Village Palos Verdes
Homeowners Association
December 3, 2008
Dear VPV Homeowners,
Enclosed in this mailing is the Q&A prepared by Design Build Associates subsequent to the November 13th meeting at which DBA presented the Repair & Restoration Policy.
Also enclosed:
A flyer advising of an opportunity for you to clean out your garage in preparation for construction, and
A request for information with regard to any service providers you may have had success with in the past and are willing to share with your neighbors.
Off-site owners, it is imperative that you share the Repair & Restoration Policy that was mailed in November with your tenants, as they will need to be aware of and adhere to that policy when it comes time to prepare for construction on your building.
As always, if you have any questions, please submit them in writing to the Board in care of Joanne Peña at Horizon Management, or through the website: HYPERLINK "http://www.villagepalosverdes.org" www.villagepalosverdes.org.
Sincerely,
The Board of Directors
Village Palos Verdes Homeowners Association
Village Palos Verdes Homeowners Association
November 13, 2008 – Review of Repair Policy with Homeowners
Post-Review Questions and Answers
Q: When the contractors are working inside the unit, will they lie down flooring protection?
A: Yes. If it is a simple repair, they will wear booties. If a more extensive repair is required, plastic runners may be used to protect flooring, etc.
Q: Do the new sliding glass doors and windows come with screens?
A: Yes. Any window which is operable (opens) will be provided with a screen.
Q: Why do only some of the units get new front doors?
A: The “B”, “D”, “E”, and “F” are directly exposed to the weather; the remaining units are not, and therefore, are in much better condition. Lack of funds was also a consideration and this item is one that is listed to be completed if contingency reserves are available.
Q: Where will the contractor have its on-site office?
A: Due to constraints regarding the surrounding City streets, it will most likely be situated in guest parking.
Q: The “B” and “D” unit roofs have spaced sheeting. How will our garage contents be protected during re-roofing?
A: The contractor will coordinate the roof demolition and re-sheeting with the homeowner and, where necessary, drape plastic.
Q: Where will the workers park and group for lunch, and how will we know they work for Professional Services?
A: The construction workers will park on City streets at the perimeter of the property. At lunch time, the workers will meet at a single designated place set aside for their use. All PSC workers wear shirts with the Professional Services name on them.
Q: What is an expected duration that work will be taking place on a building?
A: Three to four weeks, depending on the size of the building. The schedule is also dependent upon weather.
Q: Does the homeowner have to be home while the work is being done?
A: No. However, you will need to leave a key with the Construction Superintendent, or Phil, or a trusted neighbor. Where applicable, homeowners will need to meet with the contractor if they are considering replacing their heating/air conditioning unit, taking advantage of the window options or modifying the internal routing of their TV cable.
Q: Will we be able to choose the type and color of the skylights being replaced?
A: All the skylights over the interior of the units will be replaced; and, no, the homeowner will not be able to choose the type and color of the new skylights, nor can any new skylight or skylight locations be added.
Q: What about minors left alone in the unit while work is being done on the interior?
A: It is the contractor’s policy not to send workers into a unit unless an adult is present.
Q: During construction, will evening security be hired to discourage vandalism and/or theft?
A: No additional security is planned or budgeted. However, all construction materials and tools will either be in steel containers or fenced-in at the guest parking spaces within the complex. It is requested that homeowners immediately call 911 if they witness someone attempting to break into any of the trailers, storage facilities or fenced in areas.
Q: I have tiled up to the window in my kitchen. Can I opt not to replace the kitchen window?
A: Without seeing the condition it is impossible to respond. Please email Joanne a note about the condition and it will be forwarded to DBA for follow up and response. Due to exterior aesthetic considerations and the necessity to ensure the warranty of installed components is upheld, it is doubtful that any existing windows would be allowed to remain.
Q: I am an off-site homeowner. How will I receive the notices to ensure my tenant will comply with the requirements?
A: As soon as you receive your first notice from Professional Services, call the customer service number on the notice and let them know you are an off-site owner. They will arrange to send you the notices.
Q: During re-roofing, will all the HVAC units on a particular building be removed at the same time? Do we need to mark them identifying it as our property?
A: Yes, all the units from a particular building will be removed at the same time, and, no, you do not have to mark them. The contractor will mark them to identify which unit belongs to which home.
Q: If I choose to purchase a new (rooftop) heating and air conditioning unit during construction, is the labor and crane cost paid out of the project budget?
A: Yes
Q: When will information be available as to the types of energy efficient units the contractor will offer?
A: At the time of your meeting with the contractor to review the heating and air conditioning unit performance report.
Q: Will I be able to understand the heating and air conditioning report?
A: Yes, the contractor will review it with you.
Q: Are the HVAC units being removed during the winter months; and if so, for how long?
A: Yes, approximately one week.
Q: The majority of TV’s are in the family rooms. Will my family room TV work once Time-Warner installs the two connection cables to my unit?
A: Time-Warner will post a Notice before the siding is removed which will include the contact information for the Team dedicated to the VPV repair project. If your existing cable is connected to one of the two existing Time-Warner cables, then it is likely to work; however, without knowing how your cable is distributed within your unit, it would be impossible to know for sure. Once Time-Warner has installed the new cable, you will be able to check your other cable outlets. If they do not work, you will need to contact Time-Warner for their assistance.
Q: What will determine whether my new garage door will be a roll-up or rigid frame door?
A: It will be determined by the height of the existing garage door opening.
Q: Are all the roofs in the complex being replaced?
A: Yes.
Q: When my windows are measured for replacement, can I change an existing operable window for a fixed pane window?
A: Without seeing the specific condition, it is impossible to respond. Please send Joanne a note about the specific location / condition, and it will be forwarded to DBA for follow up and response.
Q: Can I order my sliding glass door with a roll-up screen?
A: No. However, the HOA is working on new Rules & Regulations that will allow homeowners to add these types of screens following these repairs.
Q: Will I be able to reinstall my existing screen door onto my new front door?
A: During the project, the Board will be establishing new rules and regulations pertaining to the long term care and appearance of the buildings. These will include a screen door policy that will likely stipulate a specific door design and color.
Q: Will there be any further homeowner meetings as each phase begins?
A: No. The homeowner meeting on Nov. 13, 2008, to review the Repair & Restoration Policies, and this question and answer document, are the only preconstruction general homeowner meetings scheduled at this time.
Q: What is the duration of the project?
A: Presently, it is planned to be seventeen (17) months. However, the contractor will revisit the schedule once three (3) to four (4) of the buildings in Phase I are completed, and the revised schedule will be published for the homeowners.
Q: Do the new windows and sliding glass doors have dual pane glass and Low-E coatings?
A: Yes.
Q: When will we see the selections for the new mailboxes and lighting fixtures?
A: Most likely by the end of December (2008).
Q: When will we see the selections of the accent colors and their locations?
A: Most likely by the end of December.
Q: Will any of the entry gates be replaced?
A: The gates at the pool area will not be replaced. The gates associated with Phase I - Units 464 through 468 will be replaced as part of the patio wall replacements.
Q: Will homeowners have the option to install anti-glare film on the inside of the new windows and sliding glass doors?
A: The new windows and doors have a manufacturer-installed Low-E coating which does reduce glare. Installing an aftermarket anti-glare film will need to be approved by the Board. Once the windows are installed, if you decide you want additional anti-glare protection, please submit your request to the Board at that time.
Q: What are hose bibs?
A: The outdoor water valves that you connect your garden hose to.
Q: What is the “r” designation next to the Plan Type letter?
A: The “r” designates that your unit is a “reverse” or flip-flopped layout of that plan type.
Q: Will there be an option for a new front door lockset and deadbolt?
A: Possibly. The Board is going to consider this and make a determination before construction begins. Budget constraints and the need to present a consistent exterior finish are contributing factors.
Q: Will the Verizon FIOS be installed regardless of whether you use their high speed service?
A: It will not be installed throughout the home; however, each unit will have a cable termination point for later distribution throughout the house at the homeowners’ discretion and expense.
Q: Our bedroom windows exceed the 44” from the floor. Will one of these windows be enlarged?
A: The HOA has submitted plans for the 1st phase of repairs, and the City has indicated that the existing bedroom windows may be “grandfathered,” meaning that the HOA may not have to alter the size of these windows. More will be known when the permit is issued.
Q: Is there any common area available to store our potted plants during construction?
A: The Board will consider this request and inform the homeowners accordingly.
Q: Is it still possible to put solar panels on the roof after the new roof is installed?
A: It is always possible, but doubtful, due to cost, roof warranty concerns and the input from the local fire department which discourages solar panels due to the limitation of accessibility required for venting during a fire.
Q: Will there be insulation between the new roof and the rest of the home?
A: Yes.
Q: I am in a “C” unit with an open beam ceiling. Doesn’t plastic sheeting need to be put in my unit?
A: No, the plastic sheeting is only applicable to units that have a “shingled” roof that is being replaced. The “C”, “E”, & “F” units get new flat roofs and will not need the plastic sheeting protection.
Q: Where should the smoke detectors be installed?
A: Inside each bedroom on the wall above the door or the ceiling above the door.
Q: Will there be anyone to re-check Time-Warner’s work before the cables are sealed behind the new siding?
A: Yes, Time-Warner will be checking for a signal to the two connection points in the unit.
Q: What preparations do I need to make to my alarm system that is connected to all my doors and window?
A: Those that have an alarm system with door and window sensors need to arrange for all the sensors and alarm wiring to be removed from the doors and windows prior to their replacement. Reinstallation should not take place until the contractors have completed their work.
Q: My HVAC unit is located under my front entry stairs. If I am interested in replacing it, when would be the best time? And, since it is not on the roof, am I to assume it would be all my expense?
A: The best time to replace your HVAC unit (if not roof mounted) would be after the repairs to your building are completed. And, yes, it would be at your expense.
Q: I have garage cabinets which might prohibit the installation of a roll-up door. Can I request a slab door if the roll-up door cannot be installed because of the cabinets?
A: This would certainly be an option, and it should be discussed with the contractor as soon as you receive your first 30-Day Notice.
Q: Can I make arrangements for the contractor to remove my satellite dish?
A: The homeowner must make arrangements to have their satellite dish removed prior to the start of the re-roofing. Otherwise, it will be discarded during tear-off, and the homeowner may be charged for its disposal. Please contact your satellite service provider to arrange for your dish to be removed and reinstalled per the HOA policy. A list of other service providers who may perform this service will soon be available on the VPV web site.
Q: The previous owners installed flower boxes, etc., onto the walls at the balconies. Who is responsible for the removal of these?
A: Even though items were installed by a prior owner, you, as the present homeowner, are responsible for removing everything from the exterior surfaces of the buildings prior to the beginning of work on your building.
Q: Will the exterior light fixtures and electrical outlets be replaced?
A: The light fixtures will be replaced. The exact fixture has not yet been chosen by the Board. The exterior electrical outlets will remain as well.
Q: I am assuming that if any of the externally mounted vents or vent covers require replacement that they are part of the overall project?
A: Yes, external vents and vent covers will be replaced on a case-by-case basis.
Q: When will a project schedule be available that estimates the start of each of the phases?
A: The Association will work to post a project schedule by the end of this year on the VPV website for homeowner reference. However, the Contractor has told the Association that the dates of the schedule are not yet firm. The Contractor plans to revisit the schedule towards the completion of Phase I. A revised schedule may be posted at that time.
Q: Why can’t TV cables run on the roof or in pipes across the roof, thus saving inside wiring costs for the homeowners?
A: To run TV cable through pipes on the roof is unworkable since every homeowner has their own designation as to where their TV cable signal is distributed within their unit. Additionally, cable on the roof will still need to penetrate the roofing or the siding. The more piping on the roof means more roof penetrations, more roof traffic, more maintenance, and more cost. Please refer to your Repair and Restoration Policies document for guidelines for what is and is not allowable.
The following questions were submitted subsequent to the meeting and are related to the project plan, budget and the potential for cost over-runs:
Q – Why do we not have a Performance Bond for this $14 million Project?
A – This question was previously addressed but maybe not communicated clearly. To explain further, our contract with the General Contractor calls for VPV to retain 10% of all invoiced payments until the agreed scope of work for the project is satisfactorily completed. The contract basis is cost plus, meaning that the Contractor will pay for labor and materials and then invoice us following completion of a portion of work. The retention value nearly equates to the value of the profit and overhead earned by the Contractor. Thus, the General Contractor will not recover business operating expenses or earn any profit until the end of the project. A completion bond for this project would cost the project budget additionally approximately $300,000 and was not deemed to be cost effective due to our other risk mitigation plans in effect.
Q – Overruns: On Page 4 of the Policy document that we received Nov 7 under Window Replacement, we are told that City Code requires our windows in bedrooms without an outside door to sit no higher than 44 inches from the floor. This will now require three inches of the wall to be cut away under the front bedroom window of all of the F plans, one wall in one bedroom of the C models, and walls in 2 bedrooms of the E models. (Plans A, B, and D have not been contacted.) Homeowners will be responsible for drywall reconstruction, re-painting each of these rooms entirely, and purchasing new window treatment to fit the new dimensions. -- How much overrun will this require to cut into all of these walls and rebuild the window structure to meet City Code? Are there other overruns that you know of now?
A – In regard to the inquiry about the potential bedroom window change, please refer to the response provided to Question #34. -- In regard to the additional question referencing other overruns, the definitive estimate is still being developed and confirmed, as we are still receiving final bids from sub-contractors and materials suppliers. Some items which have arisen during this process include some additional structural testing which was necessary to support the building plan approval process. And, due to the multitude of nuances in the design of buildings in Phase 1, Architectural fees to develop construction plans were higher than contracted, but allowed for within the budget for this service. The original budget remains intact and we are managing contingency as individual estimate line items are finalized. As previously advised, regular cost and schedule performance updates will be provided to the HOA during the project.
Q – Where is the final budget ---not the Budget with the Contractor’s speculations that we were shown in Power Point in August and received in the mail the day before we received the ballot?
A – The project “budget” was developed as an integral part of the project planning process. This element was essential to provide a basis for funding and to provide a basis for the assessment vote. The definitive estimate could not be developed until after the project had been approved by a majority of the homeowners. Bids for each construction trade, and firm material pricing continues to be confirmed and contracted. We plan to have a definitive estimate by the first of January. This estimate will then be re-evaluated following completion of several buildings in Phase 1, when the project schedule is re-set / confirmed, incorporating the knowledge gained from actual construction performance.
Q – The Board told us that labor costs and materials costs were “frozen” at pre-October prices, some of them set 6 months ago. We know now that these costs are inflated. Have we been able to adjust those early bids, or are we stuck with pre-market collapse costs?
A – Pricing was set early for the overhead and profit portion of the General Contractor’s portion of the work, at rates lower than currently being performed / bid. We were successful at setting pricing for some of the major material components which we had been notified of planned price escalations. Not all pricing was set prior to October as we continue to receive bids for specific components and services and negotiate pricing agreements. In contrast to the potential miss-conception that the status of the economy should afford us price breaks, we continue to receive notification on pricing escalation for materials such as the paint, siding and roofing. The project team continues to work diligently to reduce and maintain planned costs where available.
Q – Does it still make sense to proceed doggedly with our inflated cost structure, our open-ended construction contracts, and our unforeseen overruns?
A – None of these comments are applicable to the extensive and comprehensive plan formulated by our carefully chosen professional who specialize in this specific type of project.
The following homeowner questions require additional deliberation and are not yet resolved. The Board will disseminate the answers to these questions at a later date.
Some of the Units in Phase I have a wood slot attached to the wall allowing to collect the mail inside the home. Would it be possible to have such a slot in my unit, or to have a garage roll-up door with a mail slot?
When selecting the new exterior wall mounted light fixture, will the Board will give consideration to the fact that many owners have installed motion detector sensors into their exterior lights, and therefore select a fixture to which a sensor can be added?
Repair Policy Questions and Answers-02 11.26.08.doc
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