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HomeMy WebLinkAboutC-6386 - PSA for West Newport Mesa Streetscape Master Plan 1�- ,"n PROFESSIONAL SERVICES AGREEMENT WITH RRM DESIGN GROUP FOR WEST NEWPORT MESA STREETSCAPE MASTER PLAN THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into as of this 10th day of November, 2015 ("Effective Date'), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and RRM DESIGN GROUP, a California corporation ("Consultant"), whose address is 32332 Camino Capistrano, Suite 205, San Juan Capistrano, California 92675, 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. City desires to engage Consultant to prepare the West Newport Mesa Streetscape Master Plan ("Project"). C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the professional services described in this Agreement. D. 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 December 31, 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 One Hundred Thirteen Thousand Five Hundred Ten Dollars and 001100 ($113,510.00), 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 A and estimated in Exhibit B to this Agreement, or specifically approved in writing in advance by City. 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. RRM Design Group Page 2 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 Brian A. Hannegan, ASLA 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 Community Development Department, Planning Division. City's Deputy Community Development 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 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 RRM Design Group Page 3 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 from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any Work performed or Services provided under this Agreement including, without limitation, defects in workmanship or materials or Consultant's presence or activities conducted on the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, 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 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 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 RRM Design Group Page 4 limited by statute, rule or regulation and the expressed terms of this Agreement. No 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 RRM Design Group 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 All written documents shall be transmitted to City in formats compatible with Microsoft Office and/or viewable with Adobe Acrobat. RRM Design Group Page 6 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, 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. RRM Design Group Page 7 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. 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: Brenda Wisneski, Deputy Community Development Director Community Development Department, Planning Division 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: RRM Design Group Page 8 Attn: Brian A. Hannegan, ASLA RRM Design Group 32332 Camino Capistrano, Ste. 205 San Juan Capistrano, California 92675 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 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 RRM Design Group Page 9 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. 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. RRM Design Group Page 10 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] RRM Design Group Page 11 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORNEY'S OFFICE Date: By: Aaron C. Harp City Attorney ATTEST: n.10. 16'Date: � p( By: 4 4'"- , Nm.—, Leilani I. Brown City Clerk Z'9(.1 FON`% CITY OF NEWPORT BEACH, a California municipal corporation Date: By: Z C, - Dave City Manager CONSULTANT: RRM Design Group, a California c or tic}rr Date: 2 - Erik Erik Justo en ` I Chief Ex cutiv Officer & President Date: 12,11 Y" - John ilbanks ,_Prin ipal, Secretary [END OF SIGNATURES] Attachments: Exhibit A - Scope of Services Exhibit B - Schedule of Billing Rates Exhibit C - Insurance Requirements RRM Design Group Page 12 EXHIBIT A SCOPE OF SERVICES RRM Design Group Page A-1 W ■ ' .A PROPOSED SCOPE OF SERVICES TASK A: PROJECT INITIATION Task A.1: Data Collection/Existing Conditions RRM will review all data that is relevant to the area (to be provided by the City), including mapping information, previous engineering studies, OC County data, available traffic studies for streets in the Project Area, underground and/or overhead public utility maps, standard City details and specifications, etc. Our design team will review this data to gain an understanding of the project area's opportunities and constraints this data will be useful in identifying the physical, jurisdictional, and land use constraints of the streetscape sites and will play a critical role in assessing all aspects of the streetscape's design. Deliverables: • Review and gather data as described above Task A.2: Kickoff Meeting and Site Tour The RRM team will prepare for and conduct an initial kick-off meeting and site tour with City staff. This task will include the following: • Obtain client -supplied maps, documents, and related information • Review of project objectives, scope of work, and project timeline • Identification of key project contacts and information exchange • Height overlay information • Identification of potential stakeholder interviewees • Discussion of general problems, hot spots, and issues to be focused on during the project • Identification of optimal working relationship in terms of receipt and review of materials, turnaround times, etc. • Discussion of public outreach strategy • Discussion of product format, organization, and graphic quality • Field tour of the project area with staff 32332 Camino Capistrano, Ste. 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950 • f: (949) 361-7955 www.rrmdesign.com a California corporation • Lenny Grant, Architect C26973 • Jerry Michael, PE 36895, LS 6276 • Jeff Ferber, LA 2844 West Newport Mesa Streetscape Master Plan Proposed Scope of Services October 26, 2015 Page 2 of 7 Deliverables: Pre -meeting list of data needs Prepare for and attend kick-off meeting and field walk Task A.3: Mapping/Opportunities and Constraints RRM will assess the street right-of-way and the area's physical characteristics to build the basis of an Opportunities and Constraints Map. We will provide a written assessment of certain items and features that require more detailed information in addition to plan symbols. This task will also include a look at potential siting opportunities for the West Newport Community Center. Deliverables: • One (1) electronic and one (1) hard copy of the Opportunities and Constraints Exhibit Task AA Stakeholder Interviews RRM and Graphic Solutions will engage the stakeholders in a collaborative and interactive working session. The purpose of the meeting will be to solicit input from the businesses, college and hospital campuses, Pacific Christian High School, utility agencies, City departments (including City Public Works and Maintenance staff), and residential association representatives related to the goals of the project, the vision for the future of West Mesa, and discussing Streetscape and wayfinding ideas. RRM will facilitate one day of back-to-back meetings. Deliverables: • Prepare meeting agenda, materials, and facilitate the meeting • City staff will be responsible for meeting logistics, and notification TASK B: MASTER PLAN DESIGN AND OUTREACH Task B.1: Meeting No. 1 - Visioning, Issue Identification RRM and Graphic Solutions will engage the community in a collaborative and interactive working session. The purpose of the meeting will be to gain an understanding of project goals, the vision for the future of West Mesa, and to discuss streetscape and wayfinding ideas and multi -modal upgrades to the street network. Deliverables: • Prepare meeting agenda, materials, and facilitate the meeting • City staff will be responsible for meeting logistics, notification, microphones, refreshments, and advertisement 32332 Camino Capistrano, Ste. 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950 • f: (949) 361-7955 www.rrmdesign.com o California corporation • Lenny Grant, Architect C26973 • Jerry Michael, PE 36895, LS 6276 • Jett Ferber. LA ?.844 West Newport Mesa Streetscape Master Plan Proposed Scope of Services October 26, 2015 Page 3 of 7 Task B.2: Conceptual Streetscape Master Plan RRM will develop Conceptual Streetscape Design Plans for Placentia Avenue, Superior Avenue, Flagship Road, Production Place, Superior Avenue, 15th and 16th Street. The plans will clearly locate and illustrate such things as sidewalk uniformity, seating areas, bike facilities, parking and lane configuration concepts, landscaping, street trees, wayfinding sign and monument sign elements, traffic calming measures, and pedestrian crossing enhancement opportunities. The layout will be communicated through plan graphics, along with a loose perspective character sketch for each concept option to help communicate the "Character" of the overall street experience. The vantage points of each of the perspective sketches will be selected by RRM to best represent the design variations. RRM and Graphic Solutions will explore the most creative design solutions to ensure the Streetscape design is innovative, sound, and incorporates the planned changes to potential building heights and new setbacks. The West Newport Community Center site will be included with a few alternatives in the concept level. RRM will also coordinate with Graphic Solutions to include the proposed wayfinding signs and monuments, public parking signs, and other elements of the sign program into the streetscape master plan elements. Deliverables: • One (1) plan view and one (1) typical street sections for 7 streets • One (I) perspective for Placentia Street • One (1) perspective for Superior Avenue • One (1) set of wayfinding and signage concepts Task B.3: Meeting No. 2 — Concept Review RRM will facilitate a second meeting with the community to present and gather feedback on preliminary streetscape, multi -modal, and wayfinding design concepts. Participants will be asked to provide close grained feedback on initial concepts and alternatives. Deliverables: • Prepare meeting agenda, materials, and facilitate the meeting • City staff will be responsible for meeting logistics, notification, microphones, refreshments, and advertisement 32332 Camino Capistrano, Ste. 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950 • f: (949) 361-7955 www.rrmdesign.com a California corporation • Lenny Grant, Architect C26973 • Jerry Michael, PE 36895, LS 6276 • Jeff Ferber, LA 2844 West Newport Mesa Streetscape Master Plan Proposed Scope of Services October 26, 2015 Page 4 of 7 Task BA Streetscape Master Plan Refinement With refinement ideas incorporated, and design direction from City staff, RRM will prepare the refined Streetscape Concept Design Plans. The plans will "polish" the rough concepts and ideas developed in Task B.2. Refined concepts will be communicated through plan graphics, street sections, and two (2) perspective character sketches to clearly illustrate the streetscape design from a pedestrian's point of view. Street furnishings, street trees, shrubs, wayfinding and monument sign elements, sidewalks, and other streetscape and active transportation improvement elements will be included in the exhibits. Deliverable Products: Refinements to plans and sketches from Task B.2. We ask that the City provide one (1) consolidated marked -up, redline version of all comments. Task B.5: Meeting No. 3 - Concept Refinement RRM will facilitate a third meeting with the community to present the refined Streetscape and wayfinding design concepts. This meeting will be setup as more of an informational open house showing the results of the stakeholder and community guided improvement designs. Deliverables: • Prepare meeting agenda, materials, and facilitate the open house meeting • City staff will be responsible for meeting logistics, notification, microphones, refreshments, and advertisement Task B.6: Final Master Plan and Cost Estimates RRM will prepare the Final Streetscape Master Plans, along with cost estimate refinements in preparation for presentation to the Planning Commission. RRM will prepare the final master plan graphic, which will finalize the sketches prepared in Task B.4. Cost estimates will be provided for Placentia Avenue, Superior Avenue, Flagship Road, Production Place, Superior Avenue, 15th and 16th Street. Materials will be consolidated into a document that will summarize the process, recommendations, improvements, order of magnitude costs, and phasing. Deliverable Products: • One (1) color Final Master Plan graphic including any refinements resulting from Meeting #3 • Order of magnitude cost estimates • Master Plan document, one (I) electronic and one (1) hard copy, and one (1) set of revisions. We ask that the City provide one (1) consolidated marked -up, redline version of all comments. 32332 Camino Capistrano, Ste. 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950 • f: (949) 361-7955 www.rrmdesign.com a California corporation • Lenny Grant, Architect C26973 • ferry Michoel, PE 36895. LS 6276 • Jeff Ferber, LA 2844 West Newport Mesa Streetscape Master Plan Proposed Scope of Services October 26, 2015 Page 5 of 7 Task B.7: Phasing Plan and Cost Estimates RRM will prepare the project phasing plan using the final design elements and cost estimates. The phased projects will be outlined to best prioritize capital improvement projects and applicable grant -funding programs for multi -modal transportation, healthy communities, and urban runoff -related categories. RRM will work with City staff to determine cost phasing breakout. Deliverable Products: • One (1) phasing and implementation plan exhibit and memorandum. Phasing plan and cost estimates will be included into the Master Plan document Task BA Visual Sim Sketches RRM will generate a three-dimensional computer model of the concept streetscape plan for Placentia and Superior Avenues. RRM will use an existing photograph of the area and superimpose proposed streetscape improvements in greater detail to illustrate the post - construction conditions. Deliverables: One (1) draft of two (2) visual simulations illustrating before -and -after conditions. We ask that the City provide one (1) consolidated marked -up, redline version of all comments. One (I) final submittal TASK C: PROJECT MANAGEMENT Task C.1: Project Management and Coordination Throughout the project, RRM will need to coordinate with City staff, various departments, subconsultants, and interest groups. This task is intended to allow for necessary coordination between the project team members and City staff including teleconferences meetings, correspondence, record keeping, electronic file management, and additional necessary coordination. Deliverables: • Ongoing project coordination and management throughout Master Plan process, as described above. This assumes an average of two (2) hour per week for seven (7) months 32332 Camino Capistrano, Ste. 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950 • f: (949) 361-7955 www.rrmdesign.com a California corporation • Lenny Grant, Architect C26973 • Jerry Michael, PE 36895, LS 6276 • Jeff Ferber, LA 2844 West Newport Mesa Streetscape Master Plan Proposed Scope of Services October 26, 2015 Page 6 of 7 Task C.1: Project Design Team Meetings RRM's project manager will prepare for and facilitate up to four (4) project design team meetings with the client team during the design phase of the project. These meetings will provide an opportunity to collectively review, discuss, and clarify any design issues so that work may proceed in an efficient manner. For efficiency in time and cost, we will coordinate design team meetings to be held on the same day as Planning Commission updates or other presentations and project specific meetings. Additional or impromptu meetings can be coordinated on conference calls as needed or as follow-up on pressing issues. Deliverables: • Prepare and attend up to four (4) design team meetings with the City Task C.3: Planning Commission Updates RRM will work with City staff to prepare for and present the Streetscape Master Plan updates to the Planning Commission for their review and the eventual recommendation to City Council. RRM will develop a power point and/or other presentation support media/graphics as determined appropriate by the City/RRM team. Deliverables: • Prepare for and present up to three (3) project updates to Planning Commission • Support media/graphics Reimbursable Expenses Incidental expenses incurred by RRM Design Group, or any subconsultant it may hire to perform services for this project, are reimbursed by the client at actual cost plus 10% to cover its overhead and/or administrative expenses. Reimbursable expenses include, but are not limited to, reproduction costs, postage, shipping and handling of drawings and documents, long-distance communications, fees paid to authorities having jurisdiction over the project, the expense of any additional insurance requested by client in excess of that normally carried by RRM Design Group or its subconsultants, travel expenses (transportation/automobile/lodging/meals), renderings and models. Reimbursable automobile travel mileage will be billed at the current IRS business standard mileage rate. 32332 Camino Capistrano, Ste. 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950 • f: (949) 361-7955 www.rrmdesign.com a California corporation • Lenny Grant, Architect C26973 • Jerry Michael, PE 36895, LS 6276 • Jeff Ferber, LA 2844 EXHIBIT B SCHEDULE OF BILLING RATES RRM Design Group Page B-1 West Newport Mesa Streetscape Master Plan Proposed Scope of Services October 26, 2015 TASK AND FEE SUMMARY A. I Data Collection/Existing Conditions $ 2,860 A.2 Kickoff Meeting and Site Tour $ 4,220 A.3 Opportunities and Constraints $ 4,740 A.4 Stakeholder Meetings $ 3,960 Task A Subtotal $ 15,780 Task B MASTER PLAN DESIGN B. I Meeting No. I — Visioning, Issue Identification $ 4,680 B.2 Conceptual Streetscape Plans $ 17,440 B.3 Meeting No. 2 — Concepts Presentation $ 5,120 B.4 Streetscape Master Plan Refinement $ 14,240 B.5 Meeting No. 3 — Concept Refinement Presentation $ 3,080 B.6 Final Master Plan and Cost Estimates $ 20,560 B.7 Phasing Plan and Cost Estimates $ 7,200 B.8 Visual Sim Sketches $ 6,380 Task B Subtotal $ 78,700 Task C PROJECT MANAGEMENT C. I Project Management and Coordination $ 8,470 C.2 Project Design Team Meetings $ 4,220 C.3 Planning Commission Updates $ 4,640 Task C Subtotal $ 17,330 SUBTOTAL Tasks A -C: $ 1 1 1,810 Estimated Reimbursable Expenses: $1,700 ESTIMATED PROJECT TOTAL: $113,510 Fee Footnotes A. Fixed fee tasks will be billed as the work progresses until the task is completed and the total amount stated in the contract for the task is invoiced. RRM reserves the right to adjust hourly rates on an annual basis. 32332 Camino Capistrano. Ste. 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950 • f: (949) 361-7955 www.rrmdesign.com a Colitornia corporation - Lenny Grant, Architect C26973 • Jerry N11choel, PE 36895, LS 6276 - Jett Ferber, LA 2844 EXHIBIT A-1: SCHEDULE 1 Bill Rate Ranges Subject to change effective March 1st each year Assistant Designer $ 70 - $ 95 Administrative Assistant $ 40 - $ 80 Agency Coordinator $ 55 - $ 105 Architect $ 100 - $ 150 Assistant Designer $ 70 - $ 95 Assistant Manager of Architecture $ 120 - $ 175 Assistant Planner $ 70 - $ 95 Associate Designer $ 75 - $ 115 Associate Planner Billing Coordinator Chief Executive Officer Civil Engineer $ $ $ $ 75 - 45 - 170 - 100 $ 115 $ 80 $ 270 $ 145 Construction Inspector $ 105 - $ 150 Design Director $ 130 - $ 190 Designer 1 $ 40 - $ 100 Designer II $ 55 - $ 110 Designer III $ 75 - $ 145 Engineer 1 $ 75 - $ 100 Engineer II $ 90 - $ 115 Intern $ 35 - $ 65 Information Technology Technician $ 60 - $ 105 Manager of Information Technology $ 105 - $ 170 Human Resource Generalist $ 60 - $ 100 job Captain $ 85 - $ 145 Landscape Architect $ _ 90 - $ 140 Manager of Architecture Manager of Engineering Services Manager of Landscape Architecture Manager of Marketing Manager of Planning Manager of Surveying $ $ $ $ $ $ 150 - $ 150 - $ 135 - $ 95 - $ 135 - $ 135 - $ 220 225 205 145 205 210 Marketing Coordinator $ 60 - $ 100 Rev 6/15/2015 Office Coordinator $ 40 - $ 80 Party Chief $ 80 - $ 135 Principal $ 155 - $ 250 Principal Landscape Architect $ 120 - $ 190 Principal Planner $ 120 - $ 190 Project Accountant $ 65 - $ 100 Project Manager $ 110 - $ 190 Senior Architect $ 125 - $ 185 Senior Designer $ 105 - $ 150 Senior Engineer $ 115 - $ 185 Senior Land Surveyor $ 105 - $ 160 Senior Landscape Architectf� $ 105 - $ 145 Senior Marketing Coordinator $ 75 - $ 115 Senior Party Chief $ 105 - $ 160 Senior Planner _ $ 100 - $ 145 Supervisor of Surveying $ 125 - $ 175 Survey Technician 1 $ 45 - $ 70 Survey Technician II $ 55 - $ 100 Survey Technician III $ 75 - $ 130 Survey Crew Rates REGULAR One person w/ GPS or Robotic Workstation Two person Three person $ 125 - $ 155 $ 175 - $ 290 $ 235 - $ 390 PREVAILING WAGE One person w/ GPS or Robotic Workstation $ 150 - $ 180 Two person $ 225 - $ 340 Three person $ 325 - $ 490 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. RRM Design Group 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. RRM Design Group 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 RRM Design Group Page C-3 judgment may be necessary for its proper protection and prosecution of the Work. RRM Design Group Page C-4 CERTIFICATE OF INSURANCE CHECKLIST City of Newport Beach This checklist is comprised of requirements as outlined by the City of Newport Beach. Date Received: 10/28/15 Dept./Contact Received From: Raymund Date Completed: 11/19/15 Sent to: Raymund By: Chris/Alicia Company/Person required to have certificate: RRM Design Group Type of contract: Public Works I. GENERAL LIABILITY EFFECTIVE/EXPIRATION DATE: 6/30/15-6/30/16 A. INSURANCE COMPANY: Travelers Indemnity Company of CT B. AM BEST RATING (A- : VII or greater): A++:XV C. ADMITTED Company(Must be California Admitted): Is Company admitted in California? ® Yes ❑ No D. LIMITS (Must be$1M or greater): What is limit provided? 1,000,000/2,000,000 E. ADDITIONAL INSURED ENDORSEMENT—please attach ® Yes ❑ No F. PRODUCTS AND COMPLETED OPERATIONS (Must include): Is it included? (completed Operations status does not apply to Waste Haulers or Recreation) ® Yes ❑ No G. ADDITIONAL INSURED FOR PRODUCTS AND COMPLETED OPERATIONS ENDORSEMENT(completed Operations status does not apply to Waste Haulers) ® Yes ❑ No H. ADDITIONAL INSURED WORDING TO INCLUDE (The City its officers, officials, employees and volunteers): Is it included? ® Yes ❑ No I. PRIMARY& NON-CONTRIBUTORY WORDING (Must be included): Is it included? ® Yes ❑ No J. CAUTION! (Confirm that loss or liability of the named insured is not limited solely by their negligence) Does endorsement include "solely by negligence"wording? ❑ Yes ® No K. ELECTED SCMAF COVERAGE(RECREATION ONLY): ® N/A ❑ Yes ❑ No L NOTICE OF CANCELLATION: ❑ N/A ® Yes ❑ No II. AUTOMOBILE LIABILITY EFFECTIVE/EXPIRATION DATE: 6/30/15-6/30/16 A. INSURANCE COMPANY: Travelers Indemnity Company of CT B. AM BEST RATING (A- : VII or greater) A++:XV C. ADMITTED COMPANY(Must be California Admitted): Is Company admitted in California? ® Yes ❑ No D. LIMITS - If Employees (Must be$1M min. BI & PD and $500,000 UM, $2M min for Waste Haulers): What is limits provided? 1,000,000 E LIMITS Waiver of Auto Insurance/ Proof of coverage (if individual) (What is limits provided?) N/A F. PRIMARY& NON-CONTRIBUTORY WORDING (For Waste Haulers only): ® N/A ❑ Yes ❑ No G. HIRED AND NON-OWNED AUTO ONLY: ❑ N/A ® Yes ❑ No H. NOTICE OF CANCELLATION: 0 N/A ® Yes 0 No III. WORKERS' COMPENSATION EFFECTIVE/EXPIRATION DATE: 6/30115-6/30116 A. INSURANCE COMPANY: Travelers Property Casualty Company of America B. AM BEST RATING (A- : VII or greater): A++:XV C. ADMITTED Company(Must be California Admitted): ® Yes ❑ No D. WORKERS' COMPENSATION LIMIT: Statutory ® Yes ❑ No E. EMPLOYERS' LIABILITY LIMIT (Must be$1 M or greater) 1,000,000 F. WAIVER OF SUBROGATION (To include): Is it included? ® Yes ❑ No G. SIGNED WORKERS' COMPENSATION EXEMPTION FORM: ® N/A ❑ Yes ❑ No H. NOTICE OF CANCELLATION: ❑ N/A ® Yes ❑ No ADDITIONAL COVERAGE'S THAT MAYBE REQUIRED IV. PROFESSIONAL LIABILITY EFFECTIVE 9/9/15-919/16 ❑ N/A ® Yes ❑ No V POLLUTION LIABILITY ® N/A ❑ Yes ❑ No V BUILDERS RISK ® N/A ❑ Yes ❑ No HAVE ALL ABOVE REQUIREMENTS BEEN MET? ® Yes ❑ No IF NO, WHICH ITEMS NEED TO BE COMPLETED? Approved: (3 11/19/15 Agent of Alliant Insurance Services Date Broker of record for the City of Newport Beach RISK MANAGEMENT APPROVAL REQUIRED (Nan-admitted carrier rated less than Self Insured Retention or Deductible greater than $ ) ❑ N/A ❑ Yes ❑ No Reason for Risk Management approval/exception/waiver: Approved: Risk Management Date * Subject to the terms of the contract.