CONTRACT 6349 Professional Services Agreement CLOSEDAgreement No. 6349
PROFESSIONAL SERVICES AGREEMENT
hr FOR DESIGN SERVICES
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THE CITY OF EL SEGUNDO AND
MILLER ARCHITECTURAL CORPORATION
ENG 21-41: CIVIC CENTER BUILDINGS PUBLIC AREA ADA IMPROVEMENTS DESIGN
This AGREEMENT is entered into this 27th day of May, 2022, by and between the CITY
OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and MILLER
ARCHITECTURAL CORPORATION a California corporation ("CONSULTANT"). The parties
agree as follows:
1. CONSIDERATION,
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C� As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed SEVENTY-FIVE THOUSAND DOLLARS ($75,000) for CONSULTANT's
services. CITY may modify this amount as set forth below. Unless otherwise
specified by written amendment to this Agreement, CITY will pay this sum as
specified in the attached Exhibit "A," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except
as herein otherwise expressly specified to be furnished by CITY, necessary or
proper to perform and complete the work and provide the professional services
required of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use
the appropriate generally accepted professional standards of practice existing at the time of
performance utilized by persons engaged in providing similar services. CITY will continuously
monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and
CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to
CITY's satisfaction. Costs associated with curing the deficiencies will be borne by
CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly
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Agreement No. 6349
rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A") the
tasks performed, the percentage of the task completed during the billing period, the cumulative
percentage completed for each task, the total cost of that work during the preceding billing
month and a cumulative cash flow curve showing projected and actual expenditures versus time
to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will
cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK. N/A.
7. FAMILIARITY WITH WORK. By executing this Agreement, CONSULTANT agrees that it
has:
A. Carefully investigated and considered the scope of services to be performed;
B. Carefully considered how the services should be performed; and
C. Understands the facilities, difficulties, and restrictions attending performance of
the services under this Agreement.
If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will
investigate the site and is or will be fully acquainted with the conditions there existing, before
commencing the services hereunder. Should CONSULTANT discover any latent or unknown
conditions that may materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk
until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from July 1, 2022, to June 30, 2023, unless
otherwise terminated pursuant to Section 15.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement
supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved
in the order in which the Exhibits appear below:
A. Exhibit A: Scope of Work and Cost Proposal
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11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the
services will be determined in accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain
during the term of this Agreement, all necessary permits, licenses, and certificates that may be
required in connection with the performance of services under this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time upon thirty days'
written notice.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT's own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination, not to
exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
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16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired but will
deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under
this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic display
information to be published in newspapers or magazines, will be approved and distributed solely
by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION. This Agreement contemplates that CONSULTANT will act both as a
design professional (as defined by Civil Code § 2782.8) and for other management services.
Accordingly, CONSULTANT agrees to provide indemnification as follows:
A. CONSULTANT must save harmless, indemnify and defend CITY and all its
officers, employees and representatives from and against any and all suits,
actions, or claims, of any character whatever, brought for, or on account of,
any injuries or damages sustained by any person or property arising from,
pertaining to, or relating to the negligence, recklessness, or willful
misconduct of CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives. CONSULTANT's duty to defend consists of
reimbursement of defense costs incurred by CITY in direct proportion to the
CONSULTANT's proportionate percentage of fault. CONSULTANT's percentage
of fault will be determined, as applicable, by a court of law, jury or arbitrator. In
the event any loss, liability or damage is incurred by way of settlement or
resolution without a court, jury or arbitrator having made a determination of the
CONSULTANT's percentage of fault, the parties agree to mediation to determine
the CONSULTANT's proportionate percentage of fault for purposes of
determining the amount of indemnity and defense cost reimbursement owed to
the CITY; CONSULTANT and CITY must each pay half the mediator's fees.
Notwithstanding the above, in the event one or more defendants to a Claim is
unable to pay its share of defense costs due to bankruptcy or dissolution of the
business, the CONSULTANT must meet and confer with the CITY regarding
unpaid defense costs.
B. Defense For All Non -Design Professional Liabilities. Notwithstanding the
foregoing and without diminishing any rights of the CITY under subsection A, for
any liability, claim, demand, allegation against CITY arising out of, related to, or
pertaining to any act or omission of CONSULTANT, but which is not a design
professional service, CONSULTANT must defend, indemnify, and hold harmless
Indemnitees from and against any and all damages, costs, expenses (including
reasonable attorneys' fees and expert witness fees), judgments, settlements,
and/or arbitration awards, whether for personal or bodily injury, property damage,
or economic injury, to the extent that they arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the CONSULTANT.
C. For purposes of this section "CITY" includes CITY's officers, officials, employees,
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agents, representatives, and certified volunteers.
D, It is expressly understood and agreed that the foregoing provisions are intended
to be as broad and inclusive as is permitted by the law of the State of California
and will survive termination of this Agreement.
The insurance coverage to be maintained by CONSULTANT as required by Section 23, will not
limit the liability of CONSULTANT hereunder. The provisions of this section will survive the
expiration or earlier termination of this Agreement.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will
act as an independent contractor and will have control of all work and the manner in which it is
performed. CONSULTANT will be free to contract for similar service to be performed for other
employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY
and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY
provides for its employees. Any provision in this Agreement that may appear to give CITY the
right to direct CONSULTANT as to the details of doing the work or to exercise a measure of
control over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect
to all services and matters covered under this Agreement. CITY will have free access at all
reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times
this Agreement is effective, CONSULTANT will procure and maintain the
following types of insurance with coverage limits complying, at a minimum, with
the limits set forth below:
Type of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
Limits
$2,000,000
$1,000,000
$1,000,000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88, or equivalent. The amount of
insurance set forth above will be a combined single limit per occurrence for bodily
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Agreement No. 6349
injury, personal injury, and property damage for the policy coverage. Liability
policies will be endorsed to name CITY, its officials, and employees as
"additional insureds" under said insurance coverage and to state that such
insurance will be deemed "primary" such that any other insurance that may be
carried by CITY will be excess thereto. CITY's additional insured status will
apply with respect to liability and defense of suits arising out of CONSULTANT's
acts or omissions. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except upon thirty
(30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement and will cover
CONSULTANT for all claims made by CITY arising out of any errors or omissions
of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY valid Certificates of Insurance evidencing
maintenance of the insurance required under this Agreement, a copy of an
Additional Insured endorsement confirming CITY has been given Insured status
under the CONSULTANT's General Liability policy, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time
to time. Insurance must be placed with insurers with a current A.M. Best
Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at CONSULTANT's
expense and deduct the cost of such insurance from payments due to
CONSULTANT under this Agreement or terminate pursuant to Section 15.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval
to use any consultants while performing any portion of this Agreement. Such approval must
approve of the proposed consultant and the terms of compensation.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on
the project, which will include a schedule update and a short narrative description of progress
during the past month for each major task, a description of the work remaining and a description
of the work to be done before the next schedule update.
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Agreement No. 6349
25. NOTICES. All communications to either party by the other party will be deemed made when
received by such party at its respective name and address as follows:
If to CITY:
City of El Segundo
350 Main Street
El Segundo, Calif. 90245
Attention: Lifan Xu, City Engineer
(310) 524-2368
Email: Ixu@elsegundo.org
If to CONSULTANT:
Miller Architectural Corporation
1177 Idaho Street, Suite 200
Redlands, CA 92374
Attention: Gary W. Miller, President
(909) 335-7400 Ext. 111
Email: gmiller@miller-aip.com
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices
are to be given by giving notice in the manner prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and
regulations including, without limitation, CITY's conflict of interest regulations.
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally
for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party.
There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's
obligations under this Agreement.
29. INTERPRETATION. This Agreement was
with the laws of the State of California, anc
agreement will be in Los Angeles County.
drafted in and will be construed in accordance
exclusive venue for any action involving this
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and
local laws applicable to this Agreement.
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Agreement No. 6349
31. ENTIRE AGREEMENT. This Agreement, and its Exhibits, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There is 1 (one) Exhibit to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any
subsequent successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action
has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
electronic (.pdf) or facsimile transmission. Such electronic or facsimile signature will be treated
in all respects as having the same effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents
that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to
perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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Agreement No. 6349
IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and
year first hereinabove written.
CITY OF EL SEGUNDO MILLER ARCHITECTURAL
CORPORA ION
Darrell George, Gary W. Mi er,
Interim City Manager President
ATTEST:
vo -- --j6�— Taxpayer ID No.: 33-0355016
Tray Weaver,
City Clerk
R • •
■
Mark ; Hensley,
City ttorney
Insurance Approved by: S �/
Joseph Lillio, Finance Director
City of El Segundo PSA for Design Services
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December 21, 2021 REVISED
City of El Segundo
Public Works Department
350 Main Street
El Segundo, CA 90245
Attn: Floriza Riveria
L E Re: Request for Proposal
architecture El Segundo Civic Center
interiors ENG.21-41
planning
Dear Ms. Riveria:
Agreement No. 6349
Facilities ADA Compliance Design RFP No.
We are pleased to submit a proposal to provide architectural and engineering services
for the El Segundo Civic Center Facilities ADA Compliance. We understand the scope
of work for this project to entail the following services and as outlined and clarified in
Addendum 1, dated November 1 (see attached) and reduction in scope of services for
the City Hall east (main) lobby (see attached reduction in scope):
ADA assessment and provide facility improvement to the interior and exterior
of the public areas to address conformance with all required ADA
improvements at the following locations:
• Fire Station 1 at 314 Main Street
• Police Station at 348 Main Street
• City Hall at 350 Main Street
Site assessment and misc. survey work for required ADA site improvements of
the existing parking and entries to address conformance with all relevant
health and safety codes including required ADA improvements.
Site improvements to include site design and improvements to include the
following:
• ADA path of travel to main entries from the parking lots and public ways.
• ADA parking stall designation and signage and path of travel from parking
lot improvement
Phase I Services generally include but are not limited to all services necessary to
study, evaluate, program, design, produce construction documents to be issues for
bidding. Phase II services include administer construction administration and closeout
services. Specifically, these services include:
• Facility Assessment
• Programming
• Cost Estimating
• Architectural
Project management of all investigation and assessment of the existing facility
systems for architecture and engineering services
Design, construction documents, bidding services and construction
administration for the existing building and system components.
• Civil engineering including:
• Survey and Grading plan at the front of the facility and to the main entries and
path of travel to parking lots and public way and ADA accessible public
parking.
California 0 Other services necessary to provide a complete design, permitable and
buildable documents
• Plumbing Engineering
0 Electrical Engineering
Agreement No. 6349
We intend to provide the following services for Phase I:
Task 1 - Project Initiation Fee - Not Applicable
Task 2 - Project Management Project Information
1. Provide all services required by the Architectural assessment Phase
2. Provide topographic survey as needed for ADA path of travel, ADA accessible
entries and public parking lots.
3. Research requirements of local regulatory agencies.
4. Programming meetings with the Owner to establish requirements and determine
needs for the project. (Includes 1 meeting on -site and 1 zoom meeting)
5. Measure & document existing premises as needed and observe existing conditions
6. Field verification of site and facility conditions by Architect and consultants
7. Prepare a background floor plan drawing illustrating existing conditions.
Task 3 - Schematic Design
1. Provide all services required by the Schematic Design Phase
2. Meetings with the Owner to establish requirements and determine detailed needs for
each space for the project to fine tune program and adjacency needs. (Includes 1
meeting on -site and 1 zoom meeting)
3. Prepare floor plan and site plan for City review to determine final scope requirements
4. Modify as necessary floor plan and site to accommodate required ADA accessibility
for approval of the final floor plan layout.
Task 4 - Government Processing Planning Phase / Entitlement (Not applicable)
Task 5 - Design Development
1. Provide all services required by the Design Development Phase
2. Based on Owner's approved schematic design, prepare accessible path of travel site
plan, demolition floor and reflected ceiling plan, dimensioned floor plan, noted floor
plan and reflected ceiling plan.
3. Meetings with the Owner to review project progress and review detailed needs of the
project. (Includes 1 meeting on -site and 1 zoom meeting)
4. Prepare information and drawing packages to enable consultants to start work.
5. Prepare preliminary cost estimate to establish rough order of magnitude
Task 6 - Construction Documents
1. Based on the approved design development documents, prepare construction
documents and specifications to include the following:
a. Architectural documents
b. Civil Engineering
c. Misc. Plumbing engineering to address minor restroom renovation to existing
facility
d. Misc. Electrical design, engineering to address areas of improvements in the
restrooms and lobby cabinetry (electrical plans will include conduit stub and
wiring into accessible ceiling space for telephone, computer/data system and
security cameras)
e. Assist owner in selection of Interior Design Finishes and provide specifications
(excludes furniture selection and specifications)
f. Prepare updated cost estimate to provide a more detailed rough order of
magnitude.
g. Meeting with the Owner to review project progress and review plans and
specifications for the project.
Task 7 - Government Processing Building Phase
1. Submit documents electronically for the purpose of obtaining a building permit.
2. Make required plan check revisions and resubmit electronically for review and
approval. It is expected that plan check comments will be a reasonable interpretation
of the code.
Agreement No. 6349
Task 8 - Bidding Assistance
1. Assemble and issue bid documents to the owner to enable prices to be prepared by
qualified contractors.
2. Respond to contractor questions.
3. Assist the Owner in reviewing the bids.
We intend to provide the following services for Phase II:
Task 9 - Construction Administration (Based on 4-month construction period)
1. Respond to Contractor or inspector questions
2. Maximum of two shop drawing review per submittal.
3. Pre -construction meeting and final inspection meeting (Includes 2 meetings)
4. Site inspections (Includes field inspections performed weekly for a total of 12
inspections. If additional inspection services are required they may be provided on an
hourly basis if requested)
Task 10 - Closeout
1. Develop a punch list by Architectural and Engineering consultants of outstanding
items to be corrected by the Contractor
2. Assist the Owner in establishing substantial completion
We will provide the above services on a time and materials basis with an estimated not to exceed
amount per the breakdown below:
PHASE
Task 1 Project Initiation Fee (N/A)
-0-
Task 2 Project Information
$9,500.00
Task 3 Schematic Design
$5,150.00
Task 4 Government Processing Planning Phase (N/A)
-0-
Task 5 Design Development
$9,775.00
Task 6 Construction Documents
$45,125.00
Task 7 Government Processing Building Phase
$2,525.00
Task 8 Bidding Assistance
$2,425.00
Subtotal Phase 1
$74,500.00
Estimated reimbursable Phase 1
$500.00
PHASE II
Task 9 Construction Administration
$15,850.00
Task 10 Close out
$2,200.00
Subtotal Phase II
$18,050.00
Estimated reimbursable Phase II
$1,500.00
Total with reimbursable Phase 1 & Phase II $94,550.00
Additional Services —
1. Changes to the scope of work during any phase of the contract shall be billed in accordance
with the attached hourly rate schedule.
2. Services beyond submitting and allowing the review process to run its normal course shall be
billed hourly in accordance with the attached hourly rate schedule. These services include but
are not limited to phone calls to assure timely processing, tracking documents lost by
government agencies and other efforts necessary to assure the government agencies are
moving the project through the process.
Expenses and services beyond the above -described scope shall be billed in accordance with the
attached fee schedule. The Owner permits the Architect to take photographs of the property during
construction and upon completion of the work.
Agreement No. 6349
Payments on account of services rendered, and for reimbursable expenses incurred, shall be made
monthly upon presentation of Architect's statement of services. Architect may charge interest at a
rate of 1 % per month for unpaid balances over 30 days late. Work may stop on this project if an
invoice is past due by more than 30 days. Collection efforts including liens will be pursued for
invoices more than 90 days past due. The Owner agrees that the Architect has a lien on any money
or property recovered in satisfaction or partial satisfaction of your claim in any matter in which you
have retained the Architect. This lien is not limited to fees and costs incurred in the specific matter
from which a settlement or judgment arose but applies to all fees and costs the Owner owes the
Architect for any legal services provided.
This Agreement may, without cause, be terminated by either party upon not less than seven days'
written notice of withdrawal in the event that the either party fails to meet to their obligations, or in
the event either party determines, with reasonable discretion, that it would be unethical or impractical
to continue in this or any other matter. In the event of termination, the Architect shall be
compensated for services performed prior to termination, together with Reimbursable Expenses. The
Architect reserves the right to make final selection of consultants. This Agreement constitutes the full
understanding of the terms of the agreement, superseding any prior oral or written understanding,
and may not be amended or modified except by a writing signed by both the Architect and Owner.
Owner Responsibilities:
1. Agency review and processing
2. Access to site
3. Record Drawings
The following items are excluded from this proposal:
- Reproduction Costs (except for Architect's in-house use)
- Title Information (Radius Map, etc.)
- Environmental Impact, CEQA & Traffic Reports
- Hydrology / WQMP
- Agency Fees
- Construction Related Testing/Reports
- Project Scheduling
- Landscape Architecture
- Structural Engineering
- Mechanical Engineering
- Fire Sprinkler Design Engineering and calculations
If you would like us to proceed, and are in agreement with the above, please sign where
indicated below and return one signed copy for our files or prepare a purchase order. Work on
this project will commence after receipt of the signed proposal or purchase order. Thank you for
this opportunity to be of service; we look forward to working with you on the successful
completion of this project.
Sincerely,
MILLER
Approved by:
Architectural Corporation Signature Date
Gary
(909)
nt
2021 FEE SCHEDULE
Agreement No. 6349
MILLER ARCHITECTURAL CORPORATION
1177 IDAHO STREET, SUITE 200
REDLANDS, CA 92374
P 909.335.7400 F 909.335.7299
PROFESSIONAL AND TECHNICAL STAFF:
Senior Principal
Court/Arbitration Appearance
Deposition
Principal (Architecture Division)
Associate (Architecture Division)
Principal (Interiors Division)
Senior Project Manager
Project Manager
Senior Technician
Intermediate Technician
Senior Clerk/Administrative Assist.
Junior Technician
Administrative Assistant/Finance Manager
Secretarial/Clerical/Intern
Archive Retrieval Fee
$230.00/hour
$275.00/hour
$300.00 - First Hour
$270.00 - Each Additional Hour
$177.00/hour
$155.00/hour
$150.00/hour
$138.00/hour
$128.00/hour
$120.00/hour
$84.00/hour
$83.00/hour
$75.00/hour
$80.00
$62.00/hour
$200.00/Flat Fee
Overtime for hourly personnel will be charged at the base rate of 1.5 per hour for time in excess of 8
hours per weekday or for work on Saturdays, Sundays and holidays.
EXPENSES:
2.
3.
4.
5.
Out of pocket expenses, (i.e., photocopies, film development, shipping, blueprints): cost plus
15%.
In-house Services:
Large Format
Black & White
Large Format
Color:
$ 2.40 per 24" x 36" sheet
$ 3.35 per 30" x 42" sheet
$7.10 per 24" x 36" sheet
$9.20 per 30" x 42" sheet
Photocopies: Black & White:
$0.33 per 8-1/2" x 11"
page
Black & White:
$0.56 per 11" x 17"
page
Color:
$1.82 per 8/1/2" x 11"
page
Color:
$3.10 per 11" x 17"
page
Black & White
$0.83 per 12" x 18"
page
Color
$3.65 per 12" x 18"
page
Presentation Materials: $21.00 per 30 x 40 Foam Board
CD with Files: $52.00
Upload Data: $52.00
Mileage: $.70 per mile.
For work which requires overnight lodging, a per diem charge will be made appropriate to the
area, based on actual costs.
Outside consultants not included in base fee and plan check fees shall be billed at direct cost plus
15%.
INVOICING
Invoices will be issued either monthly or bi-weekly and are due and payable upon receipt of the invoice,
unless otherwise agreed. Interest of 1 % per month, but not exceeding the maximum rate allowed by law,
will be payable on any amounts not paid within 30 days. Payment thereafter is to be applied first to
accrued interest and then to the principal unpaid amount. Attorney's fees or other cost incurred in
collecting any delinquent amount shall be paid by the client.
Agreement No. 6349
CITYOF
ELSEGUNDO
November 1, 2021
ADDENDUM NO. 1
REQUEST FOR PROPOSAL (RFP) NO. ENG 21-41
ELSEGUNDO CIVIC CENTER FACILITIES ADA COMPLIANCE DESIGN
ATTENTION RFP HOLDERS:
The following additions, modifications, and clarifications to the specifications shall be
included in, and become a part of, any contract which may be executed for the above
project in the City of El Segundo:
1. The proposal due date and time is still Thursday, November 4, at 4:00 pm
2. A list of participants at the pre -proposal meeting is attached.
3. Please see this RFP's attached Supplement to Addendum 1 for questions and the
responses to them.
As evidence that the CONSULTANT has read this Addendum, the CONSULTANT must
acknowledge same in the space provided below and submit this Addendum with the
Proposal. Failure to provide such acknowledgement shall render the proposal as non-
responsive and subject to rejection.
gAA ......... November 4, 2021
Si nature: Date: IT
Print Company Name: Miller Architectural Corporation
Page 1 of 1
350 Main Street, El Segundo, CA 90245-3895 (310) 524-2300 Fax (310) 640-0489
Agreement No. 6349
CITY OF EL SEGUNDO
REQUEST FOR PROPOSAL (RFP) NO. ENG 21-41
ELSEGUNDO CIVIC CENTER FACILITIES ADA COMPLIANCE DESIGN
ADDENDUM NO. 1 SUPPLEMENT
DATE: November 1, 2021
TO: All Prospective Proposers
The following clarifying information and answers to questions have been provided below. The
information provided in this Addendum has been made available to all prospective proposers and shall
be considered as incorporated into the specifications for the above -referenced project. All other
portions of Contract Documents and previous Addenda not specifically mentioned in this Addendum
remain in force.
Question 1: Can you please confirm the area of work to be included in our scope for the
exterior path of travel and site improvements? I have attached an aerial of the
building and surrounding site area with highlighted areas in red which we feel
are areas that are to be included in the scope of work. We have also highlighted
areas in blue that we would like you to review and confirm if these areas are to
be included in the scope of work for this proposal response as a part of the Phase
1 improvements.
Answer: Yes, include both the red and blue areas in the scope and street parking as
necessary to meet ADA standards for path of travel and parking from the public
areas of each building. If ADA standards include a particular amount of
disabled parking spaces per building, the scope may have to include the other
areas of right-of-way not already highlighted depending on the consultant's
approach.
Question 2: Per the job walk it was stated that the public restrooms in the lobby and at the
Council Chambers in City Hall are not to be included in the scope of work for
this project. Please confirm that these restroom improvements are not required.
Answer: The public restrooms in the City Hall east lobby and the City Hall Council
Chambers lobby are NOT to be included in the project scope of work. The
employee restrooms in City Hall are also NOT to be included in any future
phase of ADA compliance design for the employee portions of the building.
ADA Compliance designs for all City Hall restrooms are already in Building
Safety review.
Agreement No. 6349
Question 3: In the Fire Department Headquarters please confirm that we are not required to
provide any restroom improvements?
Answer: Restroom improvements are NOT required for the Fire Station 1 public area.
For a future phase of ADA compliance design, if recent improvements in the
employee restrooms or other portions of Fire Station 1 did not address barrier
removals, then those will need to be included in that portion of the scope of
work. The same might be required of the Police Department recent building
improvements. The plans for the most recent improvements of the employee
areas and those to occur in the near future were sent via Sharefile/Citrix
software 10/21/21 for the consultants' reference.
Question 4: As a follow-up to Question #1, for phase 2, in addition to the public areas we
need to include accessible parking space(s)?
Answer: Yes, the exteriors of the buildings, including parking, shall be addressed for
ADA compliance for the employee areas in the second phase of the designs. For
example, unless there have been more recent changes that the consultants are
aware of, the 2010 ADA Standards required one van -accessible space for every
six accessible spaces.
Agreement No. 6349
Agreement No. 6349
2. CITY HALL MAIN (EAST) LOBBY AND COUNTER AREAS
(LARGE LOBBY AREA NO LONGER IN PROJECT SCOPE)
Lobby ramp area to remains G y
in project scope, ;
approximately 199 s.f.
Rest of lobby area removed
Y^ V
from protect scope. ) �
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t I �
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zrt kPIL
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f U l
,. .gy M1 IT 5 w _ C k NiTER xw""rr me-
4 Not in Scope 1 � .
�� o �u a
.
P •yn `d�ry .yM$
Gnu side entryway i r ° ,
s
yl° c
i
approx. SJ s.f.
Not in Sco e
r ape 4. rh, pe Not in Scope
v
`5l N �r 9
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""rcy�4�r
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Not to scale
Agreement No. 6349
CITY OF
EL SE GUNDO
October 6, 2021
REQUEST FOR PROPOSALS (RFP)
CITY OF EL SEGUNDO
EL SEGUNDO CIVIC CENTER FACILITIES ADA COMPLIANCE DESIGN
RFP NO. ENG 21-41
Dear Sir/Madam.:
The City of El Segundo (herein after referred to as "City") seeks to enter into a professional
services agreement with a qualified, experienced firm to provide designs for bringing the public
areas and then the employee areas of the City Hall, Police Station, and Fire Station 1 buildings in
our Civic Center into ADA compliance. The project's purpose is to provide construction -ready
plans approved by the City's Building Safety Division, construction cost and schedule estimates,
and technical assistance during the bidding and construction periods.
Proposals shall be submitted by firms that have civil engineering, architectural, and ADA-
compliance design experience. Interested firms shall have sufficient, readily available resources in
the form of trained personnel, support services, specialized consultants and financial resources to
carry out the work without delay or shortcomings. Examples of previous similar successful
projects should be provided. See Section 4 for the proposal requirements. Please note the RFP
insurance includes a Waiver of Subrogation for Worker's Compensation as a statute requirement.
A mandatory Zoom meeting will be held October 14, 2021 at 10 am to clarify the project scope.
Please email to request meeting access instructions. To be considered for
selection, please submit the following by 4:00 PM on THURSDAY, November 4, 2021: One
electronic proposal copy emailed to ff ivera(�r I c l c����.orL,. Please place the following in your
email Subject lines:
"RFP ENG 21-41: EL SEGUNDO CIVIC CENTER FACILITIES ADA COMPLIANCE
DESIGN"
Thank you for your interest in this project,
Floriza Rivera
City of El Segundo Public Works Department
350 Main Street
El Segundo, CA 90245
fr vera�a,,, elsggundommorg, 310-524-2361
Page ] of 8
REQUEST FOR PROPOSALS
Agmen W c J941
TABLE OF CONTENTS
Section 1
Scope of Services
Section 2
General Conditions and Requirements
Section 3
Statement of Work
Section 4
Proposal Requirements
Section 5
Selection Process
Appendices
A. Professional Service Agreement Contract Template
B. Location Map
C. Fire Station 1 Lobby
D. Police Department Lobby and Public Restrooms
E. City Hall Lobbies
F. Fire Station 1 Facility Assessment
G. Police Department Facility Assessment
H. City Hall Facility Assessment
Page 2 of 8
REQUEST FOR PROPOSALS Agreem t ,N6G32J941
SECTION 1: WSCOPE OF...SERVICE_................................................................ ..................................................................................................._____����_. �-...
S
1.1 BACKGROUND AND PROJECT DESCRIPTION
Located on the western edge of Los Angeles County, the City of El Segundo (City) is a coastal
community of residential, commercial, and industrial land. The City recognizes its responsibility
to meet the public's needs with long range planning efforts for infrastructure maintenance, and
ADA-compliant improvements to its facilities.
The City's Civic Center is bounded by E. Grand Avenue, Main Street, E. Holly Avenue, and
Standard Street and includes three important facilities, listed below.
1. Fire Station 1 at 314 Main Street
2. Police Station at 348 Main Street
3. City Hall at 350 Main Street
Portions of these City facilities are not in compliance with the current requirements of the ADA.
Needed ADA improvements include, but are not limited to, the following:
• Providing service counters with adequate counter heights
• Providing doors with adequate wheelchair maneuvering clearances
• Providing exterior walkways with required widths and accessible slopes
• Providing signage at adequate heights with tactile characters or braille
• Providing a path of travel to a compliant number of accessible parking areas
• Providing restrooms with compliant maneuvering clearances, toilet stall widths, dispenser
reach ranges, mirror heights and grab bars
This project's purpose is to select a qualified firm to provide construction plans, specifications,
cost and schedule estimates, to upgrade the public areas of each building, including their exteriors,
to remove existing accessibility barriers and comply with ADA requirements as a first phase of
the design project. The second phase of the project will focus on the preparation of ADA
compliance designs of the rest of the named buildings, while minimizing design recommendations
that may lead to major hazardous materials disturbance and subsequent mitigation. The
CONSULTANT shall ensure the resulting plans for each phase are planchecked and approved by
Development Services and are Building -Permit -ready. The Consultant will also provide technical
assistance during the bidding and construction periods.
1.2 STANDARDS
1.2-1 Latest Editions
CONSULTANT shall perform all services under the Agreement in conformance and in
compliance with the latest editions of:
• United States Access Board's Americans with Disabilities Act (ADA) Standards,
• The most recent edition of the California Building Code,
• The most recent editions of the Standard Specifications and Standard Plans for Public
Works Construction (SSPWC), and
• Other applicable Standards.
Page 3 of 8
o.
REQUEST FOR PROPOSALS Agreement
NO. 624- 1
1.2-2 Plans, Specifications and Estimates (PS&E)
PS&E shall be prepared in English units and in conformance with the latest editions of applicable
standards. As part of the work involved in the preparation of the PS&E, CONSULTANT shall
prepare Special Provisions pertaining to items of work included in the plans that are not addressed
in the latest editions of applicable standards. CONSULTANT will furnish and compile all required
Technical Provisions, as well as lists of required products, fixtures, accessories, etc. to be used in
construction.
1.2-3 Drafting
Plans shall be prepared on standard plan sheets acceptable to the City. The size and clarity of
lettering on plan sheets requires special attention, as final contract plans are full-size and half-size.
Plans, which are illegible or otherwise difficult to read, are unacceptable. Drafting standards used
shall be acceptable to the City.
1.2-4 Conflicts/Design Exceptions
In case of conflict, ambiguities, discrepancies, errors, or omissions, CONSULTANT shall submit
the matter to City for clarification.
1.2-5 Reference Materials
CONSULTANT shall also be responsible for ensuring the most recent version of all reference
materials are used, including any addenda and errata. CONSULTANT shall have knowledge of
and utilize all applicable Local, County, State, and Federal ADA laws, guidelines, procedures,
templates, rules, and resources in the development of the plans.
SECTION 2: GENERAL CONDITIONS AND REQUIREMENTS
2.1 OBJECTIVES AND SCOPE OF WORK
Upon acceptance of the successful response to this RFP the selected firm will utilize all sections
of this RFP as part of the contract entered with the City. The selected firm will be expected to
perform all analyses and investigation necessary to complete the scope of work and statement of
work, including but not limited to:
1. Generating and implementing a two-phase design schedule
2. Reviewing as -built plans for the project buildings
3. Reviewing all existing asbestos and lead reports for the project buildings
4. Reviewing all existing ADA-related reports for the project buildings and areas
5. Identifying any other existing obstacles/barriers limiting public accessibility
6. Identifying improvements to paths of travel and accessible parking or sidewalks in the
public right-of-way leading to the buildings
7. Working with City staff and affected departments to include their design input
8. Providing construction plans and specifications for each design phase
9. Working with the City's Building Safety Division for plan approval and Building Permit
10. Providing construction cost and schedule estimates for each construction phase
11. Providing bid phase and construction phase technical assistance for each construction
phase
Page 4 of 8
REQUEST FOR PROPOSALS Agreerr�$qo. EN�J941
2.1-1 CONSULTANT shall be responsible for the accuracy and completeness of the plans,
documents, estimates, and related material prepared for the project. The minimum criteria for
acceptance shall be a product of neat appearance that is well organized, technically and
grammatically correct, and thoroughly checked. Plans and specification documents shall be
submitted in draft as scheduled, and the opportunity provided for the City to direct revisions, prior
to final submission. The plan title page shall identify the preparers of the plans and shall bear the
stamp and signature of the engineer(s) or professional(s) responsible for their preparation.
2.1-3 The CONSULTANT shall maintain a set of project files that are indexed in accordance with
a filing system approved by the City. At the completion of this Scope of Work, all files and
correspondence relating to the Project shall be turned over to the City, including all working data,
field data, and background information used in creating the deliverables identified in the Scope of
Work. CONSULTANT shall submit all final documents on a USB flash drive using original
Microsoft Office software or CAD file as applicable, as well as submit copies using PDF file
format as required by the City.
2.1-4 CONSULTANT shall assist in understanding contract objectives and requirements,
CONSULTANT will provide a schedule and hold regular meetings with the City to discuss work
objectives, CONSULTANT's work schedule, contract terms and other related issues. In addition,
the meetings will serve as a forum for resolving any issues related to the report development.
2.1-5 Throughout the project, CONSULTANT will consider least -cost alternatives analysis for
implementing repairs and barrier removals during the design, where appropriate and feasible.
2.1-6 City Project Manager will administer CONSULTANT contract and provide general direction
to CONSULTANT.
SECTION 3: STATEMENT OF WORK
The project Statement of Work is outlined below. Although it contains the basic activities
envisioned for the project, other significant issues deemed necessary should be addressed.
SCHEDULE
Within one (1) week after the City's Notice to Proceed, the CONSULTANT shall meet with the
City staff to initiate the Project and conduct the Project Kick -Off Meeting with key Consultant
personnel. The purpose of this meeting will be to establish clear lines of communication, and to
review and revise, if needed, the proposed project schedules and scopes, establish general
guidelines, discuss project parameters and constraints, and obtain background data.
It is very important that the Consultant strictly adheres to the time schedule for this project and
ensures a timely completion. The work shall commence on date specified in the Notice to Proceed
to be issued to said CONSULTANT by City and shall be completed within 40 working days after
the date of commencement.
3.1 TASK 1 — PRELIMINARY ANALYSIS
l . CONSULTANT shall prepare a detailed work program and schedule for all tasks to be
undertaken, including key decision points, meetings, submittals, reviews and project
deliveries. CONSULTANT shall manage the project to complete the project on schedule
and within budget.
Page 5 of 8
REQUEST FOR PROPOSALS
Ag,,,, epL °E_Ng 2J41
2. Document Review and Site Visit: Compile and review existing documents pertinent to
this project, including but not limited to existing ADA-related assessments for the project
buildings, building plans, base and utility maps, street improvement plans, etc. Visit the
site as necessary to gain a full understanding of the scope of the project.
3. Provide licensed surveying to ensure the design will have proper ADA-compliant sidewalk
and walkway or ADA ramp slopes.
4. Meet with, and solicit feedback from, Building Maintenance, Street Maintenance, Building
Safety, City Hall, Police Department, and Fire Department representatives regarding their
buildings.
5. Evaluate the input received and the goals required in the project areas. The emphasis is to
bring into compliance the areas used by the public. Evaluation shall include improvements
to the street, sidewalk and public access to each building.
6. The City will provide typical boilerplate specifications.
7. No analysis or plans will be needed for the upgrade of the City Hall restrooms.
3.2 TASK 2 — PROVIDE AND PRESENT CONSTRUCTION PLANS
1. Based on the information and input already received, submit construction plans and
technical specifications at the 60%, 90% and final stages. Plans shall focus on
improvements for areas used by the public, both inside and outside each building.
Building exterior access, street and sidewalk improvements shall be included in the
designs. CONSULTANT shall attend review meetings to discuss any City comments
during these phases. All plans shall be submitted in a 24"x36" format on mylar using a
standard City title block. Final plans shall also be submitted to the city in Auto -Cad 2013
format. Special provisions, technical specifications and plans shall be submitted in
electronic format on a USB drive accompanied by a hard copy of the complete
specification document and a full size (24"x36") hard copy of the plans. All documents
shall be sealed with the stamp of the engineer, registered in the State of California, who is
directly responsible for the project design.
2. CONSULTANT shall ensure the plans will be compatible with required ADA-compliance
and applicable design standards. Plans shall include improvements to, or installation of,
paths of travel to accessible parking spaces outside each building.
3. CONSULTANT shall provide construction notes in the plans for the installation of public
directional and/or informational signage, and accessibility -required signage.
4. Submit plans and required documentation to Building Safety for plancheck and permit
approval. Revise plans as necessary.
5. When plans have been approved and a Building Permit is ready to be issued, prepare
presentation to City Council for a future Council meeting.
6. CONSULTANT shall prepare a probable construction cost estimate based on the
construction documents drafted in 3.2 Task 2.1 above. The construction cost estimate
shall be prepared on a unit cost basis.
7. Construction Sequencing: The CONSULTANT shall prepare a timetable outlining a
realistic schedule for construction which includes construction methods that can be used
to ensure the public will be able to access City facilities during construction. If restricting
or prohibiting access is unavoidable, CONSULTANT shall identify the duration expected
and offer access solutions where feasible such that the public can reach these City
buildings during construction hours. Alternatively, CONSULTANT shall recommend an
alternative work schedule to minimize impacts while achieving expeditious
Page 6 of 8
REQUEST FOR PROPOSALS
Ag reemReF9t,A.°,,nr�3zj?41
implementation of the construction project. It is expected that construction for each
building will be completed in different phases, to achieve the public area improvements
first before employee -area improvements, while minimizing the disruption of parking
availability in the immediate Civic Center area.
3.3 TASK 3 — BID ASSISTANCE
CONSULTANT shall provide engineering and design services and be available to answer
any questions from prospective bidders during the entire bid phase of the project.
CONSULTANT shall also prepare and release any required addendums to the plans and
specifications during the bid phase.
3.4 TASK 4 — CONSTRUCTION PHASE ASSISTANCE
Engineering Support During Construction: The CONSULTANT team shall provide
engineering and design services during the construction phase by reviewing and
providing recommendations regarding contractor's request for information, contractor's
shop drawings, submittals, change orders, periodic (average one (1) per week) site visits
during construction and recommendation for final acceptance of the work. Daily
inspection services, contract administration, special inspection and testing services, etc.,
are not to be included.
SECTION 4: PROPOSAL REOUIREMENTS
The proposal shall be prepared in no smaller than 11-point font and not exceed 10 pages (5 double -
sided) in length. Covers, dividers, table of contents, cover letter, resumes (no more than two pages
for each team member) are not included in the page count. The following shall be included in the
proposal:
1. CONSULTANT's understanding of the scope of work and a description of its project
approach with specific milestones and deliverables as outlined in this UP.
2. CONSULTANT's qualifications and experience within the last five (5) years as the prime
Consultant of record completing a minimum of five (5) successfully realized
tasks/services of a similar nature and scope with names and current telephone numbers of
references that can be contacted.
3. CONSULTANT's project team, including name of project manager, key staff members,
organizational chart, and Sub -consultants (if any) to be retained by the CONSULTANT.
4. Scope of services to be provided with a breakdown of different tasks. The scope of work
and statement of work defined in this UP, including any sub -consultant work, shall at
minimum be referenced as included in the scope of services.
5. CONSULTANT's estimated fee for services to be provided as described in the scope of
work and statement of work. CONSULTANT shall list the services for each Civic Center
building separately. CONSULTANT fee will not be used as the sole basis for the
selection; however, it will be a factor for consideration.
Page 7 of 8
REQUEST FOR PROPOSALS
Ag reen)#ptN.%vq�j%
6. A statement that CONSULTANT is agreeable to execute the enclosed City -Consultant
agreement, to provide proof of insurance as noted in the agreement and to obtain and
maintain a City Business License for the duration of the CONSULTANT services.
SECTION 5: SELECTION PROCESS
City staff will conduct the qualifications -based review of all received proposals, and then factor in
the fee to produce a ranking list. Proposals will be evaluated based on the following criteria:
Responsiveness and completeness of the proposal. (20%)
• CONSULTANT team qualifications and overall experience (20%).
o Experience with designing similar projects, particularly those that have been
constructed
o Technical expertise, experience, and availability of personnel assigned to the project
o Ability to produce reliable design and construction estimates
• Understanding and Approach (30%)
Cost Proposal. Firms will be ranked based upon qualifications and receive a score out of
the 100 available points. Then the cost proposals will be opened for the top ranked firms
(the City reserves the right to open as many as desired and return other lower -ranked firms'
cost proposals unopened) to check if they are complied with market price or otherwise
reasonable. The City reserves the right to negotiate with the CONSULTANT if the City
feels the rates are above market price or the proposal contains unreasonably high cost items.
RESERVATION OF RIGHTS
This Request for Proposals is a solicitation and not an offer to contract. The City reserves
the right to reject any and all proposals. The City further reserves the right to issue clarifications
and other directives concerning this RFP, to require clarification or further information with
respect to any proposal received, and to determine the final terms of any contract. Interviews may
be required by the City with selected consultants to clarify consultant proposals and to allow for
contract negotiations. Acceptance of any proposal will be based upon factors including, but not
limited to: approach and understanding; proposed work program; cost for services; completeness
of proposal; thoroughness of information provided; and team qualifications.
The top -rated consultants may be requested to interview with several members of City staff, who
will make the final selection.
ANTICIPATED SCHEDULE
Solicitation issued
Mandatory Zoom meeting, 10:00 AM
Deadline to receive questions, 4:00 PM
City response to questions
Proposal due date, 4:00 PM
Anticipated award date
Required design completion date
Council presentation
Bidding
Construction
Wednesday, October 6, 2021
Thursday, October 14
Monday, October 18
Wednesday, October 20
Friday, October 29
Tuesday, November 16
Monday, January 17, 2022
Tuesday, February 3
Thursday, February10
April, 2022
Page 8 of 8