HomeMy WebLinkAboutD-3 Staff Report - Award of contract for construction Old SchoolhouseSCHEDULED ITEM
D-3
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: LUCY DEMIRJIAN, PROJECT MANAGER
DATE: AUGUST 19, 2024
SUBJECT: AWARD A CONSTRUCTION CONTRACT TO A1 FOR OLD SCHOOLHOUSE
RESTORATION PROJECT
BACKGROUND:
The “Old Schoolhouse” building is considered valuable from an architectural standpoint due to it being
one of the only surviving single room wood-framed school houses in the San Gabriel Valley. On February
2, 2022, the City entered a Memorandum of Understanding with the Azusa Unified School District
transferring ownership of the Old Schoolhouse building, with the intent to restore and preserve the historic
and culturally significant structure.
Through the efforts of Senator Susan Rubio and Assemblymember Blanca Rubio, the City was awarded
a $3 million grant under Assembly Bill 179 (Budget Act of 2022) to move, restore and curate the historic
landmark and the surrounding area. On October 13, 2022, the Old Schoolhouse was relocated to Veteran’s
Memorial Park between the City’s Historical Museum and the Barnes House (City’s first permitted home).
Design and construction plans were completed to rehabilitate and restore the Old Schoolhouse in
accordance with the Secretary of the Interior’s Standards and a Certificate of Appropriateness was issued
by the Cultural and Historic Preservation Commission.
In Spring, 2024, the City solicited bids for construction of this project, however, due to the specialized
nature of the historic building restoration, only one responsive bid proposal was received. Staff
recommends awarding contract to Act 1 Construction for the Old Schoolhouse Restoration Project, with
modifications to the scope as detailed below.
RECOMMENDATION:
Staff recommends that the City Council take the following action:
1) Award a construction contract to Act 1 Construction in an amount not-to-exceed $2,181,645.84per modified project plan and specifications;
Approved
City Council
August 19, 2024
Award of Construction Contract for Old Schoolhouse Restoration Project
August 19, 2024
Page 2 of 3
2) Authorize project contingency funding of 10%, or $218,165 for change orders as approved bythe City Manager; and
3) Authorize the City Manager to execute the Construction Contract in a form acceptable to the City
Attorney.
ANALYSIS:
A total of one bid was received with an initial cost exceeding the engineers estimate and overall project
budget. Staff negotiated with the bidder to reduce the cost through value engineering and agreed to a
phased approach. The initial phase of construction will focus on the major renovation of the historic
property and immediate site work, in compliance with the grant objectives.
Notable items reduced from the scope of work include landscaping and irrigation, site lighting,
modifications to materials and finishes, and reduction of specialized HVAC system. The “Historic Row”
aspect, including the widened walking path, decorative exterior finishes and signage, landscape, hardscape
and outdoor furnishings would be deferred as funding becomes available.
Staff is seeking City Council’s approval in awarding a Construction Contract to Act 1 Construction for a
reduced scope of work to complete the restoration of the historic building within budget and on time in
accordance with the state grant.
Anticipated Project Timeline:
Award of Construction Contract August
Groundbreaking October
Project Construction October - March
Post Construction Review April
Project Ribbon Cutting and Grand Opening May
CEQA:
The project is considered to be Categorically Exempt (Class 31 Historical Resource
Restoration/Rehabilitation) pursuant Section 15331 of the California Environmental Quality Act (CEQA)
Guidelines, as the rehabilitation of the historic resource will be consistent with the Secretary of Interior’s
Standards for Treatment of Historic Properties.
FISCAL IMPACT:
All project costs, including design and construction services, will be paid for by state grant funds and is
included in the FY2024-25 approved budget under account 28-10-615-000-7125/61524A-7125.
Sufficient funds are available for the total contract amount and contingency.
Award of Construction Contract for Old Schoolhouse Restoration Project
August 19, 2024
Page 3 of 3
Prepared by: Fiscal Impact Review by:
Lucy Demirjian Talika M. Johnson
Sr. Project Manager Director of Administrative Services
Reviewed and Approved by:
Sergio Gonzalez
City Manager