Agenda Item No. 8
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Service/City Engineer Tp - Landon Kern, Assistant City Engineer � K
FOR: City Council Meeting of February 28, 2022
SUBJECT: Acceptance of Contract Work - Five Winds Ranch Barn Building Relocation Project - Project No. 11166
RECOMMENDATION:
That City Council:
1. Accept the contract work completed by Atom Engineering Construction Inc. of Hemet CA for the Five Winds Ranch Barn Building Relocation Project — Project No. 11166 in the amount of $6,398.00; and
2. Approve the final payment for the Project; and
3. Authorize the recordation of the Notice of Completion; and
4. Declare certain property to be surplus to the needs of the City; and
5. Approve and authorize the City Manager and/or his designee to arrange for and execute the sale and/or disposal of said property.
BACKGROUND/DISCUSSION:
On August 14, 2016, City Council approved the creation of the Five Winds Ranch Improvement Advisory Council Committee with representatives from the Trails and Open Space Committee; Youth Advisory Committee; Planning Commission; Economic Development Advisory Committee; and Parks and Recreation Commission.
On April 10, 2017, City Council approved and authorized the Mayor to execute a contract with Architerra Inc., A California Corporation - Architerra Design Group (ADG), to provide professional services for Landscape and Architectural Conceptual Plans, a Market Feasibility Study and Community Outreach for the Five Winds Ranch Park project.
On June 11, 2018, the City Council reviewed the conceptual plan prepared for the Five Winds Ranch Park Project by ADG. The concept plan was developed based on input from the outreach efforts and the Five Winds Ranch Improvement Advisory Council Committee. On June 8, 2020, City Council reviewed and approved the revised conceptual plan for the Five Winds Ranch Park Project
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City Council February 28, 20222
Acceptance of Contract Work - Five Winds Ranch Barn Building Relocation Project - Project No. 11166
The revised conceptual plan for the Project identifies the removal and possible relocation of the existing barn building to a different location on the property. The barn needed to be disassembled and removed to complete the site grading consistent with the conceptual plan. Staff prepared the bid documents for the Five Winds Ranch Barn Building Relocation Project (Project), and the Project was advertised for construction bids on November 23, 2021. The scope of work included the disassembly and removal of the existing steel/wood barn building and temporary storage of the unassembled components in a designated area at Five Winds Ranch.
Following the formal public bid process, on December 13, 2021, City Council awarded a construction contract to Atom Engineering Construction for the Project. The contract amount was in the amount of $6,398, with a total construction budget of $8,398 that included the amounts of $1,000 for construction contract contingency and $1,000 for construction contract administration and inspection.
The contract work for the Project has been completed. Field inspections performed by staff during the course and upon completion of the work have assured that the work was completed in accordance with the construction plans and contract specifications for the Project. As a result, staff is recommending that City Council accept the contract work and direct staff to file the Notice of Completion for the Project.
It is important to note that the conceptual plan approved by City Council identified a barn structure to be constructed at a location near the group ampitheatre area, with an open interior layout to accommodate several uses including a game room and a kitchenette. The existing barn structure had originally been identified to be re-puroposed to accommodate these uses, with the goal being to re -construct the existing barn without the interior corrals. However, due to the structural design and construction of the existing barn observed during the disassembly, reconstruction of this existing structure without the indoor corrals and associated framing would require a structural engineering analysis to determine the structural modifications if it were to be constructed without the interior corrals. Following the additional engineering analysis, it was determined that additional structural features would be required to install a new roof framing system in order to re- construct the existing barn without the corrals. For this reason and based on preliminary research performed by staff, it is anticipated that the barn installation project will result in an estimated 15% reduction in design and construction costs by moving forward with the option to purchase and install a similar pre -fabricated structure particularly, with the sale of the existing barn. If the proposed recommendations are approved, this approach would provide opportunities for staff to develop a design with a more open interior space, and to ensure compatibility with the City Council approved conceptual plan.
Pursuant to the City Council -approved Purchasing Policies and Procedures, City owned equipment that has become obsolete, or otherwise has become unfit, unsuitable for City use or is undesirable, may be considered surplus and, therefore, disposable. After review by staff, it has been determined that the subject barn building is unsuitable and/or not needed for City use.
According to the Purchasing Policies and Procedures, disposal of equipment with a value greater than $10,000 shall be approved by the City Council. If approved by City Council, the surplus property will be disposed of in accordance with the "Sale in Open Market" option to provide the -55-
City Council February 28, 20222
Acceptance of Contract Work - Five Winds Ranch Barn Building Relocation Project - Project No. 11166
maximum return to the City as outlined in the Purchasing Policies and Procedures section XI.6.b.
It is difficult to estimate the value of the barn at this time to determine if its value is in excess of $10,000, particularly given that, if sold, it must be removed by June 1 or sooner. In the event that the City is able to sell the barn for more than this amount, staff is recommending that Council declare this property to be surplus to the needs of the City.
The barn building is in fair condition, is currently disassembled and is currently stored at the Five Winds Ranch facility. Staff is recommending that the barn building be sold and the proceeds be utilized for the development/construction of the Five Winds Ranch Project. There has been some expressed interest in acquiring the barn.
FISCAL IMPACT:
The total budgeted and actual costs of the Project are included in the table below:
On December 13, 2021, City Council approved a budget in the amount of $8,398 for the Project. The total actual cost of the project is in the amount of $7,098. As shown in the table above, there is sufficient funding available to accommodate staff s recommendation.
Attachments: Notice of Completion
Inventory List of Proposed Surplus Property
Approved by:
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Approved Budget
Actual Costs
Construction Contract
$6,398
$6,398
Construction Contract Contingency
1,000
0 Construction Contract Admin./Inspection/Testing
1,000
1 700
Total Program Construction Cost
1 $8,398
1 $7,098
On December 13, 2021, City Council approved a budget in the amount of $8,398 for the Project. The total actual cost of the project is in the amount of $7,098. As shown in the table above, there is sufficient funding available to accommodate staff s recommendation.
Attachments: Notice of Completion
Inventory List of Proposed Surplus Property
Approved by:
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RECORDING REQUESTED BY
City of Yucaipa
WHEN RECORDED RETURN TO:
City Clerk
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Recording Fee $0 SPACE ABOVE THIS LINE FOR RECORDER'S USE Government Code 6103
NOTICE OF COMPLETION
Pursuant to the provisions of Section 9204 of the Civil Code of the State of California, NOTICE IS HEREBY GIVEN that work on the certain project known as:
PROJECT NO. 11166
FIVE WINDS RANCH BARN BUILDING RELOCATION
NO APN NUMBER
for the City of Yucaipa was completed and accepted by the City of Yucaipa on the 281h day of February 2022
The said work was performed by Atom Engineering Construction, Inc. of Hemet, CA in accordance with the terms of the written agreement dated the 13th day of December 2021.
Dated February 28, 2022
CITY OF YUCAIPA, a Municipal Corporation, Owner
34272 Yucaipa Blvd, Yucaipa, CA 92399
Fermin G. Preciado, Director of Development Services/City Engineer A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of the document.
STATE OF CALIFORNIA }
COUNTY OF SAN BERNARDINO }
Subscribed and sworn to (or affirmed) before me on this 2811 day of February 2022, by Fermin G. Preciado, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
Date
Jennifer Crawford, Assistant City Manager
/City Clerk
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INVENTORY LIST OF PROPOSED SURPLUS PROPERTY (February 2022) Item No. Condition
Item Description (good, fair, poor, Count Location Value (Recycle or resale) inoperable)
Total
Estimated Value
I 40'x 100'Barn (4,000 sq feet) Fair I Five Winds Ranch $10.000 510.000
Total Estimated Valuel
510.000
ME