HomeMy WebLinkAboutC-6290 - PSA for AD 117 Engineering ServicesTHIS AMENDMENT NO. THREE TO PROFESSIONAL SERVICES
AGREEMENT ("Amendment No. Three") is made and entered into as of this 31st day of
December, 2017 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a
California municipal corporation and charter city ("City"), and PENCO ENGINEERING,
INC., a California corporation ("Consultant'), whose address is 16842 Von Karman, Suite
100, Irvine CA, 92606, and is made with reference to the following:
RECITALS
A. On May 7, 2014, City and Consultant entered into an On -Call Professional
Services Agreement ("On -Call Agreement') for assessment engineering services.
Pursuant to this On -Call Agreement, Consultant provided limited assessment
engineering services for the proposed Assessment District 117 in the amount of
$35,496.00.
B. On September 3, 2015, City and Consultant entered into a Professional Services
Agreement ("Agreement') to engage Consultant to provide additional engineering
services for Assessment District 117 ("Project') in the amount of $85,880.00.
C. On March 14, 2016, City and Consultant entered into Amendment No. One to the
Agreement ("Amendment No. One") to reflect additional services not included in
the Agreement, to extend the term of the Agreement and to increase the total
compensation to $138,976.00.
D. On September 22, 2016, City and Consultant entered into Amendment No. Two to
the Agreement ("Amendment No. Two") to reflect additional Services not included
in the Agreement and to increase the total compensation to $148,976.00.
E. The parties desire to enter into this Amendment No. Three to reflect additional
Services not included in the Agreement or contemplated at the time of execution
of the Agreement, as amended, to extend the term of the Agreement to September
2, 2020 and to increase the total compensation to $169,976.00.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: 'The term of this Agreement shall commence on the Effective Date, and shall
terminate on September 2, 2020, unless terminated earlier as set forth herein."
a--
AMENDMENT NO. THREE TO
PROFESSIONAL SERVICES AGREEMENT
U
WITH PENCO ENGINEERING, INC. FOR
AD 117 ENGINEERING SERVICES
THIS AMENDMENT NO. THREE TO PROFESSIONAL SERVICES
AGREEMENT ("Amendment No. Three") is made and entered into as of this 31st day of
December, 2017 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a
California municipal corporation and charter city ("City"), and PENCO ENGINEERING,
INC., a California corporation ("Consultant'), whose address is 16842 Von Karman, Suite
100, Irvine CA, 92606, and is made with reference to the following:
RECITALS
A. On May 7, 2014, City and Consultant entered into an On -Call Professional
Services Agreement ("On -Call Agreement') for assessment engineering services.
Pursuant to this On -Call Agreement, Consultant provided limited assessment
engineering services for the proposed Assessment District 117 in the amount of
$35,496.00.
B. On September 3, 2015, City and Consultant entered into a Professional Services
Agreement ("Agreement') to engage Consultant to provide additional engineering
services for Assessment District 117 ("Project') in the amount of $85,880.00.
C. On March 14, 2016, City and Consultant entered into Amendment No. One to the
Agreement ("Amendment No. One") to reflect additional services not included in
the Agreement, to extend the term of the Agreement and to increase the total
compensation to $138,976.00.
D. On September 22, 2016, City and Consultant entered into Amendment No. Two to
the Agreement ("Amendment No. Two") to reflect additional Services not included
in the Agreement and to increase the total compensation to $148,976.00.
E. The parties desire to enter into this Amendment No. Three to reflect additional
Services not included in the Agreement or contemplated at the time of execution
of the Agreement, as amended, to extend the term of the Agreement to September
2, 2020 and to increase the total compensation to $169,976.00.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: 'The term of this Agreement shall commence on the Effective Date, and shall
terminate on September 2, 2020, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Task 20 in Exhibit A to the Agreement shall be amended and replaced to include
the Scope of Services, attached hereto as Exhibit A and incorporated herein by reference
("Services" or "Work"). Exhibit A to the Agreement, Exhibit A to Amendment No. One,
Exhibit A to Amendment No. Two, and Exhibit A to this Amendment No. Three shall
collectively be known as "Exhibit A." The City may elect to delete certain Services within
the Scope of Services at its sole discretion.
3. COMPENSATION TO CONSULTANT
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference
("Services" or "Work"). Exhibit B to the Agreement, Exhibit B to Amendment No. One,
Exhibit B to Amendment No. Two, and Exhibit B to this Amendment No. Three shall
collectively be known as "Exhibit B."
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed One Hundred Sixty Nine
Thousand Nine Hundred Seventy Six Dollars and 00/100 ($169,976.00) without prior
written authorization from City. No billing rate changes shall be made during the term of
this Agreement without the prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. Three,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Twenty One Thousand Dollars and 00/100 ($21,000.00).
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Penco Engineering, Inc. Page 2
IN WITNESS WHEREOF, the parties have caused this Amendment No. Three to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNY'$ $OFFICE/6
Date: 11 //
�iAaron C. HarpCity Attorney
ATTEST: / �� 1�
Date: r
By: a&4-(bM!z'_
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date: I It -0 1 �
By:
Dave iff
City Manager
CONSULTANT: Penco Engineering, Inc.,
a California corporation
Date:
Signed in Counterpart
By:
George Jurica
President
Date:
Signed in Counterpart
By:
Jeff Cooper
Secretary
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Penco Engineering, Inc. Page 3
IN WITNESS WHEREOF, the parties have caused this Amendment No. Three to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTO NEY'S OFFICE
Date:
By:
Aaron C. Harp oam
City Attorney
ATTEST:
Date:
0
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Dave Kiff
City Manager
CONSULTANT: Penco Engineering, Inc.,
a California oorporation
0
President/"
Date: 1/4,6
,
By:
Jeff Coope
Secretary
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Penco Engineering, Inc. Page 3
EXHIBIT A
SCOPE OF SERVICES
Penco Engineering, Inc. Page A-1
Exhibit A — Amendment # 3
Scope of Work
Scope of Services (To supplement the Agreement as amended by Amendment No. Two)
20. Assist City Staff with inquiries from residents including but not limited to: phone
calls, emails, web requests, letters and meetings regarding the status, and procedures
of Assessment District proceedings.
Pae 1 PENCO
9 -- i, c,,, sem,—', o. s,-
EXHIBIT B
SCHEDULE OF BILLING RATES
Penco Engineering, Inc. Page B-1
Exhibit B — Amendment # 3
Fees
Task 20: Assist City Staff with inquiries from residents.... Time & Materials, estimated at $5,800
Task 20: Supplemented by Amendment No. 2 .................. Time & Materials, estimated at $10,000
Task 20: Supplemented by Amendment No. 3..................Time & Materials, estimated at $21,000
$36,800
PENCOENG
Page 2
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AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT
WITH PENCO ENGINEERING, INC. FOR
AD 117 ENGINEERING SERVICES
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT
(`Amendment No. Two") is made and entered into as of this 22nd day of September,
2016 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and PENCO ENGINEERING, INC., a
California corporation ("Consultant'), whose address is 16842 Von Karman Avenue,
Suite 150, Irvine, CA 92606, and is made with reference to the following:
RECITALS
A. On May 7, 2014, City and Consultant entered into an On -Call Professional
Services Agreement ("On -Call Agreement') for assessment engineering services.
Pursuant to this On -Call Agreement, Consultant provided limited assessment
engineering services for the proposed Assessment District 117 in the amount of
$35,496.00.
B. On September 3, 2015, City and Consultant entered into a Professional Services
Agreement ("Agreement") to engage Consultant to provide additional engineering
services for Assessment District 117 ('Project') in the amount of $85,880.00
C. On March 14, 2016, City and Consultant entered into Amendment No. One to the
Agreement ("Amendment No. One") to reflect additional services not included in
the Agreement, to extend the term of the Agreement and to increase the total
compensation to $138,976.00
D. The parties desire to enter into this Amendment No. Two to reflect additional
Services not included in the Agreement and to increase the total compensation to
$148,976.00.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. SERVICES TO BE PERFORMED
Task 20 in Exhibit A to the Agreement shall be amended and replaced to include
the Scope of Services, attached hereto as Exhibit A and incorporated herein by
reference ("Services" or "Work"). Exhibit A to the Agreement, Exhibit A to Amendment
No. One and Exhibit A to this Amendment No. Two shall collectively be known as
"Exhibit A." The City may elect to delete certain Services within the Scope of Services
at its sole discretion.
2. COMPENSATION TO CONSULTANT
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference
("Services" or "Work"). Exhibit B to the Agreement, Exhibit B to Amendment No. One
and Exhibit B to this Amendment No. Two shall collectively be known as "Exhibit B."
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed One Hundred
Forty Eight Thousand Nine Hundred Seventy Six Dollars and 001100 ($148,976.00),
without prior written authorization from City. No billing rate changes shall be made
during the term of this Agreement without the prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. Two,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Ten Thousand Dollars and 001100 ($10,000.00).
g� I, i O R l8id. 1im:7_['&1
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Penco Engineering, Inc. Page 2
IN WITNESS WHEREOF, the parties have caused this Amendment No. Two to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: 9Z� i / L6
By:
Aaron C. Harp
City Attorney &to,
By: �Y1N
Leilani I. Brown
City Clerk
Attachments
CITY OF NEWPORT BEACH,
a California municipal corporation
Date: n)13! 1u
Dave K'
City Manager
CONSULTANT: Penco Engineering, Inc.,
a California corporation
Date:
Signed in Counterpart
By:
George J. Jurica
President
Date:
Signed in Counterpart
By:
Jeff Cooper
Secretary
[END OF SIGNATURES]
Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Penco Engineering, Inc. Page 3
IN WITNESS WHEREOF, the parties have caused this Amendment No. Two to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: 9 z� I %L(
By:
Aaron C. Harp
City Attorney
ATTEST:
Date:
Leilani I. Brown
City Clerk
Attachments
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Dave Kiff
City Manager
CONSULTANT: Penco Engineering, Inc.,
a California corporation
Date: 22 (p
T—
By:
T WWI
-I suwey Manac,fr
Da -
[END OF SIGNATURES]
Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Penco Engineering, Inc. Page 3
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT
WITH PENCO ENGINEERING, INC. FOR
AD 117 ENGINEERING SERVICES
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT
("Amendment No. Two") is made and entered into as of this 22nd day of September,
2016 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and PENCO ENGINEERING, INC., a
California corporation ("Consultant"), whose address is 16842 Von Karman Avenue,
Suite 150, Irvine, CA 92606, and is made with reference to the following:
RECITALS
A. On May 7, 2014, City and Consultant entered into an On -Call Professional
Services Agreement ("On -Call Agreement") for assessment engineering services.
Pursuant to this On -Call Agreement, Consultant provided limited assessment
engineering services for the proposed Assessment District 117 in the amount of
$35,496.00.
B. On September 3, 2015, City and Consultant entered into a Professional Services
Agreement ("Agreement") to engage Consultant to provide additional engineering
services for Assessment District 117 ("Project") in the amount of $85,880.00
C. On March 14, 2016, City and Consultant entered into Amendment No. One to the
Agreement ("Amendment No. One") to reflect additional services not included in
the Agreement, to extend the term of the Agreement and to increase the total
compensation to $138,976.00
D. The parties desire to enter into this Amendment No. Two to reflect additional
Services not included in the Agreement and to increase the total compensation to
$148,976.00.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. SERVICES TO BE PERFORMED
Task 20 in Exhibit A to the Agreement shall be amended and replaced to include
the Scope of Services, attached hereto as Exhibit A and incorporated herein by
reference ("Services" or "Work"). Exhibit A to the Agreement, Exhibit A to Amendment
No. One and Exhibit A to this Amendment No. Two shall collectively be known as
"Exhibit A." The City may elect to delete certain Services within the Scope of Services
at its sole discretion.
EXHIBIT A
SCOPE OF SERVICES
Penco Engineering, Inc. Page A-1
Exhibit A - Amendment #2
Scope of Work
Scope of Services
20. Assist City Staff with inquiries from residents including but not limited to: phone calls, emails, web requests,
letters and meetings regarding the status, and procedures of Assessment District proceedings.
YL4CO Fpp...my lm.
Page 1
EXHIBIT B
SCHEDULE OF BILLING RATES
Penco Engineering, Inc. Page B-1
Exhibit B - Amendment #2
FEES
Original Task #20...................................................................................... Time & Materials, estimated at $5,800
Amendment to Task #20.......................................................................... Time & Materials, estimated at $10,000
Total $15,800
AFNCO FgvvrcnxS 4e.
Page 2
Minutes of Action
Of the Board of Directors of
PENCO ENGINEERING, INC
(a California Corporation)
Taken Without a Meeting by Unanimous Written Consent
The undersigned, members of the Board of Directors of PENCO ENGINEERING, INC.,
do hereby adopt the following resolution:
WHEREAS, PENCO ENGINEERING, INC. identifies the employees authorized to
execute agreements on behalf of PENCO ENGINEERING, INC.
THEREFORE, BE IT RESOLVED, that the employees listed below, with their respective
specimen signature, are hereby authorized to enter into a contract, sign contracts, and
execute and deliver any instrument in the name of and on behalf of PENCO
ENGINEERING. INC. ---7
George J. Juries, President
Jeff Cooper, Secretary
Miguel Hernandez, Engineering Manager
J. Braley, Survey Manager
Jeff Coop , Secretary
Dated: January P. 2015
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT
WITH PENCO ENGINEERING, INC. FOR
AD 117 ENGINEERING SERVICES
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
("Amendment No. One") is made and entered into as of this 14th day of March, 2016
U ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and PENCO ENGINEERING, INC., a
California corporation ("Consultant'), whose address is 16842 Von Karman Avenue,
Suite 150, Irvine, California 92606, and is made with reference to the following:
RECITALS
A. On May 7, 2014, the City and Consultant entered into that certain On -Call
Professional Services Agreement ("On -Call Agreement') for assessment
engineering services. Pursuant to this On -Call Agreement, Consultant provided
limited assessment engineering services for the proposed Assessment District
117 in the amount of $35,496.00.
B. On September 3, 2015, City and Consultant entered into a Professional Services
Agreement ("Agreement') to engage Consultant to provide additional engineering
services for Assessment District 117 (`Project').
C. The parties desire to enter into this Amendment No. One to reflect additional
Services not included in the Agreement, to extend the term of the Agreement to
December 31, 2017, and to increase the total compensation.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on the Effective Date, and shall
terminate on December 31, 2017, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). Exhibit A to the Agreement and Exhibit A to this Amendment No. One shall
collectively be known as "Exhibit A." The City may elect to delete certain Services
within the Scope of Services at its sole discretion.
COMPENSATION TO CONSULTANT
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference
("Services" or "Work"). Exhibit B to the Agreement and Exhibit B to Amendment No.
One shall collectively be known as "Exhibit B."
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement
as well as the On -Call Agreement, including all reimbursable items and subconsultant
fees, shall not exceed One Hundred Thirty Eight Thousand Nine Hundred Seventy
Six Dollars and 001100 ($138,976.00), without prior written authorization from City. No
billing rate changes shall be made during the term of this Agreement without the prior
written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Seventeen Thousand Six Hundred Dollars and 001100 ($17,600.00).
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Penco Engineering, Inc. Page 2
IN WITNESS WHEREOF, the parties have caused this Amendment No. One to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATT EY'S OFFICE
Date:
Aaron C. Harp ChM 0$IOT11(le
City Attorney
ATTEST:
Date: 6, 2M•
J6uz 4 b"',
Leilani 1. •
City Clerk
CITY OF NEWPORT BEACH,
a California munij�al corporation
Date: S
By:
Diane B. Dixon
Mayor
CONSULTANT: Penco Engineering, Inc.,
a California corporation
Date: -7, 10 3 /0,& /-'-)
eorge A. rri, P. E.
President
Date: 3b-3 /65
By:
Jeffre ooper, .E.
Vice Pv9sident
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Penco Engineering, Inc. Page 3
EXHIBIT A
SCOPE OF SERVICES
Penco Engineering, Inc. Page A-1
Exhibit A
Scope of Services - Amendment #1
21. Additional replacement ballots needed during ballot period.
22. Second notice of assessment for a second cash collection period.
23. Answer phone calls and questions during the first cash collection period from property owners.
Page 1
EXHIBIT B
SCHEDULE OF BILLING RATES
Penco Engineering, Inc. Page B-1
Exhibit B
Fees - Amendment #1
Tasks 21 through 23.................................................................................. Time & Materials, estimated at $17,175
Expenses 425
Total $17,600
The following table provides the estimated hours of work allocated for each project tasks.
Assessment Project
Tasks Engineer Engineer
$225/hr Hours $140/hr Hours
Senior Design
Engineer
$125/hr Hours
Design Admin
Engineer Assistant $85/
$115/hr Hours hr Hours
Total Total
Estimated Estimated
Hours Fee
Task 21: Additional replacement ballots.
Task 22: Second cash collection period,
Task 23: Answer questions first cash collection period.
Expense
M r \ 10 ,Qi..rcr.nK, h.
Page 1 I „w.�-
N
PROFESSIONAL SERVICES AGREEMENT
WITH PENCO ENGINEERING, INC. FOR
U AD 117 ENGINEERING SERVICES
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
entered into as of this 3rd day of September, 2015 ("Effective Date"), by and between
the CITY OF NEWPORT BEACH, a California municipal corporation and charter city
("City"), and PENCO ENGINEERING, INC., a California corporation ("Consultant"),
whose address is 16842 Von Karman Avenue, Suite 150, Irvine, California 92606, and
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. On May 7, 2014, the City and Consultant entered into that certain On-Call
Professional Services Agreement for assessment engineering services. Pursuant
to this agreement, Consultant provided limited assessment engineering services
for the proposed Assessment District 117 in the amount of$35,496.00.
C. City desires to engage Consultant to provide additional engineering services for
Assessment District 117 ("Project") as set forth in this Agreement.
D. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
E. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on June 30, 2016, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this
Agreement and Consultant shall perform the Services in accordance with the schedule
included in Exhibit A. In the absence of a specific schedule, the Services shall be
performed to completion in a diligent and timely manner. The failure by Consultant to
strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a
diligent and timely manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays 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 within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand-delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a time and expense not-to-
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed Eighty Five
Thousand Eight Hundred Eighty Dollars and 00/100 ($85,880.00), without prior
written authorization from City. No billing rate changes shall be made during the term of
this Agreement without the prior written approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, a brief description of the Services performed and/or the
specific task in the Scope of Services to which it relates, the date the Services were
performed, the number of hours spent on all Work billed on an hourly basis, and a
description of any reimbursable expenditures. City shall pay Consultant no later than
thirty (30) calendar days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses
specifically identified in Exhibit B to this Agreement or specifically approved in writing in
advance by City.
Penco Engineering, Inc. Page 2
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services and which the parties did
not reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
5.1 Consultant shall designate 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 Agreement term. Consultant has designated Jeffrey M. Cooper to be
its Project Manager. Consultant shall not remove or reassign the Project Manager or
any personnel listed in Exhibit A or assign any new or replacement personnel to the
Project without the prior written consent of City. City's approval shall not be
unreasonably withheld with respect to the removal or assignment of non-key personnel.
5.2 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.
5.3 If Consultant is performing inspection services for City, the Project
Manager and any other assigned staff shall be equipped with a cellular phone to
communicate with City staff. The Project Manager's cellular phone number shall be
provided to City.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. City's
Public Works Director or designee shall be the Project Administrator and shall have the
authority to act for City under this Agreement. The Project Administrator shall represent
City in all matters pertaining to the Services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all
existing relevant information on file at City. City will provide all such materials in a
timely manner so as not to cause delays in Consultant's Work schedule.
8. STANDARD OF CARE
8.1 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 highest professional
Penco Engineering, Inc. Page 3
standards. All Services shall be performed by qualified and experienced personnel who
are not employed by City. By delivery of completed Work, Consultant certifies that the
Work conforms to the requirements of this Agreement, all applicable federal, state and
local laws, and the highest professional standard.
8.2 Consultant represents and warrants to City that it has, shall obtain, and
shall keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.3 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, 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.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties), from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims"), which may arise under this Agreement or in
any manner relate (directly or indirectly) to the negligence, recklessness, or willful
misconduct of the Consultant or its principals, officers, agents, employees, vendors,
suppliers, subconsultants, subcontractors, anyone employed directly or indirectly by any
of them or for whose acts they may be liable, or any or all of them.
9.2 Notwithstanding the foregoing, nothing herein shall be construed to
require Consultant to indemnify the Indemnified Parties from any Claim arising from the
sole negligence, active negligence or willful misconduct of the Indemnified Parties.
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. This indemnity shall apply to
all claims and liability regardless of whether any insurance policies are applicable. The
policy limits do not act as a limitation upon the amount of indemnification to be provided
by the Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or 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. No
Penco Engineering, Inc. Page 4
civil service status or other right of employment shall accrue to Consultant or its
employees. Nothing in this Agreement shall be deemed to constitute approval for
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 means of
performing the Work, provided that Consultant is in compliance with the terms of this
Agreement. Anything in this Agreement that may appear to give City the right to direct
Consultant as to the details of the performance of the Work or to exercise a measure of
control over Consultant shall mean only that Consultant shall follow the desires of City
with respect to the results of the Services.
11. 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.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in
order to ensure the Project proceeds in a manner consistent with City goals and
policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the
term of this Agreement or for other periods as specified in this Agreement, policies of
insurance of the type, amounts, terms and conditions described in the Insurance
Requirements attached hereto as Exhibit C, and incorporated herein by reference.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall
be construed as an assignment: 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 co-tenancy, which shall result in changing
the control of Consultant. Control means fifty percent (50%) or more of the voting
Penco Engineering, Inc. Page 5
power or twenty-five percent (25%) or more of the assets of the corporation, partnership
or joint-venture.
16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such
subcontractor other than as otherwise required by law. City is an intended beneficiary
of any Work performed by the subcontractor for purposes of establishing a duty of care
between the subcontractor and City. Except as specifically authorized herein, the
Services to be provided under this Agreement shall not be otherwise assigned,
transferred, contracted or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other
writing produced, including but not limited to, websites, blogs, social media accounts
and applications (hereinafter "Documents'), prepared or caused to be prepared by
Consultant, its officers, employees, agents and subcontractors, in the course of
implementing this Agreement, shall become the exclusive property of City, and City
shall have the sole right to use such materials in its discretion without further
compensation to Consultant or any other party. Additionally, all material posted in
cyberspace by Consultant, its officers, employees, agents and subcontractors, in the
course of implementing this Agreement, shall become the exclusive property of City,
and City shall have the sole right to use such materials in its discretion without further
compensation to Consultant or any other party. Consultant shall, at Consultant's
expense, provide such Documents, including all logins and password information to City
upon prior written request.
17.2 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.
17.3 CADD data delivered to City shall include the professional stamp of the
engineer or architect in charge of or responsible for the Work. City agrees that
Consultant shall not be liable for claims, liabilities or losses arising out of, or connected
with (a) the modification or misuse by City, or anyone authorized by City, of CADD data;
Penco Engineering, Inc. Page 6
(b) the decline of accuracy or readability of CADD data due to inappropriate storage
conditions or duration; or (c) any use by City, or anyone authorized by City, of CADD
data for additions to this Project, for the completion of this Project by others, or for any
other Project, excepting only such use as is authorized, in writing, by Consultant. By
acceptance of CADD data, City agrees to indemnify Consultant for damages and liability
resulting from the modification or misuse of such CADD data. All original drawings shall
be submitted to City in the version of AutoCAD used by the City in .dwg file format, on a
CD, and should comply with the City's digital submission requirements for improvement
plans available from the City's Public Works Department. The City will provide
Consultant with City title sheets as AutoCAD file(s) in .dwg file format. All written
documents shall be transmitted to City in formats compatible with Microsoft Office
and/or viewable with Adobe Acrobat.
17.4 All improvement and/or construction plans shall be prepared with indelible
waterproof ink or electrostatically plotted on standard twenty-four inch (24") by thirty-six
inch (36") Mylar with a minimum thickness of three (3) mils. Consultant shall provide to
City 'As-Built' drawings and a copy of digital Computer Aided Design and Drafting
("CADD") and Tagged Image File Format (.tiff) files of all final sheets within ninety (90)
days after finalization of the Project. For more detailed requirements, a copy of the City
of Newport Beach Standard Design Requirements is available from the City's Public
Works Department.
18. OPINION OF COST
Any opinion of the construction cost prepared by consultant represents the
consultant's 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 consultant or contractor bids or actual cost to City.
19. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept
confidential unless City expressly authorizes in writing the release of information.
20. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including
costs, contained in Consultant's Documents provided under this Agreement.
21. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
Penco Engineering, Inc. Page 7
expenditures and disbursements charged to City, for a minimum period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant under this Agreement. All such records and invoices shall be clearly
identifiable. Consultant shall allow a representative of City to examine, audit and make
transcripts or copies of such records and invoices during regular 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 to Consultant under this Agreement.
22. WITHHOLDINGS
City may withhold payment to Consultant 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 Work as a result of such withholding. Consultant shall have an
immediate right to appeal to the City Manager or designee with respect to such disputed
sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of
return that City earned on its investments during the time period, from the date of
withholding of any amounts found to have been improperly withheld.
23. 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 what would
have resulted if there were not errors or omissions in the Work accomplished by
Consultant, the additional design, construction and/or restoration expense shall be
borne by Consultant. Nothing in this Section is intended to limit City's rights under the
law or any other sections of this Agreement.
24. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
25. CONFLICTS OF INTEREST
25.1 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 any 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.
25.2 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 immediate
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.
Penco Engineering, Inc. Page 8
26. NOTICES
26.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of 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.
26.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at:
Attn: David A. Webb, Public Works Director
Public Works Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
26.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
Attn: Jeffrey M. Cooper
Penco Engineering, Inc.
16842 Von Karman Avenue, Suite 150
Irvine, CA 92606
27. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Consultant shall submit to City, in
writing, all claims for compensation under or arising out of this Agreement.
Consultant's acceptance of the final payment shall constitute a waiver of all claims for
compensation under or arising out of this Agreement except those previously made in
writing and identified by Consultant in writing as unsettled at the time of its final request
for payment. Consultant and City expressly agree that in addition to any claims filing
requirements set forth in the Agreement, Consultant shall be required to file any claim
Consultant may have against City in strict conformance with the Government Claims Act
(Government Code sections 900 et seq.).
28. TERMINATION
28.1 In the event that either party fails or refuses to perform any of the
provisions of this Agreement at the time and in the manner required, 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) calendar days, or if more than two (2) calendar days are
reasonably required to cure the default and the defaulting party fails to give adequate
assurance of due performance within two (2) calendar days after receipt of written
notice of default, specifying the nature of such default and the steps necessary to cure
Penco Engineering, Inc. Page 9
such default, and thereafter diligently take steps to cure the default, the non-defaulting
party may terminate the Agreement forthwith by giving to the defaulting party written
notice thereof.
28.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for
which Consultant has not been previously paid. On the effective date of termination,
Consultant shall deliver to City all reports, Documents and other information developed
or accumulated in the performance of this Agreement, whether in draft or final form.
29. STANDARD PROVISIONS
29.1 Recitals. City and Consultant acknowledge that the above Recitals are
true and correct and are hereby incorporated by reference into this Agreement.
29.2 Compliance with all Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
29.3 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 same or any other term, covenant or condition contained herein, whether
of the same or a different character.
29.4 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.
29.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
29.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
29.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
Penco Engineering, Inc. Page 10
29.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
29.9 Controlling Law and Venue. The laws of the State of California shall
govern this Agreement and all matters relating to it and any action brought relating to
this Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
29.10 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
29.11 No Attorneys' Fees. In the event of any dispute or legal action arising
under this Agreement, the prevailing party shall not be entitled to attorneys' fees.
29.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Penco Engineering, Inc. Page 11
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY AT RNE 'S FFICE
Date:
By:'A \/VL—
Aaron C. Harp LAM ovjzsh�-
City Attorney
CITY OF NEWPORT BEACH,
a California municipal corporation
Date: c1�lr�IS
By:
Dave i
City Manager
ATTEST:I CONSULTANT: Penco Engineering, Inc.,
Date: a California co oration
Date:
'0
By: By:,
Leilani I. Brown ' eorg A. Jurica, P.E.
City Clerk
F
j
President
Date: 210 1
By:
Jeffrey. Cooper, .E.
Vice Pr sident
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
Penco Engineering, Inc. Page 12
EXHIBIT A
SCOPE OF SERVICES
Penco Engineering, Inc. Page A-1
Exhibit A
6. Scope of Work
SCOPE OF WORK
Project Description-The ENGINEER shall complete the following Scope of Work; commencing at the point at which
sufficient petitions requesting the formation of Utility Undergrounding Assessment District No. 117(boundary attached)
have been received by the City, and concluding with the close of the public hearing and confirmation of the assessment
district. This includes any required amendments to the Engineer's Report, plus a review of the Preliminary and Final
Official Statements.The following tasks are required to complete the assessment district formation.
Scope of Services
1. Assist bond attorney and City staff in establishing a project schedule.
2. Attend utility coordination meetings on an as-needed basis. Coordinate between City and property owners as
required (assume 3 meetings).
3. Prepare Boundary Map of assessment district.
4. Prepare Preliminary Engineer's Report, which will include the following:
1931 Act information and tables
Plans and specifications(by reference)
Description of works of improvement
Preliminary and Final estimate of costs with and without ITCC(Income Tax
Component of Contribution)
Assessment diagram
Method of assessment spread
Assessment roll with preliminary assessments.
Right-of-Way Certificate (executed by Superintendent of Streets)
Certification of Completion (executed by Director of Public Works)
S. File Preliminary Engineer's Report with Superintendent of Streets.
6. Attend City Council meeting at which Resolution of Intention is adopted, Preliminary Engineer's Report is
approved, and Public Hearing is set.Answer questions as necessary.
7. Prepare boundary map for recordation at Orange County Recorder's Office.
8. Print and mail Resolution of Intention, preliminary assessment amount, and time and place of Public Hearing to
each assessed property owner of record, as required by 1913 Act proceedings(contents of notice will be provided
by bond counsel). Prepare written declaration that this has been done.
9. Prepare Amended Engineer's Report in which the confirmed assessment spread is based on final approved
estimate of fees to be financed, including incidental costs and financing costs.
10. File Amended/Confirmed Engineers Report with the Superintendent of Streets.
11. Attend property owner information meeting(s)to discuss preliminary assessments.
12. Attend Public Meeting and Public Hearing, at City Council meetings and make presentations as required.There
may be up to five{5}public information meetings due to the size of this district.
13. Count ballots received and enter the results, by financial obligation,to determine the percentage protest.The
ballots are weighed by"financial obligation"or by the amount of the property's assessment. All ballots must be
Page 1
Scope of Work Continued...
returned prior to the close of the public hearing. Result of tabulation may be continued to the next City Council
Meeting.
14. Make revisions to Engineer's Report as ordered by the City Council.
15. Print and mail confirmed assessment amount and Notice of Assessment to each assessed property owner of
record within the assessment district. Prepare written declaration that this has been done. Notice of Assessment
must clearly indicate payment options available, 1st bond issue amount, 2nd bond issue amount, and ITCC portion.
16. Prepare Assessment Diagram, Notice of Assessment, and list of assessed property owner names for recordation
at Orange County Recorder's Office.
17. Review Preliminary and Final Official Statements.
18, Staff Meetings, project administration, and coordination with City staff, bond counsel,financial advisor, bond
underwriter, appraiser, and other project consultants(assume 3 staff meeting in addition to the meetings described
above).This item shall include answering questions and providing information to property owners, project
proponents, community association representatives, etc.
19. Prepare Engineer's Estimate of Proposed Underground Systems for SCE,AT&T and CAN facilities. Break down
the cost into bid items including but not limited to: hand hold boxes,vaults, vents, steel poles,conduit, dewatering,
trenching and pavement restoration.
20. Assist City Staff with inquiries from residents including but not limited to: phone calls, emails, web requests,
letters and meetings regarding the status, and procedures of Assessment District proceedings. (Assume 5 hours a
week for two month minimum.)
Exclusions
The following items of work are not included within the above Scope of Services:
1. Right-of-way services.
2. Post-public hearing services(except as noted) including debt service (amortization) schedules and placing
assessment on tax roll.
3. Property valuation and tax delinquency information.
4.Advertising of notices in newspaper.
5. Preparation of improvement plans, specification and bid documents.
Services,Information and/or Fees to be Provided by Others
In preparing the above Scope of Work, it is understood that the following services, information and/or fees will be
supplied by the City or other consultants.
1. Utilities construction cost estimates.
2. Up-to-date maps, records, plans,etc. that pertain to this project.
3. Postage and public agency letterhead and envelopes for property owner mailings.
4. Posting notices on property.
5. Right-of-entry onto private property, as required.
6. Other consultants(including property appraiser) whose services required to complete the assessment district
formations.
7. Preparation of Certificate of Sufficiency of Petition.
S. Preparation and execution of Notice of Exemption.
Page 2 I M �.�.�,.�... r
Scope of Work Continued...
I
AVOCADO AVENUE
i rm ♦ .ee
zaxl T u e
a I_
ACACIA AVENUE I ACACIA ___AVENUE
a m. am 4 a � s,A nxm4 ? - m.$
$ n '� O $ $ $ $ » a $ a c $ $ s $ 1
m
o a 0
a
i BEGONIA AVENUE m y BEGONIA AVENUE
la, r All1t�'ilrl In IAIIrlxihl: a & Fal¢I€ S Y �` $$ $ $. Fv $ m $8 $ $ $
♦♦ tAA 1 ��R 11)Il�h�i IIII�ApI�( 6 a ¢ a ¢€' c C $ �F
\I r1� } AFI h AI +Il til I FI' o E a a a vx
♦ ti�111 r11 r,'Ir,1 r,k +r(, r' �. ¢ n $ § $ 2 2
—
m BEGONIA PARK �—��cARTLfISN AVENUE--_--I
n
)Iilh�Ihh $I axe
m I�n��,ppy sl '^w
A OLD--
m II J BOUNDARY PROPOSED S
II IJI� ASSESSMENTT PAIRK DISTRICT PARK /a
6WLIF FVEXYE MMLM AVENUE d'
6
PROPOSED ASSESSEMENT DISTRICT NO.117 (FINAL)
AREA BOUNDED BY BAYSIDE DR.,AVOCADO AVENUE,COAST HWY.,AND CARNATION AVENUE.
0 POLES TO BE REMOVED DISTANCE: 6,600 L.F.
O POLES TO REMAIN IN PLACE PARCELS: 214
�— GUY WIRE TO BE REMOVED
OVERHEAD LINES TO BE REMOVED
OVERHEAD LINES TO REMAIN IN PLACE EXHIBIT'A
Page 3
EXHIBIT B
SCHEDULE OF BILLING RATES
Penco Engineering, Inc. Page B-1
Exhibit B
ESTIMATED FEES - Based on our understanding of the services required, our estimated fees for the Scope of Work
identified in our proposal and shown below are based on a time -spent basis in accordance with the hourly rates
identified in our on-call contract. Those same rates are attached.
Tasks 1 through 13.................................................................................. Time & Materials, estimated at $46,000
Tasks 14 through 18.................................................................................. Time & Materials, estimated at $18,740
Tasks 19 through 20.................................................................................. Time & Materials, estimated at $18,640
Expenses $2,500
Total $85,880
These fees are based on the Formation Proceedings being completed in calendar year 2015 or 2016. The following
tables provide the estimated hours of work allocated for each project tasks.
Tasks
Engineer
$225/hr
Project
Engineer
$140/hr
Senior
DesignAssessment
Engineer
Design
$115/hr
Admin
$85/hr
Estimated
Estimated
Task 1: Assist bond attorney & City staff establishing a
Hours
2
Hours0
Hours
0
0
Hours
0
2
$450
schedule.
Task 2: Attend utility coordination meetings as needed,
16
0
0
0
0
16
$3,600
coordinate with City and owners as required. (Up to 3.)
Task 3: Prepare boundary map.
2
2
2
32
0
38
$4,660
Task 4: Prepare Preliminary Engineer's Report,
24
12
12
8
4
60
$9,840
Task 5: File Preliminary Engineer's Report with
2
2
0
0
2
6
$900
Superintendent of Streets.
Task 6: Attend City Council meeting and answer
4
0
0
0
0
4
$900
questions.
Task 7: Prepare boundary map for recordation at OC
0
0
4
0
4
8
$840
Recorder's Office.
Task 8: Print and mail Resolution of Intention,
preliminary assessment amount and time/place
8
0
24
8
8
48
$6400
Of public hearing as per 1913 Act. Prepare written
declaration this has been done.
Task 9: Prepare Amended Engineer's Report.
4
0
8
0
4
16
$2,240
Task 10: File Amended/Confirmed Engineer's Report
2
2
0
0
2
6
$900
with Superintendent of Streets.
Task 11: Attend property owner info meeting(s).
20
8
0
0
4
32
$5,960
Task 12: Attend public meeting and public hearing,
at City Council meetings and make presentations as
24
0
6
0
4
34
$6,490
required. (Up to 5.)
Task 13: Count ballots received and enter the results by
4
0
8
8
0
20
$2,820
financial obligation to determine percentage protest.
Task 14: Make revisions to Engineer's Report as ordered
4
0
8
0
4
16
$2,240
by City Council.
Task 15: Print and mail confirmed assessment amount
and Notice of Assessment to each assessed property
12
0
32
8
8
60eclaration
$8,300
owner of record. Prepare written d this has
been done.
Task 16: Prepare Assessment Diagram, Notice of
Assessment and list of assessed property owner names
4
0
8
0
0
12
$1,900
for recordation at OC Recorder's Office.
Task 17: Review Preliminary and Final Official
4
0
0
0
0
4
$900
Statements.
Task 18: Staff meetings, project administration and
coordination with City staff, bond counsel, financial
24
0
0
0
0
24
$5,400
advisor, bond underwriter, appraiser and other project
consultants. (Up to 3.)
Task 19: Prepare Engineer's Estimate of Proposed
g
60
0
20
4
92
$12,840
Underground Systems.
Task 20: Assist City Staff with inquiries from residents.
g
0
32
0
Q
40
$5.800
Miscellaneous Expense
$2.500
Total
$85,880
Page 1
Firm's Billable Rates
FEE SCHEDULE
PERSONNEL
HOURLY RATE
Asssessment Engineer
$225.00
Principal
$195.00
Engineering Manager
$175.00
Senior Project Manager
$175.00
Project Manager
$160.00
Survey Mapping Manager
$155.00
Senior Project Engineer
$150.00
Project Engineer
$140.00
Senior Design Engineer
$125.00
Design Engineer
$115.00
Associate Engineer
$95.00
Engineering Technician
$85.00
Project Assistant
$85.00
Processor
$95.00
Senior Project Surveyor
$148.00
Project Surveyor
$125.00
Senior Survey Technician
$105.00
Survey Technician
$85.00
3 -Man Survey Crew
$240.00
2 -Man Survey Crew
$210.00
2 -Man Survey Crew w/ GPS
$245.00
1 -Man Survey Crew
$165.00
REIMBURSABLE COSTS
Reproductions; deliveries; travel; meals and lodging; facsimiles; models,
renderings and photos;
Mylars; and CDs, not included in scope of work.
• All reimbursable costs shall be billed at cost plus 15%
• Mileage shall be billed at $0.555 / mile (office staff only)
Page 2
EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. 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 Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury
by disease in accordance with the laws of the State of California, Section
3700 of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its officers, agents,
employees and volunteers.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The
policy shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract
(including the tort liability of another assumed in a business contract).
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non-owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
Penco Engineering, Inc. Page C-1
D. Professional Liability (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and two million dollars
($2,000,000) in the aggregate. Any policy inception date, continuity date,
or retroactive date must be before the Effective Date of this Agreement
and Consultant agrees to maintain continuous coverage through a period
no less than three years after completion of the Services required by this
Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation
against City, its elected or appointed officers, agents, officials, employees
and volunteers or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers
from each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but
not including professional liability, shall provide or be endorsed to provide
that City and its officers, officials, employees, and agents shall be included
as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a
primary basis and shall not require contribution from any insurance or self-
insurance maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days notice of cancellation (except for nonpayment for which ten
(10) calendar days notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance
to City as evidence of the insurance coverage required herein, along with
a waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance
certificates and endorsement must be approved by City's Risk Manager
prior to commencement of performance. Current certification of insurance
shall be kept on file with City at all times during the term of this
Agreement. City reserves the right to require complete, certified copies of
all required insurance policies, at any time.
Penco Engineering, Inc. Page C-2
B. _City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
D. Requirements not Limiting. Requirements of specific coverage features
or limits contained in this Section are not intended as a limitation on
coverage, limits or other requirements, or a waiver of any coverage
normally provided by any insurance. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a
given issue and is not intended by any party or insured to be all inclusive,
or to the exclusion of other coverage, or a waiver of any type. If the
Consultant maintains higher limits than the minimums shown above, the
City requires and shall be entitled to coverage for higher limits maintained
by the Consultant. Any available insurance proceeds in excess of the
specified minimum limits of insurance and coverage shall be available to
the City.
E. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
F. City Remedies for Non-Compliance. If Consultant or any subconsultant
fails to provide and maintain insurance as required herein, then City shall
have the right but not the obligation, to purchase such insurance, to
terminate this Agreement, or to suspend Consultant's right to proceed until
proper evidence of insurance is provided. Any amounts paid by City shall,
at City's sole option, be deducted from amounts payable to Consultant or
reimbursed by Consultant upon demand.
G. Timely Notice of Claims. Contractor shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from
Contractor's performance under this Contract, and that involve or may
involve coverage under any of the required liability policies. City assumes
no obligation or liability by such notice, but has the right (but not the duty)
to monitor the handling of any such claim or claims if they are likely to
involve City.
H. Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
Penco Engineering, Inc. Page C-3
judgment may be necessary for its proper protection and prosecution of
the Work.
Penco Engineering, Inc. Page C-4