Loading...
HomeMy WebLinkAboutE-7 Staff Report - School House Relocation Contract AmendmentCONSENT ITEM E-7 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: LUCY DEMIRJIAN, SENIOR PROJECT MANAGER DATE: DECEMBER 2, 2024 SUBJECT: APPROVAL OF FIRST AMENDMENT TO CONTRACT WITH AMERICAN HEAVY MOVING AND RIGGING, INC TO COMPLETE THE OLD SCHOOLHOUSE BUILDING RELOCATION BACKGROUND: The “Old Schoolhouse” building is considered valuable from an architectural standpoint due to 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 AUSD concerning the transfer of 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. In August, 2022, the City Council approved dispensing of bidding requirements and awarded a sole source contract to American Heavy Moving and Rigging, Inc. to expedite the relocation of the historic structure. American Heavy Moving and Rigging, Inc. is the only known local firm with exemplary qualifications for moving unique, large structures such as historic buildings and homes such as the Old School House. Since the relocation of the building in October 2022, staff has worked with an architectural firm to develop design plans for the restoration of the building. Construction bids came in higher than anticipated, requiring phasing of the project to meet grant requirements and deadlines. The initial Approved City Council December 2, 2024 Old School House Relocation Contract Amendment December 2, 2024 Page 2 phase of the project will focus on the major renovation of the historic property and immediate site work, in compliance with the grant objectives. Construction is scheduled from November 2024 through May 2025. In order to complete foundational work at the site, the building must be moved into Veteran’s Memorial Park temporarily. Additionally, as discovered by the design team during their research of the historic structure, the building will need to be rotated before moving back into its final location. RECOMMENDATION: Staff recommends that the City Council take the following action: 1) Approve a contract amendment and to American Heavy Moving and Rigging, Inc, for an additional $27,000, for the final stage of the Old Schoolhouse Relocation Project to a total contract amount of $107,250, plus maintain the original contingency of $8,225. ANALYSIS: The proposed amendment will increase the amount of the contract and expand the scope of services to complete the required relocation. The amendment is necessary to rotate the structure and set it down once the foundation has been poured. The proposed cost increase will also cover the additional monthly rental fee for the beams temporarily holding the building at its current location. Due to the timing constraints with the grant and the specialized nature of the work, staff recommends approving the contract amendment and fee increase to complete the relocation (including the rotation) of the building. The original contract was approved for $80,250, plus contingency for a total of $88,475, to cover the prep work, logistics, move, and setting of the building. Temporary beam rentals were accounted for a few months following the move, however, with delays in the project, rental costs have exceeded what was budgeted. The original contingency amount has not been spent and will carry forward should it be required for unforeseen reasons. Pursuant to Azusa Municipal Code Section 2-538.(d)(7)(ii) a contract amendment is required for relocation services. The contract amendment will increase the contract amount by $27,000 for the temporary relocation for the building to the park, the rotation of the building, the relocation and lowering of the building onto foundation, and the anticipated beam rental fees. The new total for the contract will be $107,250, plus the original contingency of $8,225. FISCAL IMPACT: Upon City Council approval staff will increase PO#038272 to $107,250. All project costs, including design and construction services, will be paid for by a $3,000,000 State grant and was included in the FY 2023-24 budget and carried forward to FY 2024-25 under account 28-10-615- 000-7125/61524A-7125. Sufficient funds are available for the total contract amendment. Old School House Relocation Contract Amendment December 2, 2024 Page 3 Prepared by: Reviewed and Approved by: Lucy Demirjian Sergio Gonzalez Sr. Project Manager City Manager Attachments: 1) First Amendment to Contract with American Heavy Moving and Rigging, Inc, 2) Contract No. 2022-33 American Heavy Moving and Rigging, Inc. CITY OF AZUSA FIRST AMENDMENT TO AGREEMENT FOR BUILDING RELOCATION SERVICES 1. PARTIES AND DATE. This First Amendment to the Agreement for Building Relocation Services (“First Amendment”) is entered into on the 2nd day of December 2024, by and between the City of Azusa (hereinafter referred to as the “City”) and American Heavy Moving & Rigging, Inc., (hereinafter referred to as the “Contractor”). City and Contractor are sometimes collectively referred to herein as the “Parties.” 2. RECITALS. 2.1 Agreement. The Parties entered into an Agreement for Relocation of the Old Schoolhouse and related services dated September 30, 2022 (“Agreement”). 2.2 First Amendment. The Parties now desire to amend the Agreement to include additional scope of work, extend the term and increase the total contract amount to compensate for the additional work. 3. TERMS. 3.1 Term. Section II is hereby amended to extend the term of the Agreement through February 1, 2025, or upon project completion, whichever comes sooner. 3.2 Compensation. Section III is hereby amended to reflect an increase of $27,000 to compensate for additional work and rental fees, for a total Agreement Sum of $107,250. 3.2 Scope of Work. Exhibit A-1 is hereby added to the contract to reflect the entire scope of work and compensation. 3.3 Remaining Provisions of Agreement. Except as otherwise specifically set forth in this Second Amendment, the remaining provisions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement on this 2nd day of December 2024. CITY OF AZUSA AMERICAN HEAVING MOVING & RIGGING, INC By: Sergio Gonzalez City Manager By: Name: Title: ATTEST: By: Jeffrey Lawrence Cornejo, Jr. City Clerk APPROVED AS TO FORM: By: Best Best & Krieger LLP City Attorney EXHIBIT A-1 Scope of Work Prep work and initial relocation of building $64,200 Steel Beam Rentals (Dec 2022 through Jan 2025) $19,500 Temporary move and rotation of building $ 7,500 Move building to permanent location onto foundation $16,050 TOTAL $107,250