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CONTRACT 4806 Professional Services Agreement CLOSEDAgreement No. 4806 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF EL SEGUNDO AND PHOENIX CIVIL ENGINEERING, INC. This AGREEMENT is entered into this 1St day of December, 2014, by and between the CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and PHOENIX CIVIL ENGINEERING, INC., 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 thirty four thousand nine hundred dollars ($34,900) 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. _1_ �� Agreement No. 4806 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 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, and the total cost of that work during the preceding billing month. 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. A. CITY's city manager ( "Manager ") may determine, 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. Payments over $50,000 for Additional Work must be approved by CITY's city council. All Additional Work will be subject to all other terms and provisions of this Agreement. 7. FAMILIARITY WITH WORK. A. By executing this Agreement, CONSULTANT agrees that it has: i. 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. Should CONSULTANT discover any latent or unknown conditions that may -2- o� Agreement No. 4806 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 December 1, 2014 to December 1, 2015. 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 Exhibit; this Agreement supersedes any conflicting provisions. 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 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. -3- Agreement No. 4806 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. Notice will be in writing at least thirty (30) days before the effective termination date. 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" 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. 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. -4- C Agreement No. 4806 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. 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, except for such loss or damage arising from CITY's sole negligence or willful misconduct. 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, except for such loss or damage arising from CITY's sole negligence or willful misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising 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. iii. Exclusion for Actions regarding Pre - Existing Conditions. Notwithstanding the foregoing, CONSULTANT need not indemnify, defend, or hold CITY harmless in actions initiated because of conditions existing in improvements constructed at 615 East Holly Avenue at the time this Agreement is executed. CONSULTANT's work is intended to form the basis for making changes to such existing conditions only. However, should CONSULTANT's work, as contemplated by this Agreement, contain errors or omissions that results in an adverse ruling against CITY as to any changes to the existing conditions, -5 �C Agreement No. 4806 CONSULTANT agrees to indemnify and hold CITY harmless to the extent provided for in Section 19(A)(i). 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. 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 provision 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: Type of Insurance Limits -6- o Agreement No. 4806 Commercial general liability: $1,000,000 Professional Liability $1,000,000 Business automobile liability $1,000,000 Workers compensation Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of the most recent ISO -CGL Form. 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. 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 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 not specifically i -7- IZIC Agreement No. 4806 identified in the scope of work. 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: If to CONSULTANT: Phoenix Civil Engineering, Inc. 4532 Telephone Road, Suite 113 Ventura, CA 93003 Attention: Jon Turner If to CITY: City of El Segundo 350 Main Street El Segundo, CA 90245 Attention: Stephanie Katsouleas 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. i Agreement No. 4806 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 is one (1) Attachment 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. 34. 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. 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 Agreement No. 4806 proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. IN WITNESS WHEREOF the parties hereto have exec (I this collll' the day and year first hereinabove written. t ATTEST: C i ,/.ter APPROVED A .,,'ro, Iw H MARK D H t tt( Karl H. iz By: Berger., Assistant City t, ney Insurance reviewed by:_, -10- M-101'NIX INC. President Taxpayer ID No. _ 27-2975162 Mr. Neil Cadman, CPM Cadman Group 347 Richmond Street El Segundo, CA 90245 Phoenix Civil Engineerind,' Mn, "EMMT A November 2, 2014 REVISED November 29, 2014 REVISED December 2, 2014 Cadman Group — Park Vista Senior Housing Corporation (615 E. Holly Avenue) Roof Repair Project Dear Mr. Cadman, I am pleased to submit to you our revised proposal for design and design services during construction associated with the above project. The revisions incorporate comments from the City of El Segundo Public Works Department. This proposal does not include internal coordination with the City of El Segundo Department of Building and Safety. It is assumed that any required permit coordination and /or fees will be processed by City Staff. It is my understanding that the site is a City of El Segundo owned parcel and residential building that houses a senior population. Your company is responsible for the management aspect of the parcel and housing facility. The proposal is based on our discussions and includes: • Site Visit • 75% Plans, Specifications and Estimate • Final Plans, Specifications and Estimate • Mandatory Prebid Meeting • Respond to Bid Questions • Review of the Bids Received and Recommendation of Award • Preconstruction Meeting Attendance • Shop Drawing Review • Respond to Requests for Information /Preparation of Change Orders • Onsite Observations • Review of Progress Payments • Record Drawing Preparation It is our understanding that the project is an emergency repair project and therefore, the City will not require that a formal bid procedure be followed to get the construction improvements cor leted. The scope ofwork includes design, bid assistance and design services during construction, We,apreci;ate the opportunity to submit our proposal and look forward to assisting you wo;t this project, Singly Jon T Wnar, I P in 61 Eng Agreement No. 4806 November 2, 2014 REVISED November 29, 2014 EXHIBIT A REVISED December 2, 2014 StI111111111-y The City of El Segundo owns a residential facility located at 615 E. Holly Avenue. That facility is a senior living facility and is managed by a private company, The Cadman Group. The multistory facility has a central second story deck that is in the middle of the multistory residential facility. There are several residential units that border the second story deck area located between the three sided multistory building. Three of the units located on the north side of the building (Apartments 219, 220, 221) have had historical flooding issues during periods of rain. The rainfall gathers on the second story deck structure and then enters the units causing damage and impact to the residents in the units. This project will investigate the existing conditions, prepare construction ready plans and specifications for the repair /improvements and provide design services during construction while the improvements are being constructed. It is as that structural modifications to the roof deck are not required. If it is determined that structural modifications are necessary, the services of a structural engineer can be included for an additional fee. Task 101: Site Visit and Data Gathering This task involves visiting the site (615 E. Holly Ave) to assess the existing conditions, take representative photographs and take preliminary measurements of the three impacted parcels at the connection to the roof deck. It is understood that City of El Segundo staff previously gathered information on the existing conditions at the three units. This information will be supplied by The Cadman Group to the design team. TI i u Y 01� ' IL.V':�1��� H G II a p 01Z FS ^\RIF Old C O HIS V '4 K: • Site visit with Cadman Group staff to review the location and take pictures. • Obtain previous measurements and documentation collected on the existing site. Deliverable: No deliverable is associated with this task. Information collected will be used in Task 102, Task 102: Topographic Survey Benner and Carpenter, as a subconsultant to Phoenix Civil Engineering, Inc. will visit the project site and provide topographic survey of the roof deck area, drain inlets, stairs and private patio areas (sliding door thresholds) to establish the existing elevations of the improvement area. This information will utilize a temporary benchmark as a control point for horizontal and vertical control rather than locating existing survey benchmarks offsite for control. THE FOLLOWING EFFORTS ARE IN THIS TASK: Plans and technical specifications will be created outlining the improvements to be made to the roof deck to correct the existing drainage issues. Based on the preliminary information collected, the existing drainage inlet Page 1 of 4 Agreement No. 4806 EXHIBIT A November 2, 2014 REVISED November 29, 2014 REVISED December 2, 2014 grates are located in areas that are not easily maintained (underneath the privacy wall of the patio) and the existing sliding glass doors to the units are located approximately 0.5 inches above the patio deck. Combined with a flat slope, the flow has no place to travel in high rain events. Modifications to the existing drain inlet locations and modifications to the elevation of the sliding doors combined with a thin concrete overlay should direct the flow away from the sliding doors. The City of El Segundo front end documents and facility record drawings will be provided and incorporated into the Contract Documents package. It is understood that this project will not require a formal bid process; however, the Contract Documents will be in the city format. An engineer's Opinion of Probable Construction Cost will be prepared outlining the project improvement cost. It will be based on conversations with materials suppliers and previous construction bid experience. Drawing information will utilize the information from Task 102, City of El Segundo record drawing information for the facility, City standard drawing title blocks and cover sheet and GoogleEarth images. It is anticipated that the following sheets will be prepared for the improvements (drains and sliding door modifications): • Title Sheet • Notes /Abbreviations /Photos • Site Plan • Drainage Facility Modifications • Structural Modifications /Details In addition, the technical specifications will include the following sections: stucco /plaster, wood, concrete, plumbing and piping, elastomeric roofing, painting and coating, demolition, temporary utilities and controls, preservation of property, measurement and payment, submittals, and special conditions. THE FOLLOWING EFFORTS ARE IN THIS TASK: Deliverable: Three paper copies of the plans, specifications and estimate will be delivered to the Cadman Group for their review. One electronic (.pdf) copy will also be provided. Task 104: Final Plans, Specifications and Estimate Deliverable Meet with the City and Cadman Group to obtain any review comments on the 75% deliverable package. Incorporate their review comments into the plans and specifications. Prepare Issued for Bid plans and specifications so the City can obtain construction bids. Finalize the OPCC to reflect the final project costs. I X X 10_ M �,,,) \J6) XPb G E O F 0RTS d�!!\RF IP,n I P. I1�b 0 � uS 1!; • Meet with City staff and Cadman Group staff to obtain their final review comments on the 75% Contract Document deliverable. • Prepare the Issued for Bid Contract Documents and deliver to The Cadman Group for their use. Deliverable: One paper copy of the plans and specifications (unbound) will be delivered to The Cadman Group for their use. One electronic (.pdf) copy will also be provided. No mylars of the plans will be provided. Page 2 of 4 Agreement No. 4806 November 2, 2014 REVISED November 29, 2014 E I Off'A REVISED December 2, 2014 As part of this task, we will provide design services support to the City /Cadman Group for the project. The schedule is assumed to be as follows: • Mandatory Prebid Meeting November 2014 • Bid Opening: December, 2014 • Project Award: December 2014 • Mobilization: January 2015 • Project Completion: February 2015 The total project duration is 20 working days. The bid phase includes preparation of an agenda and attendance at the mandatory prebid meeting, preparation of addenda and review of the bids and recommendation of an award package. The design services during construction task includes review of the project shop drawings. It is estimated that 3 project shop drawing submittals will be provided by the Contractor. For purposes of this proposal it is assumed that one initial review and one subsequent review will be conducted by the designer of record for approval. The design services during construction support will also include providing the City /Cadman Group assistance in answering construction requests for information from a design perspective, assistance in preparing a change order and attendance at up to 4 onsite construction meetings, as well as the project kick off meeting. Lastly, the construction red line markups of the design plans will be incorporated into the design plans and a set of record drawings will be provided to the City at the end of the construction. The following efforts are included in this task: • Task 201 Attendance at the project prebid meeting with the contractors and Cadman Group staff. The meeting will be held at the site. Assistance to The Cadman Group in preparing an agenda, a summary of discussion topics and project deliverables will be provided. • Task 202 Respond to contractor's requests for information (RFIs) relating to prebid questions. It is anticipated that up to one addendum will be prepared during the bid phase. • Task 203 Review the lowest, responsive bid package and prepare a recommendation of award letter for Cadman Group staff to include in the Board /City Council agenda packet. • Task 204 Attendance at the project construction kick off meeting with the contractor and Cadman Group staff. The meeting will be held at the site. Assistance to The Cadman Group in preparing an agenda, a summary of discussion topics and project deliverables will be provided. • Task 205 Review and coordinate the project shop drawing submittals. It is anticipated that 3 submittals will be reviewed. As part of this proposal, two reviews of the submittals will be conducted for approval. • Task 206 Respond to contractor's requests for information (RFIs) relating to design issues. It is anticipated that up to 3 requests for information will be prepared during the construction phase. It is anticipated that potentially one change order will be required during construction. Assistance will be provided to The Cadman Group in preparing the document and reviewing the claim. • Task 207 Attendance at construction progress coordination meetings. In addition, provide site observation support during construction. The meetings will be held at the jobsite. It is anticipated that up to 2 meetings will be performed as well as 8 observation days (part time). • Task 208 Review progress payments submitted by the Contractor. • Task 209 Record drawing preparation at the completion of the construction phase based on the redline markups provided by the contractor. Deliverable: One hard copy of all preliminary and final shop drawings that have been reviewed for conformance will be provided to The Cadman Group. Review comments will be transmitted electronically to The Cadman Group. One copy of the responses to construction related requests for information will be provided electronically, Page 3 of 4 Agreement No. 4806 November 2, 2014 REVISED November 29, 2014 EXHIBIT A REVISED December 2, 2014 Once the construction redline drawings are prepared and the information transferred to the design plans electronically, one copy of the project record drawing plans will be delivered to the client electronically. Mylar plans will be provided (one copy) also incorporating the actual field conditions. Phase 3: Optional Tasks As part of this task, we will provide design services support to the City to complete additional tasks as requested by the City. Staff time will be billed according to our rate sheet with prior approval by the City for these extra services. F c" e ; 1hii ( d 11 iV II' The tasks associated with this project are estimated to cost $34,900. A breakdown by task is provided below: Task 101: Site Visit and Data Gathering Task 102: Topographic Survey Task 103: 75% Plans and Specifications Preparation Task 104: Final Plans and Specifications Deliverable Task 201: Mandatory Pre bid Meeting Attendance Task 202: Respond to Bid Questions Task 203: Review of the Bids Received and Recommendation of Award Task 204: Pre Construction Meeting Attendance Task 205: Shop Drawing Review Coordination Task 206: Response to Requests for Information /Change Order Preparation Task 207: Project Coordination Meetings /Construction Observation Task 208: Review of Progress Payments Task 209: Project Record Drawings Preparation Task 301: Optional Tasks Assumptions $1,240 $4,400 $8,130 $3,660 $1,480 $925 $925 $1,480 $1,295 $990 $8,880 $185 $1,310 TBD /See Rate Sheet • Public agency fees or permit fees to be paid by the client. • Potholing for utility connection points or onsite utility information to be provided by the client. • As -built data to be provided by the client. • Title reports, if needed, are to be provided by the client. • City of EL Segundo title block to be provided by the client. • Internal building and safety departmental permit assistance is not included. • Internal building and safety departmental regulatory review times are not included. Page 4 of 4 PHOENIX J M..0. Ptl 6 " it Y ^� �L A " "K tl fiY ^!l� , d �'�tl g,•;. EXHIBIT A Professional Services Rate Sheet Principal Engineer Resident Engineer Professional Engineer Staff Engineer Senior Designer Construction Observer Designer Administrative Assistant Special Consultant Agreement No. 4806 $185 /hour $145 /hour $150 /hour $135 /hour $125 /hour $105 /hour $105 /hour $45 /hour $150 /hour Costs associated with printing and computer time are calculated in the rates. Large quantities of printing (multiple sets of specifications, reports, etc.) will be billed at an agreed upon rate. Mileage will be billed at the current IRS approved mileage reimbursement rate. Subconsultant costs will be marked up 10 %.