HomeMy WebLinkAboutC-5443 - PSA for Sunset View Park (Landscape Architectural Design)AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT
WITH EPTDESIGN, INC. FOR
SUNSET VIEW PARK
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
("Agreement") is made and entered into as of this 26th day of September, 2014
("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and EPTDESIGN, INC., a California
corporation ("Consultant"), whose address is 9821 Irvine Center Dr, Irvine, CA 92618,
and is made with reference to the following:
RECITALS
A. On May 13, 2014, City and Consultant entered into a Professional Services
Agreement ("Agreement") to provide landscape architectural design services for
the Sunset View Park ("Project").
B. City desires to enter into this Amendment No. One to reflect additional Services
not included in the Agreement, as amended, to add to the scope of work, extend
the term of the Agreement to December 31, 2015 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, 2015, 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 and Billing Rates, attached hereto as Exhibit A and incorporated herein by
reference ("Services" or "Work"). Exhibit A to the Agreement and Exhibit A to
Amendment 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.
3. COMPENSATION TO CONSULTANT
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 fixed fee not -to -exceed basis
in accordance with the provisions of this Section and the Scope of Services and
Schedule of Billing Rates attached hereto as Exhibit A 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
Fifty Six Thousand Five Hundred Thirty Five Dollars and 001100 ($56,535.00),
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 Four Hundred Ten Dollars and 001100 ($17,410.00).
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]
EPTDesign, 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 ATTORNEY( FFICE
Date:
By:
Aaron C. arp K,
City Attorney
ATTEST:
Date:
C
By.
Leilani I. rown
City Clerk
F",r ,.
a 0
Attachments:
CITY OF NEWPORT BEACH,
a California municipal corporation
Date: ? 2 Z— /5p
David A Webb Or
O'Ww Public Works Director
CONSULTANT: EPTDesign, Inc., a
California corporation
Date: A .
of
B
Vice President
Date: !0 -
is
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WEIR
[END OF SIGNATURES]
Exhibit A — Scope of Services and Billing Rates
EPTDesign, Inc. Page 3
EXHIBIT A
SCOPE OF SERVICES AND
BILLING RATES
EPTDesign, Inc. Page A-1
landscape architecture I urban design I planning
21 August 2014 MO
Andy Tran
City of Newport Beach
3300 Newport Blvd
Newport Beach, CA 92663
Re: Sunset View Park / Amendment 1
EPTDESIGN Project Number E13.506
Dear Andy:
EPTDESIGN is requesting a contract change order for the following
additional landscape architectural services:
Task 1: Provide soil testing and site evaluation as it relates to the
113111 preparation and planting of new landscape installation for
Sunset View Park.
Subtotal Task 1: $ 550
Task 2: Provide Bid Support Services
j3.31
Subtotal Task 2: 3,600
Task 3: Provide Construction Administration Services
141
It4c41
To assist the Client in the observation of construction quality and
process, EPTDESIGN will provide the following construction
services through the completion of the project:
Process
1. Upon commencement of site work construction, EPTDESIGN
will assist the Client in the observation of construction activity,
quality and process, and administer necessary review
documentation and coordination through the completion of
the landscape and hardscape installation, and subsequent
acceptance reviews.
Process
2. EPTDESIGN shall make periodic visits to the site to become
familiar with the progress and quality of construction and to
determine if the construction is in accordance with the
EPTDESIGN design intent and construction documents.
9821 Irvine Center Drive, Irvine, CA 92618
T 1949.502.4500 F 1949.502.4510 www.eptdesign.com
z
landscape archilecfure I urban design I planning
Andy Tran
City of Newport Beach
22 August 2014
Page 2 of 3
During such visits and on the basis of observations while at
the site, EPTDESIGN will keep the Client informed of the
progress of construction. EPTDESIGN may recommend to the
Client the rejection of work failing to conform to the contract
documents.
During this phase, EPTDESIGN will:
a. Attend one (1) meeting at the project site and/or public
agencies to provide pre -construction coordination.
b. Respond to contractor requests for information in a
prompt manner.
c. Review and approve shop drawings and submittals of
materials specified by EPTDESIGN construction
documents to EPTDESIGN.
d. Prepare Bulletins, Requests for Information (RFI's).
e. Provide Field Reports to document the site visit process.
f. Attend construction meetings with the Client, contractor
and their subcontractors at the project site over the
duration of the construction process. As part of these site
visits, EPTDESIGN will:
i. Review irrigation installation and conduct coverage
tests
ii. Visit nursery for material selection
iii. Review and approve plant material placement, and
coordinate field changes
iv. Review hardscape formwork and installation for
quality and workmanship
v. Review construction of water quality elements
vi. Prepare record or as -built drawings
vii. Inspect installation and prepare a "punch list" to be
complied prior to beginning of maintenance period.
viii. At the end of the maintenance period, EPTDESIGN
shall conduct a final inspection and upon finding the
project acceptable, EPTDESIGN will recommend
acceptance of the landscape elements installation to
the Client.
EPTDESIGN: 10,500 Hrly
Urban Resource: 2.760 Hrly
Subtotal Task 3: 13,260
Total Contract Change Order Amount: $ 17,410
EPTD-SiGN
landscape architecture I urban design I planning
Andy Tran
City of Newport Beach
22 August 2014
Page 3 of 3
All terms and conditions of the original agreement shall he included as
part of this change order except as noted herein.
If you have any questions or comments please call me.
Sincerely,
Richard H. Vanderwood, Jr.
Principal
P.I.S. 9/22/1d c.o. no. I_ Signed
EPTD -QIGN
DESIGN PROFESSIONAL SERVICES AGREEMENT
WITH EPTDESIGN INC. FOR
SUNSET VIEW PARK
THIS AGREEMENT F R PROFES AL SERVICES ("Agreement") is made
and entered into as of this day of 013 ("Effective Date") by and between
the CITY OF NEWPORT BEACH, a Calif is Municipal Corporation ("City"), and
EPTDESIGN INC., a California corporation ("Consultant'), whose address is 9821 Irvine
Center Drive, Irvine, California 92618 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 provide landscape architectural design
services for the Sunset View Park ('Project').
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. The principal member of Consultant for purposes of Project shall be Richard
Vanderwood.
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 December 31, 2014 unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
City and Consultant acknowledge that the above Recitals are true and correct
and are hereby incorporated by reference into this Agreement. Consultant shall
diligently perform all the services described in the Scope of Services and Billing Rates
attached hereto as Exhibit A and incorporated herein by reference ("Services" or
"Work"). The 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.
3.1.1 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) days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.2 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator (as defined in Section 6 below) 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.
3.3 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
fax, hand -delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a fixed fee not -to -exceed
basis in accordance with the provisions of this Section and the Scope of Services and
Billing Rates attached hereto as Exhibit A 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 Thirty -Nine
Thousand, One Hundred Twenty -Five Dollars and 00/100 ($39,125.00) 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) 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.
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
EPTDESIGN INC. Page 2
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
Scope of Services and Billing Rates as set forth in Exhibit A.
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 Richard Vanderwood 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 the City.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. Andy
Tran, Senior Civil Engineer or his designee, shall be the Project Administrator and shall
have the authority to act for City under this Agreement. The Project Administrator or his
designee shall represent City in all matters pertaining to the Services to be rendered
pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
7.1 To assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
7.1.1 Provide access to, and upon request of Consultant, one (1) copy of
all existing relevant information on file at City. City will provide all such existing relevant
information in a timely manner so as not to cause delays in Consultant's Work schedule.
7.1.2 Provide blueprinting and other services through City's reproduction
company for bid documents. Consultant will be required to coordinate the required bid
documents with City's reproduction company. All other reproduction will be the
responsibility of Consultant.
7.1.3 Provide usable life of facilities criteria and information with regards
to new facilities or facilities to be rehabilitated.
EPTDESIGN INC. Page 3
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. For purposes of this Agreement, the phrase "highest professional
standards" shall mean those standards of practice recognized by one (1) or more first-
class firms performing similar work under similar circumstances.
8.2 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.
8.3 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.
8.4 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,
attorney's 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 attorney's 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
EPTDESIGN INC. Page 4
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
civil service status or other right of employment shall accrue to Contractor 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 and/or his/her
duly authorized designee 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.
�f-i,,n aAmit
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.
EPTDESIGN INC. Page 5
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 cotenancy, which shall result in changing the
control of Consultant. Control means fifty percent (50%) or more of the voting power, or
twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -
venture.
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. The City is an intended
beneficiary of any Work performed by the subcontractor for purposes of establishing a
duty of care between the subcontractor and the 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 (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. Consultant shall, at Consultant's
expense, provide such Documents 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.
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17.3 All improvement and/or construction plans shall be prepared with indelible
waterproof ink or electrostaticly 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 (.fifo 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.
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; (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.
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. 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.
'•' • LIQ i
The 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.
EPTDESIGN INC. Page 7
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.
23. 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 his/her 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.
24. 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.
25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
26. CONFLICTS OF INTEREST
26.1 The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act'), which (1) requires such persons to
disclose 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.
26.2 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
EPTDESIGN INC. Page 8
City for any and all claims for damages resulting from Consultant's violation of this
Section.
27. NOTICES
27.1 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. All notices, demands, requests or
approvals from Consultant to City shall be addressed to City at:
Attn: Andy Tran, Senior Civil Engineer
Public Works
City of Newport Beach
3300 Newport Boulevard
PO Box 1768
Newport Beach, CA 92658
Phone: 949-644-3315
Fax: 949-644-3318
27.2 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
Attn: Richard Vanderwood
EPTDESIGN INC.
9821 Irvine Center Drive
Irvine, CA 92618
Phone: 949-502-4500
Fax: 949-502-4510
28. 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. The Consultant and the City expressly agree that in addition to any claims
filing requirements set forth in the Agreement, the Consultant shall be required to file
any claim the Consultant may have against the City in strict conformance with the
Government Claims Act (Government Code sections 810 et seq.).
29. TERMINATION
29.1 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
EPTDESIGN INC. •..-
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.
29.2 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
satisfactori{y 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.
30. STANDARD PROVISIONS
30.1 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.
30.2 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.
30.3 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.
30.4 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.
30.5 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 parry by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
30.6 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.
EPTDESIGN INC. Page 10
30.7 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.
30.8 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.
30.9 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 of race, religion, color, national origin, handicap,
ancestry, sex, age or any other impermissible basis under law.
30.10 No Attorney's Fees. In the event of any dispute or legal action arising
under this Agreement, the prevailing party shall not be entitled to attorney's fees.
30.11 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)
EPTDESIGN INC. *a.. 11
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORN Y'S OFFICE
Date:
'�v
BY W
Aaron C. Harp
City Attorney
ATTEST:
Date: 5 aJ, 13
By: 4& "
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
A California municipal corporation
Date:
By:
David A. Webb
Public Works Director
CONSULTANT: EPTDESIGN INC., a
California corporation
Date: S• & . / 3
4Z4eha-d- 61.
Vice President
Date: • ��
Y
arrol
Chief inancia Officer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services & Billing Rates
Exhibit B — Insurance Requirements
EPTDESIGN INC. Page 12
EXHIBIT A
SCOPE OF SERVICES AND BILLING RATES
EPTDESIGN INC. Page A-1
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Sunset View Park - Phase t
Newport Beach, California
18 January 2013
Revised 4 February 2013
Proposal for Landscape Architectural Services
1. SCOPE OF WORK
A. Basic Services
1. Preliminary Design Phase
2. Construction Document Phase
B. Project Scope
EPTGESIGN will provide landscape architectural design services
for Phase 1 of the Sunset View Park project site. The park site
covers approximately 20,000 sf. of available park land. A
portion of the park land includes HOAG Hospital property. The
project is located in the City of Newport Beach and fronts
Superior Avenue. The future park connects to an existing
concrete bike path. The access to the park is off the concrete
walk on Superior Avenue and the existing concrete bike path.
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Proposal for Landscape Architectural Services
Sunset View Park - Phase 7
Newport Beach, California
18 January 2013
Revised 4 February 2013
Page 2 of 8
The general program assumptions include:
a. Approximate 20,000 sf. of neighborhood park located
off Superior Avenue;
b. The park is bounded by an existing concrete bike path
to the east, the Cogen Plant property to the south and
future Phase 2 of Sunset View Park to the west;
c. The existing fence at the Cogen Plant property is to be
relocated from top to toe of slope;
d. A portion of the park land includes HOAG Hospital
property;
e. Enhance and preserve the existing water views from
the bike path through the use of turf and groundcover
planting only;
f. Park improvements to include a six (6) 'wide concrete
walk, new bench and trash receptacle to match
existing fixtures, groundcover and turf planting at the
lower grades;
g. Park monumentation sign location;
C. Design Team
EPTDESIGN- Prime
Urban Resource - Civil Engineer
BonTerra - Biological Consultant
II, SCOPE OF SERVICES
A. Preliminary Design Phase
Objective
1. EPTDESIGN, in collaboration with the Client and Project Team,
will commence with Preliminary Design for the overall park
space. Initial design and image collection will be part of
this phase to create the vision and design direction for the
project.
Process
As part of our design process at EPTDESIGN, we are diligent in
conducting the following tasks as part of the Preliminary Design
phase:
2. Attend one (1) meeting with the Client in Newport Beach,
California to discuss and determine the Client's scheduling
goals and design criteria for the landscape architectural
elements of the project.
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Proposal for Landscape Architectural Services
Sunset View Park - Phase t
Newport Beach, California
18 January 2013
Revised 4 February 2013
Page 3 of 8
3. Obtain all current documentation related to the project
and project site. This would include biological endangered
plant and animal species.
4. Make one (1) necessary site visit to evaluate site conditions
and determine if any special design considerations are
required, including plant and wildlife species. Also conduct
a site survey to complete a project base plan.
5. Consider the adjacent developments and existing urban
fabric in overall landscape design concept and material
palette for this project, including review of existing
materials.
& Apply applicable codes that determine the landscape
requirements this project must satisfy.
7. Provide comprehensive landscape design services that
constantly evaluate issues of sustainability, cost
effectiveness, and long-term maintenance as they
interrelate with the site design.
8. Attend one (1) presentation meeting with Client to review
completed drawings.
Products
9. Biological Report: Provide a letter report to describe the
results of the literature review, field surveys and impact
analysis.
10. Design Narrative: Prepare written narrative describing
character and theme of the landscape.
11. Character Imagery: Prepare an image board illustrating
the overall landscape character and improvement
concepts using photographs.
12. Preliminary Grading Plan: Prepare a preliminary grading
plan, drainage plan, and utilities plan.
13. Preliminary Design Plan: Further develop the park design
through preparation of one (1) hand -drawn (color
rendered) concept plan for the park in sufficient detail to
adequately describe the landscape enhancement areas.
Plan will include enhancement to hardscope, planting and
other proposed site amenities.
14. Sections/Elevations: Prepare two (2) elevations/sections
that support the proposed conceptual layout.
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Proposal for Landscape Architectural Services
Sunset View Park - Phase 1
Newport Beach, California
18 January 2013
Revised 4 February 2013
Page 4 of 8
15. Estimated Landscape Improvements: Prepare an
estimated statement of probable costs for the identified
park enhancements that can be incorporated into the
overall project improvement budget.
B. Construction Documents Phase
Objective
Subsequent to the approval of the Preliminary Design
Services phase and with the authorization of the Client,
EPTDESIGN will proceed with the Construction Documents
phase. The objective of this phase is the completion of a
package of landscape construction documents enabling
the Client and General Contractor the ability to obtain
accurate costs, solicit competitive bids, and execute the
landscape construction at the highest level of quality and
completeness.
Process
As part of our design process at EPTDESIGN, we are diligent in
conducting the following tasks as part of the Construction
Documents phase:
2. Coordinate utility locations, points of connection, and
other requirements with other sub -consultants retained by
the Client.
3. Provide revisions to the landscape construction documents
as required from coordination with other consultants based
on the approved design development and schematic
design plans. This task assumes a maximum of two (2)
rounds of revisions.
4. Upon completion of the Construction Documents Phase
documents, EPTDESIGN will conduct a thorough plan check,
verifying all coordination items for landscape architectural
items and their relationship with the other trades.
Product and Deliverables
5. Prepare a package of complete construction drawings,
including:
a. Precise grading and drainage: plans that include
details, rough grading, precise grading, area drains
and erosion control.
EPT
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Proposal for Landscape Architectural Services
Sunset View Park - Phase 1
Newport Beach, California
18 January 2013
Revised 4 February 2013
Page 5 of 8
b. Horoscope plans and details: plans will include
paving material types and locations, including
steps, ramps, fencing, and walls. Material color;
finishes, and sources will be noted on material
schedules.
c. Planting plans and details: plans will include
location of material and plant material schedule
noting type and size.
d. Irrigation plans and details: plans will include
complete irrigation design, including equipment
schedules, points of connection, heads and
laterals, and zoning of irrigation types (including
controllers).
e. Construction specifications for sections related to
work designed by EPTDESIGN, and Urban Resource.
6. Provide an updated estimate of probable construction
costs for the site work designed by and under the
responsibility of EPTDESIGN.
7. Attend three (3) coordination meetings during the
Construction Documents phase. Additional meetings shall
be considered additional services.
III. SERVICES FEES SUMMARY
A. General
EPTDESIGN will provide the above-mentioned preliminary design
and construction document services on a fixed fee basis, as
follows:
Preliminary Design
Phase
Civil Engineer $3,290
Landscape Design 4,550
Biological Services 6,975
Construction Document
Phase
Civil Engineer 10,810
Landscape Design 13,500
Total Design Fee $ 39,125
B. Reimbursable Expenses
Proposal for Landscape Architectural Services
Sunset View Park - Phase i
Newport Beach, California
18 January 2013
Revised 4 February 2013
Page 6 of 8
EPTDESIGN defines reimbursable expenses as additional
compensation for basic services including actual expenditures
made by EPTDESIGN in the development of the project. These
expenses shall include, but not be limited to: printing, plotting
and reproduction; overnight delivery and messenger services;
and travel expenses when approved in advance.
If established, EPTDESIGN will utilize the account established by
Client with a local reprographics company for all plotting and
printing needs. This account shall be billed directly to Client.
If no reprographics account is established, EPTDESIGN will require
the following budgets to accommodate all reimbursable
expenses:
1. Preliminary Design Phase $ 500
2. Construction Documents Phase $ 500
C. Additional Services
EPTD€SIGN will provide to the Client such additional services as
requested in writing by Client. For additional services,
compensation shall be on an hourly basis or negotiated lump -
sum basis.
D. Hourly Rates
Principal
$ 200.00
Studio Director
$ 155.00
Associate
$ 140.00
Project Manager
$ 100.00
Project Captain
$ 90.00
Designer
$ 80.00
Clerical
$ 60.00
Rates are effective through 31 December 2014, and are
subject to escalation each year thereafter.
E. Expenses
All expenses incurred during performance of the Services are
included in compensation delineated above unless otherwise
authorized by the Client in writing.
IV. ASSUMPTIONS
The following items are assumed by EPTDESIGN under this contract:
A. Water points of connection are existing for irrigation.
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Proposal for Landscape Architectural Services
Sunset View Park - Phase 1
Newport Beach, California
18 January 2013
Revised 4 February 2013
Page 7 of 8
B. Power for the irrigation controller is existing.
V. EXCLUSIONS
The following items are specifically excluded to be performed by
EPTDESIGN under this contract:
A. Lighting design, electrical engineering.
B. Signage and graphics is not a part of the project scope.
C. Structural Engineering.
D. WQMP and SWPPP Plans.
E. Utility plans.
F. Agronomic and geotechnical soil report and testing.
G. Construction Administration Services.
H. Plan Check and Permitting Services.
t. Bid Support Services during bidding phase.
J. Preparation of Record or As -Built drawings.
K. Plan check and building permit fees.
L. Reproduction, plotting and printing costs for purposes other
than coordination with Client.
VI. CONSULTANT EXPENSES
Any consultant hired by EPTDESIGN to perform services in behalf of
the Client shall be invoiced at cost plus fifteen percent (15%)
unless noted otherwise.
VII. BILLING PROCEDURES
A. Unless noted otherwise, invoicing will be on a monthly basis for
the portion of the work completed or total hours expended.
B. All invoices are due and payable upon receipt.
V{}LSUSPENSION OF WORK
EPTDESIGN may suspend and withhold all work on a project if
payment is not received in full on a monthly basis for any, or all
invoices presented. Such suspension of work shall relieve EPTDESIGN
of any obligation under this agreement until all outstanding
payments have been made. Client releases EPTDESIGN from any
and all consequential damages, costs, expenses, economic
damages or any at her claims arising by virtue, in whole or in part,
of such suspension of work, and agrees that EPTDESIGN shall have no
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Proposal for Landscape Architectural Services
Sunset View Park - Phase t
Newport Beach, California
18 January 2013
Revised 4 February 2013
Page 8 of 8
responsibility for such consequential damages, costs, expenses,
economic damages or any other claim.
IX. TERMINATION
A. This agreement may be terminated by either party upon seven
{7) days written notice should the other party fail substantially
to perform in accordance with its terms through no fault of the
party initiating the termination.
B. In the event of termination, EPTDESIGN shall be paid
compensation of the Basic Services and Additional Services
performed up to termination date, including reimbursable
expenses.
X. SUCCESSORS AND ASSIGNS
EPTDESIGN and the client agree to obtain written approval of the
other party before assigning or transferring interest in this
agreement to third parties and each binds himself, his partners,
successors, and assigns legal representatives to this agreement.
XI. STATE REGULATION
Landscape Architects are regulated by the California Board of
Architectural Examiners. Any questions concerning a Landscape
Architect may be referred to the Landscape Architects Technical
Committee, 400 R Street, Suite 4000, Sacramento, CA 95814,
916/445-4954.
EXHIBIT B
1. INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1.1 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.
1.2 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.
1.3 Coverage Requirements.
1.3.1 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.
1.3.1.1 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.
1.3.2 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, products -completed operations, personal and advertising injury, and liability
assumed under an insured contract (including the tort liability of another assumed in a
business contract) with no endorsement or modification limiting the scope of coverage
for liability assumed under a contract.
1.3.3 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 the 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.
EPTDESIGN INC. Page B-1
1.3.4 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 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.
1.4 Other Insurance Requirements. The policies are to contain, or be
endorsed to contain, the following provisions:
1.4.1 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.
1.4.2 Additional Insured Status. All liability policies including general
liability, excess liability, pollution liability, and automobile liability, 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.
1.4.3 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.
1.4.4 Notice of Cancellation. All policies shall provide City with thirty (30)
days notice of cancellation (except for nonpayment for which ten (10) days notice is
required) or nonrenewal of coverage for each required coverage.
1.5 Additional Agreements Between the Parties. The parties hereby agree to
the following:
1.5.1 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.
1.5.2 City's Right to Revise Requirements. The City reserves the right at
any time during the term of the Agreement to change the amounts and types of
insurance required by giving the Consultant sixty (60) days advance written notice of
EPTDESIGN INC. Page B-2
such change. If such change results in substantial additional cost to the Consultant, the
City and Consultant may renegotiate Consultant's compensation.
1,5.3 Enforcement of Agreement Provisions. Consultant acknowledges
and agrees that any actual or alleged failure on the part of the City to inform Consultant
of non-compliance with any requirement imposes no additional obligations on the City
nor does it waive any rights hereunder.
1.5.4 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.
1.5.5 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.
1.5.6 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.
1.5.7 Timely Notice of Claims. Consultant shall give City prompt and
timely notice of claims made or suits instituted that arise out of or result from
Consultant's performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies.
1.5.8 Consultant's Insurance. Consultant shall also procure and
maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the Work.
EPTDESIGN INC. Page B-3