Fong and Arnold None 8. Standing items 1. SFHA Monthly Budget to Actual Report Presented by: Carl Gayden, Chief Strategic Planning & Budget Officer Mr. Gayden provided a summary of the preliminary data for fiscal year 2014. Commissioner Arnold asked why the statistics for the Public Housing and Housing Choice Voucher (HCV) operating budgets were negative for the month but positive for the year. Mr. Gayden stated that it had been caused by an increase in maintenance 12 expenses during the final months of fiscal year 2014. Commissioner Fong expressed concern regarding the increased Public Housing expenses during September 2014. Mr. Gayden stated that staff had expected a loss of 1.3 million dollars and that additional maintenance costs had exceeded this expectation by $635,000. He stated that the expense increase had been the result of hiring additional workers to handle work order backlogs. Mr. Gayden stated that the Authority’s unit rental income had been reduced by $760,000 in September 2014. He explained that the adjustments had been made to account for an error that had occurred over a 24-month period. Commissioner Arnold asked if it was a one-time adjustment. Mr. Gayden said that it was. Commissioner Arnold requested clarification on the nature of the error. Mr. Gayden stated the Authority had been reporting security deposit revenues as rent. He indicated that staff had discovered this error and had made the necessary corrections. Commissioner Arnold asked if the $760,000 reduction was being done to replenish rental security deposits. Mr. Gayden stated that this was correct. Commissioner Arnold asked if the Authority had other revenues in security deposit accounts. Josephine Tam, Chief Accounting Officer, stated that the security deposit issue had occurred over a 2-year period. She explained that the adjustment for the error had been calculated in one lump sum and added to the data for September 2014. Ms. Tam stated that the lump sum was not an accurate reflection of the security deposit amount, which amounted to 1.3 million dollars. Commissioner Arnold asked whether the issue had been the result of a system or a human error. Ms. Tam stated that it had been a system error. Commissioner Arnold asked why staff had continued to use the same system to calculate data. He asked how staff could ensure the error would not occur again. Ms. Tam stated that staff would monitor and reconcile the system data on a monthly basis. Mr. Gayden reported that maintenance salaries had been over budget in 2014 due to hiring additional workers for the work order backlog. He indicated that there had only been 24 back logged work orders open at the end of September 2014. Commissioner Arnold recommended that the Deliotte team report the work order data in their monthly report to HUD. Ms. Smith stated that the work order reports had been forwarded to HUD. Commissioner Arnold asked why the maintenance salaries had been over budget and the maintenance materials had been under budget. Mr. Gayden stated that the Authority had moved a large sum of money to the capital funds to cover maintenance costs. He explained that the transfer would not be reflected in the 2014 budget and that it had a huge impact on staff’s variance percentage. Commissioner Arnold recommended that the capital budget be integrated with the operations budget. Mr. Gayden explained that craft maintenance hours had been lower than projected for September 2014. Commissioner Arnold asked if fewer hours indicated less demand for service. Mr. Gayden stated that hours had been lower because the Authority had hired craft workers from the Public Housing rather than the Central Office Cost Center (COCC). Commissioner Arnold expressed concern about the declining number of hours and asked if the decline had been the result of employing too many craft workers. Mr. Gayden responded that staff would examine the issue. Ms. Smith explained that the COCC budget was based on staffing. She explained that assigning public housing staff to a housing property would cause charges to be transferred to public housing rather than COCC. 13 Commissioner Arnold asked who was tracking the changes in maintenance staffing. Ms. Smith responded that the Finance Department was tracking this information. Commissioner Arnold asked if the Authority was hiring new workers to replace the COCC workers. Ms. Smith responded that the Authority had reorganized maintenance staff and had not hired many new employees. Commissioner Arnold expressed concern regarding the statistics for the public housing and HCV operating budgets, which had been negative for the month but positive for the year. He asked how staff indented to correct this issue. Mr. Gayden stated that he was unsure what the answer to this problem would be. Commissioner Arnold recommended that staff set up a reserve for the operations budget. He also recommended that staff create a fund for health care liability. Public comment None b. Update on Financial Technical Assistance items, including; Audit Tracking Tool, Interprogram Repayment Agreement, Chart of Accounts Revision Presented by: Deloitte and Touche Representative, Mary Beth Neville Ms. Neville stated that several items had been submitted to HUD for the approval of deadline extensions. Commissioner Arnold asked when staff could expect to hear back from HUD regarding the extensions. Ms. Smith stated that it would be discussed at the staff’s next financial meeting with HUD. Kyle Dean, representative of the Deloitte Team, stated there were several programs – the Disaster Voucher Program (DVP), the Community Development Block Grant/Special Purpose program, the Housing Opportunities for Persons with AIDS (HOPWA) and state and local programs – with debt balances under one million dollars. He explained that these would be paid off using excess cash and would be included in the Authority’s repayment agreement with HUD. Commissioner Arnold asked why HOPWA’s debt amount was significantly smaller than that of the other programs. Mr. Dean stated that the legal settlement balances associated with HOPWA would be forgiven and would not be included in the repayment agreement. Ms. Neville stated that the repayment agreement would ensure that all public housing developments would be able to manage their debt after the RAD conversion. Commissioner Arnold asked if the public housing debt included the debts for mod rehab and HCV. Mr. Dean responded that it did. Commissioner Arnold asked if the excess HOPE VI balances would be moved to public housing. Mr. Gayden stated the balances would be moved. Ms. Smith recommended that the surplus be used for a reserve fund. Commissioner Fong asked if there was a time limit for using the HOPE VI funds. Ms. Smith stated that there was no time limit. Public comment None 14 c. Procurement Update Presented by: Chief Procurement Officer, Solomon Gebala Mr. Gebala stated that staff was currently in negotiations with Emphasys Software regarding the acquirement of the Authority’s new computer system. He explained that staff had also been working on extending the legal contract with Renne Sloan and procuring 179D tax credits for energy efficiency. Mr. Gebala stated that staff had attempted to acquire the tax credits by “piggy backing” off of other companies. Commissioner Arnold asked why the Authority would “piggy back” off of other companies to obtain tax credits. Mr. Gebala stated that the Authority was a non-profit organization and therefore ineligible to receive tax credits. Ms. Smith explained that Ameresco applied for the tax credits and then shared the equity with the Authority. She stated that this was an unusual funding option available to the Authority that was written into the tax code. Public comment No comment Item 7: Adjournment Meeting Adjourned at 11:54 PM 15 STAFF REPORT SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS Agenda Category: Agenda Title: Action Item – Housing Development and Modernization Department RESOLUTION APPROVING AND AUTHORIZING THE SUBMITTAL OF A PARCEL MAP APPLICATION TO THE CITY AND COUNTY OF SAN FRANCISCO DEPARTMENT OF PUBLIC WORKS TO CREATE (I) THREE SEPARATE PARCELS AT 430 AND 440 TURK STREET, SAN FRANCISCO, CALIFORNIA (THE "PROPERTY"); A RESIDENTIAL PARCEL, A COMMERCIAL PARCEL, AND A LAND PARCEL; AND (II) CERTAIN EASEMENTS AND LICENSES FOR PARKING AND UTILITIES RELATED TO SUCH PARCELS: IN CONNECTION WITH THE RENOVATION AND REHABILITATION OF THE PROPERTY AT CLUSTER 4 (TENDERLOIN AND SOUTH OF MARKET CLUSTER) UNDER THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT RENTAL ASSISTANCE DEMONSTRATION (RAD) PROGRAM Presented By: Alicia Sisca, Director, Housing Development and Modernization Department SUMMARY: In 1987, the Housing Authority of the City and County of San Francisco (the "Authority") developed a mixed residential/office building at 430/440 Turk Street (the “Development”). Until a couple of years ago, the Authority used most of the first two floors of the Development as their administrative offices, and the Board of Commissioners of the Authority held its meetings in the meeting chambers at this location. In addition the Authority owned and managed an 89-unit affordable public housing apartment complex for very low income seniors and handicapped residents located on the seven floors above the commercial space area (the “Senior Housing Project”). The Development also includes a resident-serving lobby on the ground floor and a basement with parking stalls, mechanical rooms, and storage areas. The Authority moved its administrative offices to 1815 Egbert Avenue. [Continued on Page 2] 16 Attachments: I-Resolution II-Air Right Parcel A copy of any attached documents is available at the clerk’s desk. DEPARTMENT’S REQUESTED ACTION: Staff recommends that the Development and Finance Committee recommends approval of the Resolution to the Board of Commissioners of the Authority. ACTING EXECUTIVE DIRECTOR’S RECOMMENDATION: I concur with staff recommendation Action Item No: 1 Date: November 12, 2014 17 As part of the re-envisioning strategy, the Authority, with the assistance of the City and County of San Francisco (the “City”) applied and received approval from the United States Department of Housing and Urban Development (“HUD”) to convert much of the Authority's portfolio, including the Senior Housing Project from public housing units to units receiving financial assistance through the HUD Rental Assistance Demonstration (“RAD”) program. Under the RAD program, public housing developments are converted to private ownership, receive Project Based Section 8 Vouchers for the housing units, and are able to attract private financing, including tax exempt bonds and proceeds for low-income housing tax credits, to make much needed capital improvements to the developments. In January 2013, HUD approved the conversion of the Senior Housing Project into a RAD funded project. In order to enter into a ground lease of for the Senior Housing Project for the RAD conversion with a private developer, a separate legal parcel is required pursuant to the California Subdivision Map Act, as implemented by the City’s, Department of Public Works (“DPW”). The separate parcels are also required to secure the financing that the Cluster 4 Team intends to secure for the renovation of the Senior Housing Project. Such financing includes proceeds from low income housing tax credits, tax-exempt bonds and other financing. Cluster Team 4 consists of Tenderloin Neighborhood Development Corporation ("TNDC"), Community Housing Partnership, and Glide Community Housing. TNDC is the lead developer for this project. To accomplish the proposed renovation of the Senior Housing Project, the residential portion needs to be separated from the office portion through an Air Rights Parcel. There will be no change of use to the buildings. The residential parcel will be subject to regulatory agreements from the HUD under the RAD Program, the City through its financing, and the State under both the low income housing tax credit program and tax-exempt financing. Proposed Parcels Three parcels will be created through the proposed Air Rights Parcel Map (See Attachment II) Parcel A – Land Parcel B – Commercial/Office A portion of floor 1 All of floor 2 Parcel C – Residential All of basement A portion of floor 1 (No portion of floor 2) All of floors 3 through 9 Parcel B and Parcel C each will include reciprocal easements to provide access for parking; access and maintenance of utilities, pedestrian access and similar uses. The Authority will retain ownership of both the land, Parcel A, and the commercial/office space in Parcel B. The Authority intends to transfer Parcel C, the residential portion of the building, to an affiliate of the TNDC, which will rehabilitate, operate and maintain the Senior Housing Project. 18 Other Proposed Improvements Lobby Separate entrances will be maintained for the commercial office and the residential portions of the building. There will be no change to the existing entrance to the commercial office portion. The lobby area currently serving the residential portion of the building will be expanded to provide sufficient space to meet the tenant and management program needs. The proposed lobby will include one additional property manager’s office, two services offices, a new kitchen and a dedicated Community Meeting Room to accommodate up to 60% of the senior housing’s residents. Residents may have access to the former Board of Commissioners meeting room. Proposed improvements also include reconfiguring the residential and commercial areas of the lobby. Mechanical The building mechanical systems will be separated between the residential and office parcels where feasible or devices added to measure the usage by parcel. A reciprocal easement agreement will be prepared which will set forth the obligations and responsibilities for the operation and maintenance of the mechanical systems. Costs will be allocated between the owners of Parcel B and C. Parking There are currently 22 parking stalls in the basement. The proposal is for the entire basement to be included in the Residential Parcel and parking stalls allocated to the Commercial/Office parcel through an easement agreement. Construction of concrete shear walls to address seismic concerns will reduce the number of stalls to 17. Historically, 10 stalls have been assigned to residents. The proposal is to allocate 9 stalls to the Commercial /Office and retain 8 stalls for Residential use. Parcel Map Process In connection with the proposed three parcels, an application must be submitted to the Department of Public Works. Upon submittal of the application, Mr. William Blackwell, Chief Surveyor with the Bureau of Street-Use and Mapping in the Department of Public Works will prepare the proposed Parcel Map and coordinate the Parcel Map process on behalf of the Authority and the Development Team. The application must be signed by the owner of the property, which in this case is the Authority. The staff of the DPW has the authority to approve the proposed Parcel Map. Staff recommends authority for the Acting Executive Director to execute the application on behalf of the Authority for the proposed Parcel Map which will create the three parcels described above. 19 ATTACHMENT 1 Resolution 20 RESOLUTION NO: ADOPTED: RESOLUTION APPROVING AND AUTHORIZING THE SUBMITTAL OF A PARCEL MAP APPLICATION TO THE CITY AND COUNTY OF SAN FRANCISCO DEPARTMENT OF PUBLIC WORKS TO CREATE (I) THREE SEPARATE PARCELS AT 430 AND 440 TURK STREET, SAN FRANCISCO, CALIFORNIA (THE "PROPERTY"); A RESIDENTIAL PARCEL, A COMMERCIAL PARCEL, AND A LAND PARCEL; AND (II) CERTAIN EASEMENTS AND LICENSES FOR PARKING AND UTILITIES RELATED TO SUCH PARCELS: IN CONNECTION WITH THE RENOVATION AND REHABILITATION OF THE PROPERTY AT CLUSTER 4 (TENDERLOIN AND SOUTH OF MARKET CLUSTER) UNDER THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT RENTAL ASSISTANCE DEMONSTRATION (RAD) PROGRAM WHEREAS, the City and County of San Francisco (the "City") and the Housing Authority of the City and County of San Francisco (the "Authority") have developed a Re-Envisioning Plan to ensure the long term viability of the Authority's housing developments and assets by addressing critical rehabilitation needs to bring needed capital to the Authority's housing developments; WHEREAS, pursuant to Resolution No. 0062-13 adopted on September 26, 2013 by the Authority Board of Commissioners, the Authority submitted applications for 41 housing projects, including the housing project located at 430-440 Turk Street, San Francisco, California (the "Senior Housing Project"), to the United States Department of Housing and Urban Development ("HUD") to receive assistance under HUD's Rental Assistance Demonstration (RAD) program; WHEREAS, on January 6, 2013, HUD awarded a Portfolio Award Letter for the Senior Housing Project, and a preliminary Commitment to Enter into Housing Assistance Payments (CHAPs) contract, which will permit the conversion of the Senior Housing Project from public housing units to RAD assisted units through Project Based Section 8 Vouchers. Under the RAD program, the Authority is authorized to convey or lease its properties, including the Senior Housing Project, to private developers to attract private financing to meet the capital needs of the Authority's properties; WHEREAS, the Senior Housing Project is part of the Authority's mixed use commercial and residential project, in which is located the Authority's previous administrative offices (the "Development"); WHEREAS, to renovate the Senior Housing Project as contemplated under the RAD program, the Development must be divided into separate parcels, pursuant to the California Subdivision Map Act, as implemented by the City's Department of Public Works ("DPW"); WHEREAS, as described in the staff report attached to this Resolution, the Authority desires to apply for a Parcel Map with the DPW to create three separate parcels to facilitate the rehabilitation of the Senior Housing Project under the RAD program; WHEREAS, the Authority, as the fee owner of the Development, must approve the submittal of the application for the Parcel Map as described in the staff report. 21 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 submit an application for the Parcel Map to the DPW, and to execute any and all necessary documents and agreements necessary for such application. 3. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: ________________________________ Dianne Jackson McLean, Esq. Goldfarb & Lipman LLP, Special Legal Counsel ____________________________________ Barbara T. Smith, Acting Executive Director Date:_______________________________ Date:________________________________ 22 ATTACHMENT 2 Air Right Parcel 23 24 25 26 27 RESOLUTION NO: ____________ ADOPTED: _____________ RESOLUTION APPROVING AND AUTHORIZING THE EXPENSE OF ANNUAL MICROSOFT ENTERPRISE AGREEMENT FOR YEAR ENDING NOVEMBER 30, 2011 IN THE AMOUNT OF $93,015. WHEREAS, the San Francisco Housing Authority received three (3) required quotes addressing all Microsoft Volume Licensing software; WHEREAS, the funding is available through budget of the 2012 Capital Funds; and WHEREAS, the procurement process for those actions covered by this Resolution meet the procurement standards of 24 CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 2, “Procurement Handbook for Public Housing Authority”, the Authority's Procurement Policy and Procurement Procedures Manual and 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 Microsoft Enterprise Agreement for an expense of $93,014.91 for year ending November 30, 2015 (the "Agreement") is hereby approved 3. The Acting Executive Director is authorized to execute the Agreement. 4. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: ___________________________________ _______________________________ Barbara T. Smith, Acting Executive Director Dianne Jackson McLean, Goldfarb & Lipman LLP, Special Legal Counsel Date: ______________________________ Date: ______________________ 28 STAFF REPORT THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO BOARD OF COMMISSIONERS Agenda Category: Action Item – Procurement Agenda Title: Resolution Approving and Authorizing The Acting Executive Director To Increase The Dollar Value Of The Contracts With Southwest Hazard Control, Inc. (Contract #13-0008) And Quality Asbestos Control, Inc. (Contract #13-0009) by $10,000 Each For The Ongoing Need For Abatement Of Lead Based Paint For A Total Contact Value Not To Exceed of $35,000.00 Each Through January 31, 2015 Presented By: Solomon Gebala – Chief Procurement Officer SUMMARY: The San Francisco Housing Authority (Authority) may contract for specialized or emergency work with contractors to maintain and modernize its facilities. Part of this contracted work involves the abatement of asbestos from structures and requires specialized and certificated personnel, something the Authority staff is not qualified to perform. The Authority currently has contracts to perform asbestos abatement with South West Hazardous Controls, Inc. (Contract #13-0008) and Quality Asbestos Control, Inc. (Contract #13-0009) which have not to exceed values of $25,000.00 each, which are exhausted. A procurement for asbestos abatement contractors was conducted pursuant to 24 CFR 85.36 and resulted in only one response. The Authority rejected the submission and conducted a second procurement which yielded 3 responses and one late response. The three on-time responses were evaluated and it was determined that all three had one or more issues making them nonresponsive. The fourth submission was not reviewed, due to the fact it was nonresponsive having arrived after the due date. Because the Authority continues to have an immediate need for asbestos abatement contractors and wishes to comply with procurement standards, staff recommends the current contracts with South West Hazardous Controls, Inc. (Contract #13-0008) and Quality Asbestos Control, Inc. (Contract #13-0009), be extended while another procurement for asbestos abatement contractors is conducted. This procurement is expected to be completed by December 2014 and the Authority expects to bring a recommendation before the Board of Commissioners in January of 2015. Attachments: Resolution A copy of any attached documents is available at the clerk’s desk. DEPARTMENT’S REQUESTED ACTION: Staff recommends adoption/ratification of this resolution/contract. ACTING EXECUTIVE DIRECTOR’S RECOMMENDATION: Action Item No: 2 I concur with staff recommendation Date: November 12, 2014 29 RESOLUTION NO: ADOPTED: RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO INCREASE THE DOLLAR VALUE OF THE CONTRACTS WITH SOUTHWEST HAZARD CONTROL, INC. (CONTRACT #13-0008) AND QUALITY ASBESTOS CONTROL, INC. (CONTRACT #13-0009) BY $10,000 EACH FOR THE ONGOING NEED FOR ABATEMENT OF LEAD BASED PAINT FOR A TOTAL CONTACT VALUE NOT TO EXCEED OF $35,000.00 EACH THROUGH JANUARY 31, 2015 WHEREAS, the San Francisco Housing Authority (Authority) utilizes contracted services to supplement its staff for certain projects; and WHEREAS, the Authority has an ongoing need for the abatement of asbestos from its facilities; and WHEREAS, the Authority has identified resources from its capital budget to fund this; and WHEREAS, the Authority has existing contract with South West Hazard Control, Inc. and Quality Asbestos Control, Inc.; and WHEREAS, the Authority will conduct another procurement to establish new contracts for the abatement of asbestos from its facilities. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT: 4. 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. 5. The increase of the contracts with South West Hazardous Controls, Inc. (Contract #13-0008) and Quality Asbestos Control, Inc. (Contract #13-0009) by $10,000.00 each for a not-to-exceed amount of $35,000.00 respectively, are hereby approved, and the Acting Executive Director is authorized to execute the amendments to Contract # 13-008 and Contract #13-009. 6. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: ________________________________ Dianne Jackson McLean, Goldfarb & Lipman LLP, Special Legal Counsel ____________________________________ Barbara T. Smith, Acting Executive Director Date:_______________________________ Date:________________________________ 30 STAFF REPORT THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO BOARD OF COMMISSIONERS Agenda Category: Action Item – Procurement Agenda Title: Resolution Approving and Authorizing The Acting Executive Director To Enter Into A Consulting Contract With Ford & Bonilla To Perform An Overall Communications Assessment, Develop Communication And Resident Engagement Plans, Actively Participate In The Implementation Of The Plans, Act As The Point Of Contact For Emergency Communications And Assist In Re-Imaging The Authority For A One (1) Year Contract With The Option Of Up To Four, One (1) Year Renewals With A Contract Value Not-To-Exceed $151,840 Annually. Presented By: Solomon Gebala – Chief Procurement Officer SUMMARY: The San Francisco Housing Authority (Authority) is committed to providing safe, decent, and sanitary housing for residents in the City and County of San Francisco. The Authority is committed to making ongoing improvements in operations, financial management, resident engagement and communications with staff, residents, property owners, and the community at-large. Recently, the Authority identified a business need to improve communications to keep residents, staff and the community informed. The Authority requires the services of a consultant to assess our current communications process and provide support in the development of a communication and resident engagement improvement plan/process for the Authority and its staff. The consultant will conduct an analysis of the current communications process and develop a plan to improve engagement with residents, staff, property owners, government agencies, organizations, groups, individuals and community stakeholders with whom the Authority interacts. This plan will be developed with the input of Authority staff and will take into consideration the needs of the various stakeholders involved. The consultant will play a role in the implementation of the Plan, including the communication strategy and emergency communications. The consultant will also participate in the strategic planning process and make recommendations for appropriate messaging and image improvement tools e.g., website, letterhead, etc. The Authority released a Request For Proposal (RFP) #15-710-RFP-0001 pursuant to 24 CFR 85.36 to obtain offers from firms who wished to be considered for this solicitation. The procurement staff actively promoted the solicitation, reaching out to firms by both phone and email. The solicitation due date was extended, and additional outreach was performed during this period. The expectation was that the additional time would generate more interest in the RFP. However, the Authority received just one proposal. The Authority decided it was in its best interest to review the one proposal to determine if the offer was responsible and responsive. A panel of three (3) Authority staff members reviewed the proposal and 31 ranked the measurable components scoring it 85.5 out of 100. A price reasonableness analysis was also conducted comparing the cost estimates and the proposed rates which demonstrated favor to the Authority. The proposed rates were then analyzed against the budget for this project and it was determined that the project could be completed within the established budget. Staff recommends the award of the contract under the noncompetitive proposal process as defined in 24 CFR 85.36(d)(4)(i)(D) to Ford & Bonilla for an initial period of one (1) year with the option to renew annually for a cumulative total of no more than four (4) years with a not to exceed value of $150,000.00. This contract has been budgeted and will be funded out of Capital Fund Management Improvements. Attachments: Resolution A copy of any attached documents is available at the clerk’s desk. DEPARTMENT’S REQUESTED ACTION: Staff recommends adoption/ratification of this resolution/contract. ACTING EXECUTIVE DIRECTOR’S RECOMMENDATION: Agenda Item No: 3 I concur with staff recommendation Date: November 12, 2014 32 RESOLUTION NO: ADOPTED: RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO A CONSULTING CONTRACT WITH FORD & BONILLA TO PERFORM AN OVERALL COMMUNICATIONS ASSESSMENT, DEVELOP COMMUNICATION AND RESIDENT ENGAGEMENT PLANS, ACTIVELY PARTICIPATE IN THE IMPLEMENTATION OF THE PLANS, ACT AS THE POINT OF CONTACT FOR EMERGENCY COMMUNICATIONS AND ASSIST IN RE-IMAGING THE AUTHORITY FOR A ONE (1) YEAR CONTRACT WITH THE OPTION OF UP TO FOUR, ONE (1) YEAR RENEWALS WITH A CONTRACT VALUE NOT-TO-EXCEED $151,840 ANNUALLY. WHEREAS, the San Francisco Housing Authority (Authority) utilizes the use of professional services to supplement its staff; and WHEREAS, the Authority desires to utilize the expertise of a communications consultant to enhance various aspects of its business; and WHEREAS, the Authority has identified resources from its operating budget to fund this project; and WHEREAS, Ford & Bonilla (F&B) has demonstrated its ability and experience to help the Authority achieve certain goals related to communications; and WHEREAS, the Authority has demonstrated the need to award this contract under a noncompetitive proposal process; and WHEREAS, the procurement process for those actions covered by this resolution meet the procurement standards of 24 CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 2, “Procurement Handbook for Public Housing Agencies and Indian Housing Authorities”, the San Francisco Housing Authority Procurement Policy and Procurement Policy Manual and State of California and local laws; and 33 WHEREAS, the Authority has obtained authorization from the U.S. Department of Housing and Urban Development (HUD) to award this noncompetitive procurement. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT: 7. 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. 8. The contract with Ford & Bonilla for communications and resident engagement consulting for a one (1) year contract with an option to renew annually for a cumulative maximum of four (4) years with an amount not to exceed $150,000.00 annually, is hereby approved, and the Acting Executive Director is authorized to execute the contract. 9. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: ________________________________ Dianne Jackson McLean, Goldfarb & Lipman LLP, Special Legal Counsel ____________________________________ Barbara T. Smith, Acting Executive Director Date:_______________________________ Date:________________________________ 34 STAFF REPORT THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO BOARD OF COMMISSIONERS Agenda Category: Action Item – Procurement Agenda Title: Resolution Approving and Authorizing The Acting Executive Director To Enter Into A Consulting Contract With IFH Solutions, Inc. To Serve As A Dedicated Software Conversion Project Manager Providing Oversight And Conversion Management Over The Authority’s Software Conversion From Gilson Software To Emphasys Software For A Period Of One (1) Year , with Certain Option(s) to Extend Until Project Completion, in a Contract Amount Not-To-Exceed Value Of $300,000 Presented By: Solomon Gebala – Chief Procurement Officer SUMMARY: The San Francisco Housing Authority (Authority) uses various software applications to manage its daily business and recently entered into a five-year contract with Emphasys Software Systems to acquire user licenses and ongoing maintenance and support with the intent to convert to a new housing software management system by July 2015. The new software (Emphasys Elite) is scheduled to be deployed in stages to meet the goals established by the Authority. The process to transition from the current system into the new Elite application is a time sensitive and essential function requiring a full-time employee to monitor and coordinate the process. The Authority published a Request For Proposal (RFP) #15-300-RFP-0007 pursuant to 24 CFR 85.36 to obtain offers from firms who wished to be considered for this solicitation. The procurement staff actively promoted the solicitation, reaching out to firms by phone and email; but despite its efforts, only received one proposal. This project is time sensitive. The potential for delays for the deployment of the software modules would be devastating if another solicitation had to be performed. Such delays would create fiscal and operational shortfalls affecting the Authority’s ability to operate. Accordingly, the Authority decided it was in its best interest to review the one proposal received to determine if the offer was responsible and responsive. A panel of three (3) Authority staff members reviewed the proposal and ranked the measurable components scoring it 81.6 out of 100. A price reasonableness analysis was also conducted comparing the cost estimates and the proposed rates. These rates were then analyzed against the budget for this project. Based on this, the Authority engaged in competitive negotiations with IFH Solutions, Inc. Through this process, the Authority was able to arrive at an equitable contract value which allows the project to be completed on time and within the established budget for this project. Staff recommends the award of the contract under the noncompetitive proposal process as defined in 24 CFR 85.36(d)(4)(i)(D) to IFH Solutions, Inc. for a one (1) year, with the Authority having the option to 35 extend the contract for up to three(3) ______ month(s) terms, until the project is complete with a contract amount not to exceed value of $300,000.00. The project will be funded through Capital Funds Management Improvements, and from administrative fees from both the Housing Choice Voucher Program and the Moderate Rehabilitation Program. Attachments: Resolution A copy of any attached documents is available at the clerk’s desk. DEPARTMENT’S REQUESTED ACTION: Staff recommends adoption/ratification of this resolution/contract. ACTING EXECUTIVE DIRECTOR’S RECOMMENDATION: Agenda Item No: 4 I concur with staff recommendation Date: November 12, 2014 36 RESOLUTION NO: ADOPTED: RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO A CONSULTING CONTRACT WITH IFH SOLUTIONS, INC. TO SERVE AS A DEDICATED SOFTWARE CONVERSION PROJECT MANAGER PROVIDING OVERSIGHT AND CONVERSION MANAGEMENT OVER THE AUTHORITY’S SOFTWARE CONVERSION FROM GILSON SOFTWARE TO EMPHASYS SOFTWARE FOR A PERIOD OF ONE (1) YEAR WITH, CERTAIN OPTIONS TO EXTEND UNTIL PROJECT COMPLETION, IN A CONTRACT AMOUNT NOT-TO-EXCEED $300,000 WHEREAS, the San Francisco Housing Authority (Authority) utilizes the use of professional services to supplement its staff for certain projects; and WHEREAS, the Authority desires to utilize the expertise of a software conversion manager; and WHEREAS, the Authority has identified resources from its operating budget to fund this project; and WHEREAS, IFH Solutions, Inc. has demonstrated its ability to help the Authority transition from its current operating software to its new Elite software; and WHEREAS, the Authority has demonstrated the need to award this contract under a noncompetitive proposal process; and WHEREAS, the Authority has obtained authorization from the U.S. Department of Housing and Urban Development (HUD) to award this noncompetitive procurement. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT: 10. 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. 11. The contract with IFH Solutions, Inc. for the software conversion management under a one (1) year contract, including up to three (3) option(s) to extend the contract for ____ months , for a contract amount not to exceed $300,000.00, is hereby approved, and the Acting Executive Director is authorized to execute the contract 12. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: ________________________________ Dianne Jackson McLean, Goldfarb & Lipman LLP, Special Legal Counsel ____________________________________ Barbara T. Smith, Acting Executive Director Date:_______________________________ Date:________________________________ 37 AGENDA SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS Agenda Category: Action Item – Finance Department Agenda Title: RESOLUTION AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO APPROVE THE WRITE-OFF OF VACATED TENANT ACCOUNTS RECEIVABLE IN THE AMOUNT OF $351,549 AND BANKRUPTCY DISCHARGED DEBT IN THE AMOUNT OF $13,108 FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2014 Presented By: Velma Navarro, Deputy Executive Director/Chief Operating Officer SUMMARY: The San Francisco Housing Authority Board of Commissioners (the "Board" or "SFHA") is requested to authorize the Acting Executive Director to write-off tenant accounts receivables (TARs) totaling $351,549 and bankruptcy discharged debt in the amount of $13,108 for the fiscal year period of October 1, 2013 to September 30, 2014. The amount of $351,549 represents uncollectible account balances owed by 149 former tenants who have vacated or abandoned their units, been evicted, or died. The amount of $13,108 represents uncollectible debt that has been discharged in bankruptcy for 1 active tenant. On September 26, 2013, the Board amended the San Francisco Housing Authority’s write-off policy to limit TAR write-off to vacated units accounts and bankruptcy debt. The total TAR amount of $351,549 recommended for write-off does not include accounts from active tenants. Moreover, in compliance with HUD Financial Management Handbook 7475.1 REV Chapter 6 Section 6-2 (d) (2), SFHA reviews its TARs and identifies vacated units accounts for write-off with no collection activities. These write-off balances of $351,549 are not deleted from the SFHA's 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 continue 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 units without paying off their delinquent accounts are reported on the U.S. Department of Housing and Urban Development’s Enterprise Income Verification (EIV) system and are not qualified to receive public housing assistance in the future as long as balances are outstanding. [Continued on Page 2] 38 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: 5 Date: November 12, 2014 The objective of writing off $351,549 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 funding for the actual amount of collection losses of $351,549 and $13,108 for fiscal year 2014 is available in the Low-Income Operating Program Budget. 39 RESOLUTION NO: ADOPTED: November 20th, 2014 RESOLUTION AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO APPROVE THE WRITE-OFF OF VACATED TENANT ACCOUNTS RECEIVABLE IN THE AMOUNT OF $351,549 AND BANKRUPTCY DISCHARGED DEBT IN THE AMOUNT OF $13,108 FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2014 WHEREAS, HUD Financial Management Handbook 7475.1 REV Chapter 6 Section 6-2 (d)(2), details procedures on the write-off of vacated TARs and the San Francisco Housing Authority ("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 tenant accounts receivables (TARs) must be approved by the Authority's Board of Commissioners ("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 authorized by Resolution No. 2784, dated February 27, 1986, to write-off vacated units 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, 2013. 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 approve the write-off of vacated Tenant Accounts Receivables in the amount of $351,549 and bankruptcy discharged debt in the amount of $13,108 for the fiscal year ended September 30, 2014. 3. The Resolution shall take effect immediately. 40 APPROVED AS TO FORM AND LEGALITY: REVIEWED BY: ________________________________ Dianne Jackson McLean, Goldfarb & Lipman LLP, Special Legal Counsel ____________________________________ Barbara T. Smith, Acting Executive Director Date:_______________________________ Date:________________________________ 41
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