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HomeMy WebLinkAbout25H - HOWE WAFFLE HOUSEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 4, 2008 TITLE: AMENDMENT TO GRANT AGREEMENT WITH SANTA ANA HISTORICAL PRESERVATION SOCIETY FOR THE RESTORATION OF THE HOWE-WAFFLE HOUSE (PROJECT NO. 08- 7610) ~, v ~ ITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 151 Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached amendment to the agreement with The Santa Ana Historical Preservation Society in the amount of $10,000 for the restoration of the Historic Howe-Waffle House, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Santa Historical Preservation Society (SAHPS) was awarded $59,500 in Community Development Block Grant (CDBG) funds for the restoration and preservation of the Historic Howe-Waffle House. City staff has met with representatives of the SAHPS to evaluate the restoration plan for the Howe-Waffle House, and it was determined that the items to be addressed in the scope of work were the replacement of the roof, exterior painting and termite repairs plus fumigation. The City of Santa Ana staff has worked with the SAHPS to obtain responsible bids from qualified contractors for the proposed work. After the bids were obtained, it was determined that, due to the complexity of the restoration project, SAHPS would need additional funding in order to fully address the proposed scope of work. City staff is recommending that the CDBG grant awarded to SAHPS be increased by $10,000 to ensure the completion of the restoration of the Howe-Waffle House. Funding for the additional work items is available in the CDBG unappropriated project account. 25H-1 Amendment to Grant Agreement with SAHPS for the Restoration of the Howe-Waffle House February 4, 2008 Page 2 FISCAL IMPACT Funds are available in the Community Development Block Grant fund (Account number 135-149-6931). ~,~Stephen G. Harding Deputy Cit Manager for Development Services Community Development Agency SGH/FH/mlr APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency H:\ACTION ITEMS\COUNCIL\2008CC\020408 AmendAgreeSAHPSHowe-WaffleHouse.doc 25H-2 AMENDMENT TO AGREEMENT THIS AMENDMENT, made and entered into this 4th day of February, 2008, by and between the Santa Ana Historical Preservation Society, a California non-profit corporation hereinafter referred to as ("Subrecipient"), and the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ("City"). RECITALS. A. The City and Subrecipient entered into that certain "Rehabilitation Work Agreement (For Use With Community Development Block Grant Funds)" ("Agreement") dated April 16, 2007, to use various allocations of CDBG funding to perform rehabilitation work on the historic Howe-Waffle House. B. The parties hereto now desire to amend the Agreement by amending the Scope of Work and increasing the grant amount. WHEREFORE, in consideration of the mutual and respective covenants and promises hereinafter contained and made, and subject to all of the terms and conditions of said Agreement as hereby amended, the parties hereto do hereby agree as follows: 1. The "Scope of Work" (Section 1) shall be amended to include painting, termite repairs and the replacement of the roof in accordance with the Proposal attached hereto as Exhibit A-1. 2. The "Amount of Grant For Rehabilitation" (Section 14) of said Agreement will be increased by additional grant funds in the amount of Ten Thousand Dollars ($10,000.00). 3. Except as hereinabove modified, all of the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment to said Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Patricia E. Healy Clerk of the Council APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: Lisa E. Storck Assistant City Attorney David N. Ream, City Manager SUBRECIPIENT Santa Ana Historical Preservation Society By: Title: 25H-3 F+ CITY OF SANTA ANA Housing & Neighborhood Development Division 20 Civic Center Plaza / P.O. Box 1988 Santa Ana, CA 92702 a Work Write-Up Owner(s): Project: Lessee: City of Santa Ana HOWE-WAFFLE HOUSE Santa Ana Historical Preservation Societ Project No.: SP-HWH/R07 Project 120 Civic Center Drive West Ins ection Date: 5/18/2007 Address: Santa Ana, CA. 92701-7505 Last Revised: Telephone No. Contact Person: Steven Cate Pre ared B : Garcia S.A.H.P.S.: (714) 547-9645 Tele hone No.: 714) 667-2254 Business: 714 836-0139 Reviewed B GENERAL DESCRIPTION OF PROPERTY DWELLING TYPE: ® Single-Family ® Business Office ®Two-Story ^ Single Story ^ Conversion ROOF: ®Built-Up ®Comp. Shin le Metal ^ Other: STRUCTURE BUILT: 1889 EXTERIOR WALLS: Metal Siding TOTAL BUILD'S SF: 2300 (approx.) ^ Stucco ® Wood Sidin TOTAL LIVING SF: 1100 FOUNDATION: ^ Slab BEDROOMS: 4 ® Conventional ^ Jacks /Piers BATHROOMS: 3 ® Garage - ®Parking TOTAL ROOMS: 12 Carria a Barn Off-Street Parkin Lot OVERALL CONDITION SITE Good Fair ^ Poor DWELLING EXT. ^ Good ® Fair ^ Poor DWELLING INT. ® Good Fair Poor LESSEE'S APPROVAL OF REHABILITATION WORK WRITE-UP By signing below, I certify that I have read, understand and approve this Work Write- Upfor the rehabilitation work to the Howe-Waffle House. I acknowledge, understand and agree that "Category A and B" work items are required and that they cannot be modified or deleted with^ Jacks /Piers out the approval of the City of Santa Ana. Lessee /Date Print Name Lessee Signature !Date Print Name WRITE-UP /PROJECT Page 1 of 12 25H-4 WORK ITEM CATEGORIES CATEGORY A Work needed to correct code violations, health and life safety deficiencies, and fire hazards. Work items in this category are required. CATEGORY B Work needed to correct conditions that will most likely develop into code violations, life safety deficiencies and hazards, if left alone. Work items in this category are generally required. CATEGORY C Work that will enhance the livability of the property and ensure that it is in a readily maintainable condition. GENERAL REQUIREMENTS All work will comply with these General Requirements. The General Contractor is responsible for making sure that their sub-contractors and laborers understand and comply with these General Requirements. 1. CONTRACTOR will perform all work in accordance with all applicable codes, laws, regulations and requirements (Federal, State & Local) Including - (Davis-Bacon/State Prevailing Wages apply) Reference current State Prevailing determination schedule. 2. CONTRACTOR will obtain all required permits and pay all related permit fees. CONTRACTOR will provide the LESSEE and the City's PROJECT MANAGER with copies of all permits and inspection cards. 3. CONTRACTOR will furnish all labor, material, equipment, tools and supervision to complete the work /project. 4. CONTRACTOR will protect all surrounding material, equipment and furnishings from damage during construction. CONTRACTOR will (at their own time and expense) repair and/or replace any materials, equipment and furnishings that they damage. CONTRACTOR and LESSEE will coordinate the removal of materials, equipment and furnishings from the construction area throughout the duration of the project. LESSEE understands that some inconveniences may occur during the course of the work, such as (but not limited to) interruptions in electric, water and gas services, noise, odors and dust. CONTRACTOR will execute the work in a manner that minimizes said inconveniences and ensure that essential utilities, fixtures and equipment are operative at the end of each work day. 5. CONTRACTOR shall take all precautions to protect all exterior surroundings; including all landscape- trees, plants, shrubs, irrigation system, and hardscape; On interior work, protect all interior flooring, furniture and surroundings; All areas shall be properly contained /covered. 6. CONTRACTOR shall address the public's safety including all pedestrian traffic around the structures. The CONTRACTOR shall provide and have in place, throughout the duration of WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 2 of 12 Owner's Initials Contractor's Initials 25H-5 project, all temporary barricades, overhead cover, and construction caution signage around the structures and any street frontage. CONTRACTOR shall address construction dust-control and take all precautions to minimize dust. 7. CONTRACTOR shall remove and dispose of all construction related debris and maintain the job site in a clean and safe condition at all times. 8. CONTRACTOR will obtain the LESSEE'S written approval of all equipment, fixtures, appliances and finishes (manufacturer, model number, color, etc.) to be installed prior to the commencement of the work. All material, equipment, fixtures and appliances shall be new, manufactured by a reputable company and of good to better quality. The CONTRACTOR and LESSEE acknowledge and understand that the City of Santa Ana will not finance luxury items or upgraded materials. The OWNER may pay the difference for some upgraded materials out- of-pocket, providing the CONTRACTOR and the LESSEE prepare a written change order and obtain prior approval by the PROJECT MANAGER. 9. CONTRACTOR will conduct a physical inspection of the project site and verify all quantities, measurements and dimensions. CONTRACTOR acknowledges, understands and agrees that they are responsible for knowledge of all visible conditions that may affect the work. CONTRACTOR shall notify the PROJECT MANAGER of any discrepancies prior to submitting their bid. 10. CONTRACTOR acknowledges, understands and agrees that this Work Write-Up cannot be changed or modified without prior written authorization of both the LESSEE and the CITY'S PROJECT MANAGER. CONTRACTOR is responsible for preparing all change orders and for obtaining all required approvals prior to deleting work, modifying the scope of work or commencing additional work. 11. CONTRACTOR acknowledges, understands and agrees that payments will be made for completed work only and that the work must be approved and accepted by the LESSEE and the CITY'S PROJECT MANAGER. 12. CONTRACTOR and LESSEE acknowledge and understand that inspections performed by the CITY'S PROJECT MANAGER are done for financial purposes and to ensure compliance with program requirements. Inspections performed by the PROJECT MANAGER should not be relied upon as a surety that the work was done properly. The role of the PROJECT MANAGER is not job superintendent. CONTRACTOR is responsible for performing the work properly. 13. CONTRACTOR and LESSEE acknowledge and understand that inspections performed by the City's Building Department are done to ensure compliance with the codes, ordinances and regulations adopted by the City of Santa Ana. Work that is approved by the City's Building Department may not necessarily satisfy the requirements of the Community Development Agency work contract. 14. CONTRACTOR and LESSEE acknowledge and understand that the City of Santa Ana's, Community Development Agency is the owner of the property. While the Contract is in effect, LESSEE and CONTRACTOR shall strive to communicate effectively. Project related issues should be promptly addressed to the City's Project Manger. WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 3 of 12 Owner's Initials ContractoPs Initials 25H-6 ITEM #: 1 RE-ROOF -MAIN HOUSE, CARRIGAGE BARN AND GAZEBO Priorit Code: A Location: Main House, Carria a Barn & Gazebo Three Structures Existin Condition: Deteriorated / A ed Roofin General Requirements: ^ CONTRACTOR will comply with the General Requirements located on pages 2 and 3 of this Work Write-Up. Contractor Will Provide All Labor And Material To: ^ Remove and dispose of the existing composition and flat/low pitch roofing, exposing the sheathing for inspection. The repair or replacement of damaged and/or deteriorated sheathing and roof system members shall be addressed by an authorized change order. All change orders shall be approved by, the homeowner and the Project Manager, prior to contractor commencing with any additional work. ^ Contractor shall expose the entire roof system sheathing and provide the City of Santa Ana's Project Manager and the City's Building Official a visual inspection of the (opened roof system). Project Manager and City Building Official shall inspect the roof system for any additional damages. ^ Contractor shall set up City of Santa Ana Building/Safety inspections. ^ Contractor shall notify the City's Project Manager, (24 hours in advance) prior to the tear-off of the existing roofing materials. ^ Install new'/z inch CDX plywood solid sheathing over all spaced sheathina areas ^ Install a new "40 year" asphalt / fiberalass roof shingles over solid sheathina ^ Install a new built-up roof system (hot-mop) over all exiting flat! low pitch roofs/areas o Install all new roofing materials per the manufactures specifications and recommendations. Item Includes: ^ The replacement of all roof metals; edge metal, flashings, valleys, transition sheet metals. ^ The installation of new 30 Ib. felt paper over new plywood sheathing. o Item also includes the lifting (removal) and proper re-installation of any heating/cooling systems, satellite dishes, antennas andlor cables, rain gutters/down-spouts and wrought Iran work. ^ Properly frame-in, metal flash, and seal around all roofing against walls and platforms. Include all materials required to properly slope (taper away) and divert any potential surface- water, away form the roof mounted equipment and at flat roof areas. ^ Painting of all new or existing roof metals. (Match new roofing material) ^ Clean up of all roof related debris. (Including all loose nails and/or shingle fasteners) Special Conditions: ^ Note: The existing roof is an asphalt composition shingle. ^ Existing pitched/flat roofs are at approximately a 1/12 - 11/12. ^ Existing cooling or heating system to remain. (If existing) ^ Existing damaged wood (fascia) boarding at perimeters shall be all removed and replaced with new materials. (Match existing) All exposed new and bare wood shall be properly primed (ready for paint). ^ Contractor shall provide a fee schedule for replacement of woodwork (fascia, trim, sheathing). WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 4 of 12 Owner's Initials Contractor's Initials 25H-7 Material /Equipment: ^ Contractor shall provide the property owner /lessee with roofing materials and color charts for selection of product. n Contractor shall also check and confirm material and color acceptance with the Neighborhood Association. ^ CONTRACTOR will furnish the property owner with the manufacturer's warranty and product information. Item Descri Lion /Manufacturer /Model Cost Allowance Asphalt /Fiberglass Com osition Shin les GAF Timberline 40Yr. Material Warrant $ Built-up Roof System Hot-Mo 15-20 Yr. Material Warranty $ Metal Flashing Galvanized /Painted (to match roofing) $ Sheathing (Solid) '/z" CDX Exterior Plywood $ Hardware Galvanized $ Other Roofing Material $ For Future Reference: Material /Equipment /Fee Schedule: Wood Replacement (Material 8~ Laborl Fascia Board 1 Per Lineal Foot $ 1x Fascia Board 2 Per Lineal Foot: $ 2x Wood Trim 1 Per Lineal Foot $ 1x Wood Trim 2 Per Lineal Foot $ 2x Wood Molding Per Lineal Foot $ s/Q~~x Sheathing Per Square Foot $ '/» PI . Total Cost {This Item): Note: {Davis-Bacon /State Prevailin Wages apply to this ro'ect Includes rmits, fees, material, labor, su envision, overhead and rofit. O WORK WRITE-UP /PROJECT#: SP-HWH/R07 Page5of12 Owner's Contractor's Initials Initials 25H-8 ITEM #: 2 EXTERIOR PAINTING -MAIN HOUSE, CARRIAGE BARN AND GAZEBO Priorit Code: B Location: All Exterior Wood & Metal Surfaces-Main House, Barn, Gazebo Existin Condition: Older Paint -Cracked & Peelin General Requirements: ^ Contractor will comply with the General Requirements located on Pages 2 and 3 of this Work Write-Up. Contractor Will Provide All Labor And Material To: ^ Professionally paint the exterior of the two-story house, detached carriage barn and gazebo. All wood surfaces shall receive a complete and even coverage of exterior wood paint. ^ All wood trim, exterior doors, porch railings and steps shall receive a complete and even coverage of semigloss exterior grade acrylic paint. Wood steps shall be painted with an exterior paint/stain accepted for foot traffic. ^ All metal including wrought iron shall be properly prepared and painted with approved exterior finish paint. ^ Paint all existing rain gutters and down spouts; Properly prepare and paint to match and conform to the color detail or color scheme. Note; Rain gutters to be properly cleaned from debris prior to commencing with painting. ^ Contractor is responsible for inspecting the existing paint and for knowledge of all existing conditions that may affect the work. Item Includes: ^ Preparation of all surfaces to be painted (wood and metal). ^ Removal of all loose, peeling paint, dirt, cobwebs and nests. ^ Removal of all superfluous hooks, nails, etc. ^ Repair of all holes and cracks so that they are virtually invisible. o Application of a primer to all raw or new material. ^ The use of a (4) four, paint color scheme. ^ Protection to all surrounding amenities (Covering): Existing landscape /vegetation, irrigation system, fencing, masonry, and existing roofing. (Note: No paint drip orover-spray) Special Conditions: ^ Body and Trim paint detail, shall follow existing paint scheme unless otherwise directed by the property owners in writing with other specific request. ^ Contractor shall provide the owner with color samples. ^ Contractor will obtain the owner's written approval of the manufacturer and color of the paints prior to commencing the work. ^ Attention to paint detail is essential throughout the scope of work. ^ Contractor shall coordinate with owner/lessee to address the parking of cars on the property. o Contractor will be responsible for any damages from negligence to property or vehicles from work related issues. ^ Contractor shall be responsible for the safety of the public and provide all required barricading and signage necessary for the safe operations of the work. WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 6 of 72 Owner's Contractor's Initials Initials 25H-9 o Contractor will provide the owner with all of the manufacturers' warranties and product information. Note; Lead Based Paint (LBP) The exterior of the buildings/structures were tested for LBP; There were no levels of lead found that were at or above the Department of Health Service or OSHAS detection limits according the consultant's report. (Note: The interior of Main House and Carriage Barn was not tested for LBP) Contractor shall reference attached Lead Based Paint Survey submitted by: Rincon Consultants, Inc. (Ambient Environmental Inc.) For the property: Howe-Waffle House 120 Civic Center Drive Santa Ana, CA 92701 Project# 07-1440 Dated: June 8, 192007 Material / Eauinment /Fee Schedu~p~ Item Paint (Main Body) Description /Manufacturer /Model Dunn-Edwards Paint Cost Allowance $ Paint (Trim 1) Dunn-Edwards Paint $ Paint (Trim 2) Dunn-Edwards Paint $ Paint (Trim 3) Dunn-Edwards Paint $ Total Cost (This Item : Note: Davis-Bacon /State Prevailin Wa es a I to this ro'ect Includes ermits, fees, material, labor, su envision, overhead and rofit. $ WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 7 of 12 Owner's Contractor's Initials Initials 25H-10 ITEM #: 3 SMOKE DETECTORS (NEW) Priorit Code: A Location: All Bedroom, Hallwa s/Corridors, Office/s Existin Condition: Missin or Ino erable General Requirements: ^ Contractor will comply with the General Requirements located on Pages 2 and 3 of this Work Write-Up. Contractor Will Provide All Labor And Material To: ^ Install a new U.L. approved battery-operated smoke detector at each bedroom area, hallway / corridor area and office area. item Includes: Special Conditions: ^ Install per manufactures recommendations. Material /Equipment: ^ Contractor will provide the owner with the manufacturer's warranty and product information. Material / Equipment /Fee SchedulP~ Item Descri tion /Manufacturer /Model Cost Allowance Smoke Detector/s U.L. Approved Total Cost This Item : Note: Davis-Bacon /State Prevailin Wa es a I to this ro'ect Includes ermits, fees, material, labor, su envision, overhead and rofit. $ WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 8 of 12 Owner's Contractor's Initials Initials 25H-11 ITEM #: 4 TERMITE ~ FUNGUS DAMAGE (REPAIRS) Priorit Code: B Location: House- See attached Termite Re ort Existin Condition: Termite and D -Rot Dama es. General Requirements: ^ Contractor will comply with the General Requirements located on Pages 2 and 3 of this Work Write-Up. Contractor Will Provide All Labor And Material To: ^ Provide all labor and material to repair and/or replace damaged material as recommended in the attached Termite Report. ^ ltem does not include any of the termite abatement work (fumigation and/or local treatment). ^ Item does not include the repair and/or replacement of material that is already covered in these specifications. Item Includes: Special Conditions: ^ Reference termite report: Termite Company: Report No.: Dated: material i ~ u~ meni i re e ,Cnedule: Item Descri tion /Manufacturer /Model Cost Allowance Lumber/woodwork Total Cost (This Item): Note: (Davis-Bacon /State Prevailin Wa es a I to this pro'ect} Includes ermits, fees, material, labor, su envision, overhead and rofit. $ ~~ WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 9 of 12 Owner's Contractor's Initials Initials 25H-12 ITEM #: 5 TERMITE INSPECTION (FUMIGATION /TREATMENT} Priorit Code: B Location: Main House, Carria a Barn, Gazebo Existin Condition: Termite Infested Woodwork. General Requirements: ^ Contractor will comply with the General Requirements located on Pages 2 and 3 of this Work Write-Up. Contractor Will Provide All Labor And Material To: ^ State licensed termite company shall make inspection of the project property and provide the City Rehabilitation Division with a full report noting the location of termite activity and any recommendations to replace structural members and/or plumbing fixtures or piping. ^ Termite Company will provide cost (material and labor) to do all fumigation. Item Includes: ^ Reference termite report: Termite Company: Report No.: Dated: Special Conditions: ^ All termite repairs -shall be completed by a skilled carpenter. (Wood repair) ^ Termite Company after fumigation is completed shall provide the City and the Owner with a "Standard Notice of Work Completed and Not Completed" form. matenai r ~ ui ment ~ re e scneaule: Item Descri tion /Manufacturer /Model Cost Allowance Total Cost (This Item : Note: (Davis-Bacon /State Prevailing Wages a pl to this project) Includes ermits, fees, material, labor, supervision, overhead and rofit. $ ~~ WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 10 of 12 Owner's Initials Contractor's Initials 25H-13 ITEM #: 6 PERMITS AND INSPECTION FEES /CONTRACTOR'S TOTAL BUDGET Priorit Code: A Location: Main House, Carria a Barn, Gazebo Existin Condition: NA General Requirements: ^ Contractor will comply with the General Requirements located on Pages 2 and 3 of this Work Write-Up. Contractor Will Provide All Labor And Material To: ^ Pull all permits and pay all fees. Note: Contractor shall register each permit fee for work item specification when, permits are required. (Reference Below) LOCATION: Item Required Permit Fee 1. $ 2. $ 3. $ 4. $ 5. $ 6. $ Total: $ $ Total Line Item Cost $ Overhead /Profit (Percentage) or (Can be incorporated into each line item /indicate percentage) $ Supervision or {Can be incorporated into each line item /indicate percentage) $ Supplementary Fees $ TOTAL BUDGET (CONTRACTOR) WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 11 of 12 Owners Initials ~~ Contractor's Initials 25H-14 ITEM #: 00 BIDDER'S STATEMENT /PROJECT BUDGET BIDDER'S STATEMENT I propose to complete the work described above for the sum of $ This price includes a sufficient sum to cover all permits, permit fees, material, labor that are required or implied for a complete job. Note: (Davis-Bacon /State Prevailing Wages apply to this project) If awarded the bid, I will complete the work within calendar days. I certify that I have conducted a physical inspection of the property and that I have thoroughly examined this Work Write-Up and General Requirements. Company Name / DBA Contractor's Signature Date Contractor's Printed Name /Title urri~t ust TOTAL (CONTRACTOR'S LINE ITEMS) $ TERMITE (CHEMICAL WORK) $ CONSTRUCTION CONTINGENCY GRAND TOTAL WORK WRITE-UP /PROJECT #: SP-HWH/R07 Page 12 of 12 Owner's Initials Contractor's Initials 25H-15 25H-16