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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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