HomeMy WebLinkAbout16 - Citywide Wayfinding & Directional Signage ProgramCITY OF NEWPORT BEACH
COMMUNITY AND ECONOMIC
O DEVELOPMENT
Ur PLANNING DEPARTMENT
3300 NEWPORT BOULEVARD
NEWPORT BEACH, CA 92658
(949) 644 -3200; FAX (949) 644 -3250
Hearing Date:
Agenda Item No.:
Staff Person:
REPORT TO THE MAYOR AND CITY COUNCIL
November 13, 2001
16
George A. Berger, AICP
(949) 644 -3207
SUBJECT: Citywide Wayfinding & Directional Signage Program:
Overview of proposed project, and recommendation to
authorize professional design services.
SUMMARY: Arising from Economic Development Committee and City Council
approvals in FY 2000, staff recommends approval of a contract with
Hunt Design for professional design services associated with the
Newport Beach Citywide Wayfinding and Directional Signage
Program. Staff also recommends Council approval of an additional
amount in professional services fees in order that the complete
design project may proceed.
SUGGESTED ACTIONS: 1. Approve Agreement for Professional Services with Hunt
Design Associates for design development of the Citywide
Wayfinding & Directional Signage Program not to exceed
$86,200; and
2. Approve budget amendment transferring $39,785 from
unappropriated reserve to capital account for public signage
program.
Background
The capital budget includes a public signage program, which will —when implemented— provide
simple, attractive visual markers to welcome residents and visitors alike and guide them to their
destinations throughout Newport Beach. Signage will be accessible to pedestrians and from
motorized vehicles alike, allowing people to navigate the City's streets, sidewalks and public areas
with increased ease and confidence. The project includes planning and graphic design services, and
includes a mechanism to build consensus on which of the City's significant icons and commercial
and residential destinations should be included.
As the City has grown over the last century from a group of small, unique communities into a larger
unified municipal entity, a lack of significant attention has been paid to the unifying threads
connecting the entire community. The City's general signage program has not been particularly
consistent over time— placing information on signs of all shapes, sizes and colors without a unified
system. There is a Council- approved policy regarding entrance and village signs, and there are a
number of markers for some —but not all--of the individual villages and at most of the City's
major gateways. These "low- impact" monuments are not extraordinarily readable; and, particularly
when obscured by landscaping, the "front doors" to Newport Beach and the villages offer visitors
little awareness that they are entering our community.
Motorists, albeit mainly visitors, continue to have difficulty finding their way through the City to
chosen destinations or parking; pedestrians are sometimes unable to ascertain the most convenient
path to shops, the harbor or the beach. Additionally, the commercial /residential villages would be
tremendously assisted in the maintenance and enhancement of their unique identity (and capture of
customers) if more visible and distinctive signage were provided to delineate boundaries and
establish directional information.
Discussion
Possibly the first explicit call for a coordinated, aesthetically appealing citywide directional sign
program came in February of 1997, when an (EDC- recommended) PKF Consulting study analyzed
potential for Transient Occupancy Tax (TOT) revenue enhancement. This study pointed out that a
tourist's perception of a "complete experience" in the City is greatly affected by whether they
perceive the City as "user friendly." By improving the signage infrastructure, the study
recommended, and creating a destinationthat is more "user friendly" for the visitor, the City would
be able to offer a product that is more appealing and desirable to residents and visitors alike.
In late 1999, the Image Enhancement & Marketing Subcommittee of the EDC identified public
signage as an important issue citywide. This subcommittee was created in part to specifically
address many of the recommendations contained in the PKF Study. In their report, they noted that
the City had poorly organized, designed and cluttered public signage, and recommended taking
steps to "...identify ways to improve, coordinate, and simplify public and visitor signage
throughout the City. " Included in their recommendations was the project that is the subject of this
discussion. The full EDC and City Council approved that recommendation in early 2000, and
identified funds ($50,000) to accomplish that goal.
Other reasons to begin this process now is that a wide range of important City efforts — including
the certification of the Local Coastal Program; the Balboa Village and Mariner's Village public
improvement projects; Vision 2004 in Corona del Mar; the policies contained in other Specific
Plans; and, most recently, the Harbor and Bay Element of the General Plan—call for the design and
installation of directional and informational signage graphics and permanent entry monuments to
enhance the appearance, access and identity of the City, and to facilitate the flow of
pedestrian/vehiculartraflic.
Project Description
Staff developed a RFP —sent to thirteen environmental graphic design & planning firms
nationwide —that asked for the development of a proposal to consider and address, at a minimum,
the following elements:
A. Provide "Welcome to Newport Beach" signage;
B. Simplify traffic patterns by guiding drivers through the City;
C. Identify unique commercial villages and distinct residential communities, and provide an
appropriate level of identification to allow the public to conveniently locate them while still
reflecting the City's overall identity;
D. Identify and provide direction to culturally, economically and historically significant facilities
and structures;
E. Identify and provide direction to public parking lots and areas;
F. Provide vehicular and pedestrian direction to the ocean beaches, Newport Harbor, public piers
on ocean and bay side, and Upper Newport Bay resources & amenities;
G. Identify and provide direction to other coastal access points throughout and proximate to the
City;
H. Provide pedestrian- oriented, permanently affixed vicinity maps;
I. Create policies and guidelines for on -going and additional signage as necessary;
J. Identify areas where current City regulatory signage should be removed and replaced as part of
this program effort;
K. Coordination with other governmental agencies;
L. Implementation; and
M. Community Involvement.
Of the five consulting firms that responded to the City's Request for Proposals, the review
committee —made up of EDC members John Cassady and Barbara Wold, and with City staff
members Sharon Wood, Steve Badum and George Berger —chose Hunt Design Associates as the
firm most technically competent, with the greatest amount of relevant citywide experience, and
with a fee structure that most closely adhered to the City's financial allocation as presented in the
RFP.
Requested City Council Action
All but one of the consulting firms who responded, and a number who didn't based on this issue,
made it clear that the $50,000 financial allocation set out in the City's FY2001 budget was not
enough compensation for the requested scope of services. Fee structures for those consultants who
responded completely to the proposed scope ranged from a low bid of $84,200 (Hunt Design) to a
high bid of $242,335, as well as two others at $96,440 and $97,000.
As noted above, the review committee selected Hunt Design as the most qualified and responsive
firm to complete the project. Their fee structure includes a fixed cost of $50,000 for "basic
services " — analysis and programming, conceptual design, design development, construction
documents, and construction administration, along with preparation and attendance at public
meetings and/or presentations.
Hunt's fee structure for "optional services" will provide the additional design elements and
guidelines that make the project complete. The following outlines the list of "optional" services, as
proposed:
• Visual Icons for Districts -- $9,200
• Beach Area Pedestrian Mapping -- $10,000
• Sign Removal Plan -- $7,500
• Signage and Graphics Guidelines -- $7,500
• Reimbursable Expenses — Est. $2,000
It is this additional funding amount that staff requests the City Council approve. We believe the
Hunt Design proposal is reasonable in total, and believe their fee structure is appropriate in the full
amount. As noted above, staff presented the project and this request to the EDC at its October 17'
meeting, and received a recommendation of support for both.
If the City Council approves the additional funding, the total cost for named services will be
Eighty -four thousand, two hundred dollars ($84,200), plus reimbursable expenses (estimated at
$2,000) for a grand total project cost of $86,200.
Funding Sources
This project will be funded from the FY 2001 -2002 General Fund through an existing budget item
approved in Capital Account No. C2700550. The additional amount requested for approval may be
taken from unappropriated reserve funds. A recommendation for Council to approve the budget
amendment transferring the money into the capital account is needed. Implementationof the
recommended final signage will be subject to future funding authorization.
Submitted by:
SHARON Z. WOOD
Assistant City Manager
Prepared by:
GEORGE A. BERGER, AICP
Senior Planner
G
Attachments: Attachment] —Professional Services Agreement with Hunt Design Associates, including:
EzhibitA —Scope of Services, List of Key Personnel, and Project Schedule; and
Exhibit B— Schedule of Fees and Billing Rates
ATTACHMENT?
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this day of November, 2001, by and
between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to
as "City "), and HUNT DESIGN ASSOCIATES whose address is 25 North Mentor
Avenue, Pasadena, California 91106, (hereinafter referred to as "Consultant'), is made
with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under
the laws of the State of California with the power to carry on its business
as it is now being conducted under the statutes of the State of California
and the Charter of City.
B. City desires to engage Consultant to provide project management and
staff services upon the terms and conditions contained in this Agreement.
C. The principal member of Consultant is, for purpose of this Project, T.
Wayne Hunt.
D. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
desires to contract with Consultant under the terms of conditions provided
in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
Parties as follows:
7. TERM
The term of this Agreement shall commence on the _th day of November, 2001,
and shall terminate on the _th day of , 2002, unless terminated earlier as
set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" attached hereto along with a List of Key Personnel and
incorporated herein by reference.
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3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of
this Section and the Schedule of Fees and Billing Rates, attached hereto as Exhibit "B"
and incorporated herein by reference. No rate changes shall be made during the term
of this Agreement without prior written approval of City. Consultant's compensation for
all work performed in accordance with this Agreement shall not exceed the total contract
price of eighty six thousand, two hundred dollars ($86,200). The shall have
the authority to authorize work beyond this amount, not to exceed an additional
$_,000.
3.7 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly invoices to City payable by City within
thirty (30) days of receipt of invoice subject to the approval of City.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with Exhibit "B ".
3.4 City shall reimburse Consultant only for those costs or expenses that have
been specifically approved in this Agreement, or specifically approved in advance by
City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
percent (10 %) of each approved payment as approved retention until all services under
this Agreement have been substantially completed.
4. STANDARD OF CARE
4.7 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the services required by this Agreement, and that it will
perform all services in a manner commensurate with the community professional
standards. Qualified and experienced personnel who are neither employed by City nor
have any contractual relationship with City shall perform all services. Consultant
represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents
and warrants that it shall keep in effect all such licenses, permits and other approvals
during the term of this Agreement.
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4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, or acts of God, or the failure of City to furnish timely information or
to approve or disapprove Consultant's work promptly, or delay or faulty performance by
City, contractors, or governmental agencies, or any other delays beyond Consultant's
control or without Consultant's fault.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be
deemed to constitute Consultant or any of Consultant's employees or agents, to be the
agents or employees of City. Consultant shall have the responsibility for and control
over the details in means of performing the work provided that Consultant is compliance
with the terms of this Agreement. Anything in this Agreement which may appear to
give City the right to direct Consultant as to the details of the performance of the
services or to exercise a measure of control over Consultant shall mean that Consultant
shall follow the desires of City only with respect to the results of the services.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies that may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the Project.
7. PROJECT MANAGER
Consultant shall assign the Project to a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Project term. Consultant has designated John Temple and Wayne
Hunt to be its co- Project Managers. Consultant shall not bill any personnel to the
Project other than those personnel identified in Exhibit "A ", whether or not considered to
be key personnel, without City's prior written approval by name and specific hourly
billing rate. Consultant shall not remove or reassign any personnel designated in this
Section or assign any new or replacement person to the Project without the prior written
consent of City. City's approval shall not be unreasonably withheld with respect to
removal or assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and Consultant in accordance with Exhibit A shall perform the services. The failure by
Consultant to strictly adhere to the schedule, may result in termination of this
Agreement by City, and the assessment of damages against Consultant for delay.
Notwithstanding the foregoing, Consultant shall not be responsible for delays that are
due to causes beyond Consultant's reasonable control. However, in the case of any
such delay in the services to be provided for the Project, each party hereby agrees to
provide notice to the other party so that all delays can be addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition that purportedly causes a delay, and not later than the date upon which
performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
either telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order
to ensure that the Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state
and federal law, regulations and permit requirements and be subject to approval of the
Project Administrator and City.
11. PROGRESS
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of
the work, activities performed and planned, and any meetings that have been scheduled
or are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages
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of any nature whatsoever, including, but not limited to, bodily injury, death, personal
injury, property damages, or any other claims arising from any and all acts or omissions
of Consultant, its employees, agents or subcontractors in the performance of services or
work conducted or performed pursuant to this Agreement. This indemnity shall apply
even in the event of negligence of City, or its employees, or other contractors, excepting
only the sole negligence or willful misconduct of City, its officers or employees, and shall
include attorneys' fees and all other costs incurred in defending any such claim.
Nothing in this indemnity shall be construed as authorizing, any award of attorneys' fees
in any action on or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement
of work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must
be filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation, all insurance policies shall add City, its
elected officials, officers, agents, representatives and employees as additional insured
for all liability arising from Consultant's services as described herein.
All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the
State of California, with an assigned policyholders' Rating of A (or higher) and Financial
Size Category Class VII (or larger) in accordance with the latest edition of Bests Key
Rating Guide: unless otherwise approved by the City Risk Manager.
A. Worker's compensation insurance covering all employees and principals
of Consultant, per the laws of the State of California.
B. Commercial general liability insurance covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal
injury and property damage. If commercial general liability insurance or
other form with a general aggregate is used, either the general aggregate
shall apply separately to this Project, or the general aggregate limit shall
be twice the occurrence limit.
C. Commercial auto liability and property insurance covering any owned and
rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
Said policy or policies shall be endorsed to state that either party shall not cancel
coverage except after thirty (30) days' prior notice has been given in writing to City.
Consultant shall give City prompt and timely notice of claim made or suit instituted
arising out of Consultant's operation hereunder. Consultant shall also procure and
maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that, in the event of loss due to any of the perils for which it
has agreed to provide comprehensive general and automotive liability insurance,
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing comprehensive general and automotive liability
insurance to either Consultant or City with respect to the services of Consultant herein,
a waiver of any right of subrogation that any such insurer of said Consultant may
acquire against City by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any for the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture
or syndicate or cotenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint venture.
15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this
Agreement by City or persons other than Consultant is waived against Consultant and
City assumes full responsibility for such changes unless City has given Consultant prior
notice and has received from Consultant written consent for such changes.
Consultant shall, at such time and in such form as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless City authorizes the release of information.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. Access to, and upon request of Consultant, one copy of all existing record
information on file at City. Consultant shall be entitled to rely upon the
accuracy of data information provided by City or others without
independent review or evaluation. City will provide all such materials in a
timely manner so as not to cause delays in Consultant's work schedule.
B. Blueprinting, CADD plotting, copying and other services through City's
reproduction company for each of the required submittals. Consultant will
be required to coordinate the required submittals with City's reproduction
company. All other reproduction will be the responsibility of Consultant
and as defined above.
18. ADMINISTRATION
This Agreement will be administered by the Planning Department. George
Berger shall be considered the Project Administrator and shall have the authority act for
City under this Agreement. The Project Administrator or his /her authorized
representative shall represent City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall
be clearly identifiable. Consultant shall allow a representative of City to examine, audit
and make transcripts or copies of such records during normal business hours.
Consultant shall allow inspection of all work, data, documents, proceedings and
activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
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work as a result of such withholding. Consultant shall have an immediate right to
appeal to the City Manager or his designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of seven
percent (7 %) per annum from the date of withholding of any amounts found to have
been improperly withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant,
the additional expense shall be borne by Consultant. Nothing in this paragraph is
intended to limit City's rights under any other sections of this Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project.
23. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the
Act. Failure to do so constitutes a material breach and is grounds for
termination of this Agreement by City. Consultant shall indemnify and
hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
A. Except as specifically authorized under this Agreement, the services
included in this Agreement shall not be assigned, transferred, contracted
or subcontracted without prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States
mail, postage prepaid, first class mail, addressed as hereinafter provided.
a
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
City of Newport Beach
Planning Department
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA, 92658 -8915
(949) 644 -3200
(949) 644 -3229 fax
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Hunt Design Associates
Attention: Wayne Hunt
25 North Mentor Avenue
Pasadena, CA 91106
(626) 793 -7847
(626) 793 -2549 fax
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt of written notice of default, specifying the nature of such default
and the steps necessary to cure such default, the nondefaulting party may terminate the
Agreement forthwith by giving to the defaulting party written notice thereof.
26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant
as provided herein. Upon termination of this Agreement, City shall pay to the
Consultant that portion of compensation specified in this Agreement that is earned and
unpaid prior to the effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules
and regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
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same or any other term, covenant or condition contained herein, whether of the same or
a different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the Parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions herein. Any modification of this
Agreement will be effective only by written execution signed by both City and
Consultant.
30. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his
judgment as a design professional and is supplied for the general guidance of City.
Since Consultant has no control over the cost of labor and material, or over competitive
bidding or market conditions, Consultant does not guarantee the accuracy of such
opinions as compared to contractor bids or actual cost to City.
31. PATENT INDEMNITY
The Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be
executed on the day and year first written above.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Robin Clauson
Assistant City Attorney
for the City of Newport Beach
ATTEST:
By:
LaVonne Harkless
City Clerk
M
Homer L. Bludau
City Manager
for the City of Newport Beach
CONSULTANT
By:
T. Wayne Hunt
Hunt Design Associates
I `�
ASSOCIATES
25 Nortb Mentor Ave
Pasadena, CA
9iio6 -1709
626 793-7847
626 793-2549 fax
NEWPORT BEACH CITYWIDE WAYFINDING
& DIRECTIONAL SIGNAGE PROGRAM
Exhibit A
SCOPE OF SERVICES
LIST OF KEY PERSONNEL
TENTATIVE PROJECT SCHEDULE
Scope of Services —Areas and Elements
The following elements will be studied and addressed under Scope of Services:
City Identity and Wayfinding Signage
• Gateway elements
• Citywide vehicular directional signage
• Beach areas pedestrian directional signage
• Beach areas pedestrian mapping
District Identity and Waytinding Signage
• Gateway or identification elements
• Perimeter markers
• Banner programs
Sign Clutter Abatement
• Selection and documentation of existing signs to be removed
Signage and Graphics Guidelines
• Guidelines policy and procedures manual for sign system continuation
Scope of Services and Technical Approach
The following methodology is Hunt Design's unique approach and description of the work, based on
substantial experience with similar projects. Hunt Design Associates will provide the following
services to the City of Newport Beach:
z
City of Newport
Project: Citywide Wayfinding and Directional Signage Project
Exhibit A— Scope of Semices /Key Personnel/Project Schedule
Page 2 of 4
I. Analysis and Programming
1. Conduct a kick -off meeting to further define and clarify the goals of the project and begin to
identify the districts to be included.
2. Conduct visual and photographic audit of typical existing public signs (both
vehicular and pedestrian).
3. Review existing identities of the various districts.
4. Review relevant project and area plans provided by the City to help create a starting point for
signage and graphic design.
5. Collect and review identity and wayfinding related elements from other districts and cities to
develop a context for design.
6. Working from our own files and library and other available design libraries, review
related projects, environments, city and downtown identity graphics, urban design
and landscape which may provide a state -of -the -art context for the work.
Identify and evaluate all of the various sequences of arrival, circulation and departure by vehicles
and pedestrians with the goal of simplified traffic patterns to guide drivers through the city and to
the various districts.
8. Review applicable codes and regulations for roadway signs including California Vehicle Codes
and Newport Beach Municipal Codes.
Identify the typical decision points leading to the destinations and develop a signage location
plan and a written inventory of typical sign messages. Organize the message types into
categories of sign types. Refine into specific sign type groups and hierarchies of individual sign
types and create a wayfinding plan.
Work Products: Visual presentations of research; written list of typical proposed project signs by
category; plan drawings showing proposed sign locations keyed to written list.
H. Conceptual Design
1. Explore conceptual design options to bring visual form to each sign type. Included will be studies
of size, scale, typeface, color, material, sequence, relationship to architecture, landscape and
streetscape elements. Consider historic, contextual and environmental qualities in design
process. Present for review.
2. Develop the best of the conceptual designs into schematic design concepts. Present for review.
3. Develop concepts for a system of beach area pedestrian maps.
4. Develop design concepts for a system of visual district icons.
Work Products: Visual presentations of conceptual designs and schematic designs.
City of Newport
Project: Citywide Wayfinding and Directional Signage Project
Exhibit A — Scope of Services /Key Personnel/Project Schedule
Page 3 of 4
III. Design Development
1. Develop schematic designs into final detailed designs reflecting actual wording
and visual content including color and materials recommendations and relationship
to architectural and paving elements.
2. Refine district icons into final icon designs.
3. Develop an implementation cost estimate.
4. Assist City in developing an implementation plan.
Work Products: Visual presentations necessary to demonstrate developed designs; implementation
cost estimate; implementation plan.
IV. Construction Documents
1. Prepare design- intent fabrication and installation drawings necessary to solicit bids and select
sign vendor including sign location plans, design drawings and message listing.
2. Prepare copy layouts and computer artwork for high - profile items where necessary.
Prepare typography guidelines for the remainder of items. Computer artwork will be
prepared in Macintosh format.
3. Prepare plan drawings and photographs documenting existing signs to be removed.
Work Products: Construction documents necessary to bid, fabricate and install Signage
program; computer artwork.
V. Construction Administration
1. Assist City in preparation of bid packages.
2. Assist City in review of bids.
3. Assist City in negotiations and start-up of City /sign contractor relationship.
4. Assist in supervising sign contractor by reviewing shop drawings, color submittals,
mock -ups and by inspecting work in sign contractor's shop and on site.
5. Review installed work on site and prepare a punch list of items requiring correction.
Work Products: Punch list of items requiring sign vendor attention.
VI. Signage and Graphics Guidelines
Write, design and publish a Signage Standards Manual of up to sixteen (16) pages detailing
guidelines for future continuation of the program including standards for typography, sign layout,
colors and applications.
City of Newport
Project: Citywide Wayfinding and Directional Signage Project
Exhibit A — Scope of Services /Key Personnel/Project Schedule
Page 4 of 4
VII. General Consultation
At the request of the City, participate, consult on, or conceptualize items or treatments beyond actual
signage and graphics elements such as architectural color, paving patterns, ironwork, etc.
List of Key Personnel
Name Position
Rate
T. Wayne Hunt -- Principal:
$140
John Temple -- Project Manger:
$120
Sharrie Lee -- Senior Associate:
$120
Jennifer Bressler -- Associate:
$110
Christina Allen -- Designer:
$110
In Sung Kim -- Designer:
$110
Heather Watson -- Designer:
$110
Rick Chavez -- Designer:
$110
Dinnis Lee -- Design Technician:
$80
Perry Shimoji -- Design Technician
$80
Rates are identified for reference only. The services under this proposal are offered on a fixed -fee
basis, by phase.
Tentative Project Schedule
Following are approximate elapsed -time schedules for phases of the work, exclusive of City or
agency review time.
Analysis and Programming4 weeks
Conceptual Design6 weeks
Design Development8 weeks
Construction Documents8 weeks
Construction Administration6 weeks
AM
2280
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ASSOCIATES
25 Nortb Mentor Ave
Pasadena, CA
9rro6 -r709
626 793-7847
626 793-2549 fax
NEWPORT BEACH CITYWIDE WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
Exhibit B
SCHEDULE OF FEES
BILLING RATES
Fees — Basic Services
In return for the services discussed in Exhibit A — Scope of Services, Hunt Design Associates, Inc.
will be paid fixed fees by project phase as follows:
I. Analysis and Programming
II. Conceptual Design
III. Design Development
IV Construction Documents
V Construction Administration
Visual Icons for Districts (11. 4., 117. 2. Scope of Services)
Beach Area Pedestrian Mapping (II.3 Scope of Services)
Sign Removal Plan (IV. 3. Scope of Services)
Signage and Graphics Guidelines (VI. Scope of Services)
General Consultation (VII. Scope of Services)
$ 7,500
$10,000
$11,000
$13,500
$ 8,000
$ 9,200
$10,000
$ 7,500
$ 7,500
hourly, as required
Note: the above fees include time to prepare for and attend up to six (6) public and/or agency
presentations. Additional meetings will be billed hourly.
The fees are based approximately on estimated hours per task multiplied by our standard hourly
billing rates of: Principal $140; Associates $120; Programming and Design $110; Drafting $80.
Expenses
In addition to the above fees, Hunt Design Associates is to be reimbursed for expenses incurred in
connection with this project at cost plus 15 %. Such expenses include: blueprints, computer imagery
and other normal reproduction charges. In -house color computer output will be billed at $5 per page.
Extraordinary items required by the owner, such as models, renderings, etc. purchased by Hunt
Design Associates will be billed at cost.
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City of Newport
Project: Citywide Wayfinding and Directional Signage Project
Exhibit B —Schedule of Compensation /Billing Rates
Page 2 of 2
We estimate that a reimbursable budget of $2,000 will be required for this project.
Billing
Monthly invoices reflecting the percentage of work completed plus expenses will be submitted for
payment. Invoices shall be paid within thirty (30) days of receipt. Applicable sales tax will be added
to billing as required by the California State Board of Equalization.
Advanced Payment - Retainer
Before starting work, Hunt Design Associates requests an advance payment equal to 15% of the total
fees that will be credited at the end of the project.
Conditions of the Agreement
Revisions and Additions: This proposal covers only the services outlined. If the scope of work
changes, approved revisions or additions will be charged for on an hourly basis, and as an addition
to the original contract.
Termination of Contract: Assuming just cause, either party reserves the right to terminate this
agreement after giving ten (10) days written notice to the other. Hunt Design Associates shall be paid
for services and reimbursable expenses incurred under this contract up to the date of such termination.
Cash Flow and Timely Payments: Timely and regular payments of Hunt Design Associates invoices
are required for continuous work on the project.
Sequence of Work: The fees stated above are based on executing the project or large project portions
as a group or groups. That is, items added out of sequence or after general approvals of areas or
phases, may be considered as extra to the contract.
Limit of Quantity of Designs: A reasonable quantity of design solutions for individual elements will
be developed for review. Excessive or unreasonable requests for redesign or additional design
options may result in additional design fees.
Originality: All reasonable care will be taken to avoid accidental duplication of graphic designs
already in existence, but responsibility and matters of registration, trade - marking, copyrighting, rest
with the owner.
Best Effort Basis: The creative services described above will be provided on a "best effort" basis.
That is, Hunt Design Associates will create designs based on our training, experience and professional
judgment and that represents our best effort; non - acceptance of the design(s) shall not constitute
reason for non - payment.
Publicity: Hunt Design Associates reserves the right of reasonable publicity about its participation in
this project.
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2280
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City of Newport Beach
BUDGET AMENDMENT
2001 -02
EFFECT
ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
Description
X
Number
SOURCE:
Account
IX
C2700550 Public Signage Program
EXPLANATION:
NO. BA- 019
AMOUNT: 53x,785.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To appropriate an additional $39,785 to the Public Signage capital project from General Fund unapproriated surplus fund
balance.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Eatnd Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
General Fund - Fund Balance
Description
/1 r/
,41fa_ncci /al Approval:
Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$39,785.00
Automatic
$39,785.00
ir / O
Date
!� Z U
to
Date
Description
Division
Number
7014 General Fund - Misc. Projects
Account
Number
C2700550 Public Signage Program
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
/1 r/
,41fa_ncci /al Approval:
Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$39,785.00
Automatic
$39,785.00
ir / O
Date
!� Z U
to
Date