CONTRACT 3565 Professional Services Agreement CLOSED3565
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
RJM DESIGN GROUP, INC.
This AGREEMENT is entered into this 8th day of February, 2006 by and between the
CITY OF EL SEGUNDO. a municipal corporation and general law city ( "CITY ") and R.IM
DESIGN GROUP, a California Corporation ('CONSULTANT ").
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 One hundred ninety one thousand dollars ($191000) 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 "B," 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, teclulical.
administrative. professional and other personnel, all supplies and materials.
equipment, printing, vehicles. transportation. office space and facilities. and all
tests, testing and analvses. 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.
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4. PAYMENTS. For CITY to pav CONSLLTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit
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 .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 Agreeme:- t
will cover only those costs incurred up to the conclusion of the current fiscal year.
ADDITIONAL WORK.
A. CITY's city manager ( "Manager ") may detennine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work ") to complete the Scope of Work. If Additional Work is needed. the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work. CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Pavments over $191000 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisior:, of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement. CONSULTANT agrees that it has:
Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed: and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. 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.
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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 February 8, 2006 to February 8, 2008.
Unless otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Completion of the work specified in Exhibit "A ";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. 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. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty -eight hours (48
hours). in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate. for the
completion of the contracted services.
11. 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 (check all that apply):
A. M Exhibit A: Scope of Work;
B. M Exhibit B: Budget; and
C. M Exhibit C: Proposal for Services.
12. 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
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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.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. 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.
15. 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.
16. 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 with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediatelv 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 tennination notice will be
performed at CONSULTANT" 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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17. 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.
18. 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.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following: <i�i —
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, !volunteers, 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 resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance. Should
CITY be named in any suit, or should any claim be brought against it c6�'
by suit or otherwise, arising <8b%
out of this Agreement, or its performance, CONSULTANT will
defend CITY (at CITY's request and with counsel satisfactory to
CITY) and will indemnify CITY for any judgment rendered against it
or any sums paid out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
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D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
20. 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.
21. 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 is it 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.
22. 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.
23. 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 (check all that apply):
Type of Insurance
® Commercial general liability:
® Professional Liability
® Business automobile liability
® Workers compensation
Limits
$1,000,000
$1,000,000
$1,000,000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
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ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily 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. Such endorsement must be reflected on ISO Form No. CG 20 10
11 85 or 88, or equivalent. 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) oc 4h (lo) &ktb vxA --%Ce Aue }�
6�(-c won - �Yvevti{ a� Frevtii awe . 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 0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement 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 16.
24. 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.
25. 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.
26. 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:
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If to CONSULTANT:
RJM DESIGN GROUP, INC
31591 CAMINO CAPISTRANO
SAN JUAN CAPISTRANO, CA 92675
Attention: BOB MUETING, PRINCIPAL
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If to CITY:
CITY CLERK
City of El Segundo
350 Main Street
El Segundo, CA 90245
Attention: Director of Recreation & Parks
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.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. 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.
29. 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.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are three (3) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
33. 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.
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34. ur SEVERABILITY.
invalid If rnun this
n Agreement
uch portion will be deemed modified to the
jurisdiction to be mvand o
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.
35. 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.
36. ACCEPTANCE OF FACSIMILE 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
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. 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.
40. 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 fairy and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
ATTEST:
Cindy Mortesen. ` °~
City Cl
mml
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Taxpayer ID No. �3_54q45
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RJM
DESIGN GROUP; INC.
PLANNING AND LANDSCAPE ARCHITECTURE
January 20, 2006
Stacia Mancini
City of El Segundo
350 Main Street
El Segundo, CA 90245
RE: Athletic Field Complex
Dear Stacia:
Attached per our telephone conversation, please find our revised scope of work and fee schedule
based on our current understanding of the project, specifically a ± 5 acre site at the northwest
corner of Nash and Mariposa, to accommodate ' lighted sports fields (soccer), a ± 1200 SF
restroom/concession /maintenance building and general park landscape amenities. The
anticipated construction budget for this project is estimated to be ± 1.8 million dollars *.
*Please note this budget accomodates natural turf and sand based fields. Artificial turf fields
would require additional drawings and coordination.
After reviewing this information, please call me to discuss.
RJM Design Group, Inc.
Revised Scope & Fee
31591 CAMAMPISTRANO - SAN JUAN CAPISTRANO, CALIFORNIA 92675 - (949) 493 -2600 - FAX (94 ;) 493 -2690
455 UNIVERSITY AVE., SUITE 280 - SACRAMENTO, CALIFORNIA 95825 • (916) 570 -2050 - FAX (916) 570 -2233
_ 355.
EL SEGUNDO ATHLETIC FIELD COMPLEX 'A G
SCOPE OF WORK
Our "revised" scope of services outlines the various tasks associated with the preparation of the
El Segundo Athletic Field Complex project. Tasks and methodology below are based upon the
project RFP and our experience with similar projects. The scenario described below is flexible
and can be modified to better meet the needs of the City of El Segundo.
Our proposed scope of work is general in nature to give you some idea of the design process we
propose as well as a fee estimate. We will be hoping to refine our scope of services and fee
schedule to reflect the specific needs and desires of the City of El Segundo.
In collaboration with City Project Manager, our Design Team shall review, elaborate upon, and
clarify the overall objectives for the development of the Athletic Field Complex. We shall also
verify the expected goals and criteria to be met within each phase of our services. During this
review, we shall determine appropriate procedures to promote efficient working relationships and
communication among all participants who need to interact with the Design Team.
PHASE 1. CONCEPTUAL PLAN
TASK A - PROJECT FAMILIARIZATION
Meet with the City staff to review project scope, requirements for the site, refine time
schedules and review the existing site documentation.
2. Review state and local codes and standards applicable to the site development.
Review available base map and resource information from City. In general, we anticipate
the following resources will be necessary to be furnished by the City:
a. Environmental Impact Assessment (as available)
b. "As built" information of existing adjacent streets /utilities
C. Trails Master Plan
d. Legal description and/or Title Report
e. Existing Geotechnical Soils Investigation Information
f. Aerial Photograph
g. Available Topographic, Boundary and Easement Information
h. Hydrology Studies
i. Existing Infrastructure Plans
j. Existing "As Builts" Construction Plans
f. Special requirements
g. Any other studies previously completed with regards to the park site.
4. As an optional service, if required, commence preparation of aerial mapping and
topographic base sheet preparation in digital format. This information will provide for
digital topographic mapping of the project area indicating V contour intervals.
Additionally, existing above grade features (Tree massings, fence lines, adjacent roads,
etc. will be indicated.)
Conduct site visit with City to review existing site conditions.
Conduct visual analysis of existing conditions for the park site including, utilities,
drainage, and topography, easements, physical limitations, external influences, access,
adjacent property relationships and advise the City regarding what additional analysis
might be necessary.
RJM Design Group, Inc.
Revised Scope & Fee
1/20/06
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EL SEGUNDO ATHLETIC FIELD COMPLEX
SCOPE OF WORK
MEETINGS: (1) Kickoff meeting with key players to obtain
documentation and establish project schedule.
Visual analysis of existing conditions.
PRODUCTS: Preliminary schedule, resource document file.
Digital Site topography
TASK B - EVALUATION OF EXISTING CONDITIONS
Our next task will be to physically review, analyze, and document all existing site assets and
deficiencies.
Compile a utility availability map showing existing utilities and their locations. This
information shall be compiled from available existing utility information and easement
alignment mapping provided by the City. This map will be prepared utilizing existing
base information as provided by the City.
2. Prepare site analysis and opportunities and constraints map.
Evaluate circulation and site access as appropriate.
4. Meet with the City staff to review site survey, analysis and opportunities /constraints map.
MEETING: (1) City staff meeting to present and discuss findings
PRODUCTS: Utilities map; opportunities and constraints map; site analysis
map and site access evaluation
TASK C - "TAKING PART" COMMUNITY WORKSHOP
1. Conduct "Taking Part" Workshop. This workshop shall be announced and noticed by the
City of El Segundo as deemed appropriate with City policy (i.e. newspaper, cable
television, signage on -site, etc.).
During our Programming Phase, a design workshop will be conducted involving a site awareness
tour, park program discussions and a design charette for the park master plan. The workshop will
involve city staff, community participants and any other special interest groups or stakeholders.
The Programming Phase is an intensive and concentrated scenario of site planning, area
projections, and functional relationships. This phase is one of the most important aspects of the
entire project since it establishes the immediate foundation and relationships for all park
components of the design process.
a. Prepare base plans at appropriate scale of the project site.
b. Site Scores /(Site Workshop Activities)
• Prepare draft site scores for site workshop.
Prepare workbook for site awareness tour including refined site scores.
Field test workbook and refine as necessary.
RJM Design Group, Inc.
Revised Scope & Fee
1/20/06
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EL SEGUNDO ATHLETIC FIELD COMPLEX
SCOPE OF WORK
d. The consultant shall conduct a 1/2 -day park awareness tour and design charette in
a workshop setting for up to 50 participants. The steps involved with this
workshop are suggested to be as follows:
• Conduct awareness tour on -site during design workshop.
• Conduct design charette.
• During the workshop, develop (3 to 5) site plan alternatives for the park at
diagrammatic level.
Based upon information obtained through "Taking Part" Workshop, prepare Conceptual
Master Plan at an appropriate scale. Diagrammatic plans will be developed from the
preferred activities and elements intended for the park as identified by the workshop
participants. These diagrammatic plans will then be evaluated to identify park activities
and elements which are concensus items. Common components from the various
workshop plans will be indicated on a consensus plan for the park development.
Prepare Preliminary Master Plan based on consensus plan and City direction. This exhibit
will be an illustrative plan prepared at an appropriate scale. to conceptually indicate
proposed improvements on -site. Specifically, both active and passive areas, parking
areas, and on -site circulation will be addressed. These program elements will be
identified as a result of the workshop process and development of consensus program
elements.
4. Submit Preliminary Master Plan to staff for review and comment.
Revise Preliminary Master Plan based on City Staff comments.
6. Prepare Preliminary Opinion of Probable Construction Cost based upon the Park Master
Plan.
7. Prepare brief Athletic Field Complex Master Plan PowerPoint presentation.
Meet with Staff to review Master Plan and Opinion of Probable Construction Cost, prior
to presentation to the Parks and Recreation Commission and City Council.
9. Submit Final Athletic Field Complex Master Plan, and Statement of Probable
Construction Cost to the City for processing and approval.
10. Prepare for and attend (1) Parks and Recreation Commission meeting, and (1) City
Council meeting to review Conceptual Master Plan.
MEETINGS: (1) Community Workshop
(1) Staff meeting
(1) Parks and Recreation Commission Meeting
(1) One meeting with City Council to review Athletic Field
Complex Conceptual Master
PRODUCTS: Athletic Field Complex Master Plan.
PowerPoint presentation
RJM Design Group, Inc.
Revised Scope & Fee
1/20/06
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EL SEGUNDO ATHLETIC FIELD COMPLEX
SCOPE OF WORK
PHASE TWO. CONSTRUCTION DOCUMENTS
TASK A - PRELIMINARY DESIGN
1. Meeting with City staff, the Project Team to review approved Concept Plan and discuss
project schedule.
2. Develop site grading concept plan based on Master Plan and existing conditions. This
plan shall be produced on a tissue overlay of the conceptual plan and indicate proposed
grading concepts. Plan shall indicate alignment and configuration of 2' contour intervals.
Prepare cut fill analysis and estimate of earthwork quantities and costs.
3. Modify /adjust layout and configuration of park elements in response to preliminary
grading plan.
4. Prepare preliminary summary of anticipated building components:
a. Building Space Program:
We will discuss and coordinate closely with the appropriate City staff to confirm
appropriate facility and storage requirements.
b. Schematic Building Design:
Based upon the refined Concept Plan program, we will prepare a conceptual
floor plans for one building ( ±1200 SF) with the following building components:
i. Restroom
ii. Snack Bar
iii. Maintenance /Storage Area
Our proposal has assumed that the proposed snack/concession facility will provide a
warming kitchen only. This will allow for microwaved hot dogs, packaged snacks and
drinks. Our proposal has not provided for a full cooking kitchen for the preparation of
grilled food, therefore it is anticipated that this building will not require approval or
permits from the Health Department.
Prepare preliminary opinion of probable construction cost for all proposed improvements.
6. Meeting with City to review preliminary floor plan, grading concept, cut -fill quantities,
refined site plan, and preliminary opinion of probable construction costs.
MEETINGS: (2) Meetings with staff
PRODUCTS: Conceptual grading plan; preliminary opinion of probable
construction costs, preliminary summary of building
components.
TASK B - DESIGN DEVELOPMENT
Prepare Design Development Plans and cost analysis based upon the refined site plan and
preliminary design documents in order to fix and describe the scope and character of the proposed
Project, including landscape architectural, architectural, civil engineering and site electrical
systems. Consideration shall be given to availability of materials, equipment and labor,
construction sequencing and scheduling, economic analysis of construction, user safety and
maintenance requirements. Final selection of materials, textures, and colors shall also occur at
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EL SEGUNDO ATHLETIC FIELD COMPLEX
SCOPE OF WORK
this time.
1. Prepare digital project base plan based upon refined site plan. This plan will refine
proximities and relationships of proposed elements, their size and configuration.
Prepare design development details, materials and color samples relative to the sports
fields, spectator seating, restroom/snack bar /maintenance facility, pedestrian hardscape,
walls, fencing, entry monumentation and electrical engineering associated with the
proposed project.
3. Update preliminary opinion of probable construction costs.
4. Meeting to review design development base, proposed details, and updated costs with
City.
MEETINGS: (1) — Meetings to review design development package.
PRODUCTS: Digital design development plans; materials and color samples;
design development statement of probable construction costs.
TASK C — CONSTRUCTION DOCUMENTS
This phase of the project consists of the preparation of the construction documents to include
final drawings, specifications, calculations, and final cost estimates. Our proposal includes
complete landscape and engineering services required to obtain competitive bids for all items
identified in the design development phase of work. Construction drawings will be submitted at
50% and 90% for city review and comment. At each step of construction drawing submittal, a
revised cost estimate will also be submitted. Draft specification will be provided with the
submittals.
Specifically, we have included the following disciplines.
Landscape Design/Documentation
Services during the Construction Documents Phase consist of preparation of
drawings and specifications based on approved Design Development Documents,
setting forth in detail the landscape requirements for the project including:
a. Site Construction/Sports field Layout Plans
b. Landscape Construction Details ( Hardscape, fencing, walls, entry
monuments, etc.)
C. Planting Plans
d. Irrigation Plans
2. Civil DesignMocumentation
Services during the Construction Document Phase consists of preparation of final
civil engineering calculations, Drawings and Specifications based on approved
Design Development Documents, setting forth in detail the civil construction
requirements for the Project. Items noted below should be included in the
construction document package provided by project engineer: Prepare Master
RJM Design Group, Inc.
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EL SEGUNDO ATHLETIC FIELD COMPLEX
SCOPE OF WORK
Plan support and Construction Documents including:
a. Precise Grading Plan
b. Horizontal Control Plan
c. Water /sewer plans
d. Erosion Control Plan
e. Hydrology Study
3. Architectural Design/Documentation
This scope should specify the design and detail of a restroom/snack
bar /maintenance building.
4. Electrical Design/Documentation
Final drawings and specifications shall be completed at the contract document
phase. All power, lighting and control schemes, complete with diagrams and
details shall be finalized including:
a. Electrical load calculations
b. Coordinating with power, and telephone companies
c. Electrical drawings and specifications including the following:
i. Athletic field lighting (Musco fixtures) Walkway, parking,
monument sign, and security lighting systems.
ii Electrical provisions for irrigation controllers
iii. Electrical service and distribution
iv. Electrical systems for Restroom/Snack Bar/
Maintenance Facility.
v. Electrical conduits to include service for future
adjacent Master Plan facilities (i.e. community center).
Mechanical Design Documentation
Final completion of all drawings, specifications and Title 24 documentation for
complete HVAC and plumbing systems for restroom building and
maintenance /storage building.
TASK D - BIDDING
Bidding Procedures
The Consultant shall assist the City with the Bidding Phase of the project.
Questions, clarifications, or conflicts arising out of the bidding process will be
resolved by addenda prepared by the Consultant. Addenda to the contract for
construction shall be prepared in writing to document any clarification or
modification made to the contract documents. In addition, the consultant shall
attend a pre -bid conference, if required, and assist the client in awarding the
construction contracts.
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EL SEGUNDO ATHLETIC FIELD COMPLEX
SCOPE OF WORK
TASK E - CONSTRUCTION OBSERVATION /ADMINISTRATION
The Consultant Design Team shall attend job site meetings as requested by the Client for the
construction period to generally review and evaluate the construction schedule, monitor
performance, review quality control standards, and provide assistance for any clarification or
revision to the contract for construction. Our proposal has allowed for ten (10) site visits in this
regard. Shop drawings and related submittals shall be reviewed and returned to the consultant for
appropriate action. The Contractor's request for information, proposal requests, and related
communications shall be attended to on a regular basis. Assist the Client in review of contractor's
pay requests on a monthly basis in accordance with the amount of work completed and in
accordance with the contract documents.
During the Construction Administration Phase of the project, the following services shall be
furnished:
Job Site Meetings
Consultant shall attend job site meetings, as requested by the Client. Scheduling,
coordination, requests for information, and changes to the contract for construction are
routinely monitored. Our proposal has assumed the City Project Manager will publish
and distribute a field report for each job site meeting, documenting the progress of
construction, and specifically noting current and delinquent action items.
2. Submittal and Shop Drawing Review
The Consultant shall review all required shop drawings and related submittals as required
by the contract documents.
Project Close -Out
At the completion of the Construction Phase a final job site meeting and review of the
entire facility shall be conducted. A final punch list will be published and distributed by
the Consultant to all parties concerned, specifically noting required corrections, non-
conforming work, and work remaining to be completed. A second walk - through shall be
conducted when all punch list items have been corrected, at which time a Final Notice of
Completion shall be filed by the City. Should record drawings of as -built conditions be
required at the close of the job, a separate proposal for this work will be submitted, as
requested by the City.
RJM Design Group, Inc.
Revised Scope & Fee
1/20/06
. � 9
EL SEGUNDO ATHLETIC FIELD COMPLEX
FEE SCHEDULE
B
It is the objective of our Design Team to provide the most comprehensive, yet efficient, approach
to the development of the El Segundo Athletic Field Complex. This fee includes all costs to be
incurred by RJM Design Group, Inc. with the exception of selected supplemental services. Fees
for the work are as follows:
PHASE ONE — CONCEPTUAL PLAN
Task A - Project Familiarization
Task B - Evaluation of Existing Conditions
Task C - "Taking Part" Community Workshop*
TOTAL PHASE ONE
PHASE TWO: CONSTRUCTION DOCUMENTS
Phase A - Preliminary Design
Phase B - Design Development
Phase C - Construction Documents
Phase D – Bidding
Phase E - Construction Observation
TOTAL PHASE TWO
$ 5,265.00
$ 3,120.00
$ 23,010.00
$ 31,395.00
$ 11,305.00
$ 13,180.00
$115,035.00
(hourly as requested)
(hourly as requested)
$139,520.00
TOTAL FEE FOR BASIC SERVICES $170,915.00
This fee summary represents our current understanding of the project scope and complexity for
the El Segundo Athletic Field Complex based on a 5 -Acre site with lighted soccer fields, 1200 SF
restroom/concession building, tot lot, and general park amenities with a construction budget of
approximately $1.8 M. Budget does not accommodate artificial turf fields. Should the
anticipated scope of work change, we would welcome the opportunity to meet with you to discuss
our approach to this Scope of Work and revise it as necessary to more accurately meet the needs
of the City of El Segundo.
OPTIONAL SERVICES
Topographic Survey (if required) $ 5,200.00
Water Quality Management Plan (if required) $ 2,300.00
Storm Water Pollution Prevention Plan (if required) $ 2,300.00
Process for Permit (if required) $ 1,725.00
REIMBURSABLE EXPENSES (Estimate $20,000.00)
All reimbursable costs including printing, reproduction, photo and delivery will be billed to the
Client in addition to the basic fee at cost plus 15 %. To avoid an allowance for reimbursable
printing, we suggest that the Client open an account with a local blueprinting company, which
would save the Client dollars allotted to consultant administration and mark up.
When incurred, the following expenses will be billed at cost plus 15% handling fee:
All consultant reproduction
Printing, plotting, copying, photography, graphic expenses, special delivery and
handling of documents, and shipping
Permits, plan check, and inspection fees
Soils testing
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EL SEGUNDO ATHLETIC FIELD COMPLEX
FEE SCHEDULE
PAYMENTS
Payments will be due and payable on a monthly basis following the completion of any substantial
phase of work. Carrying charges for overdue accounts beyond 30 days of billing date are charged
at 1 -1/2% of the amount due, compounded monthly.
ASSUMPTIONS
The above fee proposal is based upon the following assumptions:
A. Preparation of legal descriptions /exhibits, any land subdivision, ALTA Survey, and /or
additional boundary survey are additional work. Our proposal has included one day of
field survey for critical "join" elevations.
B. Assumes sewer connections is a private system form existing sewer in adjacent street.
Excludes any sump pumps, sewer plan/profiles, or special studies.
C. Assumes onsite water system is private and buildings can be served from adjacent lines in
the street. The civil engineer will loop water thru site show domestic meter, landscape
meter and fire connection on Water Plan. Excludes any capacity or pressure studies.
D. Excludes "pot holing" of utilities.
E. Surface drainage and minor onsite storm drain only. Excludes of site storm drain plans
and rerouting. Available drawings, studies and Master Plan Drainage and site conditions
will be evaluated in the Hydrology Study. Excludes design of any flood control channels,
upsizing of existing facilities, or special permits /processing associated with connection to
the stream.
F. Excludes any special manholes, retention basins and/or pump systems to retain initial storm
run off onsite.
G. Assume onsite drainage treatment by flow filters to meet SUSMP. Excludes additional
mitigation including additional storm drain facilities /onsite detention resulting from
Regional Water Quality Control Board requirements and/or the SUSMP.
H. Assume off site street plans or public street plans are not required. Driveways to be
shown on the Grading Plan. If public street plans requiring separate plan and profile
design area required, then we reserve the right to renegotiate our fee.
I. All on -site Strom Drain will be shown on Precise Grading Plan in plan view only.
J. Assumes project will be packaged as noted herein. Our proposal has allowed for no
provision for additional drawings which may be required should the Client elect to
identify bid alternates within the construction package.
ADDITIONAL SERVICES
The following services will be performed at your request, and shall be considered additional
services to the above, reimbursable on an hourly basis:
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' EL SEGUNDO ATHLETIC FIELD COMPLEX
FEESCHEDULE
A. Additional meetings and construction site visits beyond those identified as authorized by
the Client.
B. Exhibit preparation beyond that identified in the Scope of Services.
C. Revisions to the work following authorization by client to proceed with working
drawings, changes, in scope or modifications of the project, design of and/or participation
in work beyond the designated site.
D. Preparation of mitigated negative declaration and/or special studies.
E. RIM shall provide the necessary objective plan check revisions requested by the Client
for two plan check reviews. All subjective changes after two plan check reviews shall be
done in accordance with the attached Standard Hourly Fee Schedule.
F. If it is in the interest of the project to engage or retain the services of any other
consultants (graphic /sign designer, environmental engineer, biologist, etc.), then upon
Client's written authorization, RJM Design Group, Inc. may engage or retain any such
consultant, and the engagement of each consultant shall be an expenditure reimbursable
to RJM Design Group, Inc., plus a 15% coordination fee.
G. Should the services of geologist, biologist, environmental or soils engineer be required,
the Client shall select, retain, or engage such consultant directly.
H. Preparation of NPDES reports to be provided by Contractor.
1. Construction survey to verify contractors' grade elevations, certifications, inspections, or
administration.
CONSULTANTS STANDARD HOURLY FEE SCHEDULE
No special consulting services other than those identified are included
as part of the professional
services. Compensation for supplemental services will be on an hourly basis at our standard rates
as follows:
RJM DESIGN GROUP, INC.
PRINCIPAL LANDSCAPE ARCHITECT
$130 - $150. per hour
ASSOCIATE LANDSCAPE ARCHITECT
110. per hour
$120 - $110.
PROJECT LANDSCAPE ARCHITECT
per hour
$75. per hour
CADD OPERATOR
$65. per hour
DRAFTSPERSON
$50. per hour
WORD PROCESSOR
JAMES MICKARTZ, ARCHITECT
$110. per hour
PRINCIPAL
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EL SEGUNDO ATHLETIC FIELD COMPLEX
FEE SCHEDULE
MCE CONSULTANTS
$
120.00
PRINCIPAL
$
100.00
PROJECT MANAGER
$
90.00
PROJECT ENGINEER
$
90.00
PROJECT SURVEYOR
$
80.00
DESIGN ENGINEER
$
60.00
COMPUTER DRAFTSPERSON
$
50.00
PROJECT ASSISTANT
$
220.00
3 -MAN SURVEY CREW
$
180.00
2 -MAN SURVEY CREW
$
250.00
EXPERT WITNESS (TRIAL AND DEPOSITION)
GLP KARJALA / KULONIS, INC.
PRINCIPAL/VICE PRESIDENT $115. per hour
$95. per hour
ASSOCIATE
$90. per hour
PROJECT MANAGER
DESIGNER $75. per hour
$60. per hour
CAD DRAFTER
$40. per hour
TECHNICAL TYPIST
CAD PLOTTING $30. per sheet
Billings for all time and materials and contract extension work shall be in accordance with the
level of work performed and will be broken into the categories listed above.
Fees will be escalated each August 1 st in accordance with any increase in the Consumer's Price
Index or other mutually agreed upon cost index, beginning with August 1, 2006.
All provisions for fee escalation pertain to all contract extensions and additional work.
RJM Design Group, Inc.
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1/20/06
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