HomeMy WebLinkAboutAGENDA REPORT 2002 0306 CC REG ITEM 11CCTTY OF * TIOORPARK, CALWORNTA
City Cmmcil Meeting
of —6
CITY OF MOORPARK ACTt
CITY COUNCIL AGENDA REPORT
PY:
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community Services
DATE: February 22, 2002 (CC Meeting of March 6)
SUBJECT: Consider Award of Contract for Metrolink Station
Landscape Design
DISCUSSION
In 1999, the City received a Transportation Enhancement Act
(TEA) grant award for landscape improvements to the vacant
area in the south Metrolink parking lot, adjacent to
Moorpark Avenue. The area is between the railroad tracks
and the south parking lot driveway entrance. The total cost
of the project (design and construction) was estimated to
be $150,000. Grant funds were awarded in the amount of
$131,909 and the City is required, to provide an 11 percent
local match of $17,091. The City's FY 2001/02 budget
includes the match amount, funded by the City local TDA
funds.
The grant requires that preference be given to qualified
Disadvantaged Business Enterprises (DBE), which are
minority owned businesses. The requirement states that the
grantee must make a good -faith effort to attract a DBE
consultant. If no qualified DBE consultant submits a
proposal, the grantee (City) can select a qualified, non -
DBE consultant. The City's Request for Proposal includes
the required statements about the preference for a DBE
consultant.
In September 2001, the City solicited for proposals from
landscape architects to prepare design plans and
specifications for the proposed landscape improvements. The
City did not receive any bid proposals by the closing date.
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Metrolink Link Landscape Agreement
Page 2
A second bid process was conducted in February 2002, and
two proposals were received. Neither of the two consultants
are DBE's but both are qualified landscape architects with
comparable experience.
The Scope of Services for the project includes the
landscape design and specification work (Base Bid) and an
alternate for the design of pedestrian lighting (Alternate
A). The bid results are as follows:
Consultant Base Bid Alternate A
1. Meeks and Assoc. $9,800 $1,250
2. L. Newman Design Group $19,455 $6,700
The apparent low bidder is Meeks and Associates. This firm
has done a number of landscape design projects for the City
in the past, and is in fact under contract with the City
now for the design of landscaped parkways and medians. It
is recommended that the Council authorize the execution of
an agreement with Meeks and Associates for a cost not to
exceed $11,050.
RECODSMNDATION
Approve a contract with Meeks and Associates for the design
and specifications for landscape improvements at the
Metrolink Station at a cost not to exceed $11,050, and
authorize the City Manager to execute said agreement on
behalf of the City.
Attachment: Landscape Design Agreement
C V v o,sM
September 2001
REQUEST FOR QUALIFICATIONS
AND PROPOSAL
(RFP)
METROLINK LANDSCAPING DESIGN
FOR
THE CITY OF MOORPARK
MARY LINDLEY
DIRECTOR OF COMMUNITY SERVICES
City OF MOORPARK
799 MOORPARK AVENUE
MOORPARK, CA. 93021
805 -517 -6216
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PAGE
I INTRODUCTION 3
II BACKGROUND 3
III PROJECT REQUIREMENTS 3
IV PROPOSAL CONTENT & FORMAT 4
V GENERAL PROPOSAL TERMS & CONDITIONS 5
EXHIBITS
1. Sample Agreement (includes Exhibits A & B) 10
2. Scope of Services 16
3. Compensation Schedule 18
4. Forms for Submittal with Proposal 21
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I INTRODUCTION
The City of Moorpark is requesting proposals for landscape architectural services for the
Metrolink Station. Said services will include, without limitation, site layout, schematics,
preliminary and final design, engineering and construction drawing, specifications, bidding
related activities, cost estimates and general project oversight during and post construction (see
Exhibit A - Scope of Services). The total site and construction hard costs are estimated to be
approximately $100,000, which includes Alternate A (security lighting).
II BACKGROUND
The City desires to design and construct landscape improvements on a vacant area, approximately
34,560 square feet in size, located in the southwesterly portion of the south Metrolink Station
parking, adjacent to Moorpark Avenue and the railroad tracks. Landscape plans will include, but
not be limited to, plant material, irrigation system, concrete walkway, lighting, and pedestrian
benches. Architect will be required to perforni a soils test and analysis, and a topographical survey
if necessary.
III PROJECT REQUIREMENTS
The architectural services will include all services performed by the Architect, Architect's
employees, and the Architect's consultants. They include without limitation, all responsibilities
outlined in the scope of work and typically required for design and construction of landscape
improvements of this nature. The architect shall retain the services for all necessary consultants
including, without limitation, soils, topographical, civil (if necessary), irrigation, lighting, and
landscape.
Additionally, the City requests a proposal for bid Alternate A, which includes the design of a
security lighting plan.
Specifications to be in book form using CSI format. It is important to the City that all consultants
have successful design experience with landscape improvements similar to the proposed project.
The successful bidder must be a licensed landscape architect in the State of California. The City
reserves the right to accept or reject consultants proposed by the architect. Notice will be given
of any rejection prior to signing of final contract.
The design of the facility shall meet all requirements of applicable jurisdictions, codes, and
regulations, including without limitation all those related to Americans with Disabilities Act and
Title 24.
The project is funding using a Federal Grant. As a result, the City is desirous of securing the
services of an certified Disadvantage Business Enterprises (DBE) licensed architect. The
successful bidder must agree to comply with all necessary federal and state provisions, including,
but not limited to, lobbying, DBE, and equal opportunity, California Labor Code, and prevailing
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wages. Architects that are not certified as DBE's can submit proposals. Said proposals will only
be considered if the City does not receive proposals from qualified DBE certified architects.
IV PROPOSAL CONTENT /FORMAT
The architect shall submit a Proposal with a total cost, not to exceed, for the landscape project and
a separate total cost, not to exceed, for alternate A. The proposal must include architects name,
phone number, address, information about the Architect's DBE status and supporting
documentation, a list of the principal employees who will be assigned to this project, a list of any
sub - contractors who may be assigned to work on the project and their DBE status, a list of three
references with current phone numbers. Additionally, bidder shall complete and sign (or initial
to indicated bidder has read and understands, where appropriate) the following forms contained
in this document:
A. Hourly Rates and Reimbursables
B. Certification of Consultant,
C. Disadvantaged Business Enterprise Consultant Contract Requirements,
D. Debarment and Suspension Certification,
E. Non - Lobbying Certification for Federal Aid Contracts,
F. Proposal Requirements and Conditions,
G. Submission of DBE Information and Award and Execution of Contract,
H. DBE Records,
I. Performance of DBE Subcontractors and Suppliers.
The packet should be sealed and marked on the outside of the envelope "MOOR-PARK
METROLINK LANDSCAPE PROPOSAL" - with the name of the firm.
Submit proposals to: City of Moorpark
City Clerks Office
799 Moorpark Avenue
Moorpark, CA. 93021
NO LATER THAN 3:00 P.M., September 18, 2001
In addition to the fixed fee for the project, Architect shall provide a schedule of hourly billing
rates for the various levels of staff who may participate in the project, should the need for extra
services arise. These fees will be considered when evaluating award of the contract. No additional
markup will be allowed on fees quoted.
Payments to the Architect shall be made in proportion to services performed within each phase
of service as determined by the City. Architect shall not be reimbursed for travel expenses
associated with work on this project unless the City specifically authorizes certain out -of -town
travel. Travel to client's offices, the site, similar projects, material manufacturers, and
jurisdictional agencies are not considered "out of town" travel.
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The Proposal should provide a list of reimbursable expenses the Architect will submit as part of
their work on the project, including any overhead and markup.
V GENERAL PROPOSAL TERMS AND CONDITIONS
Contract Requirement - The Architect to whom the contract is awarded shall execute a written
contract with the City within ten (10) calendar days after notice of the award has been sent by
mail to the Architect at the address given in the proposal. The contract shall be made in the form
adopted by the City and incorporated in this RFP. The Architect warrants that it possesses, or has
arranged through subcontracts, all capital and other equipment, labor and materials to carry out
and complete the work hereunder in compliance with all applicable federal, state, county, and City
laws, ordinances, statutes and regulations.
Contract Assignment - The Architect shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract, to any individual
or business entity of any kind without prior written consent of the City.
Non - Discrimination - In the performance of the terms of this contract, the Architect agrees that
it will not engage in, nor permit such subcontractors as it may employ to engage in, discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, or religion
of such person(s).
DBE Certification — The City desires a consultant that is a certified Disadvantaged Business
Enterprise and requires that the successful bidder make a "good faith" effort to employ and /or
secure DBE sub - contractors if applicable.
Communications Regarding RFP - If an Architect is in doubt as to the true meaning or intent of
any part of the Request for Proposals, or discovers discrepancies in or omissions from the Request
for Proposal, it may submit a written request for an interpretation or correction thereof to Mary
Lindley, Director of Community Services, City of Moorpark. Interpretation or correction of the
Request of Proposals shall be made only by addendum duly issued by the Director. A copy of any
such addendum will be mailed or delivered to each person receiving the Request for Proposals,
and such addendum shall be considered a part of the Request for Proposals and shall be
incorporated therein. All timely requests for information submitted in writing will receive a
written response from the City. Telephone communications with members of City staff are not
encouraged, but will be permitted. However, any such oral communication shall not be binding
on the City.
Payment Terms - The City's payment terms are 30 (thirty) days from the receipt of an original
invoice and City acceptance of the quantity and quality of the services being billed. (See payment
terms in contract forms).
Ownership of Reports and Data - The originals of all studies, reports, exhibits, documents, data
and/or other work material(s) prepared and/or used to comply with any section/condition of this
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Request for Proposals, including any copies of same required by the agreement to be furnished
to the City, shalt be public records, which shall be open to inspection by the public and shall
become and remain the property of the City.
Modification or Withdrawal of Submittals - Any proposal received prior to the date and time
specified for receipt of proposals may be withdrawn or modified by written request of the
Architect. To be considered, however, the modified proposal must be received by the time and
date originally specified.
Property Rights - Proposals received within the prescribed deadline become the property of the
City and all rights to the contents therein become those of the City.
Confidentiality - Prior to award of the contract, all proposals will be designated confidential to
the extent permitted by the California Public Records Act. After award of the contract, or if not
awarded, after rejection of all proposals, all responses will be regarded as public records and will
be subject to review by the public. Any language purported to render confidential all or portions
of the proposals will be regarded as noneffective and will be disregarded.
Amendments to Request for Proposals - The City reserve the right to amend the Request for
Qualifications by addendum prior to the final proposal submittal date.
Non - Exclusive Contract - The City reserve the right to contract with other firms during the
contract term or to issue multiple contracts for individual aspects of the project as may deemed
in the best interests of the City.
Insurance - The Architect shall meet the following provisions (Sections 1 through 7) relating to
insurance coverages.
1. General Conditions - Without limiting the Architects indemnification of the City,
Architect shall provide and maintain at its own expense, the insurance listed under Section 7
(Evidence of Coverages) covering its operations, subject to the following conditions:
a) The City, its officers, employees, servants, consultants and agents shall be
included as additional insured in all liability insurance policies except for
Worker's Compensation.
b) Such insurance shall be primary with respect to any insurance maintained by City
and shall not call on City insurance for contributions.
C) With respect to the interests of the City, the Architect's insurance shall not be
canceled nor reduced in coverage or limits until after thirty (30) days written
notice has been sent by certified mail (return receipt requested) to the City's
Director of
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Community Services, and said certificate shall contain an unequivocal clause so
stating.
d) Architect will provide the City's Director of Community Services with a City
approved an insurance endorsement form, in a format acceptable to the City,
identifying the City as additionally insured on Architect policy, prior to
commencement of any work or tenancy.
2. Worker's Compensation - The Architect shall procure and maintain, during the life of the
contract, workers' compensation insurance or a valid certificate of consent to self - insure
for all its employees engaged on or at the site of the project. In case any of the work is
sublet, the Architect shall require all subconsultant(s) to similarly provide workers'
compensation insurance for all the latter's employees, unless such employees are covered
by protection afforded by workers' compensation insurance carried by the Architect.
By submitting a proposal pursuant to these specifications, Architect hereby certifies that
it is aware of the provisions of Section 3700 et seq. of the Labor Code, which requires
every employer to be insured against liability for workers' compensation.
3. Aggregate Limits /Blanket Coverage - Should any of the required insurance coverages
contain aggregate limits or apply to other operations or tenancy of the Architect outside
of this Request for Qualification, Architect shall give City prompt, written notice of any
incident, occurrence, claim, settlement, or judgement against that insurance which may
diminish the protection that such insurance affords the City. Architect shall further take
immediate steps to restore such aggregate limits or shall provide other insurance
protection for such aggregate limits.
4. Modification of Coverage - The City reserve the right at any time during the term of any
agreement executed with the Architect, pursuant to this Request for Qualifications
(Agreement), to change the amounts and types of insurance required hereunder by giving
the Architect ninety (90) days written notice. If such change should result in a premium
increase in excess of ten (10 %) percent to the Architect, the City agrees to negotiate
additional compensation proportional to the increased benefit to the City.
5. Failure to Procure Insurance- The Architect's failure to procure or maintain the required
insurance shall constitute a material breach of contract under which the City may
immediately terminate the Agreement or, at its discretion, procure or renew such
insurance to protect the City's interests. Should the City, in its sole discretion, be required
to pay any and all premiums in connection with the exercise of this clause, the City shall
recover all monies so paid from the Architect, or deduct all monies so paid from
payment(s) due to the Architect.
6. Underlying Insurance - The Architect shall be responsible for requiring indemnification
and insurance from its employees receiving mileage allowance, consultants, agents, and
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subconsultant(s), if any, to protect the Architect's and the City's interests, and for
ensuring that such persons comply with any applicable insurance statutes.
7. Evidence of Coverages - Evidence of coverages as checked below, having as a minimum
the limits shown, must be submitted and approved prior to commencement of work or any
tenancy. Amounts shown are Combined Single Limit (CSL). Split limits may be
substituted if the total per occurrence equals or exceeds the CSL amount.
Description Limits
X Workers' Compensation Statutory
(X) Employer's Liability Statutory
( ) Waiver of Subrogation
X General Liability (must be written on an
occurrence form) jLQ00.000
(X) Premises and Operations
(X) Contractual Liability
(X) Independent Consultants
(X) Products /Completed Operation
(X) Broad Form Property Damage
(X) Personal Injury
(X) Broad Form Liability Endorsement
() Explosion Hazard
() Collapse /Underground Hazard
X Automobile Liability (must be written on an
occurrence form) iL000 000
(X) Owned Automobiles
(X) Nonowned/Hired Automobiles
( ) Garage keeper's Legal Liability
X Professional Liability (Errors and Omissions $1,000,000
to be in continuous force from date of award
until one year after final acceptance of project)
Non - Commitment of City - This Request for Qualifications does not commit the City to award
a contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure
or contract for services. The City reserves the right to accept or reject any or all proposals
received as a result of this request, to negotiate with any qualified firm, or to modify or cancel in
part or in its entirety the Request for Qualifications, if it is in the best interest of the City to do so.
Public Domain - All products used or developed in the execution of any contract resulting from
this Request for Qualifications will remain in the public domain at the completion of the contract.
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Termination - The City reserves the right to terminate the agreement, once executed, upon thirty
(30) calendar days written notice to the Architect. Architect may terminate with thirty (30) days
written notice for City's breach only -(see contract form attached).
Conflicts of Interest - Architect agrees to promptly notify City whenever a client or consultant has
an interest in any project referred to Architect for professional services. In particular, Architect
shall disclose any financial interest or relationship with any construction company that might
submit a bid on the resulting construction project. Such project may be withdrawn by the City,
with no compensation due, if the Consultant has a conflicting interest.
Conflict of Interest Disclosure - In accordance with California Government Code Section 87306,
the Architect awarded a contract may be required to file a Conflict of Interest Statement, Form
730. If such a requirement is made, the filing must be no later than thirty (30) days after the
execution of the contract, annually thereafter prior to April 1st of each year for the duration of the
contract, and within thirty (30) days of termination of the contract. Failure to file any required
statements will result in withholding payment for services rendered.
Inspections
City reserves the right to inspect the work being done by Architect and /or Architect's
subcontractors at any time.
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SAMPLE AGREEMENT
PROFESSIONAL SERVICES AGREEMENT
FOR METROLINK LANDSCAPE DESIGN
THIS AGREEMENT, made and entered into this day of , 2001, by
and between the CITY of Moorpark, a municipal corporation located in the County of Ventura,
State of California, hereinafter referred to as "City" and herein referred
to as "Architect ".
WITNESSETH
Whereas, City requires the services of a landscape architect to provide landscape design
services for the Metrolink Station in the City of Moorpark;
Whereas, Architect is experienced in providing such services and has submitted a Proposal
relating thereto; and,
Whereas, City wishes to retain Architect for the performance of those services set forth in
said Scope of Services set forth below.
NOW, THEREFORE, in consideration of the mutual convents, benefits and premises herein
stated, the parties hereto agree as follows:
CITY does hereby appoint Architect in a contractual capacity to perform certain technical
services as set forth herein.
I. Scope of Services
The services to be rendered by Architect shall included the design services, preparation of
working drawings, and construction specifications for project as specifically identified in
Exhibit `A' (Scope of Services) which includes the Architect's Proposal dated
, 2001, of which has been attached hereto and made a part of this
Agreement
II. Compensation
The cost for service supplied pursuant to this Agreement shall be compensated at a total
cost of $ ( ). Compensation will be made in accordance with
Exhibit "B ", (Compensation).
Services shall be billed by the Architect to the City according to Exhibit B,
(Compensation). The Architect shall be paid by City within thirty (30) days of the receipt
of approved invoice.
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III. Termination
This agreement may be terminated with or without cause by City at any time with no less
than ten (10) days written notice of such termination. In the event of such termination,
Architect shall be compensated for such services up to the date of termination. Such
compensation for work in progress shall be prorated as to the percentage of progress
completed at the date of termination. This agreement may be terminated by Architect only
for breach of contract by City and upon thirty (30) days written notice advance of such
tenmmation.
IV. Insurance
Architect shall furnish City with proof of the following minimum insurance coverages prior
to the execution hereof.
A. General Comprehensive Liability
(must be written on an occurrence
basis and include bodily injury and
property damage)
B. Automobile Liability for owned and
non - owned /hired autos (must be written
on an occurrence basis)
C. Professional Liability (Written on
a claims made basis)
D. Workers' Compensation
E. Employer's Liability
Limits of Coverage
$1,000,000 per occurrence and annual
aggregate
$1,000,000 per occurrence and annual
aggregate
$1,000,000
Statutory
Statutory
Coverages A and B above shall also include an Additional Insured Endorsement covering
the City and in a format acceptable to City.
If any class of employee engaged by Architect in work under this Agreement is not
protected by the workers' compensation law, Architect shall provide adequate insurance
for the protection of such employees to the satisfaction of City.
V. General Conditions
A. City shall not be called upon to assume any liability for the direct payment of any
salary, wage or other compensation to any person employed by Architect
performing services hereunder for City.
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B. Architect is and shall at all times remain as to the City a wholly independent
contractor. Neither the City nor any of its officers, employees, servants or agents
shall have control over the conduct of Architect or any of Architect's employees or
agents, except as herein set forth.
Architect shall not at any time or in any manner represent that it or any of its
officers, employees, servants or agents are in any manner employees of the City.
C. At the time of 1) termination of this agreement or 2) conclusion of all work; all
original documents, reports, calculations, diskettes, computer files, notes, and other
related materials whether prepared by Architect or their subcontractor(s) or
obtained in the course of providing the services to be performed pursuant to this
agreement shall become the sole property of the City.
D. Architect shall hold harmless, indemnify and defend the City and its officers,
employees, servants and agents serving as independent contractors from any claim,
demand, damage, liability, loss, cost or expense, for any damage whatsoever,
including but not limited to death or injury to any person and injury to any property,
resulting from misconduct, negligent acts, errors or omissions of Architect or any
of its officers, employees or agents in the performance of this agreement, except
such damage as is caused by the sole negligence of the City or any of its officers,
employees, servants or agents.
E. Architect shall provide workers' compensation insurance as required by the
California Labor Code. If any class of employees engaged by Architect in work
under this agreement is not protected by the workers' compensation law, Architect
shall provide adequate insurance for the protection of such employees to the
satisfaction of the City.
F. Architect shall not assign this agreement, or any of the rights, duties or obligations
hereunder. It is understood and acknowledged by the parties that Architect is
uniquely qualified to perform the services provided for in this agreement.
G. Architect warrants that they have not employed or retained any company or person,
other than a bona fide employee working for the architect, to solicit or secure this
agreement, and that they have not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee,
gift, or any other consideration, contingent upon or resulting from the award or
formation of this agreement. For breach or violation of this warranty, the City shall
have the right to annul this agreement without liability, or at its sole discretion to
deduct from the agreement price or consideration, or otherwise recover, the full
amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee.
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G. The Proposal submitted by Architect (Exhibit "B "), Consultant's Proposal, is
hereby incorporated into this agreement. Where said exhibits are modified by the
agreement, the language contained in the agreement shall take precedence.
H. Architect shall comply with all Federal, State and local laws and ordinances
applicable to the work. This includes compliance with prevailing wage rates and
their payments in accordance with California Labor Code, Section 1775.
I. Architect shall give consideration to DBE firms as specified in 23 CFR 172.5(e).
J. Payment to Architect shall be made by City within thirty (30) days of receipt of
invoice, except for those which are contested or questioned and returned by City,
with written explanation within 30 days of receipt of invoice. Architect shall
provide to City a written response to any invoice contested or questioned and
further, upon request of City, provide City with any and all documents related to
any invoice.
K. Any notice to be given pursuant to this agreement shall be in writing, and all such
notices and any other documents to be delivered shall be delivered by personal
service or by deposit in the United States mail and addressed to the party for whom
intended as follows:
To: City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Attn: Mary Lindley, Director of Community Services
To:
Either party may, from time to time, by written notice to the other, designate a
different address which shall be substituted for the one above specified. Notices,
payments and other documents shall be deemed delivered upon receipt by personal
service or upon deposit in the United States mail.
L. Nothing contained in this agreement shall be deemed, construed or represented by
the City or Architect or by any third person to create the relationship of principal
or agent, or of a partnership, or of a joint venture, or of any other association of any
kind or nature between the City and Consultant.
M. This agreement constitutes the entire agreement of the parties concerning the
subject matter hereof and all prior agreements or understandings, oral or written,
are hereby merged herein. This agreement shall not be amended in any way except
by a writing expressly purporting to be such an amendment, signed and
acknowledged by both of the parties hereto.
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O. Should interpretation of this agreement, or any portion thereof, be necessary, it is
deemed that this agreement was prepared by the parties jointly and equally, and
shall not be interpreted against either party on the ground that the party prepared
the agreement or caused it to be prepared.
P. No waiver of any provision of this agreement shall be deemed, or shall constitute,
a waiver of any other provision, whether or not similar, nor shall any such waiver
constitute a continuing or subsequent waiver of the same provision. No waiver shall
be binding, unless executed in writing by the party making the waiver.
Q. In the event any action, suit or proceeding is brought for the enforcement of, or the
declaration of any right or obligation pursuant to this agreement or as a result of any
alleged breach of any provision of this agreement, the prevailing party shall be
entitled to recover its costs and expenses, including reasonable attorney's fees, from
the losing party, and any judgement or decree rendered in such a proceeding shall
include an award thereof.
R. Cases involving a dispute between the City and Architect may be decided by an
arbitrator if both sides agree in writing, with costs proportional to the judgement of
the arbitrator.
S. This agreement is made, entered into, executed in Ventura County, California, and
any action filed in any court or for arbitration for the interpretation, enforcement or
other action of the terms, conditions or covenants referred to herein shall be filed in
the applicable court in Ventura County, California.
T. The captions and headings of the various Articles and Paragraphs of this agreement
are for convenience and identification only and shall not be deemed to limit or
define the content of the respective Articles and Paragraphs hereof.
VI. RESPONSIBLE INDIVIDUAL
The individual directly responsible for Consultant's overall performance of the contract
provisions herein above set forth and to serve as principal liaison between City and
Architect shall be
Upon mutual written agreement of the parties, other individuals may be substituted in the
above capacity.
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VII. IMPLEMENTATION
The City shall provide Architect with written notice in advance of the date at which these
services are to be implemented if different than the date of the agreement.
City of Moorpark: Architect
Steven Kueny, City Manager
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Title:
EXHIBIT A
SCOPE OF SERVICES
Architect shall provide architectural and related design services for the design and construction of
landscape improvements, including a concrete walkway and site furniture (benches). Architect
verifies that they have visited the job site, reviewed available information and is familiar with the
design and existing conditions at the site.
The City desires landscaping improvements that require minimal plant materials comprised of trees,
shrubs, and ground cover. Architect should consider drought tolerant and native species.
Consideration should also be given to minimizing ongoing maintenance. The final plan will
incorporate a concrete walkway and may include one or more benches, boulders or river rock, and
other low maintenance features. Architect should consider the feel and look of the surrounding area.
The irrigation system must be similar and compatible with the City's existing irrigation systems.
Additionally, the City wishes to consider security lighting along the concrete walkway (Alternate
A).
The Architect is to process required plans documentation through the agencies having jurisdiction,
including without limitation, the City and all utility companies if applicable. Architect will make the
required corrections in order to obtain approvals. However, Architect will inform City of all
requested agency corrections and negotiate alternatives with governing agencies if City directs
Architect to do so.
The architectural services will include, without limitation, all services performed by the Architect,
Architect's employees, and the Architect's consultants. They include, without limitation, all
responsibilities outlined in the Scope of Services and typically required for design and construction
landscape improvements. The Architect shall retain the services of all consultants, if applicable,
including and without limitation, landscape, grading, electrical, irrigation, civil, Title 24, color and
material selection. The City reserves the right to accept or reject consultants proposed by the
Architect. Notice will be given of any rejection prior to signing of final contract.
The design of the facility shall meet all requirements of the applicable jurisdictions, codes, and
regulations, including, but not limited to, those related to Americans with Disabilities Act, and Title
24 of the California State Building Code and recommendations of City's soils engineer.
The City must approve the scale of drawings.
The work of the Architect and consultants are separated into several phases, which are identified
below:
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Phase I - Conceptual Design.
Architect will complete a conceptual design for a landscape project located on appropriately ?? acres
for the City's approval. Elements to be included in the conceptual design are, but not limited to, trees
and ground cover material, irrigation system, a meandering concrete walkway, site furniture,
topographical site survey (if necessary). A soils test should be preformed to determine what if any
soil amendments should be included at construction or to assist with the plant species should be
selected.
Phase II - Design Development:
Prepare final design and construction plans and specifications detailing irrigation, plant materials,
dimensions, site furniture manufacture, concrete walkway, drainage, and all other drawings and
specifications necessary to bid the construction phase of the project. As a add alternate to this
project, Architect may be asked, at the City's sole discretion, to prepare electrical and lighting plans
for security lights within the project area.
Phase III — Construction Plan Review /Bidding:
Architect shall be responsible for playing plan check fees and submitting plans for checking by
Moorpark Building and Safety. Architect must incorporate revisions resulting from the plan check
and other requested clarifications, notes and details by City or other applicable agencies. Architect
shall participate in pre -bid meeting, if one is held, and respond to bidders' questions regarding the
plans and specifications for the project.
Phase IV - Construction:
The Architect is expected to visit the job site while construction is underway, a minimum of six
visits in addition to the final walk- through at the completion of the job. Additionally, architect will
process RFI's and submittals if applicable for this project. Architect will assist the City in the
preparation of a final "punch list" at the end of construction.
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COMPENSATION SCHEDULE
Total fixed contract amount for the project is $
The contract amounts are distributed as follows:
a. Conceptual Design 12%
b. Design Development 16%
C. Construction Plan Review/Bidding 54%
d. Construction/Close -Out 18%
The above amounts include all of Architect's and consultants' fees and travel time (except prior City
authorized out of town travel for special work).
Payments will be made, per the Agreement, based upon actual percentage of work approved by the
City as completed for the pay period requested, not to exceed the amounts shown in each individual
category (a, b, c, and d shown above). Percentages of work completed by Architect's consultants'
must be included within Architect's pay requests. Separate invoicing by Architect's consultant(s)
will not be accepted by City.
Reproductions of all work completed pertaining to each pay request and any additional backup
material shall be submitted upon request of City. These reproduction costs are included in the
contract price.
Items a, b, c, d above are fixed fees and represent the percentage of the total contract.
CONSTRUCTION
Ten percent (10 %), shall be retained from the Construction Document Phase until all work is
complete and approvals have been granted from all agencies having jurisdiction over the project
signifying that the agencies are willing to issue permits (building permit pending certified pad). Ten
percent (10 %) will also be retained from the construction observation phase until the project is
accepted by the City and a "close out" is completed.
City shall withhold all retention funds due Architect from the Construction and Post - Construction
Phase until the facility is finalized, a Certificate of Occupancy is issued, and all documents required
of the Architect have been submitted.
The Architect shall attend all regular construction progress meetings, as well as other meetings
determined by the City as necessary for the orderly completion of the project. Architect's consultants
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,rR Pt r f
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shall visit the job site periodically and participate in job meetings as necessary (not to exceed six
meetings as specified in Exhibit A — Scope of Services). These job site visits and participation in
construction progress meetings, as well as other meetings as necessary, are included and shall be
compensated under the fixed contract amount.
HOURLY RATES
In the event City requests additional work, such work shall be authorized in writing prior to
commencing any work and shall be at the following rates:
All Applicable Rates (including Architect's consultants) Per Hour (complete)
Principal
Staff Architect (Project Architect)
Specifications /Designer /Planning/
Programming /Field Administration
Technical IV - CAD Design Operator
Technical III - Senior Draftsperson/Project Captain
Technical II - Intermediate Draftsperson
Technical I - Junior Draftsperson
Support II - Administration/Accounting/Word Processing
Support I - Clerical and General Office
Consultants - Hourly Rates
(Add any additional categories)
All prices shall remain firm under this contract through completion of all work under this contract.
All bills will be paid pursuant to the Agreement except those that are contested or questioned and
returned by City with written explanation within ten (10) working days of receipt of invoice.
Architect shall provide to City a written response to any invoice contested or questioned and, upon
request of City, shall provide City with any and all documents related to any invoice.
All plan check, processing fees and permit fees will be paid by the Architect.
Architect will furnish City two (2) sets of reproducible drawings and specifications of the final
approved set.
All prints and reproduction charges for documents used by Architect and their consultants and for
"in house" use, are included in the contract price. This includes prints and back up materials for pay
requests, City check sets, progress sets and all plans required for agency plan checks.
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C
City will pay for reproductions of documents ordered by the City for bidding, construction, and other
City use after plans are approved for permit. Reimbursable prints and reproductions will be at local
competitive rates, as determined by the City, plus ten percent (10 %). City, at its sole option, may
have prints made directly through its own means.
Travel, phone calls, faxes and delivery charges are included in the contract price. If the City orders
special overnight delivery, the charges will be reimbursed at one hundred ten percent (110 %) of the
documented cost.
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