HomeMy WebLinkAboutCounty of Santa Clara (2)HISTORICAL PROJECT AGREEMENT
CONSTRUCTION OF THE FARM EQUIPMENT SHED
LOS ALTOS HILLS HISTORICAL SOCIETY AND THE
TOWN OF LOS ALTOS HILLS
This Agreement is made and entered into between the COUNTY OF SANTA CLARA, a political
subdivision of the State of California (hereinafter referred to as the "County"), the Los Altos Hills Historical
Society, and the Town of Los Altos Hills (hereinafter referred collectively to as "Project Sponsors").
WHEREAS, the Project Sponsors are involved in the creation of a Heritage Preserve adjacent to
the municipal buildings in the Town of Los Altos Hills; and
WHEREAS, the farm equipment shed would be an addition to the Heritage Preserve; and
WHEREAS, the Project Sponsor submitted a funding proposal to the County Historical Heritage
Commission to provide funding for construction of the Farm Equipment Shed; and
WHEREAS, the County Historical Heritage Commission reviewed the merits of the proposal and
conveyed its recommendation that the Board of Supervisors approve the expenditure of $2,500 from the
Fiscal Year 1995-1996, and $12,844 from the Fiscal Year 1998 Historical Heritage portion of the Park
Charter Fund to assist the Project Sponsor In the construction of the Farm Equipment Shed to be located
in the Heritage Preserve; and
MEREAS, said expenditures are conditioned on demonstration that the Equipment Shed will be
open to the public in addition to providing storage, design review and approval by the Santa Clara County
Parks and Recreation Department, approval of a public access schedule by the Santa Clara County Parks
and Recreation Department, and inclusion of the Town of Los Altos Hills as a signatory to the Historical
Project Agreement and
WHEREAS, the County desires to contribute funds from the Fiscal Year 1995-1996 and the Fiscal
Year 1998 Historical Heritage portion of the Park Charter Fund necessary to assist In the construction of
the Farm Equipment Shed in order to acknowledge, preserve and commemorate the historical and cultural
heritage of the Santa Clara Valley;
NOW, THEREFORE, in consideration of the mutual promises, covenants and conditions herein,
the County and Project Sponsor agree as follows:
SECTION 1. FINDING "FOR PARK PURPOSES"
The Board of Supervisors reviewed the facts in support of the project and finds; the project is located in
Santa Clara County, it will be open to the public on an equal basis, it will benefit all citizens of Santa Clara
County, and that the project serves County Park Purposes.
The Board of Supervisors reviewed the recommendation of approval by the Historical Heritage
Commission that the County expend $2,500 of the Fiscal Year 1995-1996 and $12,844 from the Fiscal
Year 1998 Historical Heritage portion of the Park Charter Fund, and subsequently approved the $2,500 on
March 5, 1996 and the $12,844 on April 28, 1998 for construction of the Farm Equipment Shed.
SECTION II. CONSTRUCTION OF THE FARM EQUIPMENT SHED
1. Responsibility of the Project Sponsor.
Project Sponsor shall have responsibility for the scope of work outlined in Attachment A
4
(hereinafter referred to as "Project"), and the Project Sponsor shall act promptly and without delay
with respect to such matters in relation to the Project:
a) Complying with the County of Santa Clara Adopted Policies on Ridding and Contracting
with regard to the following issues;
Hiring, contracting for, or otherwise retaining the professional services of architects,
engineers, and other professional experts as required for completion of the Project.
Obtaining construction bids, awarding the construction contract, supervising, and
administering the Project.
Payment of prevailing wages per the Califomia Labor Code.
Utilizing minority businesses per the Santa Clara County Policy Pertaining
to Utilization of Minority Business Enterprises.
b) Complying with requirements set forth in the Santa Clara County Insurance Manual.
C) Preparation of pians and specifications for the Project and construction of the Project.
d) Preparation of all environmental documents required for completion of the Project
pursuant to the California Environmental Quality Act, National Environmental Policy Act,
and any rules and/or regulations promulgated thereunder.
e) Securing all approvals by government agencies required for completion of the Project.
f) Securing performance and payment bonds or other'acceptable guarantees to assure
satisfactory completion of the Project, and the payment of laborers and suppliers of
material
g) As a condition of funding, the Project Sponsor shall recognize the financial contribution of
the Santa Clara County Board of Supervisors, Santa Clara County Parks and Recreation
Commission, and the Santa Clara County Historical Heritage Commission by providing
permanent signage to that effect on the Project site.
2. Capital Contributions by Parties to Agreement.
a) County's contribution shall be expended exclusively for items defined in Attachment B as
being part of the scope of work for completion of the Project.
b) Project Sponsor shall be responsible for obtaining any funds needed above the County
contribution for the completion of the Project These additional funds shall be identified in
Attachment B.
c) No contribution made by the County shall be used for salary or administrative expenses
incidental to the Project
d) No contribution made by the County shall be used for office space and/or other non -
County park purposes.
Page 2
3. Public Park Purposes.
a) Project Sponsor agrees that the subject Project will be open and available to the public,
and accessible by all members of the public per guidelines set forth by the Americans with
Disabilities Act.
b) Project Sponsor agrees the approved funding will be used solely for County Park
Purposes.
SECTION Ili. OPERATION AND MAINTENANCE
It Is mutually understood that the Project will be constructed, operated, and maintained for a period of 20
years by the Project Sponsor for the benefit of the public. On-going maintenance is solely the
responsibility of the Project Sponsor.
SECTION N. COMPENSATION
County shall contribute a total sum of $15,344 ($2,500 +12,844) only for those items shown on
Attachment A, subject to the following Conditions of Eligibility. Said sum shall be set aside by the County
out of appropriated funds in Fiscal Year 1995-1996 and Fiscal Year 1998 respectively.
1. Demonstration that the Equipment Shed will be open to the public in addition to providing storage.
2. Design review and approval by the Santa Clara County Parks and Recreation Department.
3. Approval of a public access schedule by the Santa Clara County Parks and Recreation
Department.
4. Town of Los Altos. Hills must be a signatory to the Historical Project Agreement.
Project Sponsor shall provide County a detailed, itemized invoice requesting reimbursement of Project
costs. No advances will be made. All reimbursement requests shall contain the following
Information. If a reimbursement request is not complete or is unsatisfactory the County will require
additional information, or pay that part of the reimbursement request that is satisfactory, or decline
payment, or any combination thereof.
a) Letter itemizing the reimbursement request.
b) Copies of invoices that are clearly for the approved Project and are addressed to the
Project Sponsor.
C) Evidence that all invoices have been paid, for example, a copy of the front side of
the warrant or a receipt. Account statements will not be accepted.
d) Copy of current Certificate of insurance to comply with Section V. of this Historical Project
Agreement.
e) A report on the status of the Project. Include construction inspection reports and copies of
lien releases or payment bonds to protect subcontractors.
Project sponsors must send the County reimbursement requests on a quarterly basis as specified by the
following submittal dates: January 1, April 1, July 1, and September 1 ("Quarterly Submittal Date"
hereinafter). Whenever the Project Sponsor has accumulated at least $1,000 in reimbursible
expenditures, they may submit a reimbursement request at the next Quarterly Submittal Date, following
the Effective Date of Project Agreement. The Effective Date is the date which the Project Agreement was
authorized by the Board Chairperson's signature.
Pa§e 3
If the reimbursement request is satisfactory, the County shall provide payment to the Project Sponsor
within 80 days. County's contribution shall be expended only as indicated In Section it of this Historical
Project Agreement County contribution must be expgpded by April 28, 2000 or said funds will
revert to the County for reprogramming. Expended means the final reimbursement request has
been processed by the Santa Clara County Controllers Office.
Records of the Project shall be maintained for audit purposes for three (3) years after completion of the
Project or until all claims are settled, whichever occurs last. All records and data shall be available to
County upon reasonable notice within five (5) working days of a request by County. Project Sponsor shall
repay County with interest at the rate earned on County's investments for any unauthorized activities
disclosed by audit or inspection, including the cost of the audit, within thirty (30) days of demand by
County. Prior to disposal of any such records, Project Sponsor shall notify County and County shall have
the opportunity to place records in storage unless written release is granted by the Director of the Parks
and Recreation Department.
Audits may be conducted at the discretion of the Santa Clara County Parks and Recreation Department.
The audits may take two forms; a walk through inspection of the Project and informal review of the Project
records by Parks and Recreation Department staff, and/or a formal financial audit conducted by either
Santa Clara County staff or a consultant. Project Sponsor should be prepared for either or both types of
audits, A walk through inspection may occur at the beginning of a project, prior to approval of the final
reimbursement request, and at periodic intervals throughout the project A formal financial audit may occur
as deemed necessary by the Santa Clara County Parks and Recreation Department.
SECTION V. LIABILITY AND INSURANCE .
Project Sponsor shall conform to all insurance requirements outlined in the Santa Clara County Insurance
Manual for professional services and construction contracts, Insurance requirements vary by dollar value,
type of contract, and whether Santa Clara County owns the property. Project Sponsor shall obtain a
summary of insurance requirements from the Santa Clara County Parks and Recreation Department prior
to completing the required Attachment C, Certificate of insurance.
Project Sponsor shall defend, indemnify and hold harmless County, its officers, employees, and agents
from any loss, injury, or damage arising out of or in connection with any acts or omissions related to the
Project, including the completion of the Project by the Project Sponsor, and the ongoing operation and
maintenance of the Project
Throughout the term of this Historical Project Agreement, the Project Sponsor, at its sole cost and
expense, shall name the County as an additional insured on insurance policies required by the County for
completion of the Project.
Project Sponsor shall provide, or have the consultant or construction contractor provide, a current
Certificate of Insurance to be included in this Historical Project Agreement as Attachment C.
Premiums for insurance policies are considered an administrative expense and are not reimbursable. A
current Certificate of Insurance shall be provided by the Project Sponsor prior to approval of all requests
for reimbursement
SECTION VI. TERM OF AGREEMENT
Pace 4
This Historical Project Agreement shall become operative upon its execution by the parties and shall
remain operative with the Project Sponsor until April 28, 2000 or until completion of the Project and
reimbursement by the County, whichever occurs first.
SECTION VII. AUTHORIZED SIGNATURES
The Los Altos Hills Historical Society has authorized Martin Bernsein to execute this Historical Project
Agreement.
SECTION VIII. NOTICES
Any notices provided herein shall be mailed to the respective parties addressed as follows:
COUNTY OF SANTA CLARA LOS ALTOS HILLS TOWN OF LOS ALTOS HILLS
HISTORIQ6L SOCIETY
Director
Parks & Recreation Department
298 Garden Hili Drive
Los Gatos, CA 950$0
Phone: (408) 358-3741
Martin Bernstein
Los Altos Hills
Historical Society
P. O. Box 1739
Los Altos Hills, CA 94302
Phone: (650)324-9610
Page 5
419=6il�
T Los Altos Hills
Los Altos Hills, CA
Phone: (650) V *— : i •a..�
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WHEREFORE, the parties by their duly authorized representative have entered into this Historical Project
Agreement for [project name) on the date shown below:
COUNTY OF SANTA CLARA LOS ALTOS HILLS HISTORICAL SOCIETY
L-
PeI✓e,� :; Martin Bernstein
Chairperson, Board of Supervisors Los Altos Hills Historical Society
Dated: _ APR 2 7.1999 Dated: 03-30-79
Attest • OF • • 'HILLS
C Cl
ler O.Board
._� pie
.
4f 2Supervisors Tovrn Mos Altos Hills
Approved as to form and legality:
KATHRYN .BERRY
Deputy County Counsel
Page 6
ATTACHMENT A
ITEMIZED PROJECT SCOPE OF WORK
(to be provided by project sponsor)
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FARM EQUIPMENT SHED IN HERITAGE PRESERVE
Construct•a wood -framed, one—story shed structure,
approximately 36 feet by 16 feet by 12 feet high.
The approved building plans have been signed by a
California State Registered Architect.
A portion of the approved building plans are indicated
below.
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ATTACHMENT B
ITEMIZED PROJECT BUDGET CORRESPONDING WITH ATTACHMENT A
(to be provided by project sponsor)
FARM EQIPMENT SHED IN HERITAGE PRESERVE
BUDGET:
Farm Shed Structure
Building Materials: $ 8,490.00
Construction Labor: $13,000.00
Contingency for Unforseen
conditions: $ 2,149.00
Educational Signage: $ 11500.00
Farm Equipment: Donated.
Machinery (Tillers, Seeders) No Cost
Hand Implements No Cost
Equipment to be donated
once shed is built No Cost
TOTAL=
Page 8
$25,139.00
ATTACHMENT C
CURRENT CERTIFICATE OF INSURANCE
(to be provided by project sponsor on the attached Santa Clara County form)
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ATTTACHMENT "B"
he Agenda Transmittal Item number 43
iat was heard by the Board of Supervisors on
/27/99
received the following Board Action:
----- ------------------------------------
Authorized Chairperson to execute Amendments to Agreements with City of
Milpitas (Jose Maria Alviso Adobe Restoration), Los Altos Hills Historic
Society and the Town of Los Altos Hills (Farm Equipment Shed Phase #1),
Victorian Preservation Association (Hill House Restoration Phase i and Hill
House Restoration Phase II), City of Sunnyvale (Interpretive Display,
Orchard Heritage Park), Santa Clara County Parks and Recreation (Jackson
Ranch Access Road, Joice-Bemal Ranch Buildings Renovations and J. D. Grant
House), and History Museums of San Jose (Markham House 1999
Restoration) relating to extending the term of historical project Agreements.
Distribution
54W -Approved Vararsittal to: Parks and Remeatbn (D. Pierce); R. Gibsort, Deputy COB for Historfcat Heritage commission;
EPWAdnOrgelation. /ler
913199 . DupNWe original and confu med oopiss of Agreements to: Dave Pierce, Parks and Recreation Deparfrnentdmt
itf4i WOrpkate original and owtomred copy of Maditm House Agreemerd to D. Pterce. Aer
cfic._
he Agenda Transmittal Item number 43
at was heard by the Board of Supervisors on
/27/99
as received the following Board Action:
------------------------------------------
Authorized Chairperson to execute Amendments to Agreements with City of
Milpitas (Jose Maria Alviso Adobe Restoration), Los Altos Hills Historic
Society and the Town of Los Altos Hills (Farm Equipment Shed Phase #1),
Victorian Preservation Association (Hill House Restoration Phase I and Hili
House Restoration Phase I1), City of Sunnyvale (Interpretive Display,
Orchard Heritage Park), Santa Clara County Parks and Recreation (Jackson
Ranch Access Road, Joice-Bernal Ranch Buildings Renovations and J. D. Grant
House), and History Museums of San Jose (Markham House 1999
Restoration) relating to extending the term of historical project Agreements.
Distribution
5/3/99 -Approved transmittal to: Parks and Recreation (D. Pierce); R. Gibson,
Deputy COR for Historical Heritage Commission; ERA-Administation. /ler
9/3/99 - Duplicate original and conformed copies of Agreements to: Dave Pierce,
Parks and Recreation Department /ml
'kA�,u;�
J
County of Santa Clara
Historic Heritage Colnrnission
County Government Center, East Wing
Office of the Clerk of the Board
7A West Hedding Street
San Jose, California 95110-1770
(408) 2994321 X5654
(408) 298-8460 (FAX)
BOARDS AN
TO: Board of Supervisors
FROM: Historical Heritage Commission
DATE: April '10,1999
SUBJECT: APPROVAL OF EXTENSIONS TO
AGREEMENTS FOR HISTORICAL
PROJECTS
April 27,1999 Agenda
RECOMMENDED ACTIONS
It is recommended that the Board of Supervisors:
Prepared byt'"C�yw,.,�
David J. Pierce, Sr. Analyst, Parks
Reviewed by ., .�..i 4J a"
Rachel Gibson, Dgty. glerlkofAke,BotV
Peter Ng, Chief Fl
Reviewed by.
Alan La Fleur, D
Reviewed bf
Paul Romero, Di
Submitted b9
Phyllis Perez, Cie
Approve the recommendations of the Historical Heritage Commission to:
A.) Extend the term of each Historical Project Agreement as described:
Project S onsor Recommended Extension
1. Alviso Adobe City of Milpitas September 18, 1999
i^ z '�A2. Farm Equipment Shed
Phase #1
3. Hill House Restoration
Phase i
4. Hill House Restoration
Phase 11
Los Altos Hills
Historic Society
Victorian Preservation
Association
Victorian Preservation
Association
April 5, 1999 *
September 5, 1999
September 18, 1999
5. Interpretive Display, City of Sunnyvale December 31, 1999
Orchard Heritage Park
* This project was essentially completed, The Commission choa this date to allow the projects sponsor time to complete contract
documents and submit billings. Board Approval of this date wiA allow reimbursement to be made to the sponsor.
Kama
aft 9 AM
qu GRUNAL
Board of Supervisors: Donald F. Gage, Blanca Alvarado, Peter McHugh, James T. Beall Jr., S. Joseph SimitianPR i tg Tv
County Executive: Richard Wittenberg 4 t
6. Jackson Ranch Santa Clara County October 18, 1999
Access Road Parks and Recreation
7. Joice - Bernal Ranch
Buildings Renovations
8. Markham House
ct 1999.
Restoration
Santa Clara County
Parks and Recreation
History Museums of
San Jose
March 5, 2000
September 18,
9. J. D. Grant House Santa Clara County December 18, 1999
Parks and Recreation
B.) Authorize the Board Chairperson to execute the Amendment to each Historical
Project Agreement, once it has been prepared by the Parks and Recreation
Department, and signed by their project sponsor and County Counsel.
FISCAL IMPLICATIONS
There is no impact to the General Fund. The Board of Supervisors has approved
funding to these projects from the County Park Charter, Historical Preservation Fund
(0065) in prior fiscal years. Copies of the individual project agreements are provided to
the Clerk of the Board and are on file in that office.
CONTRACT HISTORY
Please see Attachment "A" that provides a table showing the projects, their original
award dates, expirations, and any subsequent extensions. Please see Attachment "B"
for copies of each individual original project agreement.
The Parks and Recreation Department has prepared "boilerplate" language for the
extension agreement amendment, and it has been reviewed and approved by the
Department's County Counsel. Please see Attachment "C" for a copy of this document.
The individual extension agreements are prepared only after the Board takes action to
extend these grants. County Counsel again reviews and signs approval of each
individual extension agreement amendment as they are completed and sent forward for
the Board Chair's. signature. The process is described below in the section discussing
.Steps Following Approval.
BACKGROUND AND REASONS FOR RECOMMENDATION
During prior historical preservation grant cycles, the Historical Heritage Commission
recommended, and the Board of Supervisors approved, funding for these projects.
Following approval by the Board, a Historical Project Agreement was signed by County
Counsel, the County, and project sponsor which indicated the work would be complete
within two years of the Board action approving the project. Most projects listed here
were approved in Fiscal Year 1997 and now have agreements expiring. Several are
additional extensions for Fiscal Year 1996 projects. Due to unforeseen circumstances,
the project sponsors require additional time to complete their projects. On February 18,
1999 the Historical Heritage Commission made a recommendation to extend the term of
each Agreement to the dates specified above.
Following are justifications for project extensions.
1. Project Name:
Alviso Adobe
Sponsor:
City of Milpitas
Justification:
Additional time needed due to process warrants for the work.
2. Project Name:
Farm Equipment Shed
Sponsor:
Los Altos Hills Historic Society
Justification:
Project essentially completed, additional time needed to finalize
billings for the work.
3. Project Name:
Hill House Restoration Phase
Sponsor:
Victorian Preservation Association
Justification:
Additional time needed to resolve permitting issues for construction
and volunteer nature of the project.
4. Project Name:
Hill House Restoration Phase II
Sponsor:
Victorian Preservation Association
Justification:
Additional time needed to resolve permitting issues for construction
and volunteer nature of the project.
5. Project Name:
Interpretive Orchard Display, Orchard Heritage Park
Sponsor:
City of Sunnyvale
Justification:
Additional time needed for co-sponsor to raise matching funds.
6. Project Name:
Jackson Ranch Access Road
Sponsor:
County Parks and Recreation
Justification:
Additional time needed for plan preparation due to lack of staff.
7. Project Name:
Joice-Bemal Ranch Building Renovations
Sponsor:
County Parks and Recreation
Justification:
A review of the site, in conjunction with adjacent historic sites, has
changed the era of restoration for a unified focus. This has resulted
in a slight setback of the construction schedule.
8. Project Name:
Markham House Restoration
Sponsor:
History Museums of San Jose
Justification:
Additional time needed to resolve permitting issues for construction
and volunteer nature of the project
9. Project Name:
J. D. Grant Ranch House Foundation
Sponsor:
County Parks and Recreation
Justification:
Additional time needed for plan preparation due to lack of staff.
CONSEQUENCES OF NEGATIVE ACTION
Funding will revert
to the County, and the project sponsors will not have the opportunity
to complete their projects.
This may result'in the loss of cultural and historic resources
in Santa Clara County.
STEPS FOLLOWING APPROVAL
The clerk will send the original transmittal, with notification of Board action affixed, to:
1.) Librarian, Clerk of the Board,
2.) David J. Pierce, Parks and Recreation Department
3.) Deputy Clerk of the Board for the Historical Heritage Commission.
When the project sponsors and County Counsel sign individual Project Agreement
Amendments, the Parks and Recreation Department will then provide the Deputy Clerk
of the Board (3) three original Amendments for each of the extended projects. The
Clerk will obtain the signature of the Board Chairperson, retain one copy for the Board
records, and send two copies to the Parks and Recreation Department, Attn: David J.
Pierce.
Attachments
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RESOLUTION NO. 8-95
RESOLUTION OF
THE CITY COUNCIL OF THE TOWN
OF LOS ALTOS HILLS REGARDING CONSTRUCTION
OF A FARM EQUIPMENT SHED AT THE HERITAGE PRESERVE
IT IS HEREBY RESOLVED by the City Council of the Town of Los
Altos Hills that:
1. Funds for the construction of a farm equipment shed at
the Heritage Preserve at Town Hall be requested from
the Santa Clara County ("County") Historical Heritage
Commission.
2. The Town agrees to accept responsibility for this
project and, if approved by the County, sign a
Historical P_roject_Agreement_with_the;__County. ___
3. The Town agrees to maintain and operate this project
after the construction is complete.
PASSED AND ADOPTED this 18th day of January , 1995 .
ATTEST:
City rk
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01/12/95