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HomeMy WebLinkAboutContracts & Agreements_129-2025AGREEMENT TO PERFORM PROFESSIONAL SERVICES This agreement for the provision of professional services developing a series of pre - approved accessory dwelling unit (ADU) standard design plans ("Agreement") is made and entered in this 17t" day of June, 2025 ("Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and RR Design Group, a California corporation ("Consultant"). City and Consultant are sometimes individually referred to herein as a "Party" and, together, as the "Parties." In consideration of the mutual promises contained herein, City and Consultant agree as follows: ARTICLE 1— ENGAGEMENT OF CONSULTANT 1.1 City hereby engages Consultant to provide professional services developing a series of pre - approved accessory dwelling unit (ADU) standard design plans services for City (the "Services"). 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 the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services. ARTICLE 2 — SERVICES OF CONSULTANT 2.1 The Services that Consultant shall perform are more particularly described in Exhibit "A," titled "Scope of Services," which is attached hereto and incorporated herein by this reference. 2.2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to, any applicable State prevailing wage laws. ARTICLE 3 — RESPONSIBILITIES OF CITY 3.1 City designates Brian Desatnik, Development Services Director, as City's representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City's policies and decisions with respect to performance of the Services. ARTICLE 4 — PERFORMANCE OF SERVICES 4.1 Consultant shall perform and complete the Services in a prompt and diligent manner in accordance with the schedule set forth in Exhibit "B," titled "Project Schedule," which is attached hereto and incorporated herein by reference. 4.2 Consultant shall complete the Services by December 31, 2025, unless the Services are terminated earlier as provided for herein. 1 1:\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms 4.3 If Consultant's Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to City, consistent with City Council -adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff. ARTICLE 5 — PAYMENTS TO CONSULTANT 5.1 Compensation: Total compensation for Consultant's performance of the Services shall not exceed the amount of One Hundred Forty -Two Thousand Nine Hundred Ninety Dollars ($142,990). City shall pay Consultant on a time and materials basis up to the not to exceed amount in accordance with Exhibit "C," titled "Fee Schedule" which is attached hereto and incorporated herein by reference. 5.2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant's invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant's invoice. 5.3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section: CITY: City Clerk City of Redlands 35 Cajon Street P.O. Box 3005 (mailing) Redlands, CA 92373 jdonaldson@cityofredlands.org Phone: (909) 798-7531 CONSULTANT: Randy Russom, Principal Manager RRM Design Group 3765 S. Higuera St., Ste 102 San Luis Obispo, CA 93401 rwrussom@Consultantdesign.com Phone: (805) 543-1794 Fax: (805) 543-4609 ARTICLE 6 — INSURANCE AND INDEMNIFICATION 6.1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant. Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies shall include a provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to City. 1:\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms A. Workers' Compensation and Employer's Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers' compensation laws of the State of California. Consultant shall execute and provide City with Exhibit "D," titled "Workers' Compensation Insurance Certification," which is attached hereto and incorporated herein by this reference, prior to performance of the Services. B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount 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 such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City. C. Consultant shall secure and maintain professional liability insurance throughout the term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim made. D. Business Auto Liability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Consultant owned vehicles used in connection with Consultant's provision of the Services, hired and non -owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City. E. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontractor as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor. 6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services. ARTICLE 7 — CONFLICTS OF INTEREST 7.1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by the performance of Consultant's Services. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement. 3 C\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ins 7.2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant: A. Does not make a governmental decision whether to: (i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof. B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City's Conflict of Interest Code under Government Code section 87302. 7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's office pursuant to the written instructions provided by the City Clerk. ARTICLE 8 — GENERAL CONSIDERATIONS 8.1 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, including fees for the use of in- house counsel by a Party. 8.2 Consultant shall not assign any of the Services, except with the prior written approval of City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City's immediate termination of this Agreement. 8.3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant's employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or 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. Consultant shall have no 4 1Aonno\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.docx-ms authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation. 8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City's intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant's compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related 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. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination. 8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant. 8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant. 8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the federal courts located in Riverside County, California. 8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement. [Signatures on following page] 5 1:\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement. CITY OF REDLANDS Byt'4L 4 Mario Saucedo, Mayor ATTEST: J e Donaldson, City Clerk RRM DESIGN GROUP i By: ndy m, Principal Mana er 6 I:Icmo\AgreementsV1R Design Group (ADU Standard Design) Agreement FY25-0082.docx-ms EXHIBIT "A" SCOPE OF SERVICES Task AA: Initiation Meeting Following the review of existing data, the Consultant will meet with City to establish a mutual understanding of the key issues, further define the scope, project schedule, expectations, layout of significant project milestones, meeting times, deliverable targets, and review pertinent data. The meeting is assumed to be virtual. Deliverables: • One (1) meeting with City Task A.2: Data Gathering and Document Research As a first step in the process, the Consultant will collect and review all data relevant from design guidelines, the general plan, the development code, specific plans, the local jurisdiction's unique requirements, and other planning efforts that have a bearing on the community's ADU development efforts. Consultant will work with City staff to compile a preliminary survey of existing City lots to identify the typical prevalent sizes and configurations. Next, Consultant, in coordination with City, will review identified opportunities for implementation to further inform the final design solutions. Finally, Consultant will prepare a program memo to document the project goals and alternatives the City wishes to achieve with the final designs. Deliverables: • ADU due diligence memorandum • One (1) meeting with City ADU Design The baseline generic prototypes, which could be utilized as ADUs or standalone single-family dwellings designed to fit on generic flat lots, include the following: • One (1) approximately 600 sf, free-standing studio ADU in compliance with California Residential Code, not exceeding 16 feet in height and designed to conform to a typical flat lot • One (1) approximately 600 sf, one -bedroom ADU in compliance with California Residential Code, not exceeding 16 feet in height and designed to conform to a typical flat lot • One (1) approximately 700-750 sf, free-standing one -bedroom, one -bathroom ADU in compliance with California Residential code, not exceeding 16 feet in height and designed to conform to a typical flat lot 7 1:\emo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms • 'One (1) approximately 800-900 sf, free-standing two -bedroom, one -bathroom ADU in compliance with California Residential code, not exceeding 16 feet in height and designed to conform to a typical flat lot The plans shall be designed/approved using the current edition of the California Residential Code and the Redlands Municipal Code. One (1) building code update of the plans shall be included in the proposal. Each plan type will be designed to adapt to and include three alternate elevation styles to conform to the City's identified architectural styles: Craftsman, California Ranch, Contemporary, or Mid -Century Modern. The style options will be expressed through material, colors, accents, and detailing with a minimum of structural differentiation. The final permit documents will provide each plan type with reverse floor plans. Each of the four base plans may be provided with design options, including ADA adaptable and fully accessible options, storage options, additional bedroom or flex space options, and multiple entry locations to allow personalization and site flexibility. This approach allows for the base plans to serve as many times as the number of designs. At least one plan will provide for a universal design and an ADA-compliant accessible plan, including a step- free entrance and sufficient maneuverable space for a wheelchair in the bedroom, kitchen, living room, and bathroom. The doorways would be 32 inches at minimum. Task A.3: Conceptual ADU Plan Development Consultant will compile the relevant data and goals from the research and City meetings to establish a straightforward program with identified constraints and opportunities. This program will be used as the basis for the preliminary design. Based on the initial description, Consultant will provide design concept options for the final plan direction through staff review. Deliverables: • PDF format submittal • One (1) meeting with the City; a preliminary plan option review • Preliminary site/floor plans for four (4) unit prototypes Schedule: • Three (3) weeks included staff review meetings Meeting: • One (1) concept design review meeting Task AA: Preliminary (30%) ADU Design Consultant recognizes that residential design can be one of the purest manifestations of community character, and many people are passionate about homes. Therefore, Consultant encourages a collaborative approach to working with staff to deliver designs that respond to the community's unique character. Following the initial staff collaboration in Task A.3 above, Consultant will design a series of preliminary site plans/floor plans, sections, and elevations for the unit prototypes. Consultant will review the designs with staff for comment and approval at approximately the 30% completion stage. The designs will include typical front elevation style options. Plans will be based on generic sites as directed by staff. 8 L\emo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.docx-ms Deliverables: • PDF format submittal • One (1) meeting with the City; a preliminary plan, massing, and elevation review meeting (currently expected to be conducted remotely on the platform of the City's choice) • Preliminary site/floor plans for four (4) unit prototypes • Preliminary style options for front elevation of three (3) options per plan for a total of twelve (12) front elevations Schedule: • Four (4) weeks included staff review meetings Meeting: • One (1) preliminary design (30% set) review meeting prior to the development of the final schematic design package for review and approval to proceed Task A.S: Schematic (65%) ADU Design Based on staff feedback on the preliminary design, Consultant will refine the schematic design to an approximately 65% completion level for review by staff and any public outreach efforts. The submittal will be architecture- specific and for a non-specific generic site; no civil engineering or landscape architecture will be provided for review. It is assumed that City will coordinate all submittals, applications, and notices associated with any public hearings if desired. Attendance and presentation at Park and Recreation Commission (PRC), Design Review Board (DRB), Planning Commission (PC), and City Council (CC) for any public outreach or hearings are addressed in Task A.6. Deliverables: • PDF format 65% plan set • Floor plans for four (4) ADU prototypes with design options • Sections for four (4) ADU prototypes • Elevations for four (4) ADU prototypes; four (4) sides for each unit • Three (3) style options of the front elevations of each of the four (4) ADU base unit prototypes • Color and material boards: one (1) for each elevation style as printed images • Twelve (12) three-dimensional color -rendered front views suitable for publication Schedule: • Six (6) weeks included staff review meetings Meeting: • One (1) staff review meetings Task A.6: Public Meetings As part of the review process, the City has indicated up to two public reviews for outreach, PC, or CC. The State of California has exempted ADUs from a design review or entitlement process, so I:\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.docx-ms Consultant will perceive this as a potentially optional task. Consultant will provide support for staff review and presentation at public hearings as desired. It is anticipated City will provide all needed applications and public noticing if required and work as the applicant for the review process. Consultant will attend and present at all public hearings and provide plan revisions and coordination as applicable. Deliverables: • Up to two (2) public presentations • Submittal documents and revisions to include: • PDF format 65% plan set • Floor plans for four (4) ADU prototypes with design options • Sections for four (4) ADU prototypes • Elevations for four (4) ADU prototypes; four (4) sides for each unit • Three (3) style options of the front elevations of each of the four (4) ADU base unit prototypes • Color and material boards: one (1) for each elevation style as printed images • Twelve (12) three-dimensional color -rendered front views suitable for publication Meeting: • Two (2) public hearings ADU Construction Documents Task A.7: Document Preparation and Plan Review The Consultant endeavors to provide simple, cost-effective designs and plans complying with California Residential Code conventional construction requirements provides a strong base for further modification. A fully construction- ready plan of conditions meets code requirements. All unit elevations are customizable to allow for variations in exterior materials and door and window fenestration to express individual owners' tastes and community character. This will be achieved by stating the minimum shear wall panel requirements for each exterior wall. Most interior walls will not be used for bearing, allowing further flexibility for the end user. For construction cost, speed, and simplicity, designs are anticipated to utilize truss roof framing. Consultant's goal will be to express the design intent with a structural system that considers the most material and cost-efficient approach to provide a more implementable, affordable housing solution. This detailed review is typically only achievable with an in-house structural design team where all parties share a mutual goal. Title 24 energy compliance will be four orientation designs, allowing full implementation across sites. No mechanical and electrical engineering design is anticipated beyond typical line diagrams. Again, design efficiency will be a key parameter for mechanical and electrical design. Consultant is a leader in efficient, sustainable design. We anticipate only one round of plan check revisions and resubmittal. 10 ]:\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms Consultant anticipates a single City -coordinated review for all departments. The City will be responsible for coordinating plan reviews. As part of the construction document scope, an ADU application submission template will be developed to allow individual lot -specific submissions and alternate design submissions. The submission template will be developed to be submitted using the City's standard submittal process. Plans to be produced according to the following criteria: • All designs shall fully comply with the 2022 California Residential Code, California Code of Regulations, • Title 24, and Part 2.5 • All designs shall comply with the 2022 California Building Code (CBC), California Code of Regulations, Title 24, and Part 2 for structure(s) or elements(s) exceeding the design limitations in the CRC or specifically directed by the CRC to use the CBC • Minimum Energy Compliance Design Criteria: State Title 24 Energy Compliance documentation in all four primary orientations (north-, south-, east-, and west -facing) • Climate Zone: 10 • Exterior Wall Insulation: R-15 • Attic Insulation: R-30 • Designed for both heating and cooling: 92 AFUE (Heating); 15 SEER (cooling) Foundation Design Criteria: • The foundation design is generally site -specific, although the building code does allow for code minimums and the waiving of site -specific soils geotechnical investigations. The foundation design is provided for building sites that do not exceed a slope of one vertical to three horizontal units • The design does not assume unstable soil or expansive clay soil: o Soil Bearing Pressure: 1,000 PSF (without Geotechnical Report) o Lateral Bearing Pressure: 100 PCF o Foundation Depth Below Ground Surface: 18 inches minimum o Front porch options shall be provided on at least one elevation style of each plan type. Porch detailing shall include at a minimum: • Ledger and attachment details • Porch framing member size, spacing and connection details • Column size and isolated footing design, including connection details • Any soffit and finish trim details required to fulfill the design intent Fire Resistive Construction Details: • The proposed detached units should be anticipated to be located within four feet of a real or assumed property line on the rear or side elevation 11 L\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms • Therefore, for each of the proposed plan elevations, the rear and side elevations will be designed with options to comply with CRC Table R332.1 (1) Fire Resistance Protection/Rating of exterior Wall elements • High -severity fire zone details, including: o One- (1-) hour fire -rated wall construction detail for each architectural style that would comply with ASTM el 19 or ul 263 testing o One- (1-) hour fire -rated projection details on the underside of the projection for each architectural plan style and assume a two -foot minimum fire separation distance o Design elevation where the opening on the exterior firewalls shall not exceed 25% of the wall area o Specifications and details of roofing material and roof sheathing that would comply with a two- (2-) foot minimum fire separation distance Deliverables: Each of the four (4) plan sets will include: • PDF format plan set • Jurisdictional -specific cover sheet • Generic site plan with fillable information; no grading, stormwater, or utilities information five (5) feet beyond unit • Floor plan • Reverse floor plan • Foundation plans — slab on grade only • Floor framing plans — optional task for raised floor design • Roof plan • Roof framing/truss plan and profiles - truss roof assumed • Roof framing plan — optional task for stick framed roof instead of trusses • Sections; as necessary, maximum of two (2) per unit • External elevations; one (1) front, two (2) sides, and one (1) rear as plan typical elevations • Front exterior elevation options; two (2) optional front elevations per plan, with associated details • Renderings of exterior; one (1) exterior elevation rendering per style for marketing publication provided as individual graphic files • Recommended external and internal materials • Architectural and structural details • Mechanical, electrical, and plumbing plans; limited to line diagram electrical and mechanical, gas isometric only • T24 Energy calculations (compliant for all building orientations) • No fire sprinklers plans are to be provided other than designating the requirement for fire sprinklers as applicable • CALGreen (Title 24/Part 11) requirements sheet 12 1Acmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms • One (1) plan review cycle is anticipated Final Delivery Documents: • 24 x 36 PDF file • 11 x 17 PDF file (non -scalable) • Color exterior renderings suitable for marketing and publication • Illustrative floor plan for marketing and publication • Schedule: Eight (8) weeks of production time till initial submittal Meeting: • One (1) pre -submittal 90% set review meeting Task A.8: Framed Raised Floor and Stem Wall Should the County elect to provide a raised framed floor and stem wall foundation option as part of the pre- approved ADU plan sets to address flood zones area, this task can be engaged in designing and detailing the floor and foundation system. The design will be based on the foundation design values in Chapter 18 of the 2022 CBC Deliverables: • One (1) meeting with City (virtual) prior to commencement • Four (4) updated plan sets Task A.9: Stick Framed Roof Structural Design The basis of the structural design is a premanufactured roof truss. However, due to the rural nature of your county, an optional task would be to provide a stick -framed roof system consisting of rafters, ridge beams, and ceiling beams. Each element would be designed to the appropriate snow load, resulting in a size range chart on the structural drawings. Deliverables: • One (1) meeting with City (virtual) prior to commencement • Four (4) updated plan sets Task A.10: Code Updates Consultant will provide updated sets of the four plans addressing the 2025 code update. This work will be completed within six months of the County's adoption of the 2025 codes. Deliverables: • One (1) meeting with City (virtual) prior to commencement • Four (4) updated plan sets 13 IAcmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-ms Manage The Project Task A.11: Project Management/Coordination The foundation of Consultant's practice relies on expert and proactive project management. Successfully accomplishing each unique assignment within the needed timeframe and allocated budget is essential. Consultant focuses on capturing a clear direction on final deliverables and end products at the beginning of a project, establishing a shared understanding of the project with the City and Consultant. This provides an essential project "road map," Consultant develops a critical path schedule, monitoring and updating it regularly throughout the process. We regularly provide status reports of project progress and coordinate closely with the City's project manager and key Consultant. Consultant views close collaboration as a key mechanism to ensure issues are well -vetted and fully addressed because better projects result from multiple perspectives. In addition, all product deliverables are reviewed internally for quality control purposes before the City submittal. Consultant has found it helpful to establish mutually agreeable, timely turnaround review times in managing a schedule. One practical approach can be for the City to provide one redlined, marked - up version of comments from its staff so that all comments are reconciled and expedite the revision process. Early consultation with affected agencies and stakeholders is vital for a smooth and efficient process. These approaches reduce potential surprises that can add costs, cause delays, and dilute consensus. In addition, the performance of project managers is evaluated in several ways: • Monthly review of compliance with project budgets by task by Consultant management and principals. Our Deltek Vision project management and accounting software also allow project managers and principals to track daily time entries and task budgets • Ongoing oversight by the principal -in -charge regarding contract and schedule adherence as well as overall project progress • Periodically, report cards are provided to clients to solicit feedback on the project manager and overall project performance • Annually, project managers are evaluated on the quality of their performance • Throughout the project process, client feedback is sought by both Consultant project managers and contract • personnel to ensure satisfaction and provide the opportunity for adjustment if needed We take project management seriously and are committed to delivering on time and on budget. Consultant may need to coordinate and meet with City, various departments, and interest groups in addition to those specifically outlined in this scope. This will include information teleconferences, meetings, research correspondence, status reports, record keeping, project coordination, electronic file management, preparation for meetings, and all other coordination during the project. Deliverables: • PDPs, project administration, and coordination as needed 14 hcmo\Agreements\RR Design Group (ADU Standard Design) Agreement PY25-0082.docx-ms • Conference calls and emails as needed • Print sets for plan check submittal and resubmittal Public Outreach Task Consultant may support City with the preparation of documents and/or graphics to further support awareness about ADUs, their approval process, and the prototype plans available to the public. TASK A.12: PUBLICATION MATERIALS To help establish clear messaging related to the ADU prototype plans, Consultant will develop complementary publication materials that will provide user-friendly information to the public about the process of constructing an ADU on their property. These publication materials may include a series of one -page fact sheets, applicable checklists and/or worksheets, brochures, flyers, mailers, and online images that promote the utilization of the ADU prototype plans. This task includes collaboration with City responsible for printing materials and posting content on the City's website and/or social media channels. Deliverables: • Publication materials will include a series of one- (1-) page fact sheets, applicable checklists and/ or worksheets, and brochures, flyers, and mailers. Number of documents and/or graphics are to be determined should this optional task be requested • Digital images, based on graphics included in the final architectural drawing sets, will be provided in a format suitable for sharing on the City's website and/or social media channels. Number of documents and/or graphics are to be determined should this optional task be requested. Work Program Assumptions • Meeting notices: The City is responsible for printing and distributing physical meeting notices when needed. If requested, the costs of providing printing and/or distribution of meeting notices would be on a time and materials basis. • Meeting attendance: The project budget does not include attendance at public meetings. The costs of additional meeting attendance would be on time and materials. In addition, meetings are assumed to be conducted using a virtual format. • Draft documents: A draft of each document will be provided to staff and revised based on a single set of consolidated comments providing clear direction. • Printing: This budget assumes the City will be responsible for printing and distributing documents • Environmental review: The scope of work requested does not include environmental documentation or clearance pursuant to the California Environmental Quality Act. As such, environmental documentation and technical studies are not included in this work program. However, such documentation would be provided on a time and materials basis if requested. 15 I:\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.docx-ms • Ownership: Upon completion of the final plan review and delivery, the prototype plans will become the • intellectual property of the city. • Public Use: Upon final approval, an approved record set will be provided for county records as the Master Plan. Separate sets for public distribution will be provided with county logos and watermarked "APPROVED FOR USE IN THE CITY OF REDLANDS ONLY." • This proposal assumes the City will own and maintain the approved architect or engineer stamped originals, issue users unstamped copies, and require a hold harmless agreement to be signed by the end user. The wording suggested similar to "By using these permit -ready accessory dwelling unit construction documents, the user agrees to release, hold harmless, and indemnify the City, its elected officials and employees, and the architect or engineer who prepared these construction documents from any claims, liabilities, suits, and demands on account of any injury, damage or loss to persons or property, including injury or death, or economic losses, arising out of the use of these construction documents." 16 1:\cmo\Agreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.doex-rns y i/ ON } \ / ){ ) )i \ !! �� !! � \\ \/ >] (\ \( \! }\ . `! !! |! { - / !! ;� !! u ., !{/\ (� )}\ !!;: !Si !E EXHIBIT "D" WORKERS' COMPENSATION INSURANCE CERTIFICATION Every employer, except the State, shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self - insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees. CHECK ONE I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers' Compensation or to undertake self=insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code § 1861). —)�-I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers' compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers' compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers' compensation insurance. I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct. I: Principal Date: l7 ,Z, 19 BcmolAgreements\RR Design Group (ADU Standard Design) Agreement FY25-0082.docx-ms