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HomeMy WebLinkAboutAGENDA REPORT 2016 0720 CCSA REG ITEM 09B ITEM 9.B. CITY OF MOORPARK,CALIFORNIA City Council Meeting of 7-020-a0/6 ACTION: tea / MOORPARK CITY COUNCIL AGENDA REPORT BY: \ 7VI TO: Honorable City Council FROM: Sean Corrigan, City Engineer/Public Works Director Prepared by: Shaun Kroes, Program Manager DATE: July 8, 2016 (CC Meeting of 07/20/16) SUBJECT: Consider Conceptual Design of the Metrolink North Parking Lot Expansion; and Consider Amendment No. 2 to Agreement with Phoenix Civil Engineering, Inc. for Metrolink Station North Parking Lot Expansion Design SUMMARY Capital Improvement Program Project No. 8063 (CIP 8063) is for the expansion of the Metrolink North Parking Lot, owned by the Ventura County Transportation Commission (VCTC) and westward onto property owned by the City of Moorpark (City). On February 16, 2016, the City executed an Agreement with Phoenix Civil Engineering, Inc. (Phoenix), for the design of the Metrolink North Parking Lot expansion. The design included expanding the North Parking Lot westward approximately 150 feet, adding approximately 18,000 square feet to the existing parking lot. Staff is presenting a conceptual design (Attachment 1) of the parking lot project prior to finalizing the design and developing the bid plans and specifications. Staff is also requesting an amendment to Phoenix's current Agreement, adding landscape architectural services as well as lighting design and electrical engineering services to Phoenix's scope of work, and increasing their contract amount an additional $29,736.00 for the additional work. DISCUSSION Phoenix's draft design updates the existing North Parking Lot to meet current standards. Although seven parking stalls on the east end of the lot are currently shown as "non-compliant", they will be re-striped to be shorter in length, making them 202 Honorable City Council July 20, 2016 Page 2 complaint. The parking lot expansion into the vacant lot west of the North Parking Lot adds 35 parking stalls (27 standard, 4 low emitting/fuel efficient/car and van pool/clean air parking spaces, and 4 motorcycle). Overall, the improvements to the parking lot have a net result of 29 total stalls added (after accounting for the loss of a few stalls in the existing North Parking Lot). Additional items included in the conceptual design include: • A ten-foot raised pedestrian walkway (acts as a speed hump) that connects the Metrolink Station to High Street. The walkway will have a "bridge" aspect to it as it crosses a center landscape planter/stormwater infiltration area, It has been proposed by the City Manager that this is an area for potential artwork (to be added at a later time after the project is completed). • An estimated 20 pepper trees will be removed from the project area; eight of which are near the train tracks and are a concern of Metrolink and VCTC. Six pepper trees along High Street were replacement trees for larger pepper trees as part of the Pepper Tree Maintenance Plan. These six replacement trees will be removed and replaced again with pepper trees in larger planter areas than are currently available. This will help to reduce sidewalk cracking which is already occurring. Approximately 24 new trees are expected to be planted in total. Smaller trees (such as crape myrtle) are planned for the southern end of the parking lot, to reduce potential right-of-way conflicts with the train tracks. • A landscaped stormwater infiltration area will run east-west through the center of the parking lot. • As requested by staff at Metrolink, locations for Metrolink ticket kiosks have been identified. One near the pedestrian walkway as it connects to the Metrolink North Platform, and one near the southeast corner of the existing parking lot. • The current electric-vehicle charging station at the northeast corner will be relocated to the center entrance of the Metrolink North Platform and a second charging station is proposed. • A second entrance/exit has been included in the new lot. • Four advanced speed humps will be installed to help slow vehicles and increase pedestrian safety. Although not shown on the conceptual plans, the existing four light poles will be updated and additional lighting will be included throughout the expanded parking lot. The lights will be LED and the intent is to have the new light poles match the light poles at the Post Office parking lot. In addition to approving the conceptual plan, staff is requesting that City Council approve Amendment No. 2 (Attachment 2) to Phoenix's Agreement, adding landscape architectural services as well as lighting design and electrical engineering services, which were not initially part of Phoenix's proposal. Rather than have City staff administer separate agreements, Phoenix will use two separate sub-consultants to provide the service and work directly with the consultants, incorporating their plans into the final-design plan. 203 Honorable City Council July 20, 2016 Page 3 FISCAL IMPACT Amendment No. 2 includes an increase of $29,736.00, which includes a contingency of $2,703.00. Phoenix's total not to exceed amount will increase from $65,892.00 to $95,628.00. The current CIP 8063 Budget includes: Expense Line Description FY 15/16 Budget 2001.8510.8063.9601 Design/Engineering $ 60,000.00 2611.8510.8063.9601 Design/Engineering $ 31,700.00 2611.8510.8063.9640 Construction/of Streets $ 270,337.00 2611.8510.8063.9650 Construction Inspection $ 15,000.00 Total $ 377,037.00 The CIP Budget will require an additional $3,928.00 for Design/Engineering. Staff proposes at this time to perform a budget line item transfer from Construction Inspection to Design/Engineering, rather than increase the overall budget. STAFF RECOMMENDATION 1. Approve conceptual design of the Metrolink North Parking Lot Expansion (CIP 8063). 2. Authorize the City Manager to sign Amendment No. 2 to the Agreement with Phoenix Civil Engineering, Inc. for lighting design and electrical engineering services, as well as landscape architectural services, in an amount not to exceed $29,736.00, for a total Agreement amount not to exceed $95,628.00, subject to final language approval of the City Manager. Attachments: 1. Conceptual design of the Metrolink North Parking Lot expansion 2. Amendment No. 2 204 Attachment 1 9 a 1 s y H Z O —.rimy y O g 4 Z z d g1 a x $ $ Qw CZ nr COoCe 00000 0 Q ail Z0 �, ONIMNYd %3'. �. # _. Z W �y I o =� LL I '® a ° cc w Q0 �•:I;. a $E4 2 a. �- -i` ! . O ° \'k ' © 0 a� F q 4 ¢ I\W0—......'. .r : ¢ r, 0 - - W �O Qp r �' .. Q Lit p \ 11 i 1 C. _ 1 • - V] v uv§2 av .::[ F .,.., ;.T., g ' R.-- "ti",/ i\y y�»CI �. = oo& �" R a 0 0 ' gyp. O \ \O �� .. o a I. (� °° � �r ` ( I. wee p � g W s Q- !--g_... o l8am ro R. N.,,, L1 i A,..ry ¢ 0 e .1' ..g F w \ ;jam ; <. i aoF xF B t jr-e ii°1°.0 o I .. ., as $ n 'ib � b - r % ,1 a la > b. 'h iii § W n o 72 2 S» € M E V �21 u O �tU � y� as if E !*, big . g < '.I4 ge' /e' o1 I a W k' 9 V IS' u F/ ' u m O i ; g filb =000000000000000000 x Attachment 2 AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND PHOENIX CIVIL ENGINEERING, INC. FOR METROLINK STATION NORTH PARKING LOT EXPANSION DESIGN This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal corporation ("City"), and Phoenix Civil Engineering, Inc., a corporation ("Consultant"), for engineering design services ("Agreement"), is made and entered into the day of , 2016. RECITALS WHEREAS, on February 16, 2016, the City and Consultant entered into an Agreement to have the Consultant provide engineering design services in the amount of fifty-nine thousand nine hundred two dollars ($59,902.00) plus a ten percent (10%) contingency in the amount of five thousand nine hundred ninety dollars ($5,990.00) for a total amount of sixty-five thousand eight hundred ninety-two dollars ($65,892.00); and WHEREAS, on May 6, 2016, the City and Consultant executed Amendment No. 1, specifying when administrative fees would be considered for reimbursement costs; and WHEREAS, City has requested that Consultant assume additional tasks, including lighting design and electrical engineering services as well as landscape architectural services; and WHEREAS, Consultant has provided a Proposal dated June 13, 2016, which is attached hereto as Exhibit D, in the amount of twenty-seven thousand thirty-three dollars ($27,033.00) plus a contingency in the amount of two thousand seven hundred three dollars ($2,703.00); and WHEREAS, the City and Consultant now desire to amend the Agreement to increase the compensation for services to be performed by Consultant from sixty-five thousand eight hundred ninety-two dollars ($65,892.00) by a value of twenty-nine thousand seven hundred thirty-six dollars ($29,736.00), for a total contract value of ninety-five thousand six hundred twenty-eight dollars ($95,628.00), and document said agreement to amend by jointly approving Amendment No. 2 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its entirety as follows: "City does hereby retain Consultant, as an independent contractor, in a contractual capacity to provide professional engineering services, as 206 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. Consultant shall complete the tasks according to the schedule of performance which is also 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 eighty-six thousand nine hundred thirty-five dollars ($86,935.00), plus a contingency in the amount of eight thousand six hundred ninety-three dollars ($8,693.00) for a total contract value of ninety-five thousand six hundred twenty-eight dollars ($95,628.00) 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." II. Section 5, PAYMENT, is amended by replacing this section in its entirety as follows: "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 a total contract value of eighty-six thousand nine hundred thirty-five dollars ($86,935.00), plus a contingency in the amount of eight thousand six hundred ninety-three dollars ($8,693.00) for a total contract value of ninety-five thousand six hundred twenty-eight dollars ($95,628.00) 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 Amendment No. 2 to Agreement between City of Moorpark and Phoenix Civil Engineering, Inc. Page 2 207 • receipt or other documentation subject to approval of the City Manager or the City Manager's designee. Except as otherwise provided, reimbursements shall be billed at cost. Mileage shall be billed at the current Internal Revenue Service approved mileage reimbursement rate. Subconsultant costs may include an administrative fee of no more than ten percent (10%). 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." III. Remaining Provisions: Except as revised by this Amendment No. 2, all of the provisions of the Agreement shall remain in full force and effect. In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK PHOENIX CIVIL ENGINEERING, INC. Steven Kueny Jon Turner City Manager President Attest: Maureen Benson, City Clerk Amendment No. 2 to Agreement between City of Moorpark and Phoenix Civil Engineering, Inc. Page 3 208 Exhibit D Mr. Shaun Kroes October 21, 2015 City of Moorpark REVISED June 13, 2016 799 Moorpark Ave. Moorpark, CA 93021 City of Moorpark—Metrolink Station Parking Lot Expansion Design—Revised Proposal for Electrical Design and Landscape Design Services Dear Shaun- I am pleased to provide you with this revised proposal for electrical engineering and landscape design services associated with the Metrolink Station Parking Lot Expansion Design project. The City has long standing working relationships with an electrical engineering design and landscape design firms. Architerra Design Group will perform the landscape architecture/design for the project and Visual Concepts will be responsible for the electrical engineering and lighting design for the parking lot project. Based on our conversations, I have prepared my updated proposal to include the following: Phase 2: Design Task 208: Electrical Engineering/Lighting Plan $19,745 Task 209: Landscape Design Plan $7,288 Total Additional Services $27,033 Total Revised Contract Amount $86,935 I appreciate the opportunity to submit this proposal to assist you with this project. It is my understanding that both consultants will work under our design contract with the City. I have attached the scope of work for each subconsultant. Their contracts will include a 10%markup. Please let me know if you have any questions or would like to discuss my updated proposal. Sincerely, Jon Turner, PE Principal Engineer 209 Lot wilaa7 -PROOLJCERS F--1_1 a-ION- May 20, 2016 Jon Turner Phoenix Civil Engineering, Inc. 4532 Telephone Road, Suite 113 Ventura, CA. 93003 RE: PROPOSAL TO PROVIDE LIGHTING DESIGN AND ELECTRICAL ENGINEERING SERVICES: METROLINK STATION NORTH PARKING LOT EXPANSION-MOORPARK, CA. Jon, Visual Concepts Lighting, Inc is pleased to provide Phoenix Civil Engineering, Inc. with our proposal to provide lighting design and electrical engineering services for the project referenced above. Our proposal is broken down into two (2)tasks as follows: Task 1-Construction Documents- 1. Provide a conceptual lighting plan to determine LED light type and manufacturer for the existing parking lot, with lights in same locations as well as the extension lot, identifying the new locations. 2. Provide electrical plans for the installation of new parking lot lighting, lighting retro-fit for the existing parking lot, two (2) EV charging stations, two (2) ticket kiosks with low voltage connections to head-end kiosk location. Coordinate with CCTV vendor for CCTV infrastructure design. Locations of cameras by the CCTV vendor. Plans shall include all specifications, notes, schedules, and details necessary to construct the electrical/lighting system. Plans shall be developed in three(3) submittals-60%, 90% and 100%. 3. Coordinate with utility consultant for the upgrade to the electrical meter. System capacity will more than likely be exceeded with the additional electrical loads. Utility service requests and work orders by others. 4. Cost Estimate at each submittal (as required) 5. Team meetings (as required) at an hourly rate-Provide services to meet with the Client and the consultant team and to coordinate with the various design consultants (i.e. civil engineer, landscape architect, and structural engineer) involved with the production of the construction documents. The services also include attending agency meetings. 6. Title-24 mandatory measures. 7. Structural pole base calculations. Task 2-Construction Administration- 1. Review of contractor submittals. 2. Respond to Pre-construction and contract RFI's. 3. Pre-construction meeting at an hourly rate. 4. Submittal review. 5. Final acceptance walk through and certification letter at an hourly rate. 6. Preparing and processing as-built plans following completion of park construction. 210 Page 2 Not Included: 1. Plan submittal and fees shall be the responsibility of the client or their agent. 2. Acceptance testing and certification for lighting controls and fees/submittals shall be by others. 3. Utility coordination with utility company for work/service orders shall be by others. 4. W-Fi hub and access by others. Enclosed you will find 1 copy of our Schedule of Fees and 1 copy of our Formal Agreement Letter. Please sign and return one copy of the Formal Agreement Letter. We will proceed upon receipt of this authorization. Should you have any questions, please do not hesitate to call me at 858/278-4503. Thank you for providing Visual Concepts Lighting, Inc with the opportunity to be of service. Sincerely, Visual Concepts Lighting, Inc. Lighting The Way To Brighter Beginnings! Kenny Perez President PCE 16/05201 ',moo • -PFIOOUCERS OF LIGHTING FUSION 7297 Ronson Road, Ste. C San Diego, CA 92111 Ph:858.278.4503 Fax: 858.278.4573 WWW.LMSURI_CONCEPT'S ASS=.COM 211 SCHEDULE OF FEES `METROLINK STATION NORTH PARKING LOT EXPANSION'-MOORPARK, CA. PHOENIX CIVIL ENGINEERING, INC. The services will be billed at a fixed rate. Task 2-Construction Documents- $17,950.00 Task 3-Construction Administration- $-289 68--' — Total- $20460700---42-- Items for Reimbursement: The following will be billed monthly (as applicable): • Delivery services, such as Federal Express, UPS, Express Mail, etcetera and Messenger Services– direct cost+ 15% • Blueprint Services and Printing –direct cost+ 15%-Visual Concepts to use Client's reprographic company whenever possible. • Automobile mileage at $.565 per mile or current IRS rate. • Hourly Rate-$150/hr. PCE 16/05201 • , •V,. V af' �P• �f. -PRODUCERS OF LIMHTINm F IJSION- 7297 Ronson Road, Ste. C San Diego, CA 92111 Ph:858.278.4503 Fax: 858.278.4573 WWW.L ISL.JRLCONCEPTS-INC.COM 212 FORMAL AGREEMENT LETTER 'METROLINK STATION NORTH PARKING LOT EXPANSION'-MOORPARK, CA. PHEONIX CIVIL ENGINEERING, INC. This letter outlines the 'Formal Agreement' between Visual Concepts Lighting, Inc. and Phoenix Civil Engineering, Inc. regarding the Electrical Engineering services for the Metrolink Station North Parking Lot Expansion project in Moorpark, CA. By signing this agreement, you have agreed to all of the terms and conditions stated herein. These fees are subject to change 30 days from proposal date. COSTS AND FEES: Visual Concepts Lighting, Inc will bill monthly with a net of 30 days. All fees are 'Fixed'. Reimbursable costs are not included in these fees and will be billed to Phoenix Civil Engineering, Inc. as accumulated. ATTORNEY FEES AND COSTS: This contract is governed by the laws of the State of California. If any action at law or in equity is necessary to enforce or interpret the terms of the contract, or if brought in the form of arbitration, the prevailing party shall be entitled to reasonable attorney fees, costs and necessary disbursements, in addition to other relief to which such party may be entitled. LATE FEE: Phoenix Civil Engineering, Inc. shall pay Visual Concepts Lighting, Inc. compensation for the services rendered by it in accordance with the established fee. A late fee will be charged at the rate of two (2) percent per month on all delinquent accounts. John Turner Kenny Perez Project Manager President Phoenix Civil Engineering, Inc. Visual Concepts Lighting, Inc. PCE 16/05201 ti -PAOOlJ1=EFIS OF' LIMI-IT11NM F-USION- 7297 Ronson Road, Ste. 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Phoenix Civil Fngineering, Inc Moorpark Metrolink Parking Lot Expansion Page 2 of 1 1 SCOPE OF SERVICES ADG agrees to perform professional services for the Client as set forth below for the Basic Fee as indicated. A. Construction Document Phase to Include: 1 . Base Sheet Preparation @ 20 scale, on 24"x36" sheet format, one sheet total. Utilizing city standards with base information provided by Phoenix Civil Engineering, Inc. 2. Title Sheet coordination with Phoenix Civil Engineering, Inc. Title sheet prepared by Phoenix Civil Engineering, Inc. 3. Coordination with Client' Civil Engineer for landscape planter grading/LID/BMP's for storm water collection and treatment. 4. Construction Plan and design of enhanced pedestrian paving walkway from High Street to the Metrolink platform. Stairs, ramps and other hardscape elements are by Phoenix Civil Engineering, Inc. 5. Irrigation Plan Preparation at 20-scale, one sheet. 6. Irrigation Detail Preparation. 7. Prepare Water Efficiency Landscape Worksheet. * 8. Prepare 2 Irrigation Controller Charts. * 9. Planting Plan Preparation at 20-scale, one sheet. Planting Plan will include replacement planting for the (6) six heritage California Peppers as required by the City of Moorpark. 10. Planting Detail Preparation. 1 1 . Prepare Planting/Irrigation Hydro-zone Plan. * 12. Irrigation & Planting Specifications. 13. Provide Soils Test and Soils Management Report. * 14. Prepare Annual Irrigation and Planting Maintenance Schedule. * 15. Client/ ADG City Meeting. (One at City of Moorpark) 16. Agency Plan Check Corrections. 17. Project Administration (Preparation of Weekly Status Report and Project Scheduling). 18. Telephone Consultation 19. Utility Research (Irrigation Point of Connection, water pressure). B. Bidding Phase: 1 . Bidding assistance will be provided to the Client on an hourly as requested, or negotiated lump sum fee basis. C. Construction Observation Phase: 215 Phoenix Civil Engineering, Inc. Moorpark Metrolink Parking Lot Expansion Page 3 of I 1 1 . Construction observation will be provided to the Client on an hourly as requested, or negotiated lump sum fee basis. * Items required for the City of Ontario's, Water Efficient Landscape Ordinance/Guidelines. During Project site visits ADG will generally review the progress of construction and to see of the work completed is generally consistent with the intent of ADG's Construction Documents. Although ADG may observe and identify potential problems, these visits are not construction inspections or a guarantee that there will not be construction deficiencies. If the Scope of the Project as outlined above is changed materially, the Basic Fee shall be changed in the same proportion. FEES AND TERMS Services described above shall be provided for in accordance with the terms and conditions in Appendix A attached hereto and which is incorporated and made a part of this Agreement by reference. We estimate the following fee breakdown by Phase: We estimate the following fee breakdown by Phase: A. Construction Document Phase: $6,125.00 B. Bidding Phase: Hourly as requested C. Construction Observation Phase: Hourly as requested Basic Professional Fee Total: $6,125.00 Estimated Reimbursable Expenses* $500.00 *We estimate that the cost of Reimbursable Expenses, as identified in Appendix A, will be approximately the amount noted above. Reimbursable Expenses incurred are based on the demands/needs of the Client. GENERAL WORK PROGRAM AND TIME TABLE Architerra Design Group proposes the following timetable for completion of this Project after receipt of all necessary information from Client or Client's Consultants as listed under "Owners/Architects Responsibility". TASK PHASE WEEKS Construction Document Phase 2-3 ADG shall render its services as expeditiously as is consistent with professional skill and care. ADG shall not be responsible for delays that may occur due to causes beyond ADG's reasonable control. 216 Phoenix Civil Engineering, Inc. Moorpark Metrolink Parking Lot Expansion Page 4 of 11 DEVELOPMENT BUDGETS 1 . As part of the Conceptual Design Phase, a proposed development budget for all items of work under the scope of services shall be established and approved. 2. This development budget shall be revised and approved at the completion of the Working Drawing Phase. 3. In the event that this development budget is reduced or increased by more than 10% between the time of approval of the landscape concept phase and time of award of a construction contract, cost of modification of drawings and specifications to meet the revised project budget shall be considered Additional Services. DESIGN APPROVAL Mr. Jon Turner has been designated as the person responsible for design direction to ADG for this Project and has the authority for design approval. In the event that the design, as approved by Mr. Turner is rejected by others, and redesign is required, such redesign shall be compensated as Additional Services. MEETINGS AND SITE VISITS This proposal includes Professional Service time for up to three meetings for coordination with Client, agencies, consultants or Owner. Additional meetings shall be billed as Extra Services. Travel expenses shall be billed as Reimbursable Expenses. OWNER'S/ARCHITECT'S RESPONSIBILITY Client shall provide the following information, documents, or services as required for performance of the work. ADG is entitled to rely upon the accuracy and completeness of such information, documents, and services, and shall not be liable for errors or omissions therein. Should ADG be required to provide services in obtaining or coordinating compilation of any such information, drawings, or services shall be charged as Additional Services. 1 . Topography and boundary surveys. 2. Architectural floor plans and elevations for the proposed food service/retail buildings. 3. Hardscape layout plans and details. 4. Geotechnical Soils testing and/or engineering. 5. Existing site engineering and utility base information. 6. Engineering other than that provided within the Scope of Services. 7. Agency processing of completed plans. 217 Phoenix Civil Engineering,Inc. Moorpark Metrolink Parking Lot Expansion Page 5 of 11 We would be pleased to answer any questions you may have to clarify the various points above. If the proposal meets with your approval, please sign below where indicated and return one copy for our files. I look forward to working with you on this project. Sincerely Yours, Architerra Design Group Accepted: Phoenix Civil Engineering, Inc. By: Title: RI a rumwi= Date: Pr:side CA - r #2834 218