City of Santa Paula
City Council
MAYOR ANDY SOBEL
VICE MAYOR LESLIE CORNEJO
COUNCILMEMBER JENNY CROSSWHITE
COUNCILMEMBER CARLOS JUAREZ
COUNCILMEMBER PEDRO A. CHAVEZ
CITY COUNCIL SPECIAL MEETING OF THE
SANTA PAULA CITY COUNCIL
WEDNESDAY, NOVEMBER 15, 2023
4:00 PM - City Council Special Meeting
SANTA PAULA CITY HALL
970 VENTURA STREET
SANTA PAULA, CA 93060
JULIE LATSHAW, CITY CLERK
DAN SINGER, CITY MANAGER
MONICA CASTILLO, CITY ATTORNEY
BRINGING ITEMS BEFORE THE CITY COUNCIL
City of Santa Paula - City Council - City Council Special Meeting 1
1. CALL TO ORDER
REMINDER: in order to minimize distractions during public meetings, all personal communication devices should be turned off or put in a non-audible mode.
2. ROLL CALL
3. PUBLIC COMMENT
At this time, members of the public may comment on any item appearing on the agenda only. Individual Councilmembers may briefly respond to Public Comments or ask questions for clarification. Public Comments are limited to three minutes.
4. ACTION ITEMS
4.A REVIEW OF UNION OIL BUILDING REQUEST FOR PROPOSALS
DOCUMENT AND DEFERRED MAINTENANCE PLAN FUNDING
DISCUSSION
RECOMMENDATION:
The City Council is requested to:
1. Receive and discuss a presentation from staff regarding a draft Request for Proposals ("RFP") for best use of the building; and
2. Discuss possible options for use of the $2-million grant (“Grant”) for building maintenance.
Presented by: Greg Barnes, Parks & Recreation Director
You are invited to participate in all Regular City Council meetings. Agendas are posted in the front of Santa Paula City Hall, 970 Ventura Street, Santa Paula, 72 hours in advance of the scheduled meetings. The City Council's regular meetings start at 6:30 p.m. the first and third Wednesday of each month in the City Hall Council Chambers located at 970 Ventura Street in Santa Paula. Special and Closed Sessions vary by date and time.
HOW TO PARTICIPATE IN PERSON DURING THE MEETING: If you wish to speak at a City Council meeting, please fill out a Public Comment Form noting your name and address and submit the form to the City Clerk. Include the Agenda item number you wish to speak on. Members of the public may address the Council on items on this agenda only. Public Comments are limited to 3 minutes.
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PLEASE NOTE: Be advised that if you bring a legal challenge to an action, you may be limited to raising only those issues you or someone else raised at the meeting described in this Agenda, or in written correspondence delivered to the City Council at or before the meeting. Any action is subject to the ninety-day time period set forth in Code of Civil Procedure § 1094.6.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at (805) 933-4208. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35, 102-35.104 ADA Title II). Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk’s office.
SPECIAL MEETING - COUNCIL CHAMBERS
City of Santa Paula - City Council - City Council Special Meeting 2
5. CLOSED SESSION
The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section 54950, et seq.) for the following purpose:
5.A CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION - Pursuant to Government Code Section 546956.9(d)(1) - In re: Aqueous FilmForming Foams Products Liability Litigation, Case No. 2:18-mn-2873-RMG
6. CLOSED SESSION REPORT
7. ADJOURNMENT
State of California )-
County of Ventura )- ss
City of Santa Paula )-
I declare under penalty of perjury that I posted this City Council Agenda on the bulletin board near the front door of City Hall, 970 Ventura Street, Santa Paula, California.
On_________________ at______________Signed:_________________________ Julie Latshaw
City Clerk
City of Santa Paula - City Council - City Council Special Meeting 3 To: Honorable Mayor and Members of the City Council
From: Jonathan Royas, Management Analyst
Subject: REVIEW OF UNION OIL BUILDING REQUEST FOR PROPOSALS
DOCUMENT AND DEFERRED MAINTENANCE PLAN FUNDING
DISCUSSION
Date: November 15, 2023
Agenda Item: 4.A
CITY OF SANTA PAULA
MEMORANDUM
RECOMMENDATION:
The City Council is requested to:
1. Receive and discuss a presentation from staff regarding a draft Request for Proposals ("RFP") for best use of the building; and
2. Discuss possible options for use of the $2-million grant (“Grant”) for building maintenance.
Presented by: Greg Barnes, Parks & Recreation Director
BACKGROUND:
Since July 1, 1993, the City of Santa Paula ("City") has leased the Union Oil Building property located at 1001 East Main Street from Chevron (“Property”), through its affiliate Union Oil Company of California. The lease permitted the City to use the Property to operate an Oil Museum.
On November 16, 2022, in a move that was both unprecedented and unexpected, Chevron offered to donate the Property to the City, including the main building, the rig building, and the parking lot. Chevron also agreed to give the City a $2-million grant to pay for the costs of deferred maintenance and, for a nominal price, various pieces of memorabilia.
On October 18, 2023, City Council authorized the City Manager to execute a Transfer Agreement to acquire the Union Oil Building property, and all documents necessary to carry out the Transfer Agreement along with authorizing acceptance of the property pursuant to Government Code Section 27281.
In tandem with efforts to negotiate a transfer agreement, City staff has been working with an ad-hoc committee of the Council consisting of the Mayor and Vice Mayor to hold a series of public workshops to receive input from the community on the future use of the building. 4 Those workshops are now complete and have resulted in the draft Request for Proposals being presented to Council this evening.
ANALYSIS:
As execution of a transfer agreement is now underway, there are two items for Council consideration to provide feedback to staff as the City moves forward in taking over ownership of the Property:
1. Identify, garner, and select potential uses, providers and tenants for the future of the Property through a Request for Proposal ("RFP") process attached as Exhibit C; and 2 . Discuss possible options for use of the $2-million grant (“Grant”) that is designated for future maintenance of the building / property. To assist with this discussion, Exhibit B - Deferred Maintenance Report, is attached.
On October 19, 2023, the ad-hoc committee met and discussed a draft of the RFP which was put together based on community feedback gathered during three independent workshop sessions held at the Union Oil Building. A condensed report containing community feedback, which was utilized by the ad-hoc committee, is attached as Exhibit A. All materials, photos and community feedback obtained during the workshops are located on the City's website at https://www.spcity.org/707/Union-Oil-Building. The ad-hoc committee thoroughly discussed the proposed RFP and suggested numerous changes to staff which have been incorporated into Exhibit C.
During the study session, staff will provide Council with a presentation covering a revised draft of the RFP and share possible options for use of the funding provided by Chevron for maintenance of the building.
STRATEGIC PLAN:
This item furthers the City's 2023-2025 Strategic Plan in that it will allow the City to preserve a historic resource, attract tourism, and promote the City’s standing as a regional leader of the arts, culture, and entertainment reflective of the City’s values and history.
FISCAL IMPACTS:
Assuming ownership of the Union Oil Building is accompanied by ongoing maintenance costs that have not been quantified at this time. Any fiscal impacts are dependent on the Council direction provided to staff. Should the $2 million dollar funds provided for maintenance be depleted immediately, or at some point before the building is able to generate sufficient revenue to cover maintenance costs, the General Fund would need to fund maintenance costs associated with the building.
OPTIONS:
In addition to the recommended action, City Council may:
1. Provide other direction as desirable.
5 ATTACHMENTS:
Exhibit A - Community Feedback.pdf
Exhibit B - Deferred Maintenance Report.pdf
Exhibit C - RFP Union Oil Building.pdf
6 EXHIBIT A -
COMMUNITY
FEEDBACK
7 Report on Oil Museum Workshops
1. In the span of three months, three workshops were held to gather community input on the future of the Union Oil Building. The first two events were geared towards adults in Santa Paula while the final one was designed for youth input.
2. Attendance
a. The first two adult orientated events saw about 35 people each. The youth event had 20 youth visitors and about 10 adults.
3. Historical Background
a. Throughout the workshops, the Union Oil Building’s history was mentioned. This included its rich history as being the birthplace of the Union Oil Company in 1890. The building no longer held the company at the turn of the century, but saw its history as a post office, Union Oil office space, and then eventually, a museum. Chevron soon acquired the property, but then has recently decided to donate the historical building to the City of Santa Paula.
4. Intent of Workshops
a. Three workshops were held to gather community input on the future of the Union Oil Building. The first two events were geared towards adults in Santa Paula while the final one was designed for youth input.
5. Process
a. Conduct Workshops
b. Share feedback with ad hoc committee
c. Committee develops and releases RFP
d. Committee reviews submitted RFP’s and provides recommendations to Council e. Council determines use of space
6. Community Concerns
a. At the first workshop on July 26, the community brought some concerns to the organizers.
i. How can this be made a destination that will entice visitors? ii. How can they incorporate the rig room?
iii. How can the stigma over oil be changed?
iv. Full answers
1. Financial burden/feasibility/sustainability
2. NON-PROFIT RENT-SUBSIZED?
3. SOCIALIZE
4. *MAINTAIN OIL (UNION) D.N.A. (PRESENTATION OF HISTORY)
5. "HOW DO WE GET THE WORD OUT ABOUT BUILDING
8 6. --HARD TO REACH GROUPS/YOUTH"
7. LEASE/COST PER SQ. - WHAT DOES THIS LOOK LIKE?
8. DRIVE TOURISM > ENCOURAGE VISITS
9. MAKE IT A DESTINATION > PEOPLE WILL COME OUT OF THEIR WAY
10. COMMUNITY INPUT IN PROGRAMMING??
11. "HOW DO WE MAKE USE OF RIG ROOM??
a. --ONLY WORKING RIG IN CA--IT IS A BIG USE OF SPACE"
12. RFP SUBMITACS (sic.) SHOULD HAVE MISSION/GOALS
13. HOW DO WE OVERCOME OIL STIGMA??
14. VCCD
15. VC/MOORPARK
v. Word cloud:
7. What types of use?
a. The workshop attendants were asked what types of use they could see the Union Oil Building fulfilling. See Fig 2. for all answers. Some answers include:
i. Coffee shop
ii. Art gallery
iii. Historical preservation
iv. Youth activities
v. Social and community gathering space
vi. Learning center
vii. Retail
viii. Education
ix. Full Answers for July 26’s workshop:
1. Coffee shop or OUTDOOR COF. SHOP
2. Art Gallery in portion of building
3. Mixed Use
4. *Historical Preservation (Upstairs preservation)
5. Rotating Exhibits throughout (Community space)
6. Providing local history (expanding to include not only oil) 9 7. *Youth (Educational opportunities) > Activate space to have students visit
8. Science center (Green, Ecofriendly Energy Education, FUTURE SUSTAINABILITY) > Cover multiple areas (AG, TRANSPORT, Fossils, etc.)
9. Artist Colony > DS (sic) > educate youth; art installations
10. VENUE 4 WEDDINGS
x. Word Cloud for July 26:
1. xi. Full Answers for August 4:
1. HISTORIC PRESERVATION>>DON'T GET RID OF ARTIFACTS, ETC. >>MAKE SURE TO FRESHEN UP EXHIBITS (PRESERVE OFFICES 2ND FLOOR) + TOOLS
2. MAINTAIN FOOT TRAFFIC
3. SOCIAL GATHERING SPACE
4. COMM. GATHERING SPACE
5. EDUCATION <<FOR YOU>> SPACE<<OPP TO BRING PEOPLE
FAR/WIDE>>/USE
6. RETAIL (SMALL) PERHAPS THROUGH CRAFTS, ETC. (GIVE COMM. PLACE
TO BE A PART OF OF)
7. LEARNING CENTER
8. EDUCATE ABOUT FUTURE ENERGY/CLIMATE CHG.
9. THINK OF PROXIMITY IN RELATION TO NEIGHBORING MUSEUMS >
HENCE COULD BE SCIENCE CENTER
10. LOOK AT PARKING LOT PLANNING (CAN IT BE USED IN OTHER + WAYS)
11. SCIENCE & TECH
12. SPACE 4 TEACHING/INTEGRATE TEACHERS)
xii. Word Cloud for August 4:
1. 10
8. What types of activities?
a. The workshop attendants were asked what types of activities they could see in the Union Oil Building. Some answers include:
i. Lectures
ii. STEAM activities
iii. Art exhibits
iv. Library
v. Job skill training
vi. Science center
vii. Full Answers from July 26:
1. LECTURES (SPEAKER SERIES)
2. MAKER SPACE 4 ED. COMMUNITY
3. FREE OPP. 2 GROW & LEARN
4. WORKFORCE TRAINING (PREPARE YOUTH 4 FUTURE)
5. ART EXHIBITS (ROTATING)
6. *HANDS ON ACTIVITIES - NOT STATIC
7. PARTNERSHIP W SPUSD?
8. ROTATING SCI/TECH EXHIBITS HANDS-ON
9. STEAM ACTIVITIES
10. UR (sic) TECH FOR DISPLAYS/EXHBITS (ST. FRANCIS DAM)
11. HOW TO ACKNOWLEDGE PAST & CELEBRATE FUTURE
viii. Word Cloud for July 26:
a.
ix. Full Answers for August 4:
1. LIBRARY
2. ~JOB SKILLS~CRAFTS/PLACE MAKING - MAKERSPACE <<SPACE WHERE YOU CAN SELL ITEMS <<WOODSHOP 3D PRINTERS 4 YOUTH/ADULTS <<SELLING/COOKING
3. COFFEE TRUCK/CART OUTSIDE
4. SCIENCE CENTER/SPACE
5. ~JOB SKILLS~TEACHING OF CRAFTS, ARTS, SCIENCES, ETC.
6. CL. CHANGE/ENERGY EXHIBIT/ACTIVITY
7. SUPPORT LEARNING
x. Word Cloud for August 4:
11 1.
9. Input from Educators on August 4
a. GEOLOGY, HISTORY, EVENTS
b. UPSTAIRS
c. PRESENCE, GROWTH, STORY OF 20TH CENTURY POTENTIAL.
d. UNION OIL., ED, TOURISM RFL.
e. UPSTAIRS, EQUIPTMENT, -CHILDHOOD
f. EXHIBITS., ST. FRANCIS DAM,
g. KIDS, GRANDKIDS
h. DINOSAURS, PLASTICS
i. "FIRST TIME HERE - TIME CAPSUAL (sic)
j. - GET BACK TO HEYDAY"
k. BOB DAIRY - ORG. BUILDER - CONNECTIONS
l. PARKLIFT, COLLECTION, INSPIRATIONAL, TRAFFIC DRAW PEOPLE m. CHARGING ST+A13. @ PROPERTY TO MAKE PEOPLE STOP FUNDING/PARTNERSHIP
10. Youth Responses
a. At the youth workshop similar questions were asked.
b. What would be cool to have inside or make you come back to visit? Popular answers include:
i. Arcade
ii. Cane’s/Chick Fil A
iii. Rock Climbing
iv. Fossils
v. Full Answers Include:
1. Putting up pictures of people
2. More fossils
3. Emotional Supports (sic) Animals
4. Arcade x2
5. Art Classes
6. Ice Cream Shop
7. After Sch. Program
8. Games (Video)
9. Lasertag
10. Pool
11. Kanes/ChicFilet (sic)
12 12. Slime Museum
13. Rock Climbing
14. Fossils/Crystals display
15. Working Art Studio
16. Haunted House Halloween
17. Rage Room
18. Solar/Energy/Wind/Learning
19. Candy Shop
20. Pictures of people who visit
21. Pictures of ghosts
22. "Active SPACE SOMETHING
23. Happening Here that means
24. something to community"
25. "ANYDAY OF The Week not just
26. after school"
vi. Word Cloud:
1. c. Similarly, the youth were asked, “What would you do if you owned this building?” Popular answers include:
i. Have rock climbing
ii. Incorporate a youth center
iii. Have food in some capacity
iv. “make it a place to chill out”
v. Have a place to partake in physical activities; akin to a gym/playground vi. Full answers:
1. Fixing Cars (hands-on)
2. Rock Climbing x3 > physical component
3. Basketball Courts
4. Restaurant
5. Slide outside
6. Climbing/Ladder
7. Nintendo Switch
8. Youth Center x2
9. "Arcade
10. - pinball - airhockey - soccer hands on - physical interaction" 13 11. In & Out
12. Turtles
13. Dance Classes
14. Acting Classes
15. History Museum
16. Kanes Chicken (sic)
17. Robotics
18. Science Center
19. -HANG OUT PLACE20. INTERACTIVE
21. place to chill out
22. shared maker space 4 community
23. museum: slime/energy/stem [History of SP]
vii. Word Cloud
viii.
14 EXHIBIT B -
DEFERRED
MAINTENANCE
REPORT
15 City of Santa Paula
Oil Museum Deferred Maintenance Report
October 30th, 2023
Project LocaƟ on:
1001 East Main Street Historic Oil Museum & 1033 East Main Street Vacant Lot Santa Paula, CA 93060
Prepared By:
RWC - Robert William Company
Engineering & Land Planning Division
P. O. Box 1025, Santa Paula, CA 90361
216 North 8th Street, Santa Paula, CA 93060
(805) 671-9811
1 16
Table of Contents:
1.0 Introduction
2.0 Consultants Qualiϐications List
3.0 Building Reports
3.1 Building Inspection – Gold Coast Inspectors, Scott Taylor
3.2 Environmental Testing
3.2.1 Environmental Mold Assessment & Lead Survey, Alan Forbess, FCG
3.2.2 Environmental Assessment Report (Chevron) Phase I Oil Building – Arcadis U.S. Inc.
3.2.3 Environmental Assessment Report (Chevron) Phase I Vacant Property – Arcadis U.S. Inc.
3.3 Review of Phase I Site Assessment Reports, Robert I. Eidemiller, Sierra Delta Cons. LLC
3.4 Structural Analysis, RWC Engineering Division, Randy Toedter
3.5 Roof Inspection, Nick Ciari 101 Rooϐing
3.6 Electrical Inspection, Andy Sargisian, Paciϐic Power Electric
3.7 Plumbing Inspection, Jose Ramos, JDM Plumbing Specialist Inc.
3.8 Mechanical Inspection, Matt Ross, 805 Elite Heat and Air
3.9 Fire Prevention and Sprinkler Inspection, John Mullin, Integrated Fire & Safety
3.10 Site Accessibility Evaluation Report, Cory Cabral, ProActive Access
4.0 Building Plans – As Built drawings
4.1 Basement Floor Plan
4.2 Museum First Floor Plan
4.3 Museum Second Floor Plan
4.4 Museum Roof Plan
4.5 Oil Rig Building Floor Plan
4.6 Oil Rig Roof Plan
5.0 Photos
5.1 Exterior Oil Museum
5.2 Interior Oil Museum - First Floor
5.3 Interior Oil Museum - Second Floor
5.4 Oil Rig Building
5.5 Vacant Lot
6.0 Cost Summary Analysis
6.1 Repair Schedule
7.0 Conclusion
8.0 Appendices
A. Building Inspection Report
B. Environmental Mold Assessment & Lead Survey Report
C. Environmental Assessment Report (Chevron) Phase I Oil Building D. Environmental Assessment Report (Chevron) Phase I Vacant Property E. CASp Report
2 17
1.0 Introduction
The purpose of this summary report is to defi ne and quanƟ fy the extent of deferred maintenance required for the California Oil Museum currently owned by Chevron Oil Company. The following is a brief history and descripƟ on of the exisƟ ng structure.
The building is listed as no. 996 in the California Historical Landmarks Register and by Ventura County Cultural Heritage Board Landmark no. 36. Originally the building was the Santa Paula Hardware Company Building, and US Post Offi ce. Now it is more commonly referred to as the Union Oil Company Building. The building is historically signifi cant as it is considered the birthplace of the Union Oil Company on October 17,1890. The main headquarters moved to Los Angeles in 1900; however, aŌ erwards the building conƟ nued to serve as a fi eld division offi ce. The Union Oil Museum was established in 1950 and in 1988 Unocal commenced a 2-million-dollar restoraƟ on, restoring the building to its original appearance in 1990, for its Centennial CelebraƟ on.
As is typical of older structures, addiƟ ons were added over the years to the original building footprint. The current building comprises a total of three fl oors: a parƟ al basement, ground level and a second level. The fi rst structure was a two-story building located on the corner of 10th and Main Street. At some point a one-story addiƟ on was added to the rear of the building. Later, a storage room was added on the second fl oor (fi rst fl oor roof). The ground level (fi rst fl oor) is divided by a large staircase directly accessed from the outside serving the original Union Oil Co. offi ces located on the second fl oor. As part of the restoraƟ on a free-standing Rig Building was added to display an original restored and working 1890’s oil rig. A fenced courtyard area was created between the exisƟ ng Oil Museum building and new Rig Building.
The building is built in the Queen Anne style, a type of Victorian architectural style, popular in 1890 through 1910. The walls were constructed of stone, red brick, and concrete. Most of the stone came from Santa Paula Creek except for the Sespe purple sandstone trim coming from a Fillmore Quarry. The renovaƟ ons on the ground fl oor included rooms for changing exhibits and California oil industry permanent interacƟ ve exhibits. The upstairs of the building was restored to the oil companies’ 19th century corporate offi ces and Board Room.
In 1993, the Oil Museum was leased by the City of Santa Paula for one dollar per year with the city providing annual funds for general operaƟ ons. In addiƟ on, funds have been raised and used for the expansion of the educaƟ onal programs, fi eld trips for area schoolchildren (learning programs focused on earth science, rocks and minerals, fossils, earthquake, and plate tectonics).
In 2022 Chevron Oil Company and the City of Santa Paula collecƟ vely are working towards a property transfer agreement. Included in this agreement, a deferred maintenance budget will be included. This report has been requested by the City of Santa Paula and Chevron Oil Company to review defi ciencies in the property. Various consultants named in this report have been retained to idenƟ fy the deferred maintenance associated with the property and create an overall deferred maintenance budget. The consultant’s experƟ se, experience and qualifi caƟ ons are listed under the consultant’s summary, each of them having a minimum of ten years’ experience in the related fi eld.
3 18
4 2.0 Consultants Qualifications List:
Alan Forbess – FCG Environmental
Lic. #: 94-1549 (CAC) and #505/504 (CAL)
Years Experience: 25+
Andy Sargisian - Pacifi c Power Electric
Years Experience: 25+
Cory Cabral – ProAcƟ ve Access
Lic. #: 630
Years Experience: 10+
Jerome Summerlin - Padres Associates Inc.
C.E.G., C.Hg. I, R.E.A. II
Years Experience: 27+
Jerome Summerlin - Padres Associates Inc.
C.E.G., C.Hg. I, R.E.A. II
Years Experience: 27+
John Mullin - Integrated Fire & Safety
Lic. #: C10-C16-502754
Years Experience: 34
Jose Ramos – JDM Plumbing Specialist Inc.
Lic. #: 866182
Years Experience: 27
MaƩ Ross – 805 Elite Heat and Air CondiƟ oning
Lic. #: 1071098
Years Experience: 20+
Nick Ciari – 101 Roofi ng & ConstrucƟ on
Lic. #: 1097038
Year Experience: 47
ScoƩ Taylor – Gold Coast Inspectors
CerƟ fi ed Indoor Environmental Consultant Lic. #: 1510066 CerƟ fi ed ResidenƟ al Mold Inspector Lic. #: 0707015
ICC CerƟ fi ed Building Inspector Lic. #: 1003194-10
Years Experience: 34
RWC – Robert William Company, LLC Engineering Division
Randy Toedter – Structural Engineer
Lic. #: RCE 37316 & SE 2991
Years Experience: 43
RWC - Robert William Company, LLC A-1 ConstrucƟ on
General Engineer and Building Contractor
Lic. #: 716695 Class A and B
Years Experience: 20+
Robert William Company, LLC Engineering Division
Architect and Land Use Planner
Lic. #:C28080
Report Prepared by ChrisƟ na Grina
19 3.0 Building Reports
3.1 Building Inspection
Provider:
Gold Coast Inspectors
ScoƩ C. Taylor
I.C.C. CerƟ fi ed Building Inspector #1003194
4456 Whiƫ er St.
Ventura, CA 93003
GoldcoasƟ nspectors.com scoƩ taylor@goldcoasƟ nspectors.com Date of Report:
06/07/2023
Brief Summary:
The Oil Museum building comprises three fl oors and has a raised basement. Structural and seismic input required by specialists. PotenƟ al hazard materials such as: mold, asbestos, radon, and lead to be reviewed by specialists. The basement has several items that need to be addressed:
there is evidence of leakage at the stone walls, the temporary sump pump requires maintenance, the foundaƟ on concrete may require rebuilding due to possible deterioraƟ on, and the electrical connecƟ ons in the basement require sealing. The exterior façade and windows have cosmeƟ c damage. They require repair and upgrades. The fl at roof is in poor condiƟ on with water damage present in several areas on the second fl oor including skylights (see specialist inspecƟ on report
2.5). Chimney stacks also require repair for cracks. Flagpole and exterior accessories are in need of repair and/or possible replacement.
The Rig Building is substanƟ ally newer construcƟ on however there are few items that require repair: the entry doors require moisture damage maintenance, some areas of the wrought iron perimeter fencing in the courtyard have rusted, and the concrete embedded railing supports have rusted/caused cracking.
Exterior electrical outlets in the courtyard need replacement and irrigaƟ on system requires a specialist to evaluate the system.
Refer to specialist reports for Plumbing, Electrical, HVAC, and Fire Sprinklers.
See Appendix A for Full Report
5 20
3.2 Environmental Testing
3.2.1 Environmental Mold Assessment & Lead Survey
Provider:
FCG Environmental
Alan Forbess
Environmental TesƟ ng and ConsulƟ ng
1009 Mercer Avenue
Ojai, CA 93023
[email protected]
Date of Report:
06/05/2023
Brief Summary:
The historic hundred- and thirty-year-old Oil Museum Building is in relaƟ vely fair overall condiƟ on with some areas in need of abatement. Primarily the areas that require aƩ enƟ on are ones that have sustained water damage over the years resulƟ ng in varying degrees and types of mold. In addiƟ on, problemaƟ c material selecƟ ons including vinyl fl oor Ɵ le, masƟ c, and the use of lead paint both once considered industry standards in the past, will require abatement to address asbestos, lead, and mold issues. The roof was found to have two problem areas. The parapet wall roofi ng material layers were found to have 2% ChrysoƟ le and penetraƟ ons treated with masƟ c contained 5% ChrysoƟ le.
There are signifi cant deferred maintenance repairs related to the replacement of the enƟ re roof and waterproofi ng the Basement. The roof replacement includes all items discussed in this report thereby addressing the environmental roof concerns. Waterproofi ng, the abatement of all idenƟ fi ed areas and addiƟ onal water damaged areas. New wall and fl ooring materials will be needed along with re-painƟ ng.
See Appendix B for Full Report
6 21
7 3.2.2 Environmental Assessment Report (Chevron) Phase I Oil Building Provider:
Arcadis U.S. Inc.
Jesus Buenrostro
2839 Paces Ferry Road, Suite 900
Atlanta, GA 30339
www.arcadis.com
Date of Report:
03/28/2023
See Appendix C for Full Report
3.2.3 Environmental Assessment Report (Chevron) Phase I Vacant Property Provider:
Arcadis U.S. Inc.
Jesus Buenrostro
2839 Paces Ferry Road, Suite 900
Atlanta, GA 30339
www.arcadis.com
Date of Report:
03/28/2023
See Appendix D for Full Report
22 3.3 Review of Phase I Environmental Assessment
Provider:
Sierra Delta Consultants LLC
Robert I. Eidemiller, REPA # 109717
935 Riverside Avenue, Suite 21
Paso Robles, CA 93446
(805) 239-9294
[email protected]
Date of Report:
10/25/2022
Brief Summary:
Please see the review leƩ ers on the following four pages 8 23
9 3.3.1 Review of 1033 East Main Street Property (Vacant Lot) 24 10
3.3.1 Review of 1033 East Main Street Property (Vacant Lot) cont’d 25 11
3.3.2 Review of 1001 East Main Street Property (Oil Museum Building) 26 12
3.3.2 Review of 1001 East Main Street Property (Oil Museum Building) cont’d 27 13
3.4 Structural Analysis
Provider:
RWC
Robert William Company
Randy Toedter, SE # 2991
P. O. Box 1025
Santa Paula, CA 93061
[email protected]
Date of Report:
07/15/2023
Brief Summary:
The Union Oil Museum was retrofi Ʃ ed for seismic and updated to a ground moƟ on of 0.2 g (seismic acceleraƟ on) in 1986. Copies of this permit and approved plans were observed. A site visit was made to correlate the plans to the exisƟ ng building. An associate of the Structural Engineer, KarioƟ s and Associates also verifi ed that the work was executed.
The Oil Museum Staff Room stone door lintel has cracked over the years and requires a new reinforced concrete replacement. Since the wall thickness is 24” in width it may be possible to retain the original stone, stabilize it by adding a conƟ nuous metal lintel with the new one cast-in-place behind it.
The quality of foundaƟ on concrete in the Basement has been quesƟ oned in the iniƟ al building inspecƟ on report and will require further tesƟ ng to confi rm that the integrity is compromised.
Should the concrete strength not meet current code requirements, the recommended retrofi t soluƟ on would include adding steel reinforcement encased with gunite.
Due to the water leakage in the cupola ceiling and the request to renovate the exisƟ ng fl agpole above, the advisable soluƟ on would be to re-frame the cupola roof with a matching metal structure that will allow for a new, durable and code compliant fl agpole. An integrated uplight would be incorporated into the new cupola roof construcƟ on.
28 14
3.5 Roof Inspection
Provider:
101 Roofi ng & ConstrucƟ on
Nick Ciari
1075 Vaquero Circle
Oxnard, CA 93030
NCiari@101roofi ng.com, www.101roofi ng.com
Date of Report:
07/13/2023
Brief Summary:
The Union Oil Museum roof comprises two levels of roof surface both have only one layer of torch down rolled roofi ng with severe degradaƟ on. It is recommended that new parapet counter fl ashing, new roof hatch with safety rails, new access ladder, scuppers, new elevated HVAC curbs, and new skylights are all required. In addiƟ on, all exisƟ ng roof material to be removed and replaced.
ExisƟ ng deck mounted whirly birds must be replaced with curb mounted gravity vents. In addiƟ on, current building codes require a treaded walk path from the roof access point(s) to the AC.
The cupola and fl agpole assembly will also need to be revised to accommodate a new fl ag pole (refer to Structural Analysis Report).
29 15
3.6 Electrical Inspection
Provider:
Pacifi c Power Electric
Andy Sargisian, Project Manager
812 Railroad Ave.
P.O. Box 1025
Santa Paula, CA 93061
pacifi [email protected]
Date of Report:
10/24/2023
Brief Summary:
Upon compleƟ ng a thorough inspecƟ on of the Oil Museum Building, its roof, the Oil Rig Building, and exterior areas exisƟ ng electrical systems, Pacifi c Power Electric has the following comments:
First reviewed was the Oil Museum Building including: the Basement, First Floor, Second Floor, and Roof which will require the following electrical repairs:
The Basement repair items include: the electrical sub-panel requires replacement due to rust, the height of all switches need to be lowered to a maximum of 46,” exisƟ ng plug mounted on ducƟ ng removal and relocaƟ non to nearby wall, all exisƟ ng conduit to be strapped, and exisƟ ng extension cords longer than 5’ require replacement with an electrical boxes.
The First Floor repair items include: addiƟ on of exit signs at all exit doors, addiƟ on of emergency lighƟ ng in hallway, all exisƟ ng conduits to be strapped, exisƟ ng exposed switch panel wiring is required to be corrected to meet code, and all exisƟ ng extension cords longer than 5’ require replacement with an electrical box. In the Electrical Room, a face plate is required at the Jbox, and all loose items must be removed to allow for clear access.
The Second Floor repair items include: addiƟ on of exit signs at all exit doors, stairway, and emergency lighƟ ng requires repalcement. The sub-panel located in the closet requires 3’ clearance in front of the panel to comply with current electrical code. The sub-panel will require relocaƟ on or redesign of the electrical closet.
The Roof repair items include: all exisƟ ng conduit to be strapped, and exisƟ ng extension cords to the satellite must be replaced with an electrical box. Verifi caƟ on of the usage of the satellite system and HVAC loads is required to determine if adequate.
Next, the Oil Rig Building electrical repair items include: addiƟ on of exit signs, and emergency lighƟ ng at both sets of double doors, exposed wires at exisƟ ng switches need to be corrected for code compliance, jbox at the rig motor needs to be secured, and removal of exisƟ ng extension cords requires installaƟ on of electrical boxes.
Finally, the exterior of the Oil Museum complex including the buildings, and courtyard area was reviewed with the following items requiring aƩ enƟ on: all exterior lights require checking for bulb replacement, the exisƟ ng fi re bell requires replacement or reconnecƟ on to the exterior wall, and all loose items need to be removed to allow for clear access to the Oil Rig Building electrical panel. 30 16
3.7 Plumbing Inspection
Provider:
JDM Plumbing
Jose Ramos, General Forman/Project Manager
134 N. 11th St.
Santa Paula, CA 93060
jdmplumbingoffi [email protected]
Date of Report:
07/13/2023
Brief Summary:
Upon conducƟ ng a thorough inspecƟ on of the museum’s plumbing system, several key fi ndings have been idenƟ fi ed. Firstly, there are separate women’s and men’s restrooms located downstairs, with an addiƟ onal restroom featuring a mop sink in a private room on the fi rst fl oor. Furthermore, an extra restroom is present on the second fl oor. Notably, it has been observed that the fl oor sink in the basement is experiencing drainage issues due to a malfuncƟ oning pump.
To address these plumbing concerns and ensure opƟ mal funcƟ onality and effi ciency, several recommendaƟ ons are proposed:
Primarily, it is advised to undertake a comprehensive update of all restroom faciliƟ es. This would include sinks, toilets, and angle stops. AddiƟ onally, urgent aƩ enƟ on is required for the basement’s fl oor sink, necessitaƟ ng the installaƟ on of a new pump to facilitate proper water drainage into the city’s storm drain. Moreover, the sewer pipe’s current condiƟ on appears in fair condiƟ on given its cast iron material. Nevertheless, it is advisable to plan for all waste lines to be replaced in the future. To maintain its condiƟ on in the interim, regular hydro-jeƫ ng of the sewer line every six months is highly recommended.
31 17
3.8 Mechanical Inspection
Provider:
805 Elite Heat and Air CondiƟ oning LLC
MaƩ Ross
12 Estates Ave,
Ventura, CA 93003
[email protected]
Date of Report:
07/25/2023
Brief Summary:
The Oil Museum Building and Oil Rig Building equipment appears to be in poor condiƟ on and exceeds fi Ō een years in age. All heaƟ ng and cooling elements will require replacement. The exisƟ ng Oil Museum Building system comprises mulƟ ple exterior split systems, it appears that all are 5-ton capacity range units, with the excepƟ on one large package unit in the 7-to-10-ton range. In addiƟ on, all interior equipment was inspected and will also require replacement due to age. Current access to the exterior units was made diffi cult due to poor ladder access. Future replacement of the units will also include new access ladders and access pathways. At Ɵ me of replacement, it is recommended that a mechanical engineer idenƟ fy new equipment requirements and calculate loads based on current code compliancy. More energy effi cient systems will be uƟ lized to treat the designated spaces.
32 18
3.9 Fire Inspection
Provider:
IFS - Integrated Fire Safety
John Mullin
1229 N. Ventura Ave.
Ventura, CA 93001
Date of Report:
08/01/2023
Brief Summary:
Fire sprinklers were present on all fl oors of the Oil Museum Building and the Oil Rig Building.
InspecƟ on tags were outdated for all fi re exƟ nguishers and inspecƟ on records for fi re sprinkler systems were not found. It is recommended that this system is immediately tested and regularly tested as a part of an annual maintenance plan. IniƟ al inspecƟ on may involve draining of the system and replacing all fi re sprinkler heads. 33 19
3.10 Site Accessibility Evaluation (CASp)
Provider:
ProAcƟ ve Access
Cory Cabral, CASp-630
www.ProacƟ veAccess.com
Date of Report:
07/20/2023
Brief Summary:
The extensive report itemizes every condiƟ on in the Oil Museum, Oil Rig Building, courtyard, and general site access. Many of the entrance doors, ramps, stairs, handrails, clearances, trash enclosure, and paths of travel DO NOT meet current ADA code requirements. In addiƟ on, the exisƟ ng Toilet Rooms DO NOT comply with current codes. The exisƟ ng guest car parking area, exisƟ ng path of travel and exisƟ ng trash enclosure at the rear of the Oil Museum do not comply with current ADA code requirements. It is recommended to iniƟ ate a facility update study prior to commencing Oil Museum Building upgrades, and determining future facility uses by the City of Santa Paula.
See Appendix E for Full Report
34 20
4.0 Building Plans
4.1 Oil Museum Basement Floor Plan
35 21
4.2 Oil Museum First Floor Plan
36 22
4.3 Oil Museum Second Floor Plan
37 23
4.4 Oil Museum Roof Plan
38 24
4.5 Oil Rig Building Floor Plan
39 25
4.6 Oil Rig Building Roof Plan
40 26
5.0 Building Photos
5.1 Oil Museum Exterior
Main Street Elevation
10 th Street Elevation
Alley Cupola Detail Side Entrance
Column Detail
41 5.2 Oil Museum Interior - First Floor
27 Displays
Museum Showroom
Displays
Multi-Purpose Room
Ceiling Detail
42 5.3 Museum Interior - Second Floor
Time Period
Display
(Dining Room)
Time Period Display
(Bedroom) Museum Director Ofϐice
Courtyard View
Conference Room
Cupola Window Detail
Main Entry Stair
Second Floor
Display Hallway
28 43
5.4 Oil Rig Building
29 Oil Rig Building &
Courtyard Area
Oil Rig Building South Facade
Interior - Oil Rig Display Courtyard, Oil Museum & Oil Rig Building 44 5.5 Vacant Lot
30 Existing Parking Area
Existing Trash Enclosure &
Oil Rig Building HVAC
Existing Vacant Lot (Parking Area)
45 6.0 Cost Summary Analysis
31 46
32 47
33 The improvements and repairs idenƟ fi ed above are projected to be completed within a Ɵ me frame of twenty-four months. The suggested twenty-four month period may vary depending on current and future use of the facility. The strategy of the deferred maintenance plan is to prioriƟ ze the necessary immediate repairs that will prevent any further degradaƟ on of the exterior (for example: roof repairs, HVAC system, and exterior elements) while ensuring these improvements are compaƟ ble with any future changes.
6.1 Repair Schedule
48 7.0 Conclusion
34 This comprehensive summary report has defi ned and quanƟ fi ed the extent of deferred maintenance required for the California Oil Museum to be considered funcƟ onal in the future. SubstanƟ al addiƟ onal costs would be incurred should the new owner and/or tenant choose to change the use of the exisƟ ng museum. However, based on the fi ndings in this report, priority needs to be given to all exterior repairs and Basement drainage issues.
The esƟ mated deferred cost of $2,775,396 (two million, seven hundred seventy-fi ve thousand, three hundred ninety-six dollars) includes: the recommended abatement, required demoliƟ on, addressing minor structural items, roof replacement, wall, and ceiling repairs, upgraded electrical work, upgraded plumbing, compliance of fi re sprinkler systems, installaƟ on of HVAC equipment and systems, maintenance of window and fl ooring, interior and exterior paint. This esƟ mated budget DOES NOT HAVE an allowance for related engineering and design fees. AddiƟ onal building uses will require a review of current accessibility code requirements including but not limited to:
all the Toilet Rooms, stairs, ramps, handrails, guardrails, exit doors, interior doors, door hardware, signage, displays, recepƟ on desk, parking, path of travel, trash enclosure and verƟ cal circulaƟ on.
As an historically registered building, the Oil Museum may be able to waive some of the ADA accessibility code requirements. Once a future use determinaƟ on is made, then further invesƟ gaƟ on can determine the required code compliance and associated costs. 49 35
8.0 Appendices
A. Building Inspection Report
B. Environmental Mold Assessment & Lead Survey Report
C. Environmental Assessment Report (Chevron) Phase I Oil Building D. Environmental Assessment Report (Chevron) Phase I Vacant Property
E. Environmental Assessment Report Review
F. CASp Report
50 EXHIBIT C -
REQUEST FOR
PROPOSALS (RFP)
51 CITY OF SANTA PAULA
REQUEST FOR PROPOSAL
PROPOSALS ARE DUE: Not later than 4:00 PM, February 2, 2024 at the City Clerk’s office at 970 E.
Ventura Street, Santa Paula, CA 93060.
The City of Santa Paula is requesting proposals from qualified organization(s) for the use and revitalization of the historic Union Oil Building located at 1001 E Main St, Santa Paula, CA 93060. The successful organization(s) will lease, rehabilitate, and manage space within this iconic building in the downtown and create a high quality development that contributes to the vitality of the City. The Request for Proposal (RFP) is enclosed. The RFP provides an introduction, schedule, city background, scope of services, deliverables, proposal requirements, insurance requirements, and evaluation criteria among other information.
The successful organizations(s) shall execute a standard licensing agreement with the City to perform the services.
One (1) original, two (2) hard copies, and one searchable pdf on USB drive of the proposal shall be submitted to the following address:
City of Santa Paula
City Clerk
970 E. Ventura Street
Santa Paula, CA 93060
Proposal shall include a copy of this form and be signed by the company’s authorized representative.
I have read, understood, and agree to the terms and conditions on all pages of the RFP. The undersigned agrees to furnish the services stipulated in this RFP.
Company Address
Name (Print) Signature
Company Phone No. Title
52 City of Santa Paula
Pre-Proposal
Meeting
FOR USE OF THE UNION OIL BUILDING
NOVEMBER 27, 2023
A Pre-proposal Meeting is scheduled at 10:00 A.M.
on December 7, 2023, in person at
Union Oil Building
1003 E. Main St.
Santa Paula, CA 93060
Requests for clarification are due by 4:00 P.M. on January 15, 2024, and shall be submitted in writing to Julie Latshaw at [email protected].
Proposals are due at the City Clerk’s office by 4:00 P.M. on February 2, 2024, at:
City of Santa Paula
City Clerk’s Office
970 E. Ventura Street
Santa Paula CA 93060
53 ABOUT THE PROPERTY
The Union Oil Building, constructed in 1890, is a significant historical landmark in Santa Paula. It is a unique brick and stone structure with two floors of enriching history. The building has been vacant for three years and is in need of substantial rehabilitation to bring it back to its full potential.
The Union Oil Building, constructed in 1890, is a significant historical landmark in Santa Paula. The building has seen its history as a post office, hardware store, and Union Oil office space until the headquarters moved to Los Angeles in 1900. In 1950 the Union Oil Museum was established, showcasing oil and gas industry equipment, such as an 1890s iron and timber operating drilling rig, historic gas pumps, a recreated 1890s period Union Oil Company corporate headquarters office, and a 1930s period apartment. The Ventura County Cultural Heritage Board designated the building County Landmark #36 in December 1977. The building is a California Historical Landmark (#996) and is listed on the National Register of Historic Places.
The Union Oil Building is a classic 1890 Victorian-Queen Anne two-story design. The ornate corner tower is a compelling exterior feature along with the Italiante brick archways, projecting bay windows, multi-hued carved brownstone and river rock veneers, and cast iron pillar supports. The building is nestled in the heart of our city, our Main Street and downtown district. Main Street is an enchanting blend of multiple eras of architectural styling (1800s-1950s), here you will find local businesses, family owned restaurants, and special community events.
54 ABOUT SANTA PAULA
The City is located 65 miles northwest of Los Angeles and 14 miles east of Ventura and the coastline of the Pacific Ocean. The City is the geographical center of Ventura County, situated in the rich agricultural Santa Clara River Valley. The City is surrounded by rolling hills and rugged mountain peaks in addition to orange, lemon and avocado groves. In fact, the City is referred to as the “Citrus Capital of the World.”
The City was incorporated on April 22, 1902, as a general law city. The City Council is made up of five members, elected at-large, serving four-year terms. The Mayor is selected for a oneyear term from among the members of the City Council. The City operates under a councilmanager form of government. The City Council appoints the City Manager and City Attorney.
The City Clerk and City Treasurer are elected and serve four-year terms.
The City covers an area of 5.4 square miles and has an estimated population of 30,657, as of October 1, 2023, based on estimates from the United States Census Bureau. The square miles will change slightly with the recent annexation of property to the East of Santa Paula. The City delivers municipal services through six departments- Administration (City Council, City Manager, City Attorney, City Clerk, Personnel, Risk Management, Information Technology, Mobile Home Rent Review and California Oil Museum), Community Services (Community Center, Recreation, Parks, Senior Services, Cable Television, Buildings and Grounds Maintenance), Finance (City Treasurer, Utility Billing and Payments, Accounting and Payroll), Fire (Fire Emergency Services and Building-Code Enforcement), Police, Public Works (Streets, Water, Wastewater, Solid Waste, Transit and Engineering). Wastewater, Transit and Solid Waste services are provided under contract. Library services in Santa Paula are provided by the Blanchard/Santa Paula Library District.
55 Re-establish the building’s preeminence in the community.
Enrich community culture.
Involve all community members from various generations.
Bring tourism to the facility and the city as a whole.
Enhance the building’s functional use taking into consideration the wants of the community.
Possibly function as a mixed use space.
On November 16, 2022, the City of Santa Paula announced that Chevron, in partnership with its affiliate Union Oil Company of California, made a generous offer to donate the historic former headquarters of Union Oil Company of California to the City. This donation would include the building, a $2 million grant to facilitate necessary maintenance, and select memorabilia displayed in the museum. Since December, staff has been conducting due diligence and negotiating a transfer agreement which would establish the City as the permanent owner of the property. In addition, the City established an ad hoc committee to assist in the evaluation of the property transition and future use of the facility.
To ensure broad community involvement in shaping the future of this historic property, the City hosted a series of community workshops over the past several months to gain community input on future uses for the building. After two standing room only workshops, attendees recommended to city staff to host a third workshop event, focused on youth feedback, which was conducted on September 26, 2023.
Additional details from the workshops can be found at:
https://www.spcity.org/707/Union-Oil-Building
Overall Goals:
OVERVIEW
56 The workshop attendees proposed various uses for the Union Oil Building, including a coffee shop, art gallery, historical preservation site, youth activities hub, and a community gathering space. Other suggestions encompassed a learning center, retail spaces, and an education center.
During the workshops participants emphasized historical preservation, foot traffic, and the building's potential as a social and community gathering space. Education and outreach were central themes, with a focus on broad accessibility. Additionally, the idea of incorporating retail spaces, a learning center, and educating about future energy and climate change remained prominent.
Overall, participants expressed a strong interest in preserving the building's history while transforming it into a vibrant, educational, and community-oriented space.
COMMUNITY FEEDBACK - TYPES OF USE
COMMUNITY FEEDBACK - TYPES OF
ACTIVITIES
importance of hands-on activities, community education, and partnerships with educational institutions.
the need for rotating exhibits in science and technology, as well as exhibits related to local history, including the St. Francis Dam. incorporating a library
job skills training
maker space for crafts and item sales
science center, climate change and energy-related exhibits, and providing support for learning
Educators emphasized the potential for the building to showcase geology, history, and events, particularly on the second floor.
The workshop attendees provided a wide range of suggestions for activities within the Union Oil Building. These ideas included lectures, STEAM activities, art exhibits, a library, job skill training, and the establishment of a science center.
Additionally, participants emphasized the following:
Feedback from youth workshops underscored desires for physical activities like rock climbing and basketball courts, as well as spaces for relaxation and socialization. The youth envisioned a diverse range of activities, including gaming, arts and acting classes, history museums, and interactive learning spaces.
Overall, the suggestions reflect a strong interest in creating a multifaceted space that caters to education, hands-on experiences, community engagement, and recreational activities for people of all ages.
Additional information on feedback provided by the community during the workshops can be found at: https://www spcity org/707/Union-Oil-Building 57 Tenant Improvements, Alterations, Modifications or Preservation**:
At the sole expense of the tenant(s), if you intend to make improvements, alterations or modifications to the building, or parts of the building, please provide a detailed plan along with estimated costs. If you intend to preserve the building or parts of the building, please provide a plan. In both scenarios, please address the plan for any current displays, furniture, etc. which may need to be moved, stored or adjusted by the occupant dependent on the proposal.
Usage Proposal:
Provide a detailed proposal outlining the intended use(s) of the building. This may include commercial, cultural, or community-oriented activities. Elaborate on whether you are interested in the entire building, a portion(s) of the building and outline specific spaces and intended usage(s).
Timeline:
Provide a realistic and achievable timeline for preparations and commencement of operations.
Financial Plan:
Present a detailed financial plan with a minimum 3 year pro forma demonstrating the feasibility of the proposed project. This should include anticipated costs, funding sources, and revenue projections. A financial plan with a 5 year pro forma, anticipated costs, funding sources, and revenue projections is highly desirable.
Maintenance:
Tenant(s) will be responsible for day to day maintenance of the property including landscaping, custodial services, cosmetics, removal and disposal of trash and debris on the property, including parking areas and spaces.
The selected entity or organization will be responsible for:
** Due to the historical nature of the building, there could be limitations to improvements, alterations or modifications.
SCOPE OF SERVICES
58 Transmittal cover letter signed by the person or persons authorized to represent the company.
Executive summary.
Company’s name, background, and contact person, including corporate office and local office address, city, state, zip code, telephone number, facsimile number, web site address, and electronic mail address.
Company profile, corporate structure, background, organizational chart and experience.
Board of Directors Listing including: name, professional affiliation, email address, phone number, and board position
Descriptions of the proposed staffing plan.
All existing and past financial relationships including agreements between your company and proposed subconsultants, with current Members of the City Council and City staff, and entities for which said members are employed, or have an interest, both past and present. If there are none, the proposal shall clearly state this. The Members of the City Council can be viewed at https://www.spcity.org/250/CityCouncil.
A detailed explanation of why the company is best-suited to provide these services, and why participation will make the Project successful. The company’s related experience, qualifications, expertise, experience, areas of specialization, and government contracts shall be stated.
A detailed scope of work addressing the company’s approach. Address the scope of services as presented, but include other approaches, items, budgets or considerations; or exceptions and additions. Additionally, please express your rent expectations, accommodations or profit sharing model. The scope of work should not exceed 10 pages total.
Two-years of tax returns for the organization including annual reports.
Two consecutive years of operating budgets with planned and actual numbers.
Three to five references.
PROPOSAL REQUIREMENTS
The proposal shall demonstrate the qualifications, competence, and capacity of the organization(s) to provide the services in accordance with the requirements of the RFP.
The proposal shall specify an approach that will meet the RFP requirements.
The proposal shall contain the information as set forth in this section at a minimum.
Failure to include this information, or an incomplete response, may be cause for disqualification. The proposals will be used to evaluate and select the most qualified firm or firms.
The proposal shall include the following information as a minimum:
59 One (1) original, two (2) hard copies, and one searchable pdf file on USB drive of the proposal shall be submitted at the address set forth below, no later than 4:00 P.M. Friday, February 2, 2024:
City of Santa Paula
City Clerk
970 E. Ventura Street
Santa Paula, CA 93060
The proposal shall be sealed in an envelope. The name and address of the firm shall appear in the upper left-hand corner of the envelope. If more than one envelope is required, each envelope shall be legibly numbered below the name of the firm, e.g. Envelope 1 of 3, as required.
A proposal may be amended only if the City receives such amendment before the deadline stated herein for receiving proposals.
A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.
The City will not be responsible for proposals that are delinquent, lost, incorrectly marked, or sent to an address other than that given herein, or sent by mail or courier service and not signed for by the City. LATE PROPOSALS WILL NOT BE ACCEPTED.
Pre-Proposal Meeting & Site Visit
A pre-proposal meeting and site visit for this RFP will be held on December 7, 2023 at 10:00 a.m. in person at 970 E. Ventura Street, Santa Paula CA 93060.
Before submitting a proposal, each Operator shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the City upon which the Proposal will rely.
If the proposed Operator(s) receives an award as a result of its submitted Proposal, failure to have made such investigations and examinations will in no way relieve the proposed operator from its obligation to comply in every detail with all provisions and requirements of the documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever by the operator for additional compensation. 60 Criteria Assigned Value
Years Providing Relevant Services 10
Business Plan / Proposal 30
Financial Resources & Organization Stability 30
Ability to Maintain the Space 15
Tenant Improvements 10
How Does It Serve the Community 5
Total 100
EVALUATION CRITERIA
From the proposals received, the City will select the most qualified organization(s). Selection will be based on the following:
61 Release/advertisement November 27, 2023
Preproposal Meeting December 7, 2023
Proposal Due February 2, 2024
Proposal review February 2024
Interview Schedule February/March 2024
Presentation to Council & Staff
Recommendation
March 2024
Contract and scope negotiation March/April 2024
Contract approval by City Council April/May 2024
Services to be Provided by City
The services to be provided by the City will include the following:
1. General direction to the operating organization(s).
2. RFP advertisement including responding to public inquiries other than bidder inquiries; and distributing bid documents, bidder clarifications, and addenda, if needed.
Other separate professional services to be administered by the City for the Project will include the following:
1. Planning, design, and construction of capital improvement projects.
Right to Reject Any or All Proposals
The City reserves the right to reject any or all proposals or to select the proposal most advantageous to the City. The City reserves the right to verify all information submitted in the proposal. The City reserves the right to amend the RFP or issue a notice of amendment. The City reserves the right to reject any and all proposals and to waive any The duration of the contract will be at a minimum five years and is anticipated to begin in April/May 2024 with the ability to extend the contract annually based on performance and satisfactory terms for the extension.
The tentative schedule for consultant selection is as follows:
CONTRACT DURATION & SCHEDULE
62 informality, irregularity, or technicality in any proposal. The posting of this RFP is not a guarantee that services will be contracted by the City.
The City may reject a proposal from any firm/company who previously failed to perform properly, or complete on time, contracts of similar nature, or to reject a proposal from the firm who is not in a position to perform such a contract satisfactory. The City may reject a proposal from any firm who is in default of payment of taxes, licenses, or other monies due to the City.
No compensation will be made for the cost of preparing any proposal. All submitted materials of a proposal will become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.
Evaluations of the proposals will be available for public inspection at the conclusion of the selection process.
Submission of a proposal constitutes acceptance of the conditions contained in the RFP unless clearly and specifically noted in the proposal submitted.
A copy of the City’s Standard License Agreement to which the organization(s) will be required to enter into with the City is attached as an example. 63 INSURANCE REQUIREMENTS
Insurance shall be obtained and maintained at all times during the term of the Professional Services Agreement, and not less than the following coverage and limits of insurance under forms of policies satisfactory to the City:
1. Commercial General Liability, limit $1,000,000 per occurrence to cover bodily injury and property damage.
2. Commercial Automobile Liability, limit $1,000,000 per occurrence to cover bodily injury and property damage.
3. Workers’ Compensation Insurance, Statutory Limits of State of California, including $1,000,000 Employers’ Liability.
4. Professional Liability (errors and omissions) in the amount of $1,000,000 per occurrence/$2,000,000 policy aggregate.
Proof of insurance shall be submitted before award of the Professional Services Agreement.
The insurance company shall be an admitted carrier in the State of California with an A.M.
Best rating of A-IV or better.
All insurance required pursuant to an acceptable services agreement shall:
1. Name the City of Santa Paula, its employees, city council members, officers, and agents as additional insureds.
64 65283.00001\41797023.3
FACILITY LICENSE AGREEMENT
1 Agreement No. [_____________________]
FACILITY LICENSE AGREEMENT
THIS LICENSE AGREEMENT (“Agreement”) is entered into this ____ day of _____________ by and between the City of Santa Paula, a municipal corporation (“City”) and ________________, a [insert entity type] (“Licensee”). City and ___ are sometimes individually referred to as “Party” and collectively as “Parties.”
RECITALS
A. WHEREAS, the City owns and operates and maintains ________ located at ______Santa Paula Ca 93060 and all appurtenant buildings, structures and facilities located thereon (“Property”).
B. WHEREAS, the City wishes to grant a license to Licensee to enter the Property for the purpose of _______ (“Activity”) within the _______(“Facility”), which is located on the Property.
C. WHEREAS, the City desires to make the Facility available to Licensee to conduct the Activity within the Facility in accordance with the terms in this Agreement.
NOW, THEREFORE, in consideration of the mutual promises contained herein, the Parties agree as follows:
1. Purpose. The purpose of this Agreement is to set forth the common understandings and cooperative relationships between the Parties that relate to _______ access to the Property and use of the Facility for the Activity.
2. Grant of License. Subject to the terms and conditions hereinafter set forth, City hereby grants to _______ a revocable, non-exclusive license for the right to enter upon the Property and use the Facility for the Activity (the “License”). _______ acknowledges and agrees that this License is granted solely for use of the Facility for the Activity.
3. Term. The term of this Agreement and License shall be from _______ to _______, unless earlier terminated as provided herein.
4. Fee. There is currently no fee for use of the Facility. However, the City reserves the right to assess a reasonable fee during the term of this agreement, provided the parties enter into a written amendment..
5. Termination. City, through its City Manager or his or her designee, may terminate this Agreement and revoke this License without cause upon providing written notice to _______ no less than thirty (30) days prior to the effective date of termination. _______ may terminate this Agreement without cause upon providing written notice to City no less than thirty (30) days prior to the effective date of termination.
6. Release of Liability. All _______ members, their visitors and guests shall sign a City release of liability form prior to participation in the Activity. _______ agrees to provide all said forms to the _______ within five (5) business days of receipt.
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2 7. Equipment. _______ shall provide City with a list of equipment owned by the _______ that the _______ is storing, or intends to store, at the Facility. _______ shall provide this list to City and update it yearly no later than _______ of the then current year. City assumes no responsibility or liability for the equipment, or any other personal property, brought to the Facility by the _______.
8. Keys to Facility. City will issue _______ up to two (2) sets of keys to the Facility that will be monitored by _______. _______ shall return the keys to the City upon termination or expiration of the term of this Agreement. _______ shall not make any copies of the keys or change any locks to the Facility without the prior written permission of City.
9. Facility Use.
a. City will make the Facility available for _______ use _______ through _______ from _______am to _______ pm. _______ members, their guests and visitors shall only have access and permission to use and access the Facility during the days and times set forth herein. Notwithstanding the preceding sentence, _______ members may use the Facility outside the days and times set forth herein with the prior approval of the Parks & Recreation Department Director or his/her designee. b. City reserves the right to use and access the Facility at any time, including, but not limited to, those days and times that _______ is authorized to use and access the Facility pursuant to this Agreement. When City, in its sole and absolute discretion, has decided to use the Facility for any purpose, _______ shall not be authorized to use or access the Facility. City also reserves the right to close the Facility any specific day or extended period of time. In most cases, the City will give _______ three (3) working days’ notice before closing and/or using the Facility.
c. _______ shall pay all for all utilities on days _______ members use the Facility including but not limited to water, electricity, telephone, broadband, and other telecommunications services.
10. Maintenance. _______ shall maintain the Facility and the area immediately surrounding the Facility free of litter, trash and other debris. _______ shall cooperate with City staff as requested and shall conduct the Activity in a safe, sane and reasonable manner so as not to cause injury to persons or property.
11. Restoration. Upon termination or expiration of the term of this Agreement, _______ shall, at its sole cost and expense, promptly, safely, and carefully remove all personal property and any debris and trash from the Facility and restore the Facility to its original condition in which the Facility existed immediately prior to the date of this Agreement. If _______ fails to commence performing the work required by this Section within thirty (30) calendar days following expiration or the earlier termination of this Agreement, or if _______ fails to diligently perform all work required by this Section to its completion, then City shall have the right to perform such work without risk, exposure, or liability and without further notice to _______. In such event, _______ shall reimburse City for all costs and expenses reasonably incurred by City in performing such work, within thirty (30) calendar days of written notice. Upon receipt of payment, City shall return any personal property and other equipment removed by City pursuant to this Section. The provisions of this Section shall survive the expiration or earlier termination of this Agreement.
Any personal property left at the Facility shall be deemed abandoned if _______ does not claim the property and pay within thirty (30) calendar days of written notice any: (i) outstanding restoration costs; (ii) storage fees; and (iii) other reasonable costs paid by City. In addition to the remedies contained in this Section, City may avail itself of all other rights and remedies under any applicable law. 66 65283.00001\41797023.3
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3 12. No Real Property Interest. It is expressly understood that this Agreement does not in any way whatsoever grant or convey any permanent easement, lease, fee or other interest in the Facility or Property to _______.
13. Liens. _______ shall not permit to be placed against the Property, or any part thereof, any design professionals’, mechanics’, materialmen’s, contractors’ or subcontractors’ liens with regard to _______ actions upon the Property. _______ agrees to hold City harmless for any loss or expense, including reasonable attorneys’ fees and costs, arising from any such liens which might be filed against the Property.
14. Indemnification.
a. To the fullest extent permitted by law, _______ shall (1) immediately defend; (2) indemnify; and (3) hold harmless City of Santa Paula, its City Council, each member thereof, and its directors, officers, and employees (the “Indemnified Party”) from and against all liabilities regardless of nature, type, or cause, arising out of or resulting from or in connection with: (i) this Agreement; (ii) the License; (iii) _______ use of the Property and Facility; (iv) state of repair of the Facility; or (v) presence of _______ personal property. Liabilities subject to the duties to defend and indemnify include, without limitation, all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. _______ obligation to indemnify applies unless it is adjudicated that any of the liabilities covered by this Section are the result of the sole active negligence or sole willful misconduct of the Indemnified Party. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of the Indemnified Party, then _______ indemnification obligation shall be reduced in proportion to the established comparative liability. b. The duty to defend is a separate and distinct obligation from _______ duty to indemnify. _______ shall be obligated to defend, in all legal, equitable, administrative, or special proceedings immediately upon tender to _______ of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination of negligence or willful misconduct by the Indemnified Party shall not relieve _______ from its separate and distinct obligation to defend the Indemnified Party. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes the obligation to provide independent defense counsel if ________ asserts that liability is caused in whole or in part by the negligence or willful misconduct of the Indemnified Party. If it is finally adjudicated that liability was caused by the comparative active negligence or willful misconduct of the Indemnified Party, _______ shall submit a claim to the City of Santa Paula for reimbursement of reasonable attorneys’ fees and defense costs in proportion to the established comparative liability of the Indemnified Party.
c. This Section shall survive the termination or expiration of this Agreement. The provisions of this Section shall not be restricted by and do not affect the provisions of this Agreement relating to insurance.
15. Insurance.
a.
b. _______shall obtain and maintain during the term of the License the insurance coverages as specified in Exhibit A, attached hereto and incorporated herein by this reference, issued by a company satisfactory to the Risk Manager, unless the Risk Manager waives, in writing, the requirement that _______ obtain and maintain such insurance coverages. 67 65283.00001\41797023.3
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4 16. Assumption of Risk and Waiver. To the maximum extent allowed by law, _______ assumes any and all risk of loss, damage or injury of any kind to any person or property, including without limitation, any loss, damage or injury to personal property or Personnel, or any loss damage or injury to any other property of, or under the control or custody of, _______, which is on or near the Property. _______ assumption of risk shall include, without limitation, loss or damage caused by defects in any structure or improvement on the Property or any accident, fire or other casualty on the Property. _______, on behalf of itself and its Personnel as a material part of the consideration for this Agreement, hereby waives all claims and demands against City for any such loss, damage or injury of _______ and/or its Personnel.
In that connection, _______ waives the benefit of California Civil Code section 1542, which provides as follows:
A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or released party.
_____________________
INITIALS OF LICENSEE______
The provisions of this Section shall survive the termination of this Agreement. As used in this Section, “Personnel” means the _______, or its officers, directors, affiliates, members, volunteers or anyone directly or indirectly employed by _______ or for whose acts _______ is liable.
17. Notices. Any notices, requests or approvals given under this Agreement from one party to another shall be in writing and shall be personally delivered or deposited with the United States Postal Service for mailing, postage prepaid, by certified mail, return receipt requested to the addresses of the other party as stated in this Section, and shall be deemed to have been received at the time of personal delivery or three (3) days after the date of deposit for mailing. Notices shall be sent to:
If to City: Parks & Recreation Director
City of Santa Paula
P.O. Box 569
Santa Paula, Ca 93061
Fax: 805-525-4998
If to Licensee: [NAME, TITLE]
[ADDRESS]
18. Successors and Assigns. All the covenants and provisions of this Agreement shall be binding upon and inure to the benefit of successors, legal representatives and assigns of City and Licnesee to the same extent and effect as the same are binding upon and inure to the benefit of the Parties hereto. 68 65283.00001\41797023.3
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5 19. Assignment. This Agreement is personal to the Licensee. Licensee shall not assign or transfer (whether voluntary or involuntary) this Agreement in whole or in part, or permit any other person or entity to use the rights or privileges hereby conveyed, without the prior written consent of City, which may be withheld in City’s sole and absolute discretion. Any attempted act in violation of this section shall be void and without effect and give City the right to immediately terminate this Agreement.
20. Amendments and Modification. This Agreement may be amended, modified or supplemented only by a written Agreement signed by all of the Parties hereto.
21. Governing Law. This Agreement shall be governed by the laws of the State of California.
22. Venue. Any legal action brought under this Agreement shall be instituted in the Superior Court of Ventura County, State of California, in an appropriate court in that county, or in the Federal District Court in the Central District of California.
23. Attorneys’ Fees. In the event of a dispute between the Parties with respect to the terms and conditions of this Agreement, the prevailing Party shall be entitled to collect from the other its reasonable attorneys’ fees as established by the judge or arbitrator presiding over such dispute.
24. Severability. If any term, covenant, condition or provision of this Agreement, or the application thereof to any person or circumstance, shall to any extent be held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the terms, covenants, conditions, or provisions of this Agreement, or the application thereof to any person or circumstance, shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby.
25. Counterparts. This Agreement may be executed in separate counterparts, each of which shall be deemed an original and all of which, when taken together, shall constitute one and the same Agreement.
26. Authority to Enter Agreement. Each of the persons executing this Agreement on behalf of a Party hereto warrants that: (i) such party is duly organized and existing; (ii) the signer is duly authorized to execute and deliver the Agreement on behalf of said party; (iii) by so executing this Agreement, such party is formally bound; and (iv) there is no litigation or legal proceeding that would prevent said party from entering into this Agreement.
27. Effective Date. This Agreement shall take effect immediately upon execution by the City.
28. Entire Agreement. This Agreement and the exhibits referenced or attached hereto constitute the entire agreement between the parties with respect to the subject matter hereof and shall supersede all prior agreements, understandings and negotiations, both written and oral, between the Parties with respect to the subject matter hereof. This Agreement is not intended to confer upon any person other than the Parties hereto any rights and remedies hereunder.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year first written above.
[SIGNATURES ON FOLLOWING PAGE]
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6 SIGNATURE PAGE TO FACILITY LICENSE AGREEMENT
CITY OF SANTA PAULA LICENSEE
Dan Singer, City Manager Name, Title
APPROVED AS TO FORM:
Monica Castillo, City Attorney
ATTESTED BY:
________________________________________
Julie Latshaw, City Clerk
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