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HomeMy WebLinkAboutContracts & Agreements_170-2002_CCv0001.pdf AGREEMENT TO FURNISH PROFESSIONAL SERVICES FOR THE OFFICE DESIGN AT THE MUNICIPAL UTILITIES DEPARTMENT This Agreement is made and entered into this 15th day of October 2002 by and between the City of Redlands, a municipal corporation (hereinafter "City") and Higginson & Cartozian Architects, Inc. (hereinafter "Consultant"). In consideration of the mutual promises, covenants and conditions hereinafter set forth, City and Consultant hereby agree as follows: ARTICLE I - ENGAGEMENT OF CONSULTANT 1.1 City hereby engages Consultant, and Consultant hereby accepts the engagement, to perform services ("Services") for the plan preparation and design of the office at the Municipal Utilities Department ("Project"), for the City of Redlands, California. 1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide high quality Services for the Project at the level of competency presently maintained by other practicing professional Consultants in the industry providing similar types of services. ARTICLE 2 - SERVICES OF CONSULTANT 2.1 The specific Services which Consultant shall perform are more particularly described in Attachment "A," entitled "Scope of Services," which is attached hereto and incorporated herein by this reference. 2.2 Consultant hereby agrees to abide by all applicable Federal, State and local rules, laws and regulations in the performance of this agreement including but not limited to all applicable Labor code and prevailing wage laws. ARTICLE 3 - RESPONSIBILITIES OF CITY 3.1 City shall make available to Consultant information in its possession that is pertinent to the performance of Consultant's Services. 3.2 City will provide access to and make provisions for Consultant to enter upon City- owned property or rights-of-way as required by Consultant to perform the Services. Office Design at the Municipal Utilities Department October 15, 2002 Page 2 3.3 City designates Michael Pool as Project Manager, to act as its representative with respect to the Services to be performed under this Agreement. ARTICLE 4 - PERIOD OF SERVICE 4.1 Consultant shall perform the Services in a diligent manner and in accordance with the schedule set forth in Attachment "B", entitled "Project Schedule". ARTICLE 5 - PAYMENTS TO THE CONSULTANT 5.1 The total compensation for Consultant's performance of Services shall not exceed the amount of$5,000. City shall pay Consultant on a time and materials basis up to the not to exceed amount, in accordance with Attachment "C", entitled "Project Fee", based on the hourly rates shown in Attachment "D", entitled "Rate Schedule". 5.2 Consultant shall bill City within ten days following the close of each month by submitting an invoice indicating the Services performed, who performed the services, indirect costs, and the detailed cost of all Services, including backup documentation. Payments by City to Consultant shall be made within 30 days after receipt and approval of Consultant's invoice, by warrant payable to Consultant, 5.3 All contractual notices, bills and payments shall be made in writing and may be given by personal delivery or by mail. Notices, bills and payments sent by mail shall be addressed as follows: City Consultant Michael Pool David Higginson Municipal Utilities Department Higginson & Cartozian Architects, Inc. 35 Cajon Street 127 East State Street P. O. Box 3005 Redlands, CA 92373 Redlands CA 92373 When so addressed, such notices shall be deemed given upon deposit in the United States Mail. In all other instances, notices, bill and payments shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to whom notices, bills, and payments are to be given by giving notice pursuant to this paragraph. Office Design at the Municipal Utilities Department October 15, 2002 Page 3 ARTICLE 6 - INSURANCE AND INDEMNIFICATION 6.1 Consultant's Insurance to be Primary. All insurance required by this Agreement is to be maintained by Consultant for the duration of this Project and shall be primary with respect to City and non-contributing to any insurance or self-insurance maintained by the City. Consultant shall provide City with Certificates of Insurance and endorsements evidencing such insurance within fifteen (15) days of execution of this Agreement, or prior to commencement of work, whichever occurs first. 6.2 Workers' Compensation and Employer's Liability. A. Consultant shall secure and maintain Workers' Compensation and Employer's Liability insurance throughout the duration of this Agreement in an amount which meets the statutory requirement with an insurance carrier acceptable to the City. Such insurance shall be primary and non-contributing to any insurance or self- insurance maintained by the City. The insurance policy shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to City. Certificates of Insurance shall be delivered to City within fifteen (15) days of execution of this Agreement or prior to commencement of work, whichever occurs first. B. Consultant expressly waives all rights to subrogation against the City, its officers, employees and volunteers for losses arising from work performed by Consultant for City by expressly waiving Consultant's immunity for injuries to Consultant's employees and agrees that the obligation to indemnify, defend and hold harmless provided for in this Agreement extends to any claim brought by or on behalf of any employee of Consultant. This waiver is mutually negotiated by the parties. This shall not apply to any damage resulting from the sole negligence of City, its agents and employees. To the extent any of the damages referenced herein were caused by or resulted from the concurrent negligence of City, its agents or employees, the obligations provided herein to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of Consultant, its officers, agents and employees, Office Design at the Municipal Utilities Department October 15, 2002 Page 4 6.3 Hold Harmless and Indemnification. Consultant shall indemnify, hold harmless and defend City and its elected officials, agents, and employees from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act, omission or failure of Consultant, its officer, agents and employees in performing the Services required by this Agreement. Consultant's obligations under this provision shall not be limited in any way by any terms of this Agreement, or the insurance limits. 6.4 Assignment and Insurance. Consultant is expressly prohibited from subletting or assigning any of the services covered by this Agreement without the express written consent of City. In the event of mutual agreement between parties to sublet a portion of the Services, the Consultant will add the subcontractor as an additional insured and provide the City with the insurance endorsements prior to any work being performed by the subcontractor. Assignment does not include printing or other customary reimbursable expenses that may be provided in this Agreement. 6.5 Comprehensive General Liability Insurance. Consultant shall secure and maintain in force throughout the duration of the Agreement comprehensive general liability insurance with carriers acceptable to City. Minimum coverage of one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate for public liability, property damage and personal injury is required. City shall be named as an additional insured and the insurance policy shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the City. Such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City. Certificates of insurance and endorsements shall be delivered to City within fifteen (15) days of execution of this Agreement or prior to commencement of work, whichever occurs first. 6.6 Professional Liability Insurance. Consultant shall secure and maintain professional liability insurance throughout the duration of this Agreement in the amount of one million dollars($1,000,000)per claim made. 6.7 Business Auto Liabilitv Insurance. Consultant shall have business auto liability coverage, with minimum limits of one million ($1,000,000) per occurrence, combined single limit for bodily injury liability and property damage liability. This coverage shall include all consultant owned vehicles used on the project, hired and non-owned vehicles, and employee non-o-vkmership vehicles. The City shall be named as an additional insured and a certificate of insurance shall be delivered to City within fifteen (15) days of execution of this Agreement or prior to commencement of work, whichever occurs first. Office Design at the Municipal Utilities Department October 15, 2002 Page 5 ARTICLE 7 - GENERAL CONSIDERATIONS 7.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys' fees. 7.2 Consultant shall not assign any of the Services required by this Agreement, except with the prior written approval of City and in strict compliance with the terms, provisions and conditions of this Agreement. 7.3 Consultant's key personnel for the Project are: Project Manager: David Higginson Consultant agrees that the key personnel shall be made available and assigned to the Project, and that they shall not be replaced without concurrence from City. 7.4 All documents, records, drawings, designs, costs estimates, electronic data files and databases and other Project documents developed by the Consultant pursuant to this Agreement and any copyright interest Consultant may have in said herein described documents, records and data shall become the property of City and shall be delivered to City upon completion of the Services or upon the request of City. Any reuse of such documents for other projects and any use of incomplete documents will be at City's sole risk. 7.5 Consultant is for all purposes an independent contractor. All personnel employed by Consultant are for its account only, and in no event shall Consultant or any personnel retained by it be deemed to have been employed by City or engaged by City for the account of or on behalf of City. 7.6 Unless earlier terminated, as provided for below, this Agreement shall terminate upon completion and acceptance by City of the Services. 7.7 This Agreement may be terminated by the City, without cause, by providing ten (10) days prior written notice to the Consultant (delivered by certified mail, return receipt requested) of intent to terminate. 7.8 Upon receipt of a termination notice, Consultant shall (1) promptly discontinue all Office Design at the Municipal Utilities Department October 15, 2002 Page 6 services affected, and (2) deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable), of any data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services required by this Agreement. 7.9 This Agreement, including the attachments incorporated herein by reference, represents the entire agreement and understanding between the parties and any prior negotiations, proposals or oral agreements are superseded by this Agreement. Any amendment to this Agreement shall be in writing, approved by the City Council of City and signed by City and Consultant. This Agreement shall be governed by and construed in accordance with the laws of the State of California. IN WITNESS WHEREOF, duly authorized representatives of the City and Consultant have signed in confirmation of this Agreement. City Redlands, Higginson & Cartozian Architects, Inc. Ccity!,) ("Consultant") By: By: KARL N. (KASEY) HAWS DAVID HIGGI*�O Mayor CEO ATTEST: BEATRICE SANCHEZ Deputy City Clerk, City of Redlan s ATTACHMENT "A" SCOPE OF SERVICES Project: Interior Office Remodel — Municipal Utilities Division Design, Design Development & Construction Documents for New Office Area Description of Proposed Development - Interior Remodel of existing area into new offices Scope of Services A. Design, Design Development, Construction Documents and Construction Observation. [Architectural, Structural Engineering, Plumb. & Elect. Engineering] I SERVICES TO INCLUDE A. Planning and Design Phase: 1. Higginson+Cartozian Architects, Inc. shall review the program furnished by the client to ascertain the requirement of the project and shall confirm such requirements with governing agencies and client for design concepts and approvals. 2. Development and preparation of schematic design studies, floor plans, and interior elevations, for client's review and approval. 3. Preparation of design drawings consisting of floor plans, and building elevations, to describe the size, scope, components and character of the entire project, for governing agencies submittal/review. 4. Assist client in processing of Design Documents through the Governing Agency. 5. Prepare probable cost estimate. B. Design Development, and Construction Document Phase: 1. Design development of building floor plans, interior elevations and structural concept drawings and details from preliminary designs, for client's approval. 2. Implementation of city, county, state, planning and fire department requirements. 3. Development and preparation of construction documents, consisting of drawings, structural calculations, and details as required for the construction and building permits. 4. Assist client with Development of Specifications, 5. Required corrections and coordination with governmental agencies for approvals and building permits. 6. Onsite assistance and observation as needed to assist in construction and completion of the project. Four (4) observations are included. 7. Assist the client during project bidding to determine "or-equal" and status of products. Prepare addendum as needed to clarify certain aspects or questions which may arise during bidding. 8. Assist client in filing the required documents for approval of governing agencies having jurisdiction of the project for building permits. (Actual filing by client.) ATTACHMENT "B" PROJECT SCHEDULE Project: Interior Office Remodel — Municipal Utilities Division Design, Design Development & Construction Documents for New Office Area PROJECT SCHEDULE City Council Approval: October 15,2002 Formal Agreement Finalized October 17, 2002 Preliminary Plans Approved: October 24, 2002 Final Plans Complete, City Submittal: November 7, 2002 Plan Check Complete November 21, 2002 Advertise for Bids November 28, 2002 Open Bids December 13, 2002 Commence Construction December 16, 2002 (Pending formal award and council schedule) Construction Compete (35 Days) January 22, 2003 ATTACHMENT "C" FEE SCHEDULE Project: Interior Office Remodel — Municipal Utilities Division Design, Design Development & Construction Documents for New Office Area FEE SCHEDULE A Fixed Fee of$5,000.00 (Five Thousand and No/100) Cost of printing, plan check fees, testing & inspection are not included in this fee. ATTACHMENT "D" HOURLY RATE SCHEDULE Project: Interior Office Remodel — Municipal Utilities Division Design, Design Development & Construction Documents for New Office Area HOURLY RATE FEE SCHEDULE Architect/ Corporate Officer Hourly Rate: $110.00 Senior CADD Operator/ Project Manager Hourly Rate: $ 75.00 CADD Operator: Hourly Rate: $ 45.00 Administrative/Clerical: Hourly Rate: $ 35.00