HomeMy WebLinkAbout2006-04-18 - Minutes - Archiver
MINUTES OF THE APRIL 18, 2006 REGULAR MEETING OF THE HOUSING
AUTHORITY OF
THE CITY OF FAYETTEVILLE, ARKANSAS
The Housing Authority of the City of Fayetteville, Arkansas met in Regular Session at
8:00 a.m., April 18, 2006, in the City Administration Building, Room 326, Fayetteville,
AR.
Betty Turner, Vice Chairperson called the meeting to order at approximately 8:00 a.m.
Commissioners Present: Betty Turner, Deborah Olsen and Richard Royal
Commissioners Absent: Robin Ross and Janet Richardson
Others Present: Fredia Sawin and Laura Higgins (Fayetteville Housing
Authority)
Old Business
A. Discussion of RFP to Hire a Consultant on an Hourly Basis -This item will be
moved to the next regular meeting on May 16, 2006 due to the absence of Robin
Ross and Janet Richardson.
New Business
A. Approval of Minutes of Previous Regular Meeting -Mr. Royal motioned to accept
the March 21, 2006 Minutes, seconded by Ms. Olsen and carried unanimously.
B. Approval of March 2006 Financial Statements -There being no questions motion
was made by Mr. Royal to accept the March 2006 Financial Statements, seconded
Ms. Olsen and carried unanimously.
C. Executive Directors Report -Ms. Sawin reviewed her written report. Ms. Sawin
attended the Seven Hills Board Meeting and it was determined that the Housing
Authority would not be unable to come up with the matching funds needed by
Seven Hills however, partnering up in the future was definitely an option should
any new housing projects arise. Ms. Sawin advised that the ADEMA/FEMA
KARE program has now officially ended. Ms. Sawin also included in her packet
a copy of the five year Agency Plan -Capital Fund Action Plan so the
commissioners can review and see were the funding is going over the next five
years. Ms. Olsen asked about the playground equipment at Morgan Manor
through the CBDG office. Ms. Sawin will contact Yolanda Fields and find out
the status of the grant.
There being no further business, meeting was adjourned.
THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS
FAYETTEVILLE HOUSING AUTHORITY
#1 North School Ave.
Fayetteville, AR 72701-5928
PH: (479)521-3850 FAX: (479)442-6771
EXECUTIVE DIRECTOR'S REPORT
APRIL 11, 2006
1. Update on the Seven Hills Transitional Housing partnership:
Called Mr. Charles Blevins with HUD to again discuss what
our options are in partnering with Seven Hills and how we
might be able to come up with the matching $150,000.
Using our Capital funds would not be possible since these
are Federal funds. The rule is, you are not allowed to
match Federal dollars with Federal dollars. They must
be private donations.
The other option would be our Non -Profit and using it to
acquire donations to use for the matching funds.
However, Mr. Jim Crouch tells me that it is not completed.
He passed the task onto someone else in his firm that
specializes in this area and he promises to check on the
progress and get back to me.
I attended the Seven Hills Board Meeting on
March 29th, 2006. Mr. Hugh Earnest presented his
proposals to the Board and gave an introduction as to
the reason for my presence. I expressed to the Board
that our Agency would very much like to partner with
them on this Housing endeavor. However, our dilemma
would bethe lack of available funds and the limited time
to acquire these funds. I expressed that we thought of
our Capital Funds but would not be able to come up
with the $150,000 all at once since HUD puts a cap
on how much we can use for other housing projects.
Then there's the rule of matching federal dollars
with federal dollars. I also, mentioned our Non-profit.
I gave them a brief description of what we were doing i.e.
hired a consultant to develop a Housing Needs Plan and
forming a Non-profit to use in connection for future
housing.
•
•
•
•
Page 2 April llth, 2006
Mr. Earnest confirmed that the deadline was
March 24th, 2006 but he felt confident that HUD would
allow them a little more time before recapturing
the grant funds for these eight additional transitional
housing units.
I reiterated that we definitely would be open to a
partnership in the future should any new housing projects
arise.
2. Public Housing has 5 vacancies, 2 at Willow Heights, 0 at Lewis
Plaza, 2 at Hillcrest Towers, and 1 at Morgan Manor The
Section 8 Program is full. The ADEMA/FEMA KARE program
has ended.
3. The Lindsey Blue Books did not arrive in time to get the
budget pages for Public Housing. They did e-mail
the Balance Sheets.
Please find enclosed a copy of the RFP for Housing Consultant
Professional Services Contract and the 5 year Agency Plan -
Capital Fund Action Plan.
FAYETTEVILLE HOUSING AUTHORITY
PUBLIC ANNOUNCEMENT
REQUEST FOR PROFESSIONAL SERVICES
The Fayetteville Housing Authority, 1 North School Avenue, Fayetteville, AR 72701 invites
interested parties to submit sealed statements of qualifications for consulting services in the
following specialty area:
HOUSING CONSULTANT PROFESSIONAL SERVICES
The Fayetteville Housing Authority (FHA) is requesting qualifications from qualified consulting
firms or individuals familiar with Public Housing and the requirements of the Department of
Housing and Urban Development with regard to Public Housing Agencies. It is FHA's intent to
establish a professional relationship with a firm or individual to assist with future housing
endeavors.
All services will be issued to the contractor by Task Order that will identify the service and the
cost for that service by hourly rate. The contract will be for a "Not to Exceed" total dollar
amount to be determined by the number of tasks estimated and total estimated dollar amount.
Professional consulting firms or individuals interested in being considered for a contract should
reply with a statement of qualifications no later than 4:00 p.m., Friday, June 16, 2006. Firms
are encouraged to include the participation of economically disadvantaged business enterprises
in proposals for the work. The FHA reserves the right to supplement this announcement and to
specify additional terms and conditions for providing the services.
Page 1 of 3
SCOPE OF SERVICES
The FHA recently completed a Housing Needs Comprehensive Plan that identified a strategy to
guide our future housing activities for low and moderate income individuals and families. This
Plan will be used to direct the Scope of Services and specific tasks thereof. The Plan sets out
four levels of action, each building on the prior level(s). Therefore, services to be provided
under this contract will focus on these levels:
Level 1:
Level 2:
Level 3:
Level 4:
Organizational Commitment to Action
Focus on Populations Served and Types of Housing
Affordable Housing Roles for the FHA
Focus on Individual Projects and Multipurpose High Impact Initiatives
The levels are summarized in Part IV of the Plan and titled "Strategy Formulation - Next Steps"
which is attached to this RFQ. More detailed information regarding these levels is contained in
the Plan and may be obtained by request for a charge of $10.00.
VENDOR QUALIFICATIONS
The format of the Statements of Qualifications is within the discretion of the firms and should
include:
> The names of the firm owners;
> Number of years in business and firm history;
➢ The type of specialty services offered;
> The education and experience of the owners and key technical personnel;
> The technical expertise of current staff;
> The firm's experience in performing specialty services;
> Availability of staff;
> The firm's equipment and facilities; current or ongoing projects; and
> References.
Evaluations of the Statements of Qualifications will be based on the following: (1) Competence
of the firm to perform the required services as indicated by the technical training, education and
experience of the firm's personnel who are likely to be assigned to perform the services (6 to 25
points); (2) Ability in terms of workload and availability of qualified personnel, equipment, and
facilities to perform the required services competently and expeditiously (10 to 20 points); (3)
Past performance as reflected in evaluation of previous clients with respect to factors such as
quality of work and meeting deadlines (0 to 20 points); (4) Hourly rate including all direct and
indirect labor costs, overhead, and profit. Note: A "not to exceed" price will be negotiated after
the number of tasks and estimated hours of each task are determined (1 to 10 points); (5)
Certified statement that the firm is not debarred, suspended, or otherwise prohibited from
practice by and Federal state or local agency (failure to provide certification precludes further
consideration).
Page 2 of 3
•
•
•
The FHA will evaluate the Statements of Qualifications and may hold discussions with
individual firms to further explore the firm's Statement of Qualifications. Although cost is
important, it is not the sole determining factor. The scope of work and terms and conditions of
contract are negotiable. The FHA reserves the right to terminate negotiations with a firm ranked
most qualified upon failure to negotiate a contract and enter into negotiations with the firm
ranked next most qualified.
Terms of Service
Three (3) copies of the firm's Statement of Qualifications shall be enclosed in an envelope,
sealed, plainly marked on the outside "Housing Consultant Professional Services," addressed
and mailed to:
Fredia Sawin, Executive Director
Fayetteville Housing Authority
1 North School Avenue
Fayetteville, AR 72701
Sealed Statements of Qualifications shall be submitted no later than 4:00 p.m., Friday, June 16,
2006. Proposals received after this deadline will not be considered.
All questions regarding this Request for Professional Services are to be submitted in writing to
the attention of Fredia Sawin at fayettevilleha@moregti.net. Questions will be answered and
posted on a regular basis until the time of proposal submittal. The name of the party submitting
a question will not be included on the list posted by the FHA.
Page 3 of 3
•
•
Z0PL6040 :awn alld
Replacement Housing Factor Funds
CFP Funds Listed for 5 -year
planning
Lewis Plaza
Morgan Manor
Willow Heights
Hillcrest Towers
HA -Wide
Development Number/Name/HA-
Wide
PHA Name: Housing Authority
Of The City of Fayetteville
Capital Fund Program Five -Year Action Plan
Part I: Summary
Year 1
$ 269,000
t
o
0
0
0
148,000
c
0
0
Work Statement for
Year 2
FFY Grant: 2006
PHA FY: 2006
EA
T
000
0
N
In
0
120,000
8,000
b
U
INJ
0
36,000
Work Statement for
Year 3
FFY Grant: 2007
PHA FY: 2007
$ 267,000
120,000
0
0
0
36,000
Work Statement for
Year 4
FFY Grant: 2008
PHA FY: 2008
DOriginal 5 -Year Plan
❑Revision No:
$ 267,000
120,000
0
0
0
36,000
Work Statement for
Year 5
FFY Grant: 2009
PHA FY: 2009
a 1M WHDV11V
•
a
0.0.
O
N
• 9c,
Total CFP Estimated Cost
\\\\\\
\
\\
Activities
for
Year 1
Lewis Plaza
HA -Wide
1 Hillcrest Towers
Hillcrest Towers
_=
>
0
a
0
Hillcrest Towers
Development
Name/Number
Activities for Year : 2
FFY Grant: 2006
PHA FY: 2006
al Fund Program Five -Year Action Plan
porting Pages—Work Activities
New Heating units
Engineer Fees & Cost
Parking Lot Overlay
Shrubbery
Maintenance Equipment
Ranges and Refrigerators
Brick & Balcony Painting
Exterior Clean & Antique
Major Work Categories
$ 265,000
al`
0
0
0
37,000
40,000 1
8,000
10,000
10,000
125,000
Estimated
Cost
yy
D
G co
yy
D
o
Morgan Manor
HA -Wide
Willow Heights
Development
Name/Number
Activities for Year: 3
FFY Grant: 2007
PHA FY: 2007
n\\1
Engineer Fees & Costs
Maintenance Truck
'9
m
Kitchen Modernization
Ranges and Refrigerators
New Heating Units
Major Work Categories
$ 267,0001
f 37,000
25,000 1
O
0
O
10,000
w
to
O
Estimated
Cost
Q .LAi�WH3� III
•
•
ZOPL601e :amen and
wri
nt
•a
Total CFP Estimated Cost
66
N
Morgan Manor
I Morgan Manor
a
co
Development
Name/Number
Activities for Year : .4
FFY Grant: 2008
PHA FY: 2008
uar r uuu rrugrutu rrve- r tall tie -Mill rrau
pporting Pages—Work Activities
Engineer Fees & Costs
New Heating units
Phase 2
Kitchen Modernization
1 Ranges and Refrigerators
Major Work Categories
fag
N
on
0o
o
o
o
40,000 I
60,000
0
0
o
0
o
8,000
Estimated Cost
T
a
G
co
Hillcrest Towers
FIA -Wide
Development Name/Number
Activities for Year: 5
FFY Grant: 2009
PHA FY: 2009
1 Engineer Fees & Costs
Phase 1
Kitchen Modernization
1 Ranges and Refrigerators
Major Work Categories
$ 257,000
1 37,000
I 210,000 I
10,000 I
Estimated Cost
Q .LAj�NllDV.LIV
NN
P
1
H,,
N
A
N
W
N
N—
N
N--------
O
VD
Go
...I
D\
to
A
W
N—
—
O
'D
GC
J
T
to
A
w
N—
r
0
N
1 ❑Performance and Evaluation Report for Period Ending:
PHA Name: Housing Authori
of the City of Fa
Amount of line 21 Related to Energy Conservation Measures
Amount of Line 21 Related to Security — Hard Costs
Amount of line 21 Related to Security— Soft Costs
Amount of line 21 Related to Section 504 compliance
Amount of line 21 Related to LBP Activities
Amount of Annual Grant: (sum of lines 2 — 20)
1502 Contingency
1501 Collaterization or Debt Service
L1499 Development Activities
1495.1 Relocation Costs
1492 Moving to Work Demonstration
1490 Replacement Reserve
1485 Demolition
1475 Nondwelling Equipment
1470 Nondwelling Structures
1465.1 Dwelling Equipment—Nonexpendable
1460 Dwelling Structures
1450 Site Improvement
1440 Site Acquisition
1430 Fees and Costs
1415 Liquidated Damages
A
c
C
6
1410 Administration
1408 Management Improvements
1406 Operations
Total non -CFP Funds
Summary by Development Account
61.
287,000 1
10,000
O
O
0
30,000
37,000
20,000
a
trz0
m
Grant Type and Number
Capital Fund Program Grant No:
Replacement Housing Factor Grant No:
111
Total Estimated Cost
1Final Performance and Evaluation Report
placement Housing Factor (CFP/CFPRHF) Part I: Summary
Revised
O
0 -
OD
..
et
O.
Total Actual Cost
Expended
Federal FY of
Grant:
2005
OPL601e :aweu alld
ro
angal
• a7
Q J Ai�WHDV L LY
s
a
6
N
Lewis PI & Willow
Hgts
x
a
E
6
R
HA -Wide
HA - Wide
HA - Wide
Development Number
Name/HA-Wide
Activities
PHA Name: Housing Authority
of the City of Fayetteville
Annual Statement/Performance and Evaluation Report
Capital Fund Program and Capital Fund Program Replacement Housing Factor I
Part II: Supporting Pages
Ranges and Refrigerators
Siding and Insulation
Construction Administration
0
0
w
Site Improvements
Operations
General Description of Major Work
Categories
a
to
a
0
1430
w
0
LA
0
1406
Dev. Acct
No.
Grant Type and Number
Capital Fund Program Grant No:
Replacement Housing Factor Grant No:
En y
40 DU'',
1 LS
r
1 LS
�
Quantity
10,000
190,000
LA
0
0
22,000
1 30,000
20,000
Original
Total Estimated Cost
Revised
Funds
Obligated
Total Actual Cost
Federal FY of Grant:
2005
Funds
Ex ended
Status of
Work
Q J Ai�WHDV L LY
•
IOPL60xe --IEu alld
Q lMahTHDvfly
HA -Wide
Lewis Plaza
Willow Heights
Development Number
Name/HA-Wide
Activities
PHA Name: Housing Authority
of the City of Fayetteville
Program and Canital Fund Program Renlacemenl
03/07
03/07
0
w
0
v
Original
All Fund Obligated
(Quarter Ending Date)
0
N
y'
m
6
Grant Type and Number
Capital Fund Program No:
Replacement Housing Factor No:
Actual
03/08
03/08
03/08
Original
All Funds Expended
(Quarter Ending Date)
0
0w
0
d
9
A
C
w
Reasons for Revised Target Dates
Federal FY of Grant:
2005
Q lMahTHDvfly