07 - Grand Theater Project Change Order 1Item No. 7
Memorandum
TO: Mayor, Mayor Pro Tem & City Council
Grayson Path, City Manager
Robert Vine, Deputy City Manager
Doug Harris, Assistant City Manager
FROM: Todd Mittge, City Engineer
SUBJECT: GRAND THEATER PROJECT: CHANGE ORDER 1
DATE: March 11, 2024
BACKGROUND:
The City of Paris owns the Grand Theater, located at 21 Lamar Avenue. This building was in a
state of disrepair, requiring asbestos abatement and debris removal before restoration and
revitalization could begin. The Paris Grand Theater Project, a non-profit, has an agreement with
the City of Paris for restoration and revitalization of the building.
On December 12, 2022, the City Council authorized an agreement with Malone Maxwell Dennehy
Architects to perform a Phase I analysis of the Grand Theater. The goal of Phase I was to identify
work needing to be done to abate asbestos and perform debris removal, said work being Phase II.
The ultimate goal is to prepare the building for rehabilitation, thus allowing for the Paris Grand
Theater Project non-profit to begin fundraising for renovation and restoration of the building.
On August 28, 2023 City Council authorized the advertisement of bids for the Phase II project and
on December 11, 2023, the City Council awarded the project to One Reef, LLC for $237,769.00.
STATUS OF ISSUE:
The project has gone very well, with the asbestos and hazardous materials abated. There were
some areas of the building in need of demolition, which were not clearly identified in the plans.
These included some interior walls, ceilings, and areas around the stairwells and windows where
the plaster could not remain. There were also water damaged areas of the crown molding at the
top ceiling near the roof that needed to be removed. Most of the original crown molding was able
to remain. Demolition exposed an old wood frame and floor covering an orchestra pit in front of
the stage. It was asked if we wanted to remove that rotten wood floor and framing. The City
Engineer also requested that in areas opened up by demolition, which opened holes to exterior roof
soffits, that hard cloth metal screens be installed to prevent birds from entering the building. As
with any rehabilitation project, it is inevitable that more tasks are identified as the project occurs,
particularly when debris, walls, etc. are removed, exposing other previously unknown and unseen
issues.
The base Change Order proposal from the contractor, agreed upon preliminarily by the City
Engineer, was for $5,573.00 in additional compensation to the contractor for this work. Given the
requested change order was a minimal expense as compared to the overall project, the work needed
to be done to provide a more complete product per the intended goals, and to avoid remobilization
costs given timing of the next City Council meeting, the City Manager authorized the work to be
performed on February 22, 2024. Nevertheless, it is appropriate to seek City Council approval of
the change order, even though it is after the fact.
All original proposal/bid documents are available for review at the office of the City Clerk.
BUDGET:
The One Reef, LLC base bid is for $237,769.00. If approved, Change Order #1 would increase
this amount to $243,342.00. The Change order is 2.3% of the original contract base bid. This will
be paid out of existing American Rescue Plan Act (ARPA) funding.
OPTIONS:
1. Authorize the City Manager to sign the change order with One Reef, LLC for this additional
work at the Grand Theater at 21 Lamar Avenue.
2. Request additional information and/or deny authorization to sign the change order for the
activities described above. Should we deny the claim, negotiations with One Reef, LLC
will need to take place given the work has already been done by authorization of the City
Manager.
RECOMMENDATION:
1. Authorize the City Manager to sign the change order with One Reef, LLC for this additional
work at the Grand Theater at 21 Lamar Avenue.
February 21, 2024
City of Paris, Texas
Attn: Mr. Todd Mittge- City Engineer
135 SE 1st Street
Paris, Texas 75460
903.706.1637.Cell
903.784.92920ffice
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RE: Grand Theater Changer Order Request #1
Mr. Mittge,
One Reef, LLC is pleased to submit the following proposal and will provide the notification, supervision, labor,
equipment, materials, transportation, disposal and insurance for the above referenced project.
All work will be done in accordance with all applicable local, state and federal laws, rules and regulations. All
moveable objects must be removed from the work area prior to One Reef, LLC's mobilization. This price does not
include final inspection, air monitoring and air clearance monitoring to be done by an industrial hygiene company.
This price assumes power and water to be provided by the owner or general contractor at no expense to One Reef,
LLC unless otherwise noted. Work to be done during normal business hours. This project does not include pricing for
overtime work.
Scope of Work:
Remove damaged Plaster walls and columns not identified on plans at multiple areas (Stairs, covered
window, walls) Wood Flooring in front of stage. Place screen to keep animals and birds out.
Base Proposal: $5,573.00
Price for Water and Electricity, if not supplied, will be $275.00 a day
Additional mobilizations will be charged and $1,500.00 per move in and out.
The owner is responsible for itemizing, removal and storing any items or any not deemed for disposal.
Exclusions: One Reef, LLC does not include within this proposal SWMP/SWPPP, layout and design,
temporary dust partitions, temporary power, utility disconnects: cutting or capping, patching or repair,
resurfacing, saw cutting, grinding, glue removal, grout removal, shoring/scaffolding, waterproofing,
tree or vegetation removal, reseeding, pier or grade beam removal over 4' of grade, backfill and
compaction, well backfill or closeout, stand-by due to owners or general contractors delay, site
security, the removal, cleanup or disposal of hazardous materials other than those listed in the above
scope of work, replacement or repair of abated, demolished or damaged building components, systems
or material. One Reef, LLC is not liable for future mold growth or responsible for any other wet items
that were not accessible or seemed dry at the time of removal. One Reef, LLC is not liable for personal
items or damaged by necessary means of removal of water damaged materials.
This proposal includes pollution control insurance of $1,000,000/$2,000,000. All work to be completed in a workman
like manner according to standard practices. This proposal becomes binding with any contract or agreement with the
owner, owners' representation or general contractor. Any alteration or deviation from the above specifications
involving extra cost will be executed only upon written orders, and will become an extra charge over the above
estimate. All agreements are contingent upon strikes, accidents or delays beyond One Reef, LLC's control. Owner is
to carry fire, tornado, and other necessary insurance. Our workers are covered by Workman's Compensation
Insurance.
Respectfully,
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Acceptance of Estimate: The above price or prices specifications and conditions are satisfactory and hereby
accepted. One Reef, LLC is authorized to proceed with the work as specified. Payment is due upon completion.
By: Date:
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