HomeMy WebLinkAboutAGENDA REPORT 2019 0605 REG CCSA ITEM 10DCITY OF MOORPARK,
CALIFORNIA
City Council Meeting
of June 5, 2019
ACTION Approved Staff
Recommendation.
BY B.Garza
D. Consider Agreement with Budlong & Associates, Inc. for Design of Gas Line and
Replacement Heating, Ventilation, and Air Conditioning (HVAC) Units at Arroyo
Vista Recreation Center and Gym. Staff Recommendation: Approve Agreement
with Budlong & Associates, Inc. for a not-to-exceed amount of $62,618, and
authorize the City Manager to sign the Agreement, subject to final language
approval of the City Manager. (Staff: Jessica Sandifer)
Item: 10.D.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jessica Sandifer, Community Services Manager
DATE: 06/05/2019 Regular Meeting
SUBJECT: Consider Agreement with Budlong & Associates, Inc. for Design of
Gas Line and Replacement Heating, Ventilation, and Air Conditioning
(HVAC) Units at Arroyo Vista Recreation Center and Gym
BACKGROUND
A leak was recently detected in a gas line that serves the Arroyo Vista Recreation
Center (AVRC) gym. The gas line extends approximately 400’ from the north side of
AVRC to the south side of the gym, and was installed directly under both facilities. The
location of the gas line has made it virtually impossible to repair without a complete
replacement. In addition, the Heating, Ventilation and Air Conditioning (HVAC) units that
serve the gym and the Recreation Center are over twenty-years old and are in need of
replacement. Staff recommends hiring a Mechanical/Electrical/Plumbing (MEP)
Engineer to design the replacement gas line and an energy-efficient HVAC system.
Staff also recommends allowing the MEP Engineer to evaluate the option of adding air
conditioning to the kitchen area at AVRC, where it does not currently exist.
The fiscal year (FY) 2018/2019 budget includes several capital improvement projects
(CIP) for AVRC site - AVRC Facility Expansion (C0042) to develop design plans to
improve and ultimately expand AVRC, including expansion of the staff office spaces;
AVRC HVAC Replacement (M0024) to replace the aging HVAC system, plus design
and replacement of gas line; and AVRC Kitchen Remodel (M0025) to renovate the
kitchen. C0042 and M0025 are planned but funding has not yet been identified. M0024
is the only one with FY 2018/2019 appropriation of $235,000 (General Fund - $135,000
and Equipment Replacement Fund - $100,000). Although staff is not recommending
moving forward with Project C0042 at this time, staff is in the process of obtaining
proposals to renovate the kitchen at AVRC and intends to bring both consultants
together to coordinate the design of the kitchen area. Staff will also have discussions
with the MEP Engineer regarding the future expansion of AVRC and any opportunities
to allow for some flexibility in the HVAC design, if applicable.
Item: 10.D.
285
Honorable City Council
06/05/2019 Regular Meeting
Page 2
DISCUSSION
Staff requested a proposal from Budlong & Associates, Inc. to design the gas line and
replacement HVAC units. The cost for the design services is $54,450, plus a 15%
contingency of $8,168 for a total cost of $62,618. Since the cost of the proposal
exceeds the City Manager’s signing authority, staff is requesting City Council approval
of the Agreement.
FISCAL IMPACT
Sufficient funds are budgeted in the FY 2018/2019 budget for the MEP services.
STAFF RECOMMENDATION
Approve Agreement with Budlong & Associates, Inc. for a not-to-exceed cost of
$62,618, and authorize the City Manager to sign the Agreement, subject to final
language approval of the City Manager.
Attachment - Agreement
286
ATTACHMENT
DESIGN PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MOORPARK AND BUDLONG & ASSOCIATES, INC.
FOR DESIGN OF REPLACEMENT GAS LINE AND HVAC UNITS AT ARROYO VISTA
COMMUNITY PARK
THIS AGREEMENT, made and effective as of this day of _________, 2019,
between the City of Moorpark, a municipal corporation (“City”) and Budlong &
Associates, Inc., a corporation (“Consultant”). In consideration of the mutual covenants
and conditions set forth herein, the parties agree as follows:
WHEREAS, City has the need for design services for gas line and HVAC unit
replacement; and
WHEREAS, Consultant specializes in providing such services and has the proper
work experience, certifications, and background to carry out the duties involved; and
WHEREAS, Consultant has submitted to City a Proposal dated May 8, 2019 and
May 10, 2019, which is attached hereto as Exhibit C and Exhibit D, respectively.
NOW, THEREFORE, in consideration of the mutual covenants, benefits, and
premises herein stated, the parties hereto agree as follows:
1. TERM
The term of this Agreement shall be from the date of execution to completion of
the work identified in the Scope of Services and in conformance with Exhibit C and
Exhibit D, unless this Agreement is terminated or suspended pursuant to this
Agreement.
2. SCOPE OF SERVICES
City does hereby retain Consultant, as an independent contractor, in a
contractual capacity to provide design services for gas line and HVAC unit replacement,
as set forth in Exhibit C and Exhibit D. In the event there is a conflict between the
provisions of Exhibit C and Exhibit D and this Agreement, the language contained in this
Agreement shall take precedence.
Consultant shall perform the tasks described and set forth in Exhibit C and
Exhibit D.
Compensation for the services to be performed by Consultant shall be in
accordance with Exhibit C and Exhibit D. Compensation shall not exceed the rates or
total contract value of fifty-four thousand four hundred fifty dollars ($54,450) as stated in
Exhibit C and Exhibit D, plus a 15% contingency of eight thousand one hundred sixty-
eight dollars ($8,168), for a total agreement cost of sixty-two thousand six hundred
eighteen dollars ($62,618), without a written Amendment to the Agreement executed by
both parties. Payment by City to Consultant shall be in accordance with the provisions
of this Agreement.
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3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of their ability,
experience, standard of care, and talent, perform all tasks described herein. Consultant
shall employ, at a minimum, generally accepted standards and practices utilized by
persons engaged in providing similar services as are required of Consultant hereunder
in meeting its obligations under this Agreement.
4. MANAGEMENT
The individual directly responsible for Consultant’s overall performance of the
Agreement provisions herein above set forth and to serve as principal liaison between
City and Consultant shall be Patrick Fitzsimmons, and no other individual may be
substituted without the prior written approval of the City Manager.
The City’s contact person in charge of administration of this Agreement, and to
serve as principal liaison between Consultant and City, shall be the City Manager or the
City Manager’s designee.
5. PAYMENT
Taxpayer ID or Social Security numbers must be provided by Consultant on an
IRS W -9 form before payments may be made by City to Consultant.
The City agrees to pay Consultant monthly, in accordance with the payment
rates and terms and the schedule of payment as set forth in Exhibit C and Exhibit D,
based upon actual time spent on the above tasks. This amount shall not exceed sixty-
two thousand six hundred eighteen dollars ($62,618), which includes a 15%
contingency of eight thousand one hundred sixty-eight dollars ($8,168), for the total
term of the Agreement unless additional payment is approved as provided in this
Agreement.
Consultant shall not be compensated for any services rendered in connection
with its performance of this Agreement, which are in addition to those set forth herein,
unless such additional services and compensation are authorized, in advance, in a
written amendment to this Agreement executed by both parties.
Consultant shall submit invoices monthly for actual services performed. Invoices
shall be submitted on or about the first business day of each month, or as soon
thereafter as practical, for services provided in the previous month. Payment shall be
made within thirty (30) days of receipt of each invoice as to all non-disputed fees. Any
expense or reimbursable cost appearing on any invoice shall be accompanied by a
receipt or other documentation subject to approval of the City Manager or the City
Manager’s designee. If the City disputes any of Consultant’s fees or expenses, City
shall give written notice to Consultant within thirty (30) days of receipt of any disputed
fees set forth on the invoice.
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6. TERMINATION OR SUSPENSION WITHOUT CAUSE
The City may at any time, for any reason, with or without cause, suspend, or
terminate this Agreement, or any portion hereof, by serving upon the Consultant at least
ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement, such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
The Consultant may terminate this Agreement only by providing City with written
notice no less than thirty (30) days in advance of such termination.
In the event this Agreement is terminated or suspended pursuant to this Section,
the City shall pay to Consultant the actual value of the work performed up to the time of
termination or suspension, provided that the work performed is of value to the City.
Upon termination or suspension of the Agreement pursuant to this Section, the
Consultant will submit an invoice to the City pursuant to this Agreement.
7. DEFAULT OF CONSULTANT
The Consultant’s failure to comply with the provisions of this Agreement shall
constitute a default. In the event that Consultant is in default for cause under the terms
of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate or
suspend this Agreement immediately by written notice to the Consultant. If such failure
by the Consultant to make progress in the performance of work hereunder arises out of
causes beyond the Consultant’s control, and without fault or negligence of the
Consultant, it shall not be considered a default.
If the City Manager or his/her designee determines that the Consultant is in
default in the performance of any of the terms or conditions of this Agreement, he/she
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have seven (7) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant
fails to cure its default within such period of time, the City shall have the right,
notwithstanding any other provision of this Agreement, to terminate this Agreement
without further notice and without prejudice to any other remedy to which it may be
entitled at law, in equity or under this Agreement.
8. LIQUIDATED DAMAGES
If the Consultant fails to complete the work, or any portion thereof, within the time
period required by this Agreement, or as duly extended in writing by the City Manager,
Consultant shall forfeit and pay to the City, as liquidated damages, the sum of fifty
dollars ($50) per day for each calendar day the work, or portion thereof, remains
uncompleted after the above specified completion date. Liquidated damages shall be
deducted from any payments due or to become due to the Consultant under the terms
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of this Agreement. Progress payments made by the City after the above specified
completion date shall not constitute a waiver of liquidated damages by the City.
9. OWNERSHIP OF DOCUMENTS
Consultant shall maintain complete and accurate records with respect to sales,
costs, expenses, receipts, and other such information required by City that relate to the
performance of services under this Agreement. Consultant shall maintain adequate
records of services provided in sufficient detail to permit an evaluation of services. All
such records shall be maintained in accordance with generally accepted accounting
principles and shall be clearly identified and readily accessible. Consultant shall provide
free access to the representatives of City or the City’s designees at reasonable times to
such books and records; shall give the City the right to examine and audit said books
and records; shall permit City to make transcripts therefrom as necessary; and shall
allow inspection of all work, data, documents, proceedings, and activities related to this
Agreement. Notification of audit shall be provided at least thirty (30) days before any
such audit is conducted. Such records, together with supporting documents, shall be
maintained for a period of five (5) years after receipt of final payment.
Upon completion of, or in the event of termination or suspension without cause of
this Agreement, all original documents, designs, drawings, maps, models, computer
files, surveys, notes, and other documents prepared in the course of providing the
services to be performed pursuant to this Agreement shall become the sole property of
the City and may be used, reused, or otherwise disposed of by the City without the
permission of the Consultant. With respect to computer files, Consultant shall make
available to the City, at the Consultant’s office and upon reasonable written request by
the City, the necessary computer software and hardware for purposes of accessing,
compiling, transferring, and printing computer files.
10. INDEMNIFICATION AND HOLD HARMLESS
Indemnification and Defense for Design Professional, as defined in California Civil
Code Section 2782.8: To the fullest extent permitted by law, Consultant shall indemnify,
defend and hold harmless City and any and all of its officials, employees and agents
(“Indemnified Parties”) from and against any and all claims, losses, liabilities, damages,
costs and expenses, including attorney’s fees and costs, to the extent they arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
Consultant’s duty to defend shall consist of reimbursement of defense costs incurred by City
in direct proportion to the Consultant’s proportionate percentage of fault. Consultant’s
percentage of fault shall be determined, as applicable, by a court of law, jury or arbitrator. In
the event any loss, liability or damage is incurred by way of settlement or resolution without
a court, jury or arbitrator having made a determination of the Consultant’s percentage of
fault, the parties agree to mediation with a third party neutral to determine the Consultant’s
proportionate percentage of fault for purposes of determining the amount of indemnity and
defense cost reimbursement owed to the City.
For all other liabilities: Notwithstanding the foregoing and without diminishing any
rights of City in the preceding paragraph in Section 10, for any liability, claim, demand,
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allegation against City arising out of, related to, or pertaining to any act or omission of
Consultant, but which is not a design professional service, Consultant shall defend,
indemnify, and hold harmless City, its officials, employees, and agents (“Indemnified
Parties”) from and against any and all damages, costs, expenses (including reasonable
attorney fees and expert witness fees), judgments, settlements, and/or arbitration awards,
whether for personal or bodily injury, property damage, or economic injury, and arising out
of, related to, any concurrent or contributory negligence on the part of the City, except for the
sole or active negligence of, or willful misconduct of the City.
Consultant agrees to obtain executed indemnity agreements with provisions
identical to those set forth here in this Section from each and every subcontractor, or
any other person or entity involved by, for, with, or on behalf of Consultant in the
performance of this Agreement. In the event Consultant fails to obtain such indemnity
obligations from others as required here, Consultant agrees to be fully responsible
according to the terms of this Section. Failure of City to monitor compliance with these
requirements imposes no additional obligations on City and will in no way act as a
waiver of any rights hereunder. This obligation to indemnify and defend City as set forth
here is binding on the successors, assigns, or heirs of Consultant and shall survive the
termination of this Agreement or this Section.
City does not and shall not waive any rights that it may have against Consultant
by reason of this Section, because of the acceptance by City, or the deposit with City, of
any insurance policy or certificate required pursuant to this Agreement. The hold
harmless and indemnification provisions shall apply regardless of whether or not said
insurance policies are determined to be applicable to any losses, liabilities, damages,
costs, and expenses described in this Section.
11. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit A, attached hereto and
incorporated herein by this reference as though set forth in full.
12. INDEPENDENT CONSULTANT
Consultant is and shall at all times remain as to the City a wholly independent
Contractor. The personnel performing the services under this Agreement on behalf of
Consultant shall at all times be under Consultant’s exclusive direction and control.
Neither City nor any of its officers, employees, or agents shall have control over the
conduct of Consultant or any of Consultant’s officers, employees, or agents, except as
set forth in this Agreement. Consultant shall not at any time or in any manner represent
that it or any of its officers, employees, or agents are in any manner officers or
employees, or agents of the City except as set forth in this Agreement. Consultant shall
not incur or have the power to incur any debt, obligation, or liability against City, or bind
City in any manner.
No employee benefits shall be available to Consultant in connection with the
performance of this Agreement. Except for the fees paid to Consultant as provided in
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the Agreement, City shall not pay salaries, wages, or other compensation to Consultant
for performing services hereunder for City. City shall not be liable for compensation or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
13. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of local, state, and federal laws and
regulations which in any manner affect those employed by it or in any way affect the
performance of its service pursuant to this Agreement. The Consultant shall at all times
observe and comply with all such laws and regulations, including but not limited to the
Americans with Disabilities Act and Occupational Safety and Health Administration laws
and regulations. The Consultant shall comply with and sign Exhibit B, the Scope of
Work Requirement for Professional Services Agreements Compliance with California
Government Code Section 7550, when applicable. The City, and its officers and
employees, shall not be liable at law or in equity occasioned by failure of the Consultant
to comply with this Section.
14. ANTI DISCRIMINATION
Neither the Consultant, nor any subconsultant under the Consultant, shall
discriminate in employment of persons upon the work because of race, religious creed,
color, national origin, ancestry, physical disability, mental disability, medical condition,
genetic information, marital status, sex, gender, gender identity, gender expression,
age, sexual orientation, or military and veteran status; or any other basis protected by
applicable federal, state, or local law, except as provided in Section 12940 of the
Government Code. Consultant shall have responsibility for compliance with this Section.
15. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure is used
against or in concert with any officer or employee of the City in connection with the
award, terms, or implementation of this Agreement, including any method of coercion,
confidential financial arrangement, or financial inducement. No officer or employee of
the City will receive compensation, directly or indirectly from Consultant, or any officer,
employee, or agent of Consultant, in connection with the award of this Agreement or
any work to be conducted as a result of this Agreement. Violation of this Section shall
be a material breach of this Agreement entitling the City to any and all remedies at law
or in equity.
16. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of the City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the
Services during his/her tenure or for one year thereafter, shall have any interest, direct
or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be
performed in connection with the Services performed under this Agreement.
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17. CONFLICT OF INTEREST
Consultant covenants that neither they nor any officer or principal of their firm
have any interests, nor shall they acquire any interest, directly or indirectly, which will
conflict in any manner or degree with the performance of their services hereunder.
Consultant further covenants that in the performance of this Agreement, they shall
employ no person having such interest as an officer, employee, agent, or subconsultant.
Consultant further covenants that Consultant has not contracted with nor is performing
any services directly or indirectly, with the developer(s) and/or property owner(s) and/or
firm(s) and/or partnership(s) and/or public agency(ies) owning property and/or
processing an entitlement application for property in the City or its Area of Interest, now
or within the past one (1) year, and further covenants and agrees that Consultant and/or
its subconsultants shall provide no service or enter into any contract with any
developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) and/or public
agency(ies) owning property and/or processing an entitlement application for property in
the City or its Area of Interest, while under contract with the City and for a one (1) year
time period following termination of this Agreement.
18. NOTICE
Any notice to be given pursuant to this Agreement shall be in writing, and all such
notices and any other document to be delivered shall be delivered by personal service
or by deposit in the United States mail, certified or registered, return receipt requested,
with postage prepaid, and addressed to the party for whom intended as follows:
To: City Manager
City of Moorpark
799 Moorpark Ave.
Moorpark, CA 93021
To: Chief Executive Officer
Budlong & Associates, Inc.
315 Arden Avenue, Suite 23
Glendale, CA 91203
Either party may, from time to time, by written notice to the other, designate a
different address or contact person, which shall be substituted for the one above
specified. Notices, payments and other documents shall be deemed delivered upon
receipt by personal service or as of the third (3rd) day after deposit in the United States
mail.
19. CHANGE IN NAME
Should a change be contemplated in the name or nature of the Consultant's legal
entity, the Consultant shall first notify the City in order that proper steps may be taken to
have the change reflected in the Agreement documents.
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20. ASSIGNMENT
Consultant shall not assign this Agreement or any of the rights, duties, or
obligations hereunder. It is understood and acknowledged by the parties that Consultant
is uniquely qualified to perform the services provided for in this Agreement.
21. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force
and effect, all licenses required of it by law for the performance of the services in this
Agreement.
22. VENUE AND GOVERNING LAW
This Agreement is made, entered into, and 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. The City and
Consultant understand and agree that the laws of the state of California shall govern the
rights, obligations, duties, and liabilities of the parties to this Agreement and also govern
the interpretation of this Agreement.
23. COST RECOVERY
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 attorneys’ fees, from the losing party, and
any judgment or decree rendered in such a proceeding shall include an award thereof.
24. ARBITRATION
Cases involving a dispute between City and Consultant may be decided by an
arbitrator if both sides agree in writing, with costs proportional to the judgment of the
arbitrator.
25. ENTIRE AGREEMENT
This Agreement and the Exhibits attached hereto contain the entire
understanding between the parties relating to the obligations of the parties described in
this Agreement. All prior or contemporaneous agreements, understandings,
representations, and statements, oral or written, are merged into this Agreement and
shall be of no further force or effect. Each party is entering into this Agreement based
solely upon the representations set forth herein and upon each party’s own independent
investigation of any and all facts such party deems material.
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26. CAPTIONS OR HEADINGS
The captions and headings of the various Articles, Paragraphs, and Exhibits of
this Agreement are for convenience and identification only and shall not be deemed to
limit or define the content of the respective Articles, Paragraphs, and Exhibits hereof.
27. AMENDMENTS
Any amendment, modification, or variation from the terms of this Agreement shall
be in writing and shall be effective only upon approval by both parties to this Agreement.
28. PRECEDENCE
In the event of conflict, the requirements of the City’s Request for Proposal, if
any, and this Agreement shall take precedence over those contained in the Consultant’s
Proposal.
29. INTERPRETATION OF AGREEMENT
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.
30. WAIVER
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.
31. AUTHORITY TO EXECUTE
The person or persons executing this Agreement on behalf of the Consultant
warrants and represents that he/she has the authority to execute this Agreement on
behalf of the Consultant and has the authority to bind Consultant to the performance of
obligations hereunder.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF MOORPARK BUDLONG & ASSOCIATES, INC.
__________________________________ __________________________________
Troy Brown, City Manager Sunil Patel, Chief Executive Officer
Attest:
__________________________________
Deborah Traffenstedt,
Assistant City Manager/City Clerk
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Exhibit A
INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of City, and prior to the beginning of and
throughout the duration of Work, Consultant will maintain insurance in conformance with
the requirements set forth below. Consultant will use existing coverage to comply with
these requirements. If that existing coverage does not meet requirements set forth here,
Consultant agrees to amend, supplement, or endorse the existing coverage to do so.
Consultant acknowledges that the insurance coverage and policy limits set forth in this
section constitute the minimum amount of coverage required. Any insurance proceeds
available to the City in excess of the limits and coverage required in this Agreement and
which is applicable to a given loss, will be available to the City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office (ISO)
“Commercial General Liability” policy form CG 00 01 or the exact equivalent. Defense
costs must be paid in addition to limits. There shall be no cross liability exclusion for
claims or suits by one insured against another. Limits are subject to review but in no
event less than $1,000,000 per occurrence for all covered losses and no less than
$2,000,000 general aggregate.
Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no
event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this
requirement may be satisfied by a non-owned auto endorsement to the general liability
policy described above. If Consultant or Consultant’s employees will use personal autos
in any way on this project, Consultant shall provide evidence of personal auto liability for
each such person.
Workers’ Compensation on a state-approved policy form providing statutory benefits as
required by law with employer’s liability limits no less than $1,000,000 per accident or
disease.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designed to protect against acts, errors or
omissions of the Consultant and “Covered Professional Services” as designated in the
policy must specifically include work performed under this Agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay
on behalf of” the insured and must include a provision establishing the insurer’s duty to
defend. The policy retroactive date shall be on or before the effective date of this
Agreement.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit
requirements, shall provide coverage at least as broad as specified for the underlying
coverages. Coverage shall be provided on a “pay on behalf” basis, with defense costs
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payable in addition to policy limits. Policy shall contain a provision obligating insurer at
the time insured’s liability is determined, not requiring actual payment by the insured
first. There shall be no cross liability exclusion precluding coverage for claims or suits by
one insured against another. Coverage shall be applicable to the City for injury to
employees of Consultant, subconsultants, or others involved in the Work. The scope of
coverage provided is subject to approval by the City following receipt of proof of
insurance as required herein. Limits are subject to review.
Insurance procured pursuant to these requirements shall be written by insurers that are
admitted carriers in the State of California and with an A.M. Bests rating of A- or better
and a minimum financial size of VII.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and the City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general liability
coverage required herein to include as additional insureds the City, its officials,
employees, and agents, using standard ISO endorsement CG 2010 with an
edition prior to 1992. Consultant also agrees to require all contractors and
subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Consultant, or Consultant’s employees, or agents, from waiving the right
to subrogation prior to a loss. Consultant agrees to waive subrogation rights
against the City regardless of the applicability of any insurance proceeds, and to
require all contractors and subcontractors to do likewise.
3. All insurance coverage and limits provided by Contractor and available or
applicable to this Agreement are intended to apply to the full extent of the
policies. Nothing contained in this Agreement or any other agreement relating to
the City or its operation limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include limiting endorsement of any kind that has not been
first submitted to the City and approved in writing.
5. No liability policy shall contain any provision or definition that would serve to
eliminate so-called “third party action over” claims, including any exclusion for
bodily injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification, and
additional requirements by the City, as the need arises. Consultant shall not
make any reductions in scope of coverage (e.g. elimination of contractual liability
or reduction of discovery period) that may affect the City’s protection without the
City’s prior written consent.
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7. Proof of compliance with these insurance requirements, consisting of certificates
of insurance evidencing all of the coverages required and an additional insured
endorsement to Consultant’s general liability policy, shall be delivered to city at or
prior to the execution of this Agreement. In the event such proof of any insurance
is not delivered as required, or in the event such insurance is canceled or
reduced at any time and no replacement coverage is provided, the City has the
right, but not the duty, to obtain any insurance it deems necessary to protect its
interests under this or any other Agreement and to pay the premium. Any
premium so paid by the City shall be charged to and promptly paid by Consultant
or deducted from sums due Consultant, at the City’s option.
8. Certificate(s) are to reflect that the insurer will provide thirty (30) days notice to
the City of any cancellation or reduction of coverage. Consultant agrees to
require its insurer to modify such certificates to delete any exculpatory wording
stating that failure of the insurer to mail written notice of cancellation or reduction
of coverage imposes no obligation, or that any party will “endeavor” (as opposed
to being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this Agreement that all insurance coverage
required to be provided by Consultant or any subcontractor, is intended to apply
first and on a primary, non-contributing basis in relation to any other insurance or
self-insurance available to the City.
10. Consultant agrees to ensure that subcontractors, and any other party involved
with the Work who is brought onto or involved in the Work by Consultant, provide
the same minimum insurance required of Consultant. Consultant agrees to
monitor and review all such coverage and assumes all responsibility for ensuring
that such coverage is provided in conformity with the requirements of this
section. Consultant agrees that upon request, all agreements with subcontractors
and others engaged in the Work will be submitted to the City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees
that it will not allow any contractor, subcontractor, Architect, Engineer, or other
entity or person in any way involved in the performance of Work contemplated by
this Agreement to self-insure its obligations to the City. If Consultant’s existing
coverage includes a deductible or self-insured retention, the deductible or self-
insured retention must be declared to the City. At that time, the City shall review
options with the Consultant, which may include reduction or elimination of the
deductible or self-insured retention, substitution of other coverage, or other
solutions.
12. The City reserves the right at any time during the term of the Agreement to
change the amounts and types of insurance required by giving the Consultant
ninety (90) days advance written notice of such change. If such change results in
substantial additional cost to the Consultant, the City will negotiate additional
compensation proportional to the increased benefit to the City.
Budlong & Associates, Inc. Page 13 of 16
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13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any
steps that can be deemed to be in furtherance of or towards performance of this
Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on the
part of the City to inform Consultant of non-compliance with an insurance
requirement in no way imposes any additional obligations to the City nor does it
waive any rights hereunder in this or any other regard.
15. Consultant will renew the required coverage annually as long as the City, or its
employees or agents face an exposure from operations of any type pursuant to
this Agreement. This obligation applies whether or not the Agreement is canceled
or terminated for any reason. Termination of this obligation is not effective until
the City executes a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has
been ordered shall be submitted prior to expiration. A coverage binder or letter
from Consultant’s insurance agent to this effect is acceptable. A certificate of
insurance and/or additional insured endorsement as required in these
specifications applicable to the renewing or new coverage must be provided to
the City within five days of the expiration of coverage.
17. The provisions of any Workers’ Compensation or similar act will not limit the
obligations of Consultant under this Agreement. Consultant expressly agrees not
to use any statutory immunity defenses under such laws with respect to the City,
its employees, officials and agents.
18. Requirements of specific coverage features or limits contained in this section are
not intended as limitations on coverage, limits, or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a
given issue, and is not intended by any party or insured to be limiting or all-
inclusive.
19. These insurance requirements are intended to be separate and distinct from any
other provision in this Agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this section supersede all other sections and provisions of
this Agreement to the extent that any other section or provision conflicts or
impairs the provisions of this section.
21. Consultant agrees to be responsible for ensuring that no contract used by any
party involved in any way with the Work reserves the right to charge the City or
Consultant for the cost of additional insurance coverage required by this
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Agreement. Any such provisions are to be deleted with reference to the City. It is
not the intent of the City to reimburse any third party for the cost of complying
with these requirements. There shall be no recourse against the City for payment
of premiums or other amounts with respect thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this Agreement. The
City assumes no obligation or liability by such notice, but has the right (but not
the duty) to monitor the handling of any such claim or claims if they are likely to
involve the City.
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Exhibit B
CITY OF MOORPARK
Scope of Work Requirement for Professional Services Agreements
Compliance with California Government Code Section 7550
Consultant shall sign and include this page in any document or written reports prepared by
Consultant for the City of Moorpark (City) to which California Government Code Section 7550
(Government Code §7550) applies. Government Code §7550 reads:
“(a) Any document or written report prepared for or under the direction of a state
or local agency, that is prepared in whole or in part by nonemployees of the
agency, shall contain the numbers and dollar amounts of all contracts and
subcontracts relating to the preparation of the document or written report; if the
total cost for the work performed by nonemployees of the agency exceeds five
thousand dollars ($5,000). The contract and subcontract numbers and dollar
amounts shall be contained in a separate section of the document or written
report.
(b) When multiple documents or written reports are the subject or product of the
contract, the disclosure section may also contain a statement indicating that the
total contract amount represents compensation for multiple documents or written
reports.”
For all Professional Services Agreement with a total dollar value in excess of $5,000, a signed
and completed copy of this form must be attached to all documents or completed reports
submitted to the City pursuant to the Scope of Work.
Does the dollar value of this Professional Services Agreement exceed $5,000?
X Yes No
If yes, then the following information must be provided in compliance with
Government Code § 7550:
1. Dollar amount of Agreement/Contract: $ ____________
2. Dollar amount of Subcontract: $ ____________
3. Does the total contract amount represent compensation for multiple
documents or written reports? Yes No
I have read the foregoing Code section and will comply with Government Code §7550.
Budlong & Associates, Inc.
Sunil Patel, Chief Executive Officer Date
Budlong & Associates, Inc. Page 16 of 16
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315 Arden Avenue | Suite 23
Glendale, CA 91203 | 818.638.8780
400 West Ventura Blvd | Suite 240
Camarillo, CA 93010 | 805.987.4001
May 8, 2019 B&A Number P18-090 - Updated
Jessica Sandifer | Community Services Manager
City of Moorpark Parks, Recreation and Community Services Department
799 Moorpark Avenue, Moorpark, CA 93021
805.517.6225 | jsandifer@moorparkca.gov
Reference: Arroyo Vista Community Park - Gas Line Replacement – Updated Design Engineering
Services Fee Proposal
Budlong & Associates, Inc. (B&A) is pleased to submit this updated fee proposal to provide the plumbing
engineering design services to replace about 400 LF of gas line.
PROJECT DESCRIPTION
The plan is to replace the below grade gas piping at the community park located at 4550 Tierra Rejada.
B&A DESIGN SERVICES:
1.Visit the site to survey the buildings to determine the gas demand
load within each building.
2.Develop load summaries for each building.
3.Size the gas line and specify valves and piping materials.
4.Prepare plans and specifications with relevant diagrams in enough
detail for agency approval, contractor bidding and construction.
5.Plot, stamp and sign plans for agency submittal. Agency fees are
not included.
6.Construction Support – construction support will include submittals
and shop drawings review, and responses to contractors’ RFIs. We
included up to five meetings/visits during construction.
7.B&A is providing plumbing design services only. If other disciplines
such as civil are needed, an additional contract will be required.
DEISGN FEE: We estimate 60 hours @$155/hour to complete these tasks
for a total fixed fee of $9,300.
This fee can be broken down as 85% for design and 15% for CA.
Sincerely,
Budlong & Associates, Inc.
Patrick Fitzsimmons – Project Manager
cc: Sunil Patel, PE, LEED AP, CxA | President/CEO
Shield Anderson, LEED | COO
William Gonzalez, Plumbing Operations Manager
Accepted by City of Moorpark
By: ________________________
Date: ________________________
EXHIBIT C
303
315 Arden Avenue | Suite 23
Glendale, CA 91203 | 818.638.8780
400 West Ventura Blvd | Suite 240
Camarillo, CA 93010 | 805.987.4001
May 23, 2019 B&A Number P18-090.C1- 3rd Update
Jessica Sandifer | Community Services Manager
City of Moorpark Parks, Recreation and Community Services Department
799 Moorpark Avenue, Moorpark, CA 93021
805.517.6225 | jsandifer@moorparkca.gov
Reference: Arroyo Vista Community Park - HVAC System Replacement – 3rd Update Design
Engineering Services Fee Proposal
Budlong & Associates, Inc. (B&A) is pleased to submit this 3rd updated fee proposal to provide the
mechanical, electrical, plumbing and structural (MEP&S) engineering design for the referenced project.
This now also includes kitchen area HVAC System into this project’s scope of work.
PROJECT DESCRIPTION:
The City would like to replace the HVAC at the Community Park located at 4550 Tierra Rejada with high
efficiency gas/electric units. Per the as built plans, and per your direction in
a phone calls of 5/8/2019 and 5/22/2019 to Patrick Fitzsimmons of B&A, the
following units are in the scope of this project:
Original Construction 1992:
1.AC1 12-tons
2.AC2 15-tons
3.AC3 10-tons
4.AC4 25-tons
5.3-ton split system for kitchen.
6.6 exhaust fans including a 3,300 CFM fan for the kitchen hood.
7.2,640 CFM supply fan
8.The City would also like to add AC cooling in the kitchen, which currently
doesn’t have any cooling according to Jennifer.
B&A DESIGN SERVICES:
1.Visit the site to review existing conditions, as-builts and prepare
backgrounds in AutoCAD format.
2.Schematic Design - Calculate heating and cooling loads for each area
based on square footage estimates to confirm the sizes for the units are
adequate. B&A will attempt to coordinate unit selections to fit the existing pad locations to minimize
structural work.
3.Once the SD is approved, we will proceed with a detailed design to provide to cost effective HVAC
system in accordance with applicable codes and California Title 24 requirements. Specify HVAC
equipment location, air distribution plan, zone temperature control plan and exhaust systems. Prepare
MEP demolition and design dra wings and specifications. We will instruct the contractor to clean the
existing ductwork that is to be reused.
4.Prepare Mechanical Title 24 documents.
5.Electrical – we will attempt to reuse the existing electrical connections. B&A will verify new
requirements and provide instructions to the contractor to disconnect units, install electrical disconnects
and reconnect the power.
6.Plumbing – we will attempt reuse the existing gas and condensate connections for the new units.
7.Fire Alarm – connect HVAC units to existing FA for shutdown as required.
8.B&A will retain the services of a structural engineer to prepare the following:
a.Initial site visit and review of as-built drawings provided by client
b.Structural design for replacement HVAC unit anchorage
c.Structural design as needed for strengthening under replacement units
d.Structural drawings and calculations for plan check submittal
e.Respond to plan check comments
f.Respond to construction questions (RFIs)
EXHIBIT D
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Arroyo Vista Community Park - HVAC System Replacement – Page 2 of 3
Updated Design Engineering Services Fee Proposal P18-090.C1- 3rd Update
May 23, 2019
CLARIFICATIONS AND EXCLUSIONS:
1. Drawings – Drawings will be prepared in AutoCAD format.
2. Meetings – the designers will be available for 3 meetings during design phase.
3. B&A will prepare stamped and signed drawings, specifications, forms and other documents for plan
check (PC) submittal. The City will pay the PC fees.
4. Construction Support – Construction support will include: submittals and shop drawings review,
responses to contractors’ RFIs and up to 5 meetings / construction observation visits as required to
resolve issues. Additional site visits can be on a T&M basis if needed.
5. Duct leakage / air flow testing. During our site visit, we discussed that if would be beneficial to have an
air balance company perform testing prior to the design. We estimate that this service will cost the City
about $5,500.
6. Architectural design is not included. B&A will include notes to patch and paint but if plan check requires
architectural services to define rated walls or other tasks, we may need to charge extra services.
7. Utility upgrades – It is our understanding that the backbone utilities exist in enough capacity and
configuration to support the new units. Therefore, we are excluding utility upgrades such as: electrical
power, new condensate-drain routing and gas.
8. Other Exclusions - kitchen hood fire suppression system, LEED, new fly fans, full fire alarm or fire
sprinkler protection design, Savings By Design or other incentives, existing utilities relocation or
modifications, studies, methane mitigation, permit fees, as-built drawings, value engineering,
commissioning and any other scope items included in the project scope vision.
Note: All the above exclusions may be provided as an additional service or can be provided as a separate
proposal upon request.
DESIGN FEE (SEE NEXT PAGE):
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Arroyo Vista Community Park - HVAC System Replacement – Page 3 of 3
Updated Design Engineering Services Fee Proposal P18-090.C1- 3rd Update
May 23, 2019
DESIGN FEE:
DESIGN
Field Investigation and project setup $11,200 $2,200 $13,400
50% CD $9,100 $1,050 $10,150
100% CD $9,100 $1,050 $10,150
DESIGN FEE $33,700
Plan Check
PC Process $2,250 $2,250
CONSTRUCTION ADMINISTRATION (CA)
CA Meetings and Office Support $2,400 $500 $2,900
Close Out Support $800 $800
SUBTOTAL FOR CA $3,700
TOTAL (Design and CA) Fee $34,850 $4,800 $39,650
Optional Air Balance Allowance
MEP &
PM StructuralESTIMATED MAN-HOURS
FEE BREAKDOWN Total
$5,500
Sincerely,
Budlong & Associates, Inc.
Patrick Fitzsimmons – Project Manager
cc: Sunil Patel, PE, LEED AP, CxA | President/CEO
Shield Anderson, LEED | COO
Rajeev Ghataura, HVAC Operations Manager
Accepted by City of Moorpark
By: ________________________
Date: ________________________
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