HomeMy WebLinkAboutC-3495 - PSA for the Phase II Wayfinding and Directional Signage Programr
AMENDMENT NO.2
TO
PROFESSIONAL SERVICES AGREEMENT
WITH HUNT DESIGN ASSOCIATES, INC.
FOR THE
PHASE II WAYFINDING AND DIRECTIONAL SIGNAGE PROGRAM
THIS AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT, entered
into this /3A day of May 2008, by and between CITY OF NEWPORT BEACH, a
Municipal Corporation (hereinafter referred to as "City') and HUNT DESIGN
ASSOCIATES, INC., a California Corporation, whose address is 25 North Mentor
Avenue, Pasadena, California, 91106 (hereinafter referred to as "Consultant "), is made
with reference to the following:
RECITALS
A. On May 12, 2002, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "Agreement ", for a
Citywide Wayfinding and Directional Signage Program, hereinafter
referred to as "Project ". The Agreement was scheduled to expire on
December 1, 2002.
B. City and Consultant have entered into one previous Amendment of the
Agreement for a fee of $13,850 for additional out of sequence design
development and to assist with directional sign mock -ups, the latest dated
December 5, 2005.
C. City desires to enter into this Amendment No. 2 to provide for the second
phase of implementation of the Project and to extend the term of the
Agreement to May 13, 2009.
D. City desires to compensate Consultant for additional professional services
needed for Project.
E. City and Consultant mutually desire to amend Agreement, hereinafter
referred to as "Amendment No. 2" as provided here below.
NOW, THEREFORE, the parties hereto agree as follows:
Consultant shall be compensated for services performed pursuant to this
Amendment No. 2 according to "Exhibit A" dated April 16, 2008, attached
hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 2 for all work performed in accordance
with this Amendment, including all reimbursable items and sub consultant
fees, shall not exceed Forty -Eight Thousand, Eight Hundred and
00/100 Dollars ($48,800.00).
3. The term of the Agreement shall be extended to May 13, 2009.
4. Except as expressly modified herein, all other provisions, terms, and
covenants set forth in Agreement shall remain unchanged and shall be in
full force and effect.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be
executed on the day and year first written above.
APPROVED AS TO FORM:
G-
City Attorney
for the City of Newport Beach
ATTEST:
B•
LaVonne Harkless,
City Clerk
CITY OFNE
A Mu iaroal (
CC
ORTI BEACH,
ration
for the City of Newport Beach
Title: P Pz) N c i P A'I-
Print Name: I V)A V N -F_ 1 .N _r
By:
( Offi r)
Title: C oRe wi�'-_
Print Name: J \ TAsI
Attachments: Exhibit A: Scope of Services and Billing Rates
2
HUNTDESIGN
1a; rdi i ',;:,S
Revised April 16, 2008
City of Newport Beach
Public Works Department
PO Box 1768
Newport Beach, CA 92658
Attention: Peter Tauscher
11
PROPOSAL TO PROVIDE GRAPHIC DESIGN SERVICES
Project: Newport Beach Phase I1 Wayfinding— Programming and Construction Administration
As a continuation of our work with the City of Newport Beach, Hunt Design will provide the following services.
These services are an extension of the work done for Phase 1, and are a part of the necessary steps for
implementation of the city-wide wayfinding system and gateways.
Scope of Work— Elements
A. City-wide directional wayfinding system (Quantities, general locations and messages based on 12/02/03
sign location plan generated by Hunt Design).
B. Gateway signs [Three (3) monument signs based on City approved design and criteria]
Scope of Work —Tasks
1. Programming
I.I. Attend meeting to kick of phase II scope of work to further define and clarify the goals of the project.
I ;k PRqed RM ngpi'minns, A'AffRmmiqP gang Amr4na tbA initial nbAge of the projeet refine speeifie sign leeations
1.3. Review City's field - verified sign locations.
1.4. Revise programming based on City's site observations for locations and messages.
1.5. Create a numbering system for all sign elements. identify sign locations by number on City provided maps and
titleblock.
1.6. Develop sign message schedule with individual sign numbers cross referenced to sign location plan.
Work Products: Written list of typical proposed project signs by category; plan drawings showing proposed sign
locations keyed to written list; message schedule showing every sign message.
r 6s6 793-7947 r 6a6 793-1549
25 NORTH MENTOR AVENUE, PASADENA, CA 91106 -1709
i •
April 16, 2008 — Page 2 of
H U N T D E S I G N
2. Construction Documents
2.1 Using established design intent drawings and specifications (from 2005 wayfinding pilot program, and the 2007
gateway sign program) modify CD Drawings with updated specifications, elevations, necessary sections, and
details, and copy layouts.
2.2 Prepare production layouts for typical elements. Prepare typography guidelines for the remainder of items.
2.3 Prepare final implementation cost estimate for all signage and graphics elements, including a third -party
estimate.
2.4 For Gateway signs (if applicable), Hunt Design will document specific sign locations on city- provided plan
drawings. All locations will be dimensioned thoroughly with sufficient information for installer to locate sign. If
required due to unique location conditions, Hunt Design will make adjustments to the standard gateway sign
size or proportion.
2.5 Prepare final special provisions for sign elements signed by Hunt Design for submittal in bid package.
Work Products: Design drawings required for sign fabricators to bid on, and to prepare shop drawings and graphic
submittals.
Exclusions: Engineering services (this will be done by the sign fabricator during the shop drawing phase)
3. Construction Administration
3.1. Assist City in developing a list of qualified sign fabricators.
3.2. Assist City in review of bids.
3.3. Assist City in negotiations and start-up of City/sign contractor relationship.
3.4. Review shop drawings, color submittals, and samples. Provide redline comments with Hunt Design signature on all
shop drawings, color submittals and samples to ensure conformance to bid package specifications.
3.5 Attend site meetings for coordination and verification of site conditions.
3.6. Review installed work on site and prepare a punch list of items requiring correction.
Work Products: List ofsign fabricators, marked up shop drawings.
r
H U N T D E S I G N
April 16,1008— Page 3 of 3
In return for the above services, Hunt Design Associates, Inc. is to be paid not -to- exceed fees as follows:
A. City-wide directional wayfinding system
1. Programming $12,500
2. Construction Documents $ 6,000
3. Construction Administration $16,000
(We estimate an expense budget of $1,300 will be required for this phase).
B. Gateway signs
I. Programming $ 2,500
2. Construction Documents $ 5,500
3. Construction Administration $ 4,500
(We estimate an expense budget of $500 will be required for this phase).
All other terms and conditions from the original agreement remain in effect.
Respectfully submitted,
4Z \ "oA4
John Temple
Principal
0
H U N T D E S I G N
May 1, 2008
•
2008 Billing Rates
Our fees will be based, approximately on our estimate of professional hours required multiplied by our
standard hourly billing rates of.
Principal
$175
Designer
$140
Programming
$125
Drafting/ Technical
$ 90
T. Wayne Hunt
T 6x6 793-7847 s 6s6 793•z549
z5 NoaTH MENTo0.Avmus� NsAmNA, CA 91106.1709
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 18
May 13, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Kathlyn Bowden, AICP, Economic Development Coordinator
949- 644 -3230/ kbowden @city.newport- beach.ca.us
SUBJECT: Wayfinding and Directional Signage Program Phase II — Approval of
Third Amendment to Professional Services Agreement with Hunt
Design Associates
ISSUE:
Should the City approve a contract amendment with Hunt Design Associates to support
the second phase of implementation of the Citywide Wayfinding and Directional
Signage Program?
RECOMMENDATION:
Approve Third Amendment to Professional Services Agreement with Hunt Design
Associates for design development of the Citywide Wayfinding & Directional Signage
Program Phase II for a cost not to exceed $48,800, and authorize the Mayor and City
Clerk to execute the agreement.
BACKGROUND:
Arising from Economic Development Committee and City Council approvals in FY 2000,
the City has embarked on the development and implementation of a comprehensive
Citywide Wayfinding and Directional Signage Program. In an effort to help gain public
acceptance of the program, the City installed a series of directional signs through a pilot
program. The pilot program was developed in 2005 as a part of the traffic
improvements around the "mixmaster" intersection near the Newport Pier. The pilot
program was helpful in allowing city staff to evaluate the success of the pilot signs and
make adjustments to font size and method of installation.
The City has completed the placement of nine new monument signs at prominent City
and district gateway entrances as part of the 2007 -08 capital program. Phase II,
installation of the wayfinding signs, was also included in the capital budget, but has
been delayed. Staff is proposing that funds for this project be rebudgeted in 2008 -09 so
the project can be completed_
Onding and Directional Sign Program Phase II —Ant No. 3 to PSA with Hunt Design
May 13, 2008
Page: 2
DISCUSSION:
The second phase of the design project includes programming, construction document
production, and construction administration services. Public Works staff (and CalTrans,
when; necessary) will review and approve all design and locational issues in
accordance with state and local regulations. Hunt Design will review and update sign
locations and messages in accordance with a sign location plan, prepare design intent
drawings and specifications, prepare the final implementation cost estimate, and assist
City staff with all aspects of construction administration.
If the City Council approves the contract amendment for the second phase of
implementation, the total revised cost for services will be $47,000, plus reimbursable
expenses (estimated at $1,800) for a grand total project cost of $48,800.
FUNDING AVAILABILITY:
The funds required for this amendment are budgeted in the Circulation and
Transportation account for the wayfinding signage project, 7261- C2700813.
Prepared by: Submitted by:
Aa yn f 3 den, P S ron Wood
omic Development Coordinator Assistant City Manager
Attachment: Third Amendment to Professional Services Agreement
�f.
F
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THIRD AMENDMENT
TO
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this day of May 2008, by and between
CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City")
and HUNT DESIGN ASSOCIATES whose address is 25 North Mentor Avenue,
Pasadena, California, 91106 (hereinafter referred to as "Consultant "), is made with
reference to the following:
RECITALS
A. City and Consultant entered into a Professional Services Agreement for a
Citywide Wayfinding and Directional Signage Program on May 12, 2002.
B. The Professional Services Agreement was amended on February 3, 2006,
increasing total compensation to consultant to $94,450.
C. The Parties desire to amend the agreement to provide for the second phase of
implementation of the Citywide Wayfinding and Directional Signage Program.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. COMPENSATION TO CONSULTANT
Paragraph 3, Compensation to Consultant, is amended to provide that
Consultant's compensation for all work performed in accordance with this agreement
shall not exceed Forty -Eight Thousand, Eight Hundred Dollars ($48,800.00).
2. SERVICES TO BE PERFORMED
Paragraph 2, Services to be Performed, is amended to include Exhibit "A", scope
of services dated April 16, 2008. Consultant shall diligently perform all the. duties set
forth in the scope of services, attached hereto as Exhibit "A" and incorporated herein by
reference.
3. NO AMENDMENTS TO REMAINDER OF AGREEMENT
All other provisions of the Agreement shall remain in force and effect in their
original form.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be
executed on the day and year first written above.
0
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Edward Selich, Mayor
ATTEST:
LaVonne Harkless, City Clerk
•
CONSULTANT
Hunt Design Associates
By:
T. Wayne Hunt
Attachment: Exhibit A: Hunt Design Proposal for Professional Services -Newport Beach Phase II
Wayfinding, Program and Construction Administration
2
=i
HUNTDESIGN
a - 1 - f ', 0Q8
d
Revisepril 16, 2008
City of Newport Beach
Public Works Department
PO Box 1768
Newport Beach, CA 92658
Attention: Peter Tauscher
PROPOSAL TO PROVIDE GRAPHIC DESIGN SERVICES
Project: Newport Beach Phase II Wayfmding— Programming and Construction Administration
As a continuation of our work with the City of Newport Beach, Hunt Design will provide the following services.
These services are an extension of the work done for Phase 1, and are a part of the necessary steps for
implementation of the city -wide wayfinding system and gateways.
Scope of Work— Etemeots
A. City-wide directional wayfrnding system (Quantities, general locations and messages based on 12/02/03
sign location plan generated by Hunt Design).
B. Gateway signs [Three (3) monument signs based on City approved design and criteria)
Scope of Work —Tasks
1. Programming
1.1. Attend meeting to kick off phase Il scope of work to further define and clarify the goals of the project.
1-.2. Based on preliminary pwgramining done defing the initial phase.
deteftaine messaging r__ _n ••.,...a �
1.3. Review City's field - verified sign locations.
1.4. Revise programming based on City's site observations for locations and messages.
1.5. Create a numbering system for all sign elements. Identify sign locations by number on City provided maps and
titleblock
1.6. Develop sign message schedule with individual sign numbers cross referenced to sign location plan.
Work Products: Written list of typical proposed project signs by category; plan drawings showing proposed sign
locations keyed to written list; message schedule showing every sign message.
T 616 793.7847 r 616 795.1549
zs NORTH MENTOR AVENUE, PASADENA, CA 91ro6.1709
• • April 16,2008 —Pagc 2 of
HUNTDEStGN
2. Construction Documents
2.1 Using established design intent drawings and specifications (from 2005 wayfmding pilot program, and the 2007
gateway sign program) modify CD Drawings with updated specifications, elevations, necessary sections, and
details, and copy layouts.
2.2 Prepare production layouts for typical elements. Prepare typography guidelines for the remainder of items.
2.3 Prepare final implementation cost estimate for all signage and graphics elements, including a third -party
estimate.
2.4 For Gateway signs (if applicable), Hunt Design will document specific sign locations on city - provided plan
drawings. All locations will be dimensioned thoroughly with sufficient information for installer to locate sign. if
required due to unique location conditions, Hunt Design will make adjustments to the standard gateway sign
size or proportion.
2.5 Prepare final special provisions for sign elements signed by Hunt Design for submittal in bid package.
Work Products: Design drawings required for sign fabricators to bid am and to prepare shop drawings and graphic
submittals.
Exclusions: Engineering services (this will be done by the sign fabricator during the shop drawing phase)
3. Construction Administration
3. 1. Assist City in developing a list of qualified sign fabricators.
3.2. Assist City in review of bids.
3.3. Assist City in negotiations and start -up of City /sign contractor relationship.
3.4. Review shop drawings, color submittals, and samples. Provide redline comments with Hunt Design signature on all
shop drawings, color submittals and samples to ensure conformance to bid package specifications.
3.5 Attend site meetings for coordination and verification of site conditions.
3.6. Review installed work on site and prepare a punch list of items requiring correction.
Work Products: List grsign fabricators, marked up shop drawings.
• •
April 16, 7006 - Page 3 of 3
H U N T D E S I G N
In return for the above services, Hunt Design Associates, Inc. is to be paid not -to- exceed fees as follows:
A. City -wide directional wayfinding system
1. Programming $12,500
2. Construction Documents $ 6,000
3. Construction Administration $16,000
(We estimate an expense budget of $ I,300 will be required for this phase).
B. Gateway signs
1. Programming $ 2,500
2. Construction Documents $ 5,500
3. Construction Administration $ 4,500
(We estimate an expense budget of $500 will be required for this phase).
All other terms and conditions from the original agreement remain in effect.
Respectfully submitted,
John Temple
Principal
G
Newport Beach
Directional Signage Program
%Tit
• Met with Staff to Develop List of Destinations and
Sign Location Criteria
• Developed Initial Programming for Locations
and Messages
• Created Four Different Schematic Design Variations
• Reviewed Programming and Designs with
Signage Subcommittee
• Reviewed Programming and Designs with
Jack Greenspan (traffic engineer)
• Refined Two Preferred Designs and Expanded into
Sign Families
i"
ASSOCIATES
Newport Beach
Directional Signage Program
%Tit
• Met with Staff to Develop List of Destinations and
Sign Location Criteria
• Developed Initial Programming for Locations
and Messages
• Created Four Different Schematic Design Variations
• Reviewed Programming and Designs with
Signage Subcommittee
• Reviewed Programming and Designs with
Jack Greenspan (traffic engineer)
• Refined Two Preferred Designs and Expanded into
Sign Families
0 0
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s
i
Schematic Design Version A
l
NEWPORT BEACH
F Newport Center
Fashion Island
Corona del Mar
Balboa Island
Corm del Mar
4 Library
T State Beach
C`�'�, Ii G E 7''1111'.I '>s3 D1 C"S1g L12Version B
II
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NEWPORT R E A C H
T Newport Center
Fashion Island
Corona del Mar
Balboa Island
CORONA D E I . MAR
-+ Library
T State Beach
0
Schematic Des�gnGateways
9�
CORONA
W-0100 9"I MA DEL MAP,
a
CORONA OIL MAR
COPIONA DEL MAP,
Finalist Version A - Sign Family
I& Newport Center R L,b,a,y m Balboa Village
'ash,on Island + State Beach Beach Pier Patkung P
Corona del Mar t Beach Parking P
Hatuaa hlaad Newport Pier
Fin Gi H st Version A - Directional sign
F Newport Center
Fashion Island
Corona del Mar
Balboa Island
N'1 L Version A - District Directional Signs
Jf$'
R McFadden Square
Newport Pier
T Pacific Coast Hwy
R Balboa Village
Beach -Pier Parking P
T Beach Parking P
Newport Pier
a McFadden Square r
Import Pier !'
Balboa Pier '•T�;'
r
i
Sign Rendering
u r Version A - Freestanding Gateways
F i n a I i aW Version A- Pole Mounted Gateway
T q n a * « Version A - Rendering
II :! a, s t Version B - Sign Family
T
Newport Center v R aalboo
Fashion island q. Scala gems 6mr6Pin Poling v
Corona delldot T seam Paikmq P
Balboa Island :lenoorl Pie.
AOL
Mariner's Mile McFadden Square
\1 :" 1 ) N I I:I: \I'll
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1
Version B - Directional Sign
T Newport Center
Fashion Island
Corona del Mar
Balboa Island
ra o o ?
' ni Ell Version B - District Directional Sign
* McFadden Square
Newport Pier
* Pacific Coast Highway
K Balboa Village
Beach -Pier Parking OP
T Beach Parking 6P)
Newport Pier
Sign Rendering
F�,n, aIQSt Version B- Freestanding Gateways
0
NV \\'11011'1' IS Is. \l'II
Mariner's Mile
(AV O O
Fin a i s it Version B- Pole Mounted Gateway
McFadden
re
Fi n aU s t version B- Gateway Rendering
Next Steps
• Test Full Size Mock ups
• Meet with Signage Subcommittee
• Evaluate Sign Locations and Messages
• Refine Preferred Design
• • C -3�q5
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this At day of March, 2002, by and
between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to
as "City "), and HUNT DESIGN ASSOCIATES whose address is 25 North Mentor
Avenue, Pasadena, California 91106, (hereinafter referred to as "Consultant'), is made
with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under
the laws of the State of California with the power to carry on its business
as it is now being conducted under the statutes of the State of California
and the Charter of City.
B. City desires to engage Consultant to provide project management and
staff services upon the terms and conditions contained in this Agreement.
C. The principal member of Consultant is, for purpose of this Project, T.
Wayne Hunt.
D. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
desires to contract with Consultant under the terms of conditions provided
in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
Parties as follows:
1. TERM
The term of this A r ement sh 11 com ence on the Lath day of March, 2002, and
shall terminate on the 1 day of y Nl"✓dfi1, 2002, unless terminated earlier as set
forth herein.
0 0
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" attached hereto along with a List of Key Personnel and
incorporated herein by reference.
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of
this Section and the Schedule of Fees and Billing Rates, attached hereto as Exhibit "B"
and incorporated herein by reference. No rate changes shall be made during the term
of this Agreement without prior written approval of City. Consultant's compensation for
all work performed in accordance with this Agreement, including compensation for
approved subconsultants, shall not exceed the total contract price of eighty thousand,
five hundred dollars ($80,500).
3.1 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly invoices to City payable by City within
thirty (30) days of receipt of invoice subject to the approval of City.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with Exhibit "B ".
3.4 City shall reimburse Consultant only for those costs or expenses that have
been specifically approved in this Agreement, or specifically approved in advance by
City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
percent (10 %) of each approved payment as approved retention until all services under
this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 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 community professional
0 0
standards. Qualified and experienced personnel who are neither employed by City nor
have any contractual relationship with City shall perform all services. Consultant
represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents
and warrants that it shall keep in effect all such licenses, permits and other approvals
during the term of this Agreement.
4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, or acts of God, or the failure of City to furnish timely information or
to approve or disapprove Consultant's work promptly, or delay or faulty performance by
City, contractors, or governmental agencies, or any other delays beyond Consultant's
control or without Consultant's fault.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be
deemed to constitute Consultant or any of Consultant's employees or agents, to be the
agents or employees of City. Consultant shall have the responsibility for and control
over the details in means of performing the work provided that Consultant is compliance
with the terms of this Agreement. Anything in this Agreement which may appear to
give City the right to direct Consultant as to the details of the performance of the
services or to exercise a measure of control over Consultant shall mean that Consultant
shall follow the desires of City only with respect to the results of the services.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies that may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the Project.
7. PROJECT MANAGER
Consultant shall assign the Project to a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Project term. Consultant has designated John Temple and Wayne
Hunt to be its co- Project Managers. Consultant shall not bill any personnel to the
Project other than those personnel identified in Exhibit "A ", whether or not considered to
be key personnel, without City's prior written approval by name and specific hourly
billing rate. Consultant shall not remove or reassign any personnel designated in this
Section or assign any new or replacement person to the Project without the prior written
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consent of City. City's approval shall not be unreasonably withheld with respect to
removal or assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will . continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and Consultant in accordance with Exhibit A shall perform the services. The failure by
Consultant to strictly adhere to the schedule, may result in termination of this
Agreement by City, and the assessment of damages against Consultant for delay.
Notwithstanding the foregoing, Consultant shall not be responsible for delays that are
due to causes beyond Consultant's reasonable control. However, in the case of any
such delay in the services to be provided for the Project, each party hereby agrees to
provide notice to the other party so that all delays can be addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition that purportedly causes a delay, and not later than the date upon which
performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
either telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order
to ensure that the Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state
and federal law, regulations and permit requirements and be subject to approval of the
Project Administrator and City.
11. PROGRESS
9 0
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of
the work, activities performed and planned, and any meetings that have been scheduled
or are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages
of any nature whatsoever, including, but not limited to, bodily injury, death, personal
injury, property damages, or any other claims arising from any and all acts or omissions
of Consultant, its employees, agents or subcontractors in the performance of services or
work conducted or performed pursuant to this Agreement. This indemnity shall apply
even in the event of negligence of City, or its employees, or other contractors, excepting
only the sole negligence or willful misconduct of City, its officers or employees, and shall
include attorneys' fees and all other costs incurred in defending any such claim.
Nothing in this indemnity shall be construed as authorizing, any award of attorneys' fees
in any action on or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement
of work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must
be filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation, all insurance policies shall add City, its
elected officials, officers, agents, representatives and employees as additional insured
for all liability arising from Consultant's services as described herein.
All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the
State of California, with an assigned policyholders' Rating of A (or higher) and Financial
Size Category Class VII (or larger) in accordance with the latest edition of Bests Key
Rating Guide: unless otherwise approved by the City Risk Manager.
A. Worker's compensation insurance covering all employees and principals
of Consultant, per the laws of the State of California.
B. Commercial general liability insurance covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal
injury and property damage. If commercial general liability insurance or
0
other form with a general aggregate is used, either the general aggregate
shall apply separately to this Project, or the general aggregate limit shall
be twice the occurrence limit.
C. Commercial auto liability and property insurance covering any owned and
rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
D. Professional errors and omissions insurance that covers the services to be
performed in connection with this Agreement in the minimum amount of
One Million dollars ($1,000,000).
Said policy or policies shall be endorsed to state that either party shall not cancel
coverage except after thirty (30) days' prior notice has been given in writing to City.
Consultant shall give City prompt and timely notice of claim made or suit instituted
arising out of Consultant's operation hereunder. Consultant shall also procure and
maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that, in the event of loss due to any of the perils for which it
has agreed to provide comprehensive general and automotive liability insurance,
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing comprehensive general and automotive liability
insurance to either Consultant or City with respect to the services of Consultant herein,
a waiver of any right of subrogation that any such insurer of said Consultant may
acquire against City by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any for the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture
or syndicate or cotenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint venture.
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15. OWNERSHIP OF DOCUMENTS
9
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this
Agreement by City or persons other than Consultant is waived against Consultant and
City assumes full responsibility for such changes unless City has given Consultant prior
notice and has received from Consultant written consent for such changes.
Consultant shall, at such time and in such form as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless City authorizes the release of information.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. Access to, and upon request of Consultant, one copy of all existing record
information on file at City. Consultant shall be entitled to rely upon the
accuracy of data information provided by City or others without
independent review or evaluation. City will provide all such materials in a
timely manner so as not to cause delays in Consultant's work schedule.
B. Blueprinting, CADD plotting, copying and other services through City's
reproduction company for each of the required submittals. Consultant will
be required to coordinate the required submittals with City's reproduction
company. All other reproduction will be the responsibility of Consultant
and as defined above.
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18. ADMINISTRATION
This Agreement will be administered by the Planning Department. George
Berger shall be considered the Project Administrator and shall have the authority act for
City under this Agreement. The Project Administrator or his /her authorized
representative shall represent City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall
be clearly identifiable. Consultant shall allow a representative of City to examine, audit
and make transcripts or copies of such records during normal business hours.
Consultant shall allow inspection of all work, data, documents, proceedings and
activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
work as a result of such withholding. Consultant shall have an immediate right to
appeal to the City Manager or his designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of seven
percent (7 %) per annum from the date of withholding of any amounts found to have
been improperly withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant,
the additional expense shall be borne by Consultant. Nothing in this paragraph is
intended to limit City's rights under any other sections of this Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project.
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23. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the
Act. Failure to do so constitutes a material breach and is grounds for
termination of this Agreement by City. Consultant shall indemnify and
hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
Except as specifically authorized under this Agreement, the services included in
this Agreement shall not be assigned, transferred, contracted or subcontracted without
prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States
mail, postage prepaid, first class mail, addressed as hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
City of Newport Beach
Planning Department
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA, 92658 -8915
(949) 644 -3200
(949) 644 -3229 fax
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
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Hunt Design Associates
Attention: Mr. Wayne Hunt
25 North Mentor Avenue
Pasadena, CA 91106
(626) 793 -7847
(626) 793 -2549 fax
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt of written notice of default, specifying the nature of such default
and the steps necessary to cure such default, the nondefaulting party may terminate the
Agreement forthwith by giving to the defaulting party written notice thereof.
26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant
as provided herein. Upon termination of this Agreement, City shall pay to the
Consultant that portion of compensation specified in this Agreement that is earned and
unpaid prior to the effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules
and regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
same or any other term, covenant or condition contained herein, whether of the same or
a different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the Parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions herein. Any modification of this
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Agreement will be effective only by written execution signed by both City and
Consultant.
30. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his
judgment as a design professional and is supplied for the general guidance of City.
Since Consultant has no control over the cost of labor and material, or over competitive
bidding or market conditions, Consultant does not guarantee the accuracy of such
opinions as compared to contractor bids or actual cost to City.
31. PATENT INDEMNITY
The Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be
executed on the day and year first written above.
APPROVED AS TO FORM:
By: .
obin Clauson
Assistant City Attorney
for the City of Newport Beach
ATTEST:
By:6AZ66� /O- /
LaVonne Harkless
City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
By: %L l- �
Homer L. 134 41-1
City Manager
for the City of Newport Beach
FONSULTANT
By:
ayne u
T
Design Associates
Attachments: Exhibit A — Scope of Services, List of Key Personnel, and Project Schedule, and
Exhibit 8 — Schedule of Fees and Billing Rates
•
• Exhibit A
ASSOCIATES
25 North Mentor Ave
Pasadena, CA
gzro6 -1709
626 7939847
626 793-2549 fax
NEWPORT BEACH CITYWIDE WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
SCOPE OF SERVICES
KEY PERSONNEL
PROJECT SCHEDULE
A. SCOPE OF WORK - AREAS AND ELEMENTS
The following elements will be studied and addressed under Scope of Services:
1. City Identity and Wayfinding Signage
• Gateway elements
• Citywide vehicular directional signage
• Beach area & pedestrian directional signage
2. District Identity and Wayfinding Signage
• Gateway or identification elements
• Perimeter markers
• Banner programs
3. Sign Clutter Abatement
• Selection and documentation of existing signs to be removed
4. Signage and Graphics Guidelines
• Guidelines policy and procedures manual for sign system continuation
City of Newport Beach
Project: Citywide Wayfinding and Liftional Signage Project
Exhibit A— Scope of Services /Key sonnel/Project Schedule •
Page 2 of 5
B. SCOPE OF SERVICES AND TECHNICAL APPROACH
The following methodology is Hunt Design's unique approach and description of the work,
based on substantial experience with similar projects. Hunt Design Associates will provide the
following services to the City of Newport Beach:
Analysis and Programming
1. Conduct a kick -off meeting to further define and clarify the goals of the project and begin to
identify the districts to be included.
2. Conduct visual and photographic audit of typical existing public signs (both vehicular
and pedestrian).
3. Review existing identities of the various districts.
4. Review relevant project and area plans provided by the City to help create a starting point for
signage and graphic design.
5. Collect and review identity and wayfinding related elements from other districts and cities to
develop a context for design.
6. Working from our own files and library and other available design libraries, review
related projects, environments, city and downtown identity graphics, urban design
and landscape which may provide a state -of -the -art context for the work.
7. Identify and evaluate all of the various sequences of arrival, circulation and departure by
vehicles and pedestrians with the goal of simplified traffic patterns to guide drivers through
the city and to the various districts.
8. Review applicable codes and regulations for roadway signs including California Vehicle
Codes and Newport Beach Municipal Codes.
9. Identify the typical decision points leading to the destinations and develop a signage location
plan and a written inventory of typical sign messages. Organize the message types into
categories of sign types. Refine into specific sign type groups and hierarchies of individual
sign types and create a wayfinding plan.
Work Products: Visual presentations of research; written list of typical proposed project signs
by category; plan drawings showing proposed sign locations keyed to written list.
11. Conceptual Design
1. Explore conceptual design options to bring visual form to each sign type. Included will be
studies of size, scale, typeface, color, material, sequence, relationship to architecture,
landscape and streetscape elements. Consider historic, contextual and environmental
qualities in design
City of Newport Beach
Project: Citywide WaySnding and ] ional Signage Project •
Exhibit A — Scope of Services /Key sonnel/Project Schedule
Page 3 of 5
process. Present for review.
2. Develop the best of the conceptual designs into schematic design concepts. Present for
review.
Work Products: Visual presentations of conceptual designs and schematic designs.
III Design Development
1. Develop schematic designs into final detailed designs reflecting actual wording
and visual content including color and materials recommendations and relationship
to architectural and paving elements.
2. Develop an implementation cost estimate.
3. Assist City in developing an implementation plan.
Work Products: Visual presentations necessary to demonstrate developed designs;
implementation cost estimate; implementation plan.
IV. Construction Documents
Prepare design- intent fabrication and installation drawings necessary to solicit bids and
select sign vendor including sign location plans, design drawings and message listing.
2. Prepare copy layouts and computer artwork for high- profile items where necessary.
Prepare typography guidelines for the remainder of items. Computer artwork will be
prepared in Macintosh format.
3. Prepare plan drawings and photographs documenting existing signs to be removed.
Work Products: Construction documents necessary to bid, fabricate and install signage
program; computer artwork.
V. Construction Administration
1. Assist City in preparation of bid packages.
2. Assist City in review of bids.
3. Assist City in negotiations and start-up of City /sign contractor relationship.
4. Assist in supervising sign contractor by reviewing shop drawings, color submittals,
mock -ups and by inspecting work in sign contractor's shop and on site.
5. Review installed work on site and prepare a punch list of items requiring correction.
City of Newport Beach
Project: Citywide Wayfinding and Fational Signage Project •
Exhibit A— Scope of Services /Ke sonnel/Project Schedule
Page 4 of 5
Work Products: Punch list of items requiring sign vendor attention.
VI. Signage and Graphics Guidelines
Write, design and publish a Signage Standards Manual of up to sixteen (16) pages detailing
guidelines for future continuation of the program including standards for typography, sign
layout, colors and applications.
VII General Consultation
At the request of the City, participate, consult on, or conceptualize items or treatments beyond
actual Signage and graphics elements such as architectural color, paving patterns, ironwork, etc.
City of Newport Beach
Project: Citywide Wayfinding and rational Signage Project •
Exhibit A— Scope of Services /Ke sonnel /Project Schedule
Page 5 of 5
C. KEYPERSONNEL
Name
Position
Hourly Rate
T. Wayne Hunt
Principal
$140
John Temple
Project Manger
$120
Sharrie Lee
Senior Associate
$120
Jennifer Bressler
Associate
$110
Christina Allen
Designer
$110
In Sung Kim
Designer
$110
Heather Watson
Designer
$110
Rick Chavez
Designer
$110
Dinnis Lee
Design Technician
$ 80
Perry Shimoji
Design Technician
$ 80
Above rates are identified for reference only. The services under this proposal are offered on a
fixed -fee basis, by phase.
Consultant
Jack Greenspan $160
Linscott Law &Greenspan Engineers (LLG)
D. PROJECTSCHEDULE
Following are approximate elapsed -time schedules for phases of the work, exclusive of City or
agency review time.
Analysis and Programming 4 weeks
Conceptual Design 6 weeks
Design Development 8 weeks
Construction Documents 8 weeks
Construction Administration 6 weeks
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NEWPORT BEACH WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
SCHEDULE OF FEES
BILLING RATES
Exhibit B
ASSOCIATES
2,{ North Mentor Ave
Pasadena, CA
91ro6 -1709
626 793 -7847
6z6 793-2549 fax
A. FEES —BASIC SERVICES
In return for the services discussed in Exhibit A — Scope of Services, Hunt Design Associates, Inc.
will be paid fixed fees by project phase as follows:
I. Analysis and Programming
77 Conceptual Design
III. Design Development
IV Construction Documents
V Construction Administration
Traffic Engineer (consultant, hourly)
Sign Removal Plan (IV 3. above
Signage and Graphics Guidelines (VI. above)
General Consultation (VII. above)
S 8,500
$11,500
$12,500
S15,500
S 9,000
not to exceed $ 6,500
$ 7,500
$ 7,500
hourly, as required
Note: the above fees include time to prepare for and attend up to six (6) public and/or agency
presentations. Additional meetings will be billed hourly.
The fees are based approximately on estimated hours per task multiplied by our standard hourly
billing rates of: Principal $140; Associates $120; Programming and Design $110; Drafting $80.
B. EXPENSES
In addition to the above fees, Hunt Design Associates is to be reimbursed for expenses incurred in
connection with this project at cost plus 15 %. Such expenses include: blueprints, computer imagery
and other normal reproduction charges. In -house color computer output will be billed at $5 per page.
Extraordinary items required by the owner, such as models, renderings, etc. purchased by Hunt
Design Associates will be billed at cost.
City of Newport Beach
Project: Citywide Wayfinding and tional Signage Project .
Exhibit B— Schedule of Compens /Billing Rates
Page 2 of 2
We estimate that a reimbursable budget of $2,000 will be required for this project.
C. BILLING
Monthly invoices reflecting the percentage of work completed plus expenses will be submitted for
payment. Invoices shall be paid within thirty (30) days of receipt. Applicable sales tax will be added
to billing as required by the California State Board of Equalization.
D. ADVANCED PAYMENT - RETAINER
Before starting work, Hunt Design Associates requests an advance payment equal to 15% of the total
fees, which will be credited at the end of the project.
E. CONDITIONS OF THE AGREEMENT
Revisions and Additions: This proposal covers only the services outlined. If the scope of work
changes, approved revisions or additions will be charged for on an hourly basis, and as an addition
to the original contract.
Termination of Contract: Assuming just cause, either party reserves the right to terminate this
agreement after giving ten (10) days written notice to the other. Hunt Design Associates shall be paid
for services and reimbursable expenses incurred under this contract up to the date of such termination.
Cash Flow and Timely Payments: Timely and regular payments of Hunt Design Associates invoices
are required for continuous work on the project.
Sequence of Work: The fees stated above are based on executing the project or large project portions
as a group or groups. That is, items added out of sequence or after general approvals of areas or
phases, may be considered as extra to the contract.
Limit of Quantity of Designs: A reasonable quantity of design solutions for individual elements will
be developed for review. Excessive or unreasonable requests for redesign or additional design
options may result in additional design fees.
Originality: All reasonable care will be taken to avoid accidental duplication of graphic designs
already in existence, but responsibility and matters of registration, trade - marking, copyrighting, rest
with the owner.
Best Effort Basis: The creative services described above will be provided on a "best effort" basis.
That is, Hunt Design Associates will create designs based on our training, experience and professional
judgment and that represents our best effort; non- acceptance of the design(s) shall not constitute
reason for non - payment.
Publicity: Hunt Design Associates reserves the right of reasonable publicity about its participation in
this project.
/sm
2280
SUMMARY:
Hearing Date:
Agenda Item No.:
Staff Person:
REPORT TO THE MAYOR AND CITY COUNCIL
MAR 12 1002
��11�i i 1 ✓6/���
March 12, 2002
George A. Berger, AICP
(949) 644 -3207
Citywide Wayfinding & Directional Signage Program:
Approval of Professional Services Agreement and Budget
Amendment.
Arising from Economic Development Committee and City Council
approvals in FY 2000, staff recommends approval of a contract with
Hunt Design for professional design services associated with the
Newport Beach Citywide Wayfinding and Directional Signage
Program. Staff also recommends Council approval of an additional
amount in professional services fees in order that the complete
design project may proceed.
SUGGESTED ACTIONS: 1. Approve Agreement for Professional Services with Hunt
Design Associates not to exceed $80,500; approve a
reproducibles budget not to exceed $2,000; and
2. Approve budget amendment transferring $36,085 from
unappropriated reserve to capital account for public signage
program.
Following discussion at the Study Session of February 26, 2002, the City Council recommended
that the Citywide Wayfinding & Directional Signage Program be brought to a regular Council
meeting for action on the Professional Services Agreement with Hunt Design Associates.
Background
The proposal for a citywide Wayfinding and Directional Signage Program stems from calls from
the City Council and its Economic Development Committee —and various Council- commissioned
studies, General Plan amendments and Specific Plans —to provide a coordinated, aesthetically -
appealing citywide directional sign program. Following a Request for Proposals circulated
nationally during the autumn of 2001, the EDC recommended the Pasadena, California signage and
environmental design firm of Hunt Design Associates to provide a final negotiated proposal for
submittal to the City Council.
CITY OF NERPORT BEACH
�dEW�Rr
COMMUNITY AND ECONOMIC
DEVELOPMENT
- '
PLANNING DEPARTMENT
u z
"
°'uroaN'�
3300 NEWPORT BOULEVARD
NEWPORT BEACH, CA 92658
(949) 644 -3200; FAX (949) 644 -3229
SUMMARY:
Hearing Date:
Agenda Item No.:
Staff Person:
REPORT TO THE MAYOR AND CITY COUNCIL
MAR 12 1002
��11�i i 1 ✓6/���
March 12, 2002
George A. Berger, AICP
(949) 644 -3207
Citywide Wayfinding & Directional Signage Program:
Approval of Professional Services Agreement and Budget
Amendment.
Arising from Economic Development Committee and City Council
approvals in FY 2000, staff recommends approval of a contract with
Hunt Design for professional design services associated with the
Newport Beach Citywide Wayfinding and Directional Signage
Program. Staff also recommends Council approval of an additional
amount in professional services fees in order that the complete
design project may proceed.
SUGGESTED ACTIONS: 1. Approve Agreement for Professional Services with Hunt
Design Associates not to exceed $80,500; approve a
reproducibles budget not to exceed $2,000; and
2. Approve budget amendment transferring $36,085 from
unappropriated reserve to capital account for public signage
program.
Following discussion at the Study Session of February 26, 2002, the City Council recommended
that the Citywide Wayfinding & Directional Signage Program be brought to a regular Council
meeting for action on the Professional Services Agreement with Hunt Design Associates.
Background
The proposal for a citywide Wayfinding and Directional Signage Program stems from calls from
the City Council and its Economic Development Committee —and various Council- commissioned
studies, General Plan amendments and Specific Plans —to provide a coordinated, aesthetically -
appealing citywide directional sign program. Following a Request for Proposals circulated
nationally during the autumn of 2001, the EDC recommended the Pasadena, California signage and
environmental design firm of Hunt Design Associates to provide a final negotiated proposal for
submittal to the City Council.
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Hunt Design's proposal (Please see Attachment 1, Exhibits A & B) includes signage that will be
accessible to pedestrians and from motorized vehicles alike, allowing people to navigate the City's
streets, sidewalks and public areas with increased ease and confidence. The project includes
planning and graphic design services, and includes a mechanism featuring a number of meetings
with the public and its leaders to build consensus on which of the City's significant icons and
commercial and residential destinations should be included. City of Newport Beach Public Works
staff (and Gal Trans, where necessary) will review and approve all design and locational issues in
accordance with state and local regulations.
Dkenecion
At the November 13, 2001 meeting, Council members heard testimony from Hunt Design, who
outlined the need for the program and the project itself. In their discussion, Council members
recommended reducing the scope of the project, as well as two important professional services -
related inclusions, and requested that the project be brought back at a Study Session for secondary
review.
At the Council Study Session held on February 26, 2002, those concerns were addressed by staff
and the consultants, who had: removed inclusion of "district icons" from citywide directional
signage as a scope element; eliminated from the scope of services the design of permanent
pedestrian mapping for the City's high- tourist areas; added traffic engineering services to the
professional services contract to ensure proper technical design; and ensured that the prime
consultant carry the proper amount of "errors and omissions" insurance to protect the City from
potential liability resulting from the design and placement of project signage.
A registered engineering firm (Linscott Law & Greenspan Engineers) has been added to the
consulting team to provide services, and Hunt Design has added One Million Dollars of errors and
omissions insurance to their portfolio specifically for this contract. The City Attorney's office has
reviewed the draft Agreement and scope, and is satisfied that these items are sufficiently addressed.
As a result, the total cost for the final scope of services is $78,500, along with reimbursable
expenses (estimated at $2,000), for a grand total project cost of $80,500. Staff also recommends a
reproducibles budget be set aside not to exceed $2,000 to address the standard cost of blueprinting,
CADD plotting, copying and other services through the City's reproduction company for each of
the required submittals, as noted in the Professional Services Agreement, Section 17(B).
Therefore, the total amount recommended for the project is $82,500.
Project Funding
This project will be funded from the FY 2001 -2002 General Fund through an existing budget item
approved in Capital Account No. 7014- C2700550. The grand total project cost, including the
reimbursables budget, is $36,085 above the amount contained in the capital budget account
($46,415) established for this project, but may be fully funded with City Council approval of a
I
budget amendment. The additional amount may be taken from unappropriated reserve funds. A
recommendation for Council to approve the budget amendment transferring the money into the
capital account is needed. Implementation of the recommended final signage will be subject to
future funding authorization.
Submitted by:
SHARON Z. WOOD
Assistant City Manager
Prepared by:
GEORGE A. BERGER, AICP
Senior Planner
Attachments: Attachment l —Professional Services Agreement and Exhibits
Exhibit A: Scope of Services, List of Key Personnel, and Project Schedule; and
Exhibit B: Schedule offees and Billing Rates
3
•
0
ATTACHMENT1
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this day of March, 2002, by and
between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to
as "City "), and HUNT DESIGN ASSOCIATES whose address is 25 North Mentor
Avenue, Pasadena, California 91106, (hereinafter referred to as "Consultant'), is made
with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under
the laws of the State of California with the power to carry on its business
as it is now being conducted under the statutes of the State of California
and the Charter of City.
B. City desires to engage Consultant to provide project management and
staff services upon the terms and conditions contained in this Agreement.
C. The principal member of Consultant is, for purpose of this Project, T.
Wayne Hunt.
D. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
desires to contract with Consultant under the terms of conditions provided
in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
Parties as follows:
1. TERM
The term of this Agreement shall commence on the _th day of March, 2002, and
shall terminate on the _th day of , 2002, unless terminated earlier as set
forth herein.
0 9
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" attached hereto along with a List of Key Personnel and
incorporated herein by reference.
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of
this Section and the Schedule of Fees and Billing Rates, attached hereto as Exhibit "B"
and incorporated herein by reference. No rate changes shall be made during the term
of this Agreement without prior written approval of City. Consultant's compensation for
all work performed in accordance with this Agreement, including compensation for
approved subconsultants, shall not exceed the total contract price of eighty thousand,
five hundred dollars ($80,500).
3.1 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly invoices to City payable by City within
thirty (30) days of receipt of invoice subject to the approval of City.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with Exhibit "B ".
3.4 City shall reimburse Consultant only for those costs or expenses that have
been specifically approved in this Agreement, or specifically approved in advance by
City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
percent (10 %) of each approved payment as approved retention until all services under
this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 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 community professional
• s
standards. Qualified and experienced personnel who are neither employed by City nor
have any contractual relationship with City shall perform all services. Consultant
represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents
and warrants that it shall keep in effect all such licenses, permits and other approvals
during the term of this Agreement.
4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, or acts of God, or the failure of City to furnish timely information or
to approve or disapprove Consultant's work promptly, or delay or faulty performance by
City, contractors, or governmental agencies, or any other delays beyond Consultant's
control or without Consultant's fault.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be
deemed to constitute Consultant or any of Consultant's employees or agents, to be the
agents or employees of City. Consultant shall have the responsibility for and control
over the details in means of performing the work provided that Consultant is compliance
with the terms of this Agreement. Anything in this Agreement which may appear to
give City the right to direct Consultant as to the details of the performance of the
services or to exercise a measure of control over Consultant shall mean that Consultant
shall follow the desires of City only with respect to the results of the services.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies that may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the Project.
7. PROJECT MANAGER
Consultant shall assign the Project to a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Project term. Consultant has designated John Temple and Wayne
Hunt to be its co- Project Managers. Consultant shall not bill any personnel to the
Project other than those personnel identified in Exhibit "A ", whether or not considered to
be key personnel, without City's prior written approval by name and specific hourly
billing rate. Consultant shall not remove or reassign any personnel designated in this
Section or assign any new or replacement person to the Project without the prior written
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consent of City. City's approval shall not be unreasonably withheld with respect to
removal or assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and Consultant in accordance with Exhibit A shall perform the services. The failure by
Consultant to strictly adhere to the schedule, may result in termination of this
Agreement by City, and the assessment of damages against Consultant for delay.
Notwithstanding the foregoing, Consultant shall not be responsible for delays that are
due to causes beyond Consultant's reasonable control. However, in the case of any
such delay in the services to be provided for the Project, each party hereby agrees to
provide notice to the other party so that all delays can be addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition that purportedly causes a delay, and not later than the date upon which
performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
either telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order
to ensure that the Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state
and federal law, regulations and permit requirements and be subject to approval of the
Project Administrator and City.
11. PROGRESS
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Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of
the work, activities performed and planned, and any meetings that have been scheduled
or are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages
of any nature whatsoever, including, but not limited to, bodily injury, death, personal
injury, property damages, or any other claims arising from any and all acts or omissions
of Consultant, its employees, agents or subcontractors in the performance of services or
work conducted or performed pursuant to this Agreement. This indemnity shall apply
even in the event of negligence of City, or its employees, or other contractors, excepting
only the sole negligence or willful misconduct of City, its officers or employees, and shall
include attorneys' fees and all other costs incurred in defending any such claim.
Nothing in this indemnity shall be construed as authorizing, any award of attorneys' fees
in any action on or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement
of work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must
be filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation, all insurance policies shall add City, its
elected officials, officers, agents, representatives and employees as additional insured
for all liability arising from Consultant's services as described herein.
All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the
State of California, with an assigned policyholders' Rating of A (or higher) and Financial
Size Category Class VII (or larger) in accordance with the latest edition of Bests Key
Rating Guide: unless otherwise approved by the City Risk Manager.
A. Worker's compensation insurance covering all employees and principals
of Consultant, per the laws of the State of California.
B. Commercial general liability insurance covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal
injury and property damage. If commercial general liability insurance or
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other form with a general aggregate is used, either the general aggregate
shall apply separately to this Project, or the general aggregate limit shall
be twice the occurrence limit.
C. Commercial auto liability and property insurance covering any owned and
rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
D. Professional errors and omissions insurance that covers the services to be
performed in connection with this Agreement in the minimum amount of
One Million dollars ($1,000,000).
Said policy or policies shall be endorsed to state that either party shall not cancel
coverage except after thirty (30) days' prior notice has been given in writing to City.
Consultant shall give City prompt and timely notice of claim made or suit instituted
arising out of Consultant's operation hereunder. Consultant shall also procure and
maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that, in the event of loss due to any of the perils for which it
has agreed to provide comprehensive general and automotive liability insurance,
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing comprehensive general and automotive liability
insurance to either Consultant or City with respect to the services of Consultant herein,
a waiver of any right of subrogation that any such insurer of said Consultant may
acquire against City by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any for the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture
or syndicate or cotenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint venture.
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15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this
Agreement by City or persons other than Consultant is waived against Consultant and
City assumes full responsibility for such changes unless City has given Consultant prior
notice and has received from Consultant written consent for such changes.
Consultant shall, at such time and in such form as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless City authorizes the release of information.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. Access to, and upon request of Consultant, one copy of all existing record
information on file at City. Consultant shall be entitled to rely upon the
accuracy of data information provided by City or others without
independent review or evaluation. City will provide all such materials in a
timely manner so as not to cause delays in Consultant's work schedule.
B. Blueprinting, CADD plotting, copying and other services through City's
reproduction company for each of the required submittals. Consultant will
be required to coordinate the required submittals with City's reproduction
company. All other reproduction will be the responsibility of Consultant
and as defined above.
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18. ADMINISTRATION
This Agreement will be administered by the Planning Department. George
Berger shall be considered the Project Administrator and shall have the authority act for
City under this Agreement. The Project Administrator or his /her authorized
representative shall represent City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall
be clearly identifiable. Consultant shall allow a representative of City to examine, audit
and make transcripts or copies of such records during normal business hours.
Consultant shall allow inspection of all work, data, documents, proceedings and
activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
work as a result of such withholding. Consultant shall have an immediate right to
appeal to the City Manager or his designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of seven
percent (7 %) per annum from the date of withholding of any amounts found to have
been improperly withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant,
the additional expense shall be borne by Consultant. Nothing in this paragraph is
intended to limit City's rights under any other sections of this Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project.
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23. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act'), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the
Act. Failure to do so constitutes a material breach and is grounds for
termination of this Agreement by City. Consultant shall indemnify and
hold harmless City for any and all claims for damages resulting from
Consultants violation of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
Except as specifically authorized under this Agreement, the services included in
this Agreement shall not be assigned, transferred, contracted or subcontracted without
prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States
mail, postage prepaid, first class mail, addressed as hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
City of Newport Beach
Planning Department
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA, 92658 -8915
(949) 644 -3200
(949) 644 -3229 fax
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
17
Hunt Design Associates
Attention: Mr. Wayne Hunt
25 North Mentor Avenue
Pasadena, CA 91106
(626) 793 -7847
(626) 793 -2549 fax
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt of written notice of default, specifying the nature of such default
and the steps necessary to cure such default, the nondefaulting party may terminate the
Agreement forthwith by giving to the defaulting party written notice thereof.
26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant
as provided herein. Upon termination of this Agreement, City shall pay to the
Consultant that portion of compensation specified in this Agreement that is earned and
unpaid prior to the effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules
and regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
same or any other term, covenant or condition contained herein, whether of the same or
a different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the Parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions herein. Any modification of this
13
•
Agreement will be effective only by written execution signed by both City and
Consultant.
30. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his
judgment as a design professional and is supplied for the general guidance of City.
Since Consultant has no control over the cost of labor and material, or over competitive
bidding or market conditions, Consultant does not guarantee the accuracy of such
opinions as compared to contractor bids or actual cost to City.
31. PATENT INDEMNITY
The Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be
executed on the day and year first written above.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH
A Municipal Corporation
Robin Clauson
Assistant City Attorney
for the City of Newport Beach
ATTEST:
By:
LaVonne Harkless
City Clerk
In
Homer L. Bludau
City Manager
for the City of Newport Beach
CONSULTANT
By:
T. Wayne Hunt
Hunt Design Associates
Attachments: Exhibit A— Scope of Services, List of Key Personnel, and Project Schedule; and
Exhibit B — Schedule of Fees and Billing Rates
14
• Exhibit A
ASSOCIATES
z5 North Mentor Ave
Pasadena, CA
gr.ro6 -r70g
626 793-7847
6z6793-2549 fax
NEWPORT BEACH CITYWIDE WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
SCOPE OF SERVICES
KEY PERSONNEL
PROJECT SCHEDULE
A. SCOPE OF WORK — AREAS AND ELEMENTS
The following elements will be studied and addressed under Scope of Services:
1. City Identity and Wayfinding Signage
• Gateway elements
• Citywide vehicular directional signage
• Beach area & pedestrian directional signage
2. District Identity and Wayfinding Signage
• Gateway or identification elements
• Perimeter markers
• Banner programs
3. Sign Clutter Abatement
• Selection and documentation of existing signs to be removed
4. Signage and Graphics Guidelines
• Guidelines policy and procedures manual for sign system continuation
6
City of Newport Beach •
Project: Citywide Wayfinding an ctional Signage Project
Exhibit A— Scope of Services /Ke ersonnelIProject Schedule
Page 2 of 5
B. SCOPE OFSERVICESAND TECHNICAL APPROACH
The following methodology is Hunt Design's unique approach and description of the work,
based on substantial experience with similar projects. Hunt Design Associates will provide the
following services to the City of Newport Beach:
I. Analysis and Programming
1. Conduct a kick -off meeting to further define and clarify the goals of the project and begin to
identify the districts to be included.
2. Conduct visual and photographic audit of typical existing public signs (both vehicular
and pedestrian).
3. Review existing identities of the various districts.
4. Review relevant project and area plans provided by the City to help create a starting point for
signage and graphic design.
5. Collect and review identity and wayfinding related elements from other districts and cities to
develop a context for design.
6. Working from our own files and library and other available design libraries, review
related projects, environments, city and downtown identity graphics, urban design
and landscape which may provide a state -of -the -art context for the work.
7. Identify and evaluate all of the various sequences of arrival, circulation and departure by
vehicles and pedestrians with the goal of simplified traffic patterns to guide drivers through
the city and to the various districts.
8. Review applicable codes and regulations for roadway signs including California Vehicle
Codes and Newport Beach Municipal Codes.
9. Identify the typical decision points leading to the destinations and develop a signage location
plan and a written inventory of typical sign messages. Organize the message types into
categories of sign types. Refine into specific sign type groups and hierarchies of individual
sign types and create a wayfinding plan.
Work Products: Visual presentations of research; written list of typical proposed project signs
by category; plan drawings showing proposed sign locations keyed to written list.
11. Conceptual Design
1. Explore conceptual design options to bring visual form to each sign type. Included will be
studies of size, scale, typeface, color, material, sequence, relationship to architecture,
landscape and streetscape elements. Consider historic, contextual and environmental
qualities in design
1b
City of Newport Beach •
Project: Citywide Wayfinding and oval Signage Project
Exhibit A— Scope of Servicest]( rsonnelff roject Schedule
Page 3 of 5
process. Present for review.
2. Develop the best of the conceptual designs into schematic design concepts. Present for
review.
Work Products: Visual presentations of conceptual designs and schematic designs.
III. Design Development
1. Develop schematic designs into final detailed designs reflecting actual wording
and visual content including color and materials recommendations and relationship
to architectural and paving elements.
2. Develop an implementation cost estimate.
3. Assist City in developing an implementation plan.
Work Products: Visual presentations necessary to demonstrate developed designs;
implementation cost estimate; implementation plan.
IV. Construction Documents
1. Prepare design- intent fabrication and installation drawings necessary to solicit bids and
select sign vendor including sign location plans, design drawings and message listing.
2. Prepare copy layouts and computer artwork for high - profile items where necessary.
Prepare typography guidelines for the remainder of items. Computer artwork will be
prepared in Macintosh format.
3. Prepare plan drawings and photographs documenting existing signs to be removed.
Work Products: Construction documents necessary to bid, fabricate and install signage
program; computer artwork.
V. Construction Administration
1. Assist City in preparation of bid packages.
2. Assist City in review of bids.
3. Assist City in negotiations and start-up of City /sign contractor relationship.
4. Assist in supervising sign contractor by reviewing shop drawings, color submittals,
mock -ups and by inspecting work in sign contractor's shop and on site.
5. Review installed work on site and prepare a punch list of items requiring correction.
\1
City of Newport Beach •
Project: Citywide Wayfinding and ctional Signage Project
Exhibit A— Scope of Services /Key ersonnel /Project Schedule
Page 4 of 5
Work Products: Punch list of items requiring sign vendor attention.
VI. Signage and Graphics Guidelines
Write, design and publish a Signage Standards Manual of up to sixteen (16) pages detailing
guidelines for future continuation of the program including standards for typography, sign
layout, colors and applications.
VII. General Consultation
At the request of the City, participate, consult on, or conceptualize items or treatments beyond
actual signage and graphics elements such as architectural color, paving patterns, ironwork, etc.
City of Newport Beach •
Project: Citywide Wayfinding and onal Signage Project
Exhibit A —Scope of Services /Key sonnel/Project Schedule
Page 5 of 5
C. KEYPERSONNEL
Name
Position
Hourly Rate
T. Wayne Hunt
Principal
$140
John Temple
Project Manger
$120
Sharrie Lee
Senior Associate
$120
Jennifer Bressler
Associate
$110
Christina Allen
Designer
$110
In Sung Kim
Designer
$110
Heather Watson
Designer
$110
Rick Chavez
Designer
$110
Dinnis Lee
Design Technician
$ 80
Perry Shimoji
Design Technician
$ 80
Above rates are identified for reference only. The services under this proposal are offered on a
fixed -fee basis, by phase.
Consultant
Jack Greenspan $160
Linscott Law &Greenspan Engineers (LLG)
D. PROJECT SCHEDULE
Following are approximate elapsed -time schedules for phases of the work, exclusive of City or
agency review time.
Analysis and Programming 4 weeks
Conceptual Design 6 weeks
Design Development 8 weeks
Construction Documents 8 weeks
Construction Administration 6 weeks
1°I
• • Exhibit B
ASSOCIATES
zs Nortb Mentor Ave
Pasadena, CA
9rro6 -r709
6z6793-7847
626 793 -2349 fax
NEWPORT BEACH WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
SCHEDULE OF FEES
BILLING RATES
A. FEES —BASIC SERVICES
In return for the services discussed in Exhibit A — Scope of Services, Hunt Design Associates, Inc.
will be paid fixed fees by project phase as follows:
1. Analysis and Programming
11 Conceptual Design
III. Design Development
IV Construction Documents
V Construction Administration
Traffic Engineer (consultant, hourly)
Sign Removal Plan (IV.. 3. above
Signage and Graphics Guidelines (VI above)
General Consultation (VII. above)
S 8,500
511,500
S12,500
815,500
S 9,000
not to exceed S 6,500
S 7,500
S 7,500
hourly, as required
Note: the above fees include time to prepare for and attend up to six (6) public and/or agency
presentations. Additional meetings will be billed hourly.
The fees are based approximately on estimated hours per task multiplied by our standard hourly
billing rates of: Principal $140; Associates $120; Programming and Design $110; Drafting $80.
B. EXPENSES
In addition to the above fees, Hunt Design Associates is to be reimbursed for expenses incurred in
connection with this project at cost plus 15 %. Such expenses include: blueprints, computer imagery
and other normal reproduction charges. In -house color computer output will be billed at $5 per page.
Extraordinary items required by the owner, such as models, renderings, etc. purchased by Hunt
Design Associates will be billed at cost.
"(r
City of Newport Beach •
Project: Citywide Wayfinding and onal Signage Project
Exhibit B — Schedule of Compensa *,Billing Rates
Page 2 of 2
We estimate that a reimbursable budget of $2,000 will be required for this project.
C. BILLING
Monthly invoices reflecting the percentage of work completed plus expenses will be submitted for
payment. Invoices shall be paid within thirty (30) days of receipt. Applicable sales tax will be added
to billing as required by the California State Board of Equalization.
D. ADVANCED PAYMENT - RETAINER
Before starting work, Hunt Design Associates requests an advance payment equal to 15% of the total
fees, which will be credited at the end of the project.
E. CONDITIONS OF THE AGREEMENT
Revisions and Additions: This proposal covers only the services outlined. If the scope of work
changes, approved revisions or additions will be charged for on an hourly basis, and as an addition
to the original contract.
Termination of Contract: Assuming just cause, either party reserves the right to terminate this
agreement after giving ten (10) days written notice to the other. Hunt Design Associates shall be paid
for services and reimbursable expenses incurred under this contract up to the date of such termination.
Cash Flow and Timely Payments: Timely and regular payments of Hunt Design Associates invoices
are required for continuous work on the project.
Sequence of Work: The fees stated above are based on executing the project or large project portions
as a group or groups. That is, items added out of sequence or after general approvals of areas or
phases, may be considered as extra to the contract.
Limit of Quantity of Designs: A reasonable quantity of design solutions for individual elements will
be developed for review. Excessive or unreasonable requests for redesign or additional design
options may result in additional design fees.
Originality: All reasonable care will be taken to avoid accidental duplication of graphic designs
already in existence, but responsibility and matters of registration, trade - marking, copyrighting, rest
with the owner.
Best Effort Basis: The creative services described above will be provided on a "best effort" basis.
That is, Hunt Design Associates will create designs based on our training, experience and professional
judgment and that represents our best effort; non - acceptance of the design(s) shall not constitute
reason for non - payment.
Publicity: Hunt Design Associates reserves the right of reasonable publicity about its participation in
this project.
/sm
2280
Al
Pity of Newport Beact *
BUDGET AMENDMENT
2001 -02
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
rx I from unappropriated fund balance
EXPLANATION:
NO. BA- 034
AMOUNT: 53s,oas.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase expenditure appropriations for the Citywide Wayfinding & Directional Signage Program.
ACCOUNTING ENTRY:
Amount
BUDGETARY FUND BALANCE Debit Credit
Fund Account Description
010 3605 General Fund Balance $36,085.00
REVENUE ESTIMATES (3601)
Fund /Division Account Description
EXPENDITURE APPROPRIATIONS (3603)
Division Number
Account Number
Automatic System Entry.
Signed:
Financial Approval: Administrative Services Director Date
Signed: DZ—_
Administrative Ap oval: City Manager ate
Signed:
City Council Approval: City Clerk Date
Description
Division
Number
7014 Miscellaneous & Studies
Account
Number
C2700550 Public Signage Program $36,085.00
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division Number
Account Number
Automatic System Entry.
Signed:
Financial Approval: Administrative Services Director Date
Signed: DZ—_
Administrative Ap oval: City Manager ate
Signed:
City Council Approval: City Clerk Date
Sty of Newport Beach
BUDGET AMENDMENT
2001 -02
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Pq Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
NO. BA- 034
AMOUNT: $3s,aas.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase expenditure appropriations for the Citywide Wayflnding & Directional Signage Program.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Account
Division
Account
Division
Account
Division
Account
Division
Account
Signed:
Description
General Fund Balance
Description
Description
Number 7014 Miscellaneous & Studies
Number C2700550 Public Signage Program
Number
Number
Number
Number
Number
Number
Number
Number
Services Director
Signed:
Administrative Appfoval: City
Signed: C� U�-P . I ,/ , 1,16
City Council Approval: City Clerk
MAR 12 2002
Amount
Debit Credit
$36,085.00 -
Automatic
$36,085.00
Date
-;�Z DZ
ate
3/ a, oa,-
Date
CITY OF NE *RT BEACH
�6°PPOM COMMUNITY AND ECONOhnC Hearing Date:
DEVELOPMENT
PLANNING DEPARTMENT Agenda Item No.:
• 3300 NEWPORT BOULEVARD Staff Person:
4spw�' NEWPORT BEACH, CA 92658
(949) 644 -3200; FAX (949) 644 -3229
•
•
SUBJECT:
REPORT TO THE MAYOR AND CITY COUNCIL
February 12,20-02
SS3
George A. Berger, AICP
(949) 644 -3207
rtes , 2 M02
Citywide Wayfinding & Directional Signage -
Overview of proposed project, and scope of professional design
services.
SUMMARY: Arising from Economic Development Committee and City Council
approvals in FY 2000, staff recommends approval of a contract with
Hunt Design for professional design services associated with the
Newport Beach Citywide Wayfinding and Directional Signage
Program. Staff also recommends Council approval of an additional
amount in professional services fees in order that the complete
design project may proceed.
The City Council heard testimony regarding this project at its November 13, 2001 regular meeting,
and — following a public hearing and discussion — recommended that additional discussion take
place at a Study Session.
Background
As the City has grown over the last century from a group of small, unique communities into a larger
unified municipal entity, a lack of significant attention has been paid to the unifying threads
connecting the entire community. The City's general signage program has not been particularly
consistent over time — placing information on signs of all shapes, sizes and colors without a unified
system. There is a Council - approved policy regarding entrance and village signs, and there are a
number of markers for some —but not all—of the individual villages and at a few of the City's
major gateways. These "low- impact" monuments are not extraordinarily readable; and, particularly
when obscured by landscaping, the "front doors" to Newport Beach and the villages offer visitors
little awareness that they are entering our community.
Motorists continue to have difficulty finding their way through the City to chosen destinations or
parking; pedestrians are sometimes unable to ascertain the most convenient path to shops, the
harbor or the beach. Additionally, the commercial/residential villages would be tremendously
assisted in the maintenance and enhancement of their unique identity (and capture of customers) if
0
more visible and distinctive signage were provided to delineate boundaries and establish directional
information. •
Possibly the first explicit call for a coordinated, aesthetically appealing citywide directional sign
program came in February of 1997, when an Economic Development Committee - recommended
PKF Consulting study analyzed potential for Transient Occupancy Tax (TOT) revenue
enhancement. This study pointed out that a tourist's perception of a "complete experience" in the
City is greatly affected by whether they perceive the City as "user friendly." By improving the
signage infrastructure, the study recommended, and creating a destination that is more "user
friendly" for the visitor, the City would be able to offer a product that is more appealing and
desirable to residents and visitors alike.
In 1998, following a recommendation in the Balboa Peninsula Planning Advisory Committee
report, the City initiated a public signage program for the Balboa Peninsula. A consultant was hired
to design and display a prototype of the proposed signage. The prototype sign was displayed in
Balboa Village at the comer of Balboa Boulevard and Palm Street. Unfortunately, the design
concept did not resonate well with either City staff, members of the public, or the City Council.
However, several Council members did comment that they would like to see a more comprehensive
public signage program that could be implemented citywide rather than just on the Peninsula.
In late 1999, the Image Enhancement & Marketing Subcommittee of the EDC identified public
signage as an important issue citywide. This subcommittee was created in part to specifically
address many of the recommendations contained in the PKF Study. In their report, they noted that •
the City had poorly organized, designed and cluttered public signage, and recommended taking
steps to "...identify ways to improve, coordinate, and simplify public and visitor signage
throughout the City." Included in their recommendations was the project that is the subject of this
discussion. The full EDC and City Council approved that recommendation in early 2000, and
identified funds ($50,000) for a public signage program to accomplishthat goal.
Other reasons to begin this process now is that a wide range of important City efforts — including
the certification of the Local Coastal Program; the Balboa Village and Mariner's Village public
improvement projects; Vision 2004 in Corona del Mar; the policies contained in other Specific
Plans; and, most recently, the Harbor and Bay Element of the General Plan—call for the design and
installation of directional and informational signage graphics and permanent entry monuments to
enhance the appearance, access and identity of the City, and to facilitate the flow of
pedestrian/vehiculartraflic.
Staff developed a Request for Proposals —sent to thirteen environmental graphic design & planning
firms nationwide —that asked for the development of a proposal to consider the issue in its full
complexity (Please see Attachment I for program elements and additional details). Of the five
consulting firms that responded to the RFP, the review committee —made up of EDC members
John Cassady and Barbara Wold, and with City staff members Sharon Wood, Steve Badum and
George Berger —chose Hunt Design Associates as the firm most technically competent, with the
greatest amount of relevant citywide experience, and with a fee structure that most closely adhered •
to the City's financial allocation as presented in the RFP.
0 0
• Hunt Design's proposal (Please see Attachments 2 & 3) includes signage that will be accessible to
pedestrians and from motorized vehicles alike, allowing people to navigate the City's streets,
sidewalks and public areas with increased ease and confidence. The project includes planning and
graphic design services, and includes a mechanism featuring a number of meetings with the public
and its leaders to build consensus on which of the City's significant icons and commercial and
residential destinations should be included. City of Newport Beach Public Works staff (and
CalTrans, where necessary) will review and approve all design and locational issues in accordance
with state and local regulations.
Hunt Design's fee structure (prior to the November 13'" City Council meeting) included a fixed cost
of $50,000 for "basic services " — analysis and programming, conceptual design, design
development, construction documents, and construction administration, along with preparation and
attendance at public meetings and/or presentations. Hunt's fee structure of $34,200 for "optional
services" would have provided additional design elements and guidelines. The list of `optional"
services, as originally proposed included: visual icons for districts, to be included on citywide
directional signs; beach area pedestrian mapping; a sign removal plan to reduce visual clutter in
accordance with recommendations from public works and public safety staff; signage and graphics
guidelines; and reimbursable expenses.
Staff presented the project and funding proposal to the EDC at its October 171" meeting. The
committee reviewed the project in light of its economic development policies and goals, and
• recommended support for both to the City Council.
Discussion
At the November 13, 2001 public hearing, Council members heard testimony from Hunt Design,
who outlined the need for the program and the project itself. In their discussion, Council members
recommended reducing the scope of the project, as well as two important professional services -
related inclusions, and requested that the project be brought back at a Study Session for secondary
review.
Several Council members were uncomfortable with the inclusion of "district icons" as a part of this
project. Unique, identifying designs were proposed for each major commercial district, along with
some of the city's residential or cultural features. However, discussion centered on the potential
that these features would reduce the high level of sophistication in the City, and staff and the
consultant have removed them from the scope. Identification of the individual districts is still
included in the proposal, so the citywide sign program can effectively direct visitors and residents
alike to and through the city's special areas.
Another area that the Council felt was unnecessary at the present time was the inclusion of
permanent pedestrian mapping in the City's high - tourist areas. As a result, this optional item has
• been eliminated from the overall project scope.
r •
The Council was very concerned that this project be invested with a high level of engineering and
technical expertise from its formative stages, and directed that traffic engineering services be
included in the contract to ensure proper technical design, and that the prime consultant carry the
proper amount of "errors and omissions" insurance to protect the City from potential liability
resulting from the design and placement of project signage.
A registered engineering firm (Linscott Law & Greenspan Engineers) has been added to the
consulting team to provide services, and Hunt Design has added One Million Dollars of errors and
omissions insurance to their portfolio specifically for this contract. The City Attorney's office has
reviewed the draft Agreement and scope, and is satisfied that these items are sufficiently addressed.
The total cost for the revised scope of services is $78,500, plus reimbursable expenses (estimated at
$2,000) for a grand total project cost of $80,500. This is a reduction of $3,700 from the original
project cost, reflecting the removal of two of the "optional services" contained in the original scope
(419,200), but the inclusion of the traffic engineering subcontract (+$6,500) and additional costs
associated with E &O insurance (approximately +$9,000), not typically carried by firms in this
design field. Staff believes the revised proposal and cost are reasonable in total.
Project Fundint;
This project will be funded from the FY 2001 -2002 General Fund through an existing budget item
approved in Capital Account No. 7014- C2700550. The grand total project cost is $34,085 above
the amount contained in the capital budget account established for this project, but may be fully
funded with City Council approval of a budget amendment. The additional amount may be taken
from unappropriated reserve funds. A recommendation for Council to approve the budget
amendment transferring the money into the capital account is needed. Implementation of the
recommended final signage will be subject to future funding authorization.
Submitted by:
SHARONZ. WOOD
Assistant City Manager
Prepared by:
GEORGE A. BERGER, AICP
Senior Planner
Attachments: Attachment I — Requestfor Proposals: Newport Beach City-wide Wayfinding&
DirectionalSignage Program
Auachment Z — Exhibit A: Scope of Services, List of Key Personnel, and Project Schedule; and
Attachment3—Exhibit B: Schedule of Fees and Billing Rates
•
•
•
•
• •
ATTACHMENT
REQUEST FOR PROPOSALS
NEWPORT BEACH CITY -WIDE WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
I. INTRODUCTION
The City of Newport Beach, California wishes to retain a consultant to prepare a program
for citywide wayfinding and directional signage, designed to provide simple, attractive
visual markers to welcome residents and visitors alike and guide them to their
destinations. This signage must be accessible both to pedestrians and from motorized
vehicles, allowing people to navigate the City's streets, sidewalks, and public areas. The
project will not only include planning and graphic design assistance, but will include a
number of meetings with the public and its leaders to build consensus on which of the
City's significant icons and commercial and residential destinations should be included.
II. BACKGROUND
• General:
Newport Beach, California is a mid -size southern California coastal city of approximately
70,000 year- round —and 30,000+ additional summertime— residents. Its moderate
mediterranean climate and proximity to high - quality employment, recreational and
cultural amenities have made it one of the most prestigious residential addresses in the
United States. Its harbor is home to one of the largest collections of small yachts in the
world, and the upper Newport Bay is known throughout the nation as an environmental
treasure. The City has approximately six miles of Pacific Ocean beachfront, and its two
ocean piers are California landmarks.
As a maritime- oriented community, Newport Beach is endowed with a number of
residential islands in its harbor, along with numerous tracts of high -end housing on the
Balboa Peninsula and mainland. These residential areas represent all architectural styles
and eras dating from the beginning of the 20a' Century through today. Many of these
residential communities are distinctive in their own way, and residents have come to love
that distinction. A number of these residential communities surround or abut one of the
City's small "commercial villages;" which are also well known throughout southern
California. These villages, such as Corona del Mar, Balboa Village and Balboa Island
(Marine Avenue), are celebrated for their particular style and "look," and for having been
settled independently of a larger Newport Beach and only gradually having been
incorporated into the larger municipality.
•
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The City has not overlooked its responsibility to the housing/employment balance, and
has designated large areas in Newport Center (which surrounds Fashion Island, the City's •
regional shopping mall) and adjacent to the John Wayne Airport for office, professional
and other non -retail commercial use. Newport Beach is home to a large number of high -
tech and other noteworthy employers that find the proximity to convenient transportation
portals, available office space, high quality housing for both employer and employee, and
significant recreational and cultural amenities an unbeatable environment.
However, as the City has grown over the last century from a group of small, unique
communities into a larger, more unified municipal entity, a lack of significant attention
has been paid to the unifying threads connecting the entire community. The City's
general signage program has not been particularly consistent over time — placing
information on signs of all shapes, sizes and colors according to no unified system.
There is a Council- approved policy regarding entrance and village signs, and there are a
number of markers for some —but not all —of the individual villages and at most of the
City's major gateways. These "low- impact" monuments were not designed to be
extraordinarily readable; and, particularly when obscured somewhat by landscaping, the
"front doors" to Newport Beach and the villages offer visitors little awareness that they
are entering one of the most affluent and successful cities in the United States.
Motorists, albeit mainly visitors, continue to have occasional difficulty finding their way
through the City to chosen destinations or parking; pedestrians are sometimes unable to
ascertain the most convenient path to shops or the beach. Additionally, the
commercial/residential villages would be tremendously assisted in the maintenance and •
enhancement of their unique identity (and capture of customers) if more visible and
distinctive signage were provided to delineate boundaries and establish directional
information.
Relationship to City Policies and Programs:
Possibly the first explicit call for increased municipal emphasis toward the provision of a
coordinated, aesthetically appealing directional sign program came in February. 1997,
when a PKF Consulting study analyzed potential for Transient Occupancy Tax (TOT)
.revenue enhancement. This study pointed out that a tourist's perception of a "complete
experience" in the City is greatly affected by whether they perceive the City as "user
friendly." By improving the signage infrastructure, the study recommended, and creating
a destination that is more "user friendly" for the visitor, the City would be able to offer a
product that is more appealing and desirable to residents and visitors alike.
In late 1999, the Image Enhancement & Marketing Subcommittee of the City's Economic
Development Committee identified public signage as an important issue citywide. This
subcommittee was created in part to specifically address many of the recommendations
contained in the PKF Study. In their report, they recommended taking steps to
"...identify ways to improve, coordinate, and simplify public and visitor signage
throughout the City, " including the project called for in this request for proposals. The
full EDC and City Council approved that recommendation in early 2000, and identified
funds to accomplish that goal. •
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• Another incentive to begin this process now is that, within the next two to three years, the
City must have its Local Coastal Program certified by the California Coastal
Commission. As a part of the state Commission's program to assure public access,
additional access signage will likely be recommended, and Newport Beach would like to
begin that effort as soon as possible.
Further, the Mariner's Mile Strategic Vision and Design Framework (adopted by City
Council in October, 2000 and by reference in the Zoning Code in Section 20.57), makes
reference to the need for high quality "district identification" signage. Noting that the
installation of "Welcome to Mariner's Mile" signs should be placed near the Arches
Bridge and at Dover Drive along the Pacific Coast Highway, the Design Framework also
calls for the installation of flags or banners on both the Arches and Back Bay bridges
"...to enhance the entry to Mariner's Mile, to create a memorable experience for
regional traffic, and to foster the pedestrian connections among Mariner's Mile and
Balboa Peninsula and Bayside Drive. "
Other adopted City policies directly call for wayfinding and directional graphics. A
number of the City's Specific Plans either generally (including the Manner's Mile and
Cannery Village/McFadden Square plans) or specifically (including the Central Balboa
and Old Newport Boulevard plans) call for public improvements such as directional
signage and graphics and permanent entry monuments to enhance the appearance, access
and identity of the areas and to facilitate the flow of pedestrian/vehicular traffic.
is Most recently, the Harbor and Bay Element of the City's General Plan— recently adopted
by the City Council —calls for the provision of °a comprehensive system of directional
and informational signage for the Harbor perimeter vehicular and pedestrian access
systems and related parking, land and water transportation facilities serving the Harbor
and its uses" (Goal BB-2 Objective BB-2.1 Implementation Strategy 2).
III. DESCRIPTION OF PROJECT
Based on the information provided in this RFP, proposing consultants should feel free to
develop a responsive work program, and as such should provide suggestions regarding
the final scope to be developed jointly between the City and the selected consultant.
However, the elements noted below will be included in the final scope; as such, they
should be considered in all proposals to be submitted.
Please also address: recommended phasing of the planning and graphic design selection
processes; suggested secondary studies, if any; community involvement and participation
approach; and schedule of completion and major project milestones.
The list below identifies a number of significant elements to be included for analysis as
part of the City's citywide wayfinding and directional signage program. These items, at a
•
0 0
minimum, should be addressed; additional elements may come to light as part of the
proposal process that should be accommodated into the final contract. •
A. Provide "Welcome to Newport Beach" signage. Although the City does have a
number of signs at its approximate boundaries, and a general Policy for their location
and design, they are not particularly distinctive. Further, in some cases the signs are
partially hidden from view by vegetation that has grown up around the undersized
monuments. A more distinctive "welcoming element" should be established that
could be placed at or near each of the City's major roadway entrances, identifying the
City's boundary. A policy for installation, maintenance and replacement of these
signs should also be developed.
B. Simplify traffic patterns by guiding drivers through the City. Visually distinctive
graphic display elements should be placed strategically along the main thoroughfares
in Newport Beach so as to allow motorists, primarily, to find their way through the
City from one end to the other, and from the entrances to and from major
destinations. These signage elements should be unique, but understated so as not to
add further "visual clutter" to the City.
C. Identify unique commercial villages and distinct residential communities, and provide
an appropriate level of identification to allow the public to conveniently locate them
while still reflecting the City's overall identity. The City has a number of unique
neighborhood commercial villages, many of which have distinctive neighboring
residential communities. These villages —which provide the City with an •
unparalleled character and style —along with other important retail, office, and
residential areas city wide, should be identified for residents and visitors alike in
order to encourage convenient and efficient travel. This identification may also be
used to provide context and "layering" of neighborhood/district/City levels. Effort of
this nature should be identified within the public involvement process, and
incorporated into the overall signage concept to be developed. As with the city
"welcoming" signs, a policy for installation, maintenance and replacement of these
signs should also be developed.
D. Identify and provide direction to culturally, economically and historically significant
facilities and structures. As in any city with a rich cultural and economic heritage,
Newport Beach is home to a number of significant facilities that should be identified
for visitors and residents alike. This list should contain City Hall, the historic Balboa
Pavilion, John Wayne Airport, the Newport Theatre Arts Center, and the city's four
libraries, Fashion Island regional shopping mall and other facilities.
E. Identify and provide direction to public parking lots and areas. Finding the Newport
Beach municipal parking lots and areas is often the subject of complaint from visitors.
In order to decrease the traffic congestion for residents that occurs when visitors
become disoriented in finding parking —and to relieve the confusion in the first
place —a more structured and easily recognizable system of parking identifiers and
directional signs should be created. •
0
• F. Provide vehicular and pedestrian direction to the ocean beaches, Newport Harbor,
public piers on ocean and bay side, and Upper Newport Bay resources & amenities.
Although these amenities are well known to both residents and visitors, many of these
features are hidden from view, i.e. — blocked by buildings and/or natural barriers.
Side streets or pedestrian pathways most easily reach others. Providing accurate and
organized directions is a necessary part of this program.
G. Identify and provide direction to other coastal access points throughout and
proximate to the City. The City, County and State have coastal access points on the
Pacific Ocean and throughout Newport Harbor and the Upper Bay. From facilities as
small as a street -end city pier to as large as Crystal Cove State Park, these access
points provide the public access to coastal waters as mandated by the California
Coastal Act, and as desired by the City. The level of signage attributed to these
facilities should be weighted in accordance to their community-wide significance.
And, as some facilities are not within the City boundaries and/or presently have
adequate signage, it may be appropriate to identify only necessary wayfinding and
directional signage.
H. Provide pedestrian- oriented, permanently affixed vicinity maps. An optional element
of this program — depending on budgetary considerations — should be the provision of
pedestrian maps. The successful design should display a vicinity map of the
immediate district or neighborhood within walking distance, and also afford some
• wayfmding assistance for those wishing to locate other areas of Newport Beach as
well.
I. Create policies and guidelines for on -going and additional signage as necessary.
The initial placement of signage in accordance with this project may suit the
immediate needs of the present; however, the City will evolve over time —and
maintenance will certainly become necessary. Therefore, policies for the future
planning and placement of additional signage, and for its removal if necessary, must
be developed at the outset. Further, a program of maintenance to deflect and deter
vandalism and natural deterioration should also be developed at the outset.
J. Identify areas where current City regulatory signage should be removed and replaced
as part of this program effort. The City of Newport Beach has a large amount of
signage in many different styles and from many eras that does not present a cohesive
system. While many of these signs are regulative in nature and must be displayed in
a certain manner, some can be removed and replaced as part of this program. City
policies —for example the Central Balboa Specific Plan— provides justification for
this effort by calling for the consolidation of signage. Backer plates have been
suggested to help the City's regulatory signage fit into the rest of the system, and the
removal of other signs altogether will reduce the visual clutter — particularly on the
Balboa Peninsula and in the City's commercial villages and neighborhoods.
•
0 0
K. Coordination with other governmental agencies. Coordination with County, State
and other municipal agencies is critical, as this project will entail the location of •
signage on rights -of -way and other property not owned by the City of Newport
Beach, and may be providing direction to and wayfmding information for non -city
owned facilities. Additionally, permitting issues will play an important role in the
implementation of the project.
L. Implementation. The selected consultant should consider the implementation of the
recommendations for this project, by developing strategies and priorities for phasing,
construction drawings and specifications, permitting documentation, and standards
for ongoing maintenance and replacement.
M. Community Involvement. There will be a great deal of community input and
involvement on this project; the selected consultant must be available to meet with
and learn from groups such as the City Council and Planning Commission, the
Economic Development Committee, Business Improvement District boards, the two
Chambers of Commerce, and the Conference and Visitors Bureau among others.
Additionally, homeowners associations and community groups will likely provide
essential input about their neighborhoods and the City at large. Therefore, an
efficient and effective method of public participation, over the course of weeks or
months, should be proposed.
V. STATEMENT OF QUALIFICATIONS & PERSONNEL •
The following information is requested to enable the City to evaluate consultants'
qualifications and their personnel allocations and experience. Please provide general
information about the firm(s) involved, and specific information with regard to the
specific project described above.
A. Describe the experience of the firm and assigned Project Manager in preparing
citywide wayfinding & directional signage programs. Provide the dates when
other projects of a similar nature were completed, the names of client contacts and
their telephone numbers. Explain the direct role of the firm if it was not the prime
consultant, and describe the role of the Project Manager in the projects.
B. If a team approach will be used, identify each subconsultant's experience in
wayfinding & directional signage projects and the dates when other such projects
were completed, the names of client contacts and their telephone numbers.
C. If a team approach will be used, discuss the history of interaction between various
members of the team.
D. Identify the consultant(s) familiarity with Newport Beach and any previous
assignments in the City.
E
0 0
E. Include the resumes of key individuals who will be assigned to the project,
• including individuals from any subconsultant who will be involved in the project.
F. Provide a current reference list of a minimum of three public agency clients,
which includes names and telephone numbers of individuals who have a history
of working with the Project Manager and lead individuals of any subconsultant.
Please identify the project for which the services were provided.
VI. AMOUNT BUDGETED
The City Council has budgeted funds in the amount of Fifty Thousand dollars ($50,000)
to complete this Citywide Wayfmding and Directional Signage Program. By publishing
this budget amount, the City hopes to provide prospective consulting firms/teams with
information they may use to submit reasonable and qualified overall project budgeting
and task costing. The City will rank proposals competitively based on which proposal
provides the best package of services within the allotted budget. The City intends to
select a consultant based on qualifications and proposals, and negotiate fees based on the
final scope of work to be developed jointly by the City and selected consultant.
VII. SELECTION PROCESS
• City officials will review the Proposals, and the most qualified firms/teams will be
invited to an interview. The final selection of the consulting firm/team to be awarded the
contract will be made by the City Council. This Request for Proposals (RFP) does not
commit the City to Award a contract, to pay any costs incurred in the preparation of the
Proposal or to procure or contract for services or supplies. The City reserves the right to
accept or reject any or all proposals received as a result of this request, to negotiate with
any selected qualified representative, or to cancel any part or the entirety of this RFP, if it
is in the best interest of the City to do so. The City may require the proposers selected to
participate in negotiations and to submit such price, technical or other revisions of their
proposals as may result from negotiations.
VIII. SUBMITTAL REQUIREMENTS
Twenty (20) copies of the Proposal, and One (1) unbound reproducible copy of same,
must be received at the address noted below by 5:00 P.M. on Friday, August 24, 2001.
George A. Berger, AICP
Planning Department
City of Newport Beach
3300 Newport Boulevard
Post Office Box 1768
is Newport Beach, CA 92658 -8915
• • ATTACHMENT 2
ASSOCIATES
z3 North Mmtor Ave
Pasadena, CA
9rro6 -1709
6z6 793-7847
626 793 -2349 Jax
NEWPORT BEACH CITYWIDE WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
Exhibit A
SCOPE OF SERVICES
KEY PERSONNEL
PROJECT SCHEDULE
•
A. SCOPE OF WORK — AREAS AND ELEMENTS •
The following elements will be studied and addressed under Scope of Services:
1. City Identity and Wayfinding Signage
• Gateway elements
• Citywide vehicular directional signage
• Beach areas pedestrian directional signage
2. District Identity and Wayfinding Signage
• Gateway or identification elements
• Perimeter markers
• Banner programs
3. Sign Clutter Abatement
• Selection and documentation of existing signs to be removed
4. Signage and Graphics Guidelines
• Guidelines policy and procedures manual for sign system continuation
E
City of Newport Beach
Project: Citywide Wayfinding and D' tonal Signage Project
Exhibit A — Scope of Se"ices/Keywonnel/Project Schedule .
Page 2 of 5
•B. SCOPE OF SERVICES AND TECHNICAL APPROACH
The following methodology is Hunt Design's unique approach and description of the work,
based on substantial experience with similar projects. Hunt Design Associates will provide the
following services to the City of Newport Beach:
I. Analysis and Programming
1. Conduct a kick -off meeting to further define and clarify the goals of the project and begin to
identify the districts to be included.
2. Conduct visual and photographic audit of typical existing public signs (both
vehicular and pedestrian).
3. Review existing identities of the various districts.
4. Review relevant project and area plans provided by the City to help create a starting point for
signage and graphic design.
5. Collect and review identity and wayfinding related elements from other districts and cities to
develop a context for design.
6. Working from our own files and library and other available design libraries, review
related projects, environments, city and downtown identity graphics, urban design
• and landscape which may provide a state -of -the -art context for the work.
7. Identify and evaluate all of the various sequences of arrival, circulation and departure by
vehicles
and pedestrians with the goal of simplified traffic patterns to guide drivers through the city
and to
the various districts.
8. Review applicable codes and regulations for roadway signs including California Vehicle
Codes
and Newport Beach Municipal Codes.
9. Identify the typical decision points leading to the destinations and develop a signage location
plan and a written inventory of typical sign messages. Organize the message types into
categories of sign types. Refine into specific sign type groups and hierarchies of individual
sign
types and create a wayfinding plan.
Work Products: Visual presentations of research; written list of typical proposed project signs
by category; plan drawings showing proposed sign locations keyed to written list.
is
City of Newport Beach
Project: Citywide Wayfinding andAkctional Signage Project
Exhibit A— Scope of Services/K rsonnel/Projeet Schedule •
Page 3 of 5
II Conceptual Design
1. Explore conceptual design options to bring visual form to each sign type. Included will be •
studies of size, scale, typeface, color, material, sequence, relationship to architecture,
landscape and
streetscape elements. Consider historic, contextual and environmental qualities in design
process. Present for review.
2. Develop the best of the conceptual designs into schematic design concepts. Present for
review.
Work Products: Visual presentations of conceptual designs and schematic designs.
III. Design Development
1. Develop schematic designs into final detailed designs reflecting actual wording
and visual content including color and materials recommendations and relationship
to architectural and paving elements.
2. Develop an implementation cost estimate.
3. Assist City in developing an implementation plan.
Work Products: Visual presentations necessary to demonstrate developed designs;
implementation cost estimate; implementation plan. •
IV. Construction Documents
1. Prepare design- intent fabrication and installation drawings necessary to solicit bids and
select sign vendor including sign location plans, design drawings and message listing.
2. Prepare copy layouts and computer artwork for high - profile items where necessary.
Prepare typography guidelines for the remainder of items. Computer artwork will be
prepared in Macintosh format.
3. Prepare plan drawings and photographs documenting existing signs to be removed.
Work Products: Construction documents necessary to bid, fabricate and install signage
program; computer artwork
V. Construction Administration
1. Assist City in preparation of bid packages.
2. Assist City in review of bids.
3. Assist City in negotiations and start-up of City/sign contractor relationship.
4. Assist in supervising sign contractor by reviewing shop drawings, color submittals,
mock -ups and by inspecting work in sign contractor's shop and on site. •
City of Newport Beach
Project: Citywide Wayfinding and D' tional Signage Project
Exhibit A — Scope of Se"ices/Key6onnel/Project Schedule •
Page 4 of 5
• 5. Review installed work on site and prepare a punch list of items requiring correction.
Work Products: Punch list of items requiring sign vendor attention.
VI. Signage and Graphics Guidelines
Write, design and publish a Signage Standards Manual of up to sixteen (16) pages detailing .
guidelines for future continuation of the program including standards for typography, sign
layout, colors and applications.
VII. General Consultation
At the request of the City, participate, consult on, or conceptualize items or treatments beyond
actual signage and graphics elements such as architectural color, paving patterns, ironwork, etc.
•
•
City of Newport Beach
Project: Citywide Wayfinding and ctional Signage Project
Exhibit A — Scope of Se"ices/KeWsonnel/Project Schedule
Page 5 of 5
C. KEYPERSONNEL
•
Name
Position
Hourly Rate
T. Wayne Hunt
Principal
$140
John Temple
Project Manger
$120
Shame Lee
Senior Associate
$120
Jennifer Bressler
Associate
$110
Christina Allen
Designer
$110
In Sung Kim
Designer
$110
Heather Watson
Designer
$110
Rick Chavez
Designer
$110
Dinnis Lee
Design Technician
$ 80
Perry Shimoji
Design Technician
$ 80
Above rates are identified for reference only. The services under this proposal are offered on a
fixed -fee basis, by phase.
Consultant
Jack Greenspan $160
Linscott Law &Greenspan Engineers (LLG) is
D. PROJECT SCHEDULE
Following are approximate elapsed -time schedules for phases of the work, exclusive of City or
agency review time.
Analysis and Programming 4 weeks
Conceptual Design 6 weeks
Design Development 8 weeks
Construction Documents 8 weeks
Construction Administration 6 weeks
•
L�
•
. 0 ATTACHMENT
ASSOCIATES
23 North Mmtm Ave
Pasadena, CA
9rro6-r7o9
626 793-7847
626 793-2549
NEWPORT BEACH WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
Exhibit B
SCHEDULE OF FEES
BILLING RATES
A. FEES —BASIC SERVICES
In return for the services discussed in Exhibit A — Scope of Services, Hunt Design Associates, Inc.
will be paid fixed fees by project phase as follows:
I. Analysis and Programming
H. Conceptual Design
III. Design Development
IV Construction Documents
V Construction Administration
Traffic Engineer (consultant, hourly)
Sign Removal Plan (IV 3. above
Signage and Graphics Guidelines (VI. above)
General Consultation (VII. above)
$ 8,500
$11,500
$12,500
$15,500
$ 9,000
not to exceed $ 6,500
$ 7,500
$ 7,500
hourly, as required
Note: the above fees include time to prepare for and attend up to six (6) public and/or agency
presentations. Additional meetings will be billed hourly.
The fees are based approximately on estimated hours per task multiplied by our standard hourly
billing rates of: Principal $140; Associates $120; Programming and Design $110; Drafting $80.
B. EXPENSES
In addition to the above fees, Hunt Design Associates is to be reimbursed for expenses incurred in
connection with this project at cost plus 15 %. Such expenses include: blueprints, computer imagery
and other normal reproduction charges. In -house color computer output will be billed at $5 per page.
Extraordinary items required by the owner, such as models, renderings, etc. purchased by Hunt
Design Associates will be billed at cost.
City of Newport Beach
Project: Citywide Wayfinding and Ational Signage Project '
Exhibit B— Schedule ofCompen /Billing Rates
Page 2 of 2
We estimate that a reimbursable budget of $2,000 will be required for this project.
•
C. BILLING
Monthly invoices reflecting the percentage of work completed plus expenses will be submitted for
payment. Invoices shall be paid within thirty (30) days of receipt. Applicable sales tax will be added
to billing as required by the California State Board of Equalization.
D. ADVANCED PAYMENT- RETAINER
Before starting work, Hunt Design Associates requests an advance payment equal to 15% of the total
fees, which will be credited at the end of the project.
E. CONDITIONS OF THE AGREEMENT
Revisions and Additions: This proposal covers only the services outlined. If the scope of work
changes, approved revisions or additions will be charged for on an hourly basis, and as an addition
to the original contract.
Termination of Contract: Assuming just cause, either party reserves the right to terminate this
agreement after giving ten (10) days written notice to the other. Hunt Design Associates shall be paid
for services and reimbursable expenses incurred under this contract up to the date of such termination.
Cash Flow and Timely Payments: Timely and regular payments of Hunt Design Associates invoices
are required for continuous work on the project. •
Sequence of Work. The fees stated above are based on executing the project or large project portions
as a group or groups. That is, items added out of sequence or after general approvals of areas or
phases, may be considered as extra to the contract.
Limit of Quantity of Designs: A reasonable quantity of design solutions for individual elements will
be developed for review. Excessive or unreasonable requests for redesign or additional design
options may result in additional design fees.
Originality: All reasonable care will be taken to avoid accidental duplication of graphic designs
already in existence, but responsibility and matters of registration, trade- marking, copyrighting, rest
with the owner.
Best Effort Basis: The creative services described above will be provided on a "best effort" basis.
That is, Hunt Design Associates will create designs based on our training, experience and professional
judgment and that represents our best effort; non - acceptance of the design(s) shall not constitute
reason for non - payment.
Publicity: Hunt Design Associates reserves the right of reasonable publicity about its participation in
this project.
/sm
2280 •
CITY OF NAORT BEACH
O���v"POq COMMUNITY AND ECONOMIC FAgenda g Date: November 13, 2001
�^ DEVELOPMENT
PLANNING DEPARTMENT em No.: 16
3 300 NEWPORT BOULEVARD Person: George A. Berger, AICP
�� roaN
NEWPORT BEACH, CA 92658 (949) 644 -3207
(949) 644 -3200; FAX (949) 644 -3250 - -'
MENNEN
REPORT TO THE MAYOR AND CITY COUNCIL
t
Va^ A0.
SUBJECT: Citywide Wayfinding &Directional Signage Program: W /Rc(J-):b.)
Overview of proposed project, and recommendation to
authorize professional design services.
SUMMARY: Arising from Economic Development Committee and City Council
approvals in FY 2000, staff recommends approval of a contract with
Hunt Design for professional design services associated with the
Newport Beach Citywide Wayfinding and Directional Signage
Program. Staff also recommends Council approval of an additional
amount in professional services fees in order that the complete
design project may proceed.
SUGGESTED ACTIONS: 1.
Z
Background
Approve Agreement for Professional Services with Hunt
Design Associates for design development of the Citywide
Wayfinding & Directional Signage Program not to exceed
$86,200; and
Approve budget amendment transferring $39,785 from
unappropriated reserve to capital account for public signage
program.
The capital budget includes a public signage program, which will —when implemented — provide
simple, attractive visual markers to welcome residents and visitors alike and guide them to their
destinations throughout Newport Beach. Signage will be accessible to pedestrians and from
motorized vehicles alike, allowing people to navigate the City's streets, sidewalks and public areas
with increased ease and confidence. The project includes planning and graphic design services, and
includes a mechanism to build consensus on which of the City's significant icons and commercial
and residential destinations should be included.
As the City has grown over the last century from a group of small, unique communities into a larger
unified municipal entity, a lack of significant attention has been paid to the unifying threads
connecting the entire community. The City's general signage program has not been particularly
• •
consistent over time — placing information on signs of all shapes, sizes and colors without a unified
system. There is a Council- approved policy regarding entrance and village signs, and there are a
number of markers for some —but not all —of the individual villages and at most of the City's
major gateways. These "low- impact" monuments are not extraordinarily readable; and, particularly
when obscured by landscaping, the "front doors" to Newport Beach and the villages offer visitors
little awareness that they are entering our community.
Motorists, albeit mainly visitors, continue to have difficulty finding their way through the City to
chosen destinations or parking; pedestrians are sometimes unable to ascertain the most convenient
path to shops, the harbor or the beach. Additionally, the commercial /residential villages would be
tremendously assisted in the maintenance and enhancement of their unique identity (and capture of
customers) if' more visible and distinctive signage were provided to delineate boundaries and
establish directional information.
Discussion
Possibly the first explicit call for a coordinated, aesthetically appealing citywide directional sign
program came in February of 1997, when an (EDC- recommended) PKF Consulting study analyzed
potential for Transient Occupancy Tax (TOT) revenue enhancement. This study pointed out that a
tourist's perception of a "complete experience" in the City is greatly affected by whether they
perceive the City as "user friendly." By improving the signage infrastructure, the study
recommended, and creating a destination that is more "user friendly" for the visitor, the City would
be able to offer a product that is more appealing and desirable to residents and visitors alike.
In late 1999, the Image Enhancement & Marketing Subcommittee of the EDC identified public
signage as an important issue citywide. This subcommittee was created in part to specifically
address many of the recommendations contained in the PKF Study. In their report, they noted that
the City had poorly organized, designed and cluttered public signage, and recommended taking
steps to "...identify ways to improve, coordinate, and simples public and visitor signage
throughout the City. " Included in their recommendations was the project that is the subject of this
discussion. The full EDC and City Council approved that recommendation in early 2000, and
identified funds ($50,000) to accomplish that goal.
Other reasons to begin this process now is that a wide range of important City efforts—including
the certification of the Local Coastal Program; the Balboa Village and Mariner's Village public
improvement projects; Vision 2004 in Corona del Mar; the policies contained in other Specific
Plans; and, most recently, the Harbor and Bay Element of the General Plan—call for the design and
installation of directional and informational signage graphics and permanent entry monuments to
enhance the appearance, access and identity of the City, and to facilitate the flow of
pedestrian/vehiculartraffic.
0
Project Description
is
Staff developed a RFP —sent to thirteen environmental graphic design & planning firms
nationwide —that asked for the development of a proposal to consider and address, at a minimum,
the following elements:
A. Provide "Welcome to Newport Beach" signage;
B. Simplify traffic patterns by guiding drivers through the City;
C. Identify unique commercial villages and distinct residential communities, and provide an
appropriate level of identification to allow the public to conveniently locate them while still
reflecting the City's overall identity;
D. Identify and provide direction to culturally, economically and historically significant facilities
and structures;
E. Identify and provide direction to public parking lots and areas;
F. Provide vehicular and pedestrian direction to the ocean beaches, Newport Harbor, public piers
on ocean and bay side, and Upper Newport Bay resources & amenities;
G. Identify and provide direction to other coastal access points throughout and proximate to the
City;
H. Provide pedestrian- oriented, permanently affixed vicinity maps;
I. Create policies and guidelines for on -going and additional signage as necessary;
J. Identify areas where current City regulatory signage should be removed and replaced as part of
this program effort;
K. Coordination with other governmental agencies;
L. Implementation; and
M. Community Involvement.
Of the five consulting firms that responded to the City's Request for Proposals, the review
committee —made up of EDC members John Cassady and Barbara Wold, and with City staff
members Sharon Wood, Steve Badum and George Berger —chose Hunt Design Associates as the
firm most technically competent, with the greatest amount of relevant citywide experience, and
with a fee structure that most closely adhered to the City's financial allocation as presented in the
RFP.
• •
Requested City Council Action
All but one of the consulting firms who responded, and a number who didn't based on this issue,
made it clear that the $50,000 financial allocation set out in the City's FY2001 budget was not
enough compensation for the requested scope of services. Fee structures for those consultants who
responded completely to the proposed scope ranged from a low bid of $84,200 (Hunt Design) to a
high bid of $242,335, as well as two others at $96,440 and $97,000.
As noted above, the review committee selected Hunt Design as the most qualified and responsive
firm to complete the project. Their fee structure includes a fixed cost of $50,000 for "basic
services " — analysis and programming, conceptual design, design development, construction
documents, and construction administration, along with preparation and attendance at public
meetings and /or presentations.
Hunt's fee structure for "optional services" will provide the additional design elements and
guidelines that make the project complete. The following outlines the list of "optional" services, as
proposed:
• Visual Icons for Districts -- $9,200
• Beach Area Pedestrian Mapping -- $10,000
• Sign Removal Plan -- $7,500
• Signage and Graphics Guidelines -- $7,500
• Reimbursable Expenses— Est. $2,000
It is this additional funding amount that staff requests the City Council approve. We believe the
Hunt Design proposal is reasonable in total, and believe their fee structure is appropriate in the full
amount. As noted above, staff presented the project and this request to the EDC at its October 17'
meeting, and received a recommendation of support for both.
If the City Council approves the additional funding, the total cost for named services will be
Eighty -four thousand, two hundred dollars ($84,200), plus reimbursable expenses (estimated at
$2,000) for a grand total project cost of $86,200.
Funding Sources
This project will be funded from the FY 2001 -2002 General Fund through an existing budget item
approved in Capital Account No. C2700550. The additional amount requested for approval maybe
taken from unappropriated reserve funds. A recommendation for Council to approve the budget
amendment transferring the money into the capital account is needed. Implementation of the
recommended final signage will be subject to future funding authorization.
Submitted by:
SHARON Z. WOOD
Assistant City Manager
0
Prepared by:
GEORGE A. BERGER, AICP
Senior Planner
, ONv
Attachments: Attachment] —Professional Services Agreement with Hunt Design Associates, including:
Exhibit A —Scope of Services, List of Key Personnel, and Project Schedule; and
Exhibit B — Schedule of Fees and Billing Rates
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ATTACHMENT
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this day of November, 2001, by and
between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to
as "City "), and HUNT DESIGN ASSOCIATES whose address is 25 North Mentor
Avenue, Pasadena, California 91106, (hereinafter referred to as "Consultant'), is made
with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under
the laws of the State of California with the power to carry on its business
as it is now being conducted under the statutes of the State of California
and the Charter of City.
B. City desires to engage Consultant to provide project management and
staff services upon the terms and conditions contained in this Agreement.
C. The principal member of Consultant is, for purpose of this Project, T.
Wayne Hunt.
D. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
desires to contract with Consultant under the terms of conditions provided
in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
Parties as follows:
1. TERM
The term of this Agreement shall commence on the _th day of November, 2001,
and shall terminate on the _th day of , 2002, unless terminated earlier as
set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" attached hereto along with a List of Key Personnel and
incorporated herein by reference.
IN
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3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of
this Section and the Schedule of Fees and Billing Rates, attached hereto as Exhibit "B"
and incorporated herein by reference. No rate changes shall be made during the term
of this Agreement without prior written approval of City. Consultant's compensation for
all work performed in accordance with this Agreement shall not exceed the total contract
price of eighty six thousand, two hundred dollars ($86,200). The shall have
the authority to authorize work beyond this amount, not to exceed an additional
$_,000.
3.1 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly invoices to City payable by City within
thirty (30) days of receipt of invoice subject to the approval of City.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with Exhibit "B ".
3.4 City shall reimburse Consultant only for those costs or expenses that have
been specifically approved in this Agreement, or specifically approved in advance by
City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
percent (10 %) of each approved payment as approved retention until all services under
this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 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 community professional
standards. Qualified and experienced personnel who are neither employed by City nor
have any contractual relationship with City shall perform all services. Consultant
represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents
and warrants that it shall keep in effect all such licenses, permits and other approvals
during the term of this Agreement.
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4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, or acts of God, or the failure of City to furnish timely information or
to approve or disapprove Consultant's work promptly, or delay or faulty performance by
City, contractors, or governmental agencies, or any other delays beyond Consultant's
control or without Consultant's fault.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be
deemed to constitute Consultant or any of Consultant's employees or agents, to be the
agents or employees of City. Consultant shall have the responsibility for and control
over the details in means of performing the work provided that Consultant is compliance
with the terms of this Agreement. Anything in this Agreement which may appear to
give City the right to direct Consultant as to the details of the performance of the
services or to exercise a measure of control over Consultant shall mean that Consultant
shall follow the desires of City only with respect to the results of the services.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies that may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the Project.
7. PROJECT MANAGER
Consultant shall assign the Project to a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Project term. Consultant has designated John Temple and Wayne
Hunt to be its co- Project Managers. Consultant shall not bill any personnel to the
Project other than those personnel identified in Exhibit "A ", whether or not considered to
be key personnel, without City's prior written approval by name and specific hourly
billing rate. Consultant shall not remove or reassign any personnel designated in this
Section or assign any new or replacement person to the Project without the prior written
consent of City. City's approval shall not be unreasonably withheld with respect to
removal or assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
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8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and Consultant in accordance with Exhibit A shall perform the services. The failure by
Consultant to strictly adhere to the schedule, may result in termination of this
Agreement by City, and the assessment of damages against Consultant for delay.
Notwithstanding the foregoing, Consultant shall not be responsible for delays that are
due to causes beyond Consultant's reasonable control. However, in the case of any
such delay in the services to be provided for the Project, each party hereby agrees to
provide notice to the other party so that all delays can be addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition that purportedly causes a delay, and not later than the date upon which
performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
either telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order
to ensure that the Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state
and federal law, regulations and permit requirements and be subject to approval of the
Project Administrator and City.
11. PROGRESS
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of
the work, activities performed and planned, and any meetings that have been scheduled
or are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages
°I
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of any nature whatsoever, including, but not limited to, bodily injury, death, personal
injury, property damages, or any other claims arising from any and all acts or omissions
of Consultant, its employees, agents or subcontractors in the performance of services or
work conducted or performed pursuant to this Agreement. This indemnity shall apply
even in the event of negligence of City, or its employees, or other contractors, excepting
only the sole negligence or willful misconduct of City, its officers or employees, and shall
include attorneys' fees and all other costs incurred in defending any such claim.
Nothing in this indemnity shall be construed as authorizing, any award of attorneys' fees
in any action on or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement
of work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must
be filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation, all insurance policies shall add City, its
elected officials, officers, agents, representatives and employees as additional insured
for all liability arising from Consultant's services as described herein.
All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the
State of California, with an assigned policyholders' Rating of A (or higher) and Financial
Size Category Class VII (or larger) in accordance with the latest edition of Bests Key
Rating Guide: unless otherwise approved by the City Risk Manager.
A. Worker's compensation insurance covering all employees and principals
of Consultant, per the laws of the State of California.
B. Commercial general liability insurance covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal
injury and property damage. If commercial general liability insurance or
other form with a general aggregate is used, either the general aggregate
shall apply separately to this Project, or the general aggregate limit shall
be twice the occurrence limit.
C. Commercial auto liability and property insurance covering any owned and
rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
Said policy or policies shall be endorsed to state that either party shall not cancel
coverage except after thirty (30) days' prior notice has been given in writing to City.
Consultant shall give City prompt and timely notice of claim made or suit instituted
arising out of Consultant's operation hereunder. Consultant shall also procure and
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maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that, in the event of loss due to any of the perils for which it
has agreed to provide comprehensive general and automotive liability insurance,
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing comprehensive general and automotive liability
insurance to either Consultant or City with respect to the services of Consultant herein,
a waiver of any right of subrogation that any such insurer of said Consultant may
acquire against City by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any for the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture
or syndicate or cotenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint venture.
15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this
Agreement by City or persons other than Consultant is waived against Consultant and
City assumes full responsibility for such changes unless City has given Consultant prior
notice and has received from Consultant written consent for such changes.
Consultant shall, at such time and in such form as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless City authorizes the release of information.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. Access to, and upon request of Consultant, one copy of all existing record
information on file at City. Consultant shall be entitled to rely upon the
accuracy of data information provided by City or others without
independent review or evaluation. City will provide all such materials in a
timely manner so as not to cause delays in Consultant's work schedule.
B. Blueprinting, CADD plotting, copying and other services through City's
reproduction company for each of the required submittals. Consultant will
be required to coordinate the required submittals with City's reproduction
company. All other reproduction will be the responsibility of Consultant
and as defined above.
18. ADMINISTRATION
This Agreement will be administered by the Planning Department. George
Berger shall be considered the Project Administrator and shall have the authority act for
City under this Agreement. The Project Administrator or his /her authorized
representative shall represent City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall
be clearly identifiable. Consultant shall allow a representative of City to examine, audit
and make transcripts or copies of such records during normal business hours.
Consultant shall allow inspection of all work, data, documents, proceedings and
activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
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work as a result of such withholding. Consultant shall have an immediate right to
appeal to the City Manager or his designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of seven
percent (7 %) per annum from the date of withholding of any amounts found to have
been improperly withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant,
the additional expense shall be borne by Consultant. Nothing in this paragraph is
intended to limit City's rights under any other sections of this Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project.
23. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the
Act. Failure to do so constitutes a material breach and is grounds for
termination of this Agreement by City. Consultant shall indemnify and
hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
A. Except as specifically authorized under this Agreement, the services
included in this Agreement shall not be assigned, transferred, contracted
or subcontracted without prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States
mail, postage prepaid, first class mail, addressed as hereinafter provided.
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All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
City of Newport Beach
Planning Department
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA, 92658 -8915
(949) 644 -3200
(949) 644 -3229 fax
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Hunt Design Associates
Attention: Wayne Hunt
25 North Mentor Avenue
Pasadena, CA 91106
(626) 793 -7847
(626) 793 -2549 fax
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt of written notice of default, specifying the nature of such default
and the steps necessary to cure such default, the nondefaulting party may terminate the
Agreement forthwith by giving to the defaulting party written notice thereof.
26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant
as provided herein. Upon termination of this Agreement, City shall pay to the
Consultant that portion of compensation specified in this Agreement that is earned and
unpaid prior to the effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules
and regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
d
• •
same or any other term, covenant or condition contained herein, whether of the same or
a different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the Parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions herein. Any modification of this
Agreement will be effective only by written execution signed by both City and
Consultant.
30. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his
judgment as a design professional and is supplied for the general guidance of City.
Since Consultant has no control over the cost of labor and material, or over competitive
bidding or market conditions, Consultant does not guarantee the accuracy of such
opinions as compared to contractor bids or actual cost to City.
31. PATENT INDEMNITY
The Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be
executed on the day and year first written above.
APPROVED AS TO FORM:
By:
Robin Clauson
Assistant City Attorney
for the City of Newport Beach
ATTEST:
0
LaVonne Harkless
City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
Homer L. Bludau
City Manager
for the City of Newport Beach
CONSULTANT
By:
T. Wayne Hunt
Hunt Design Associates
I `�
0
0
ASSOCIATES
25 North Mentor Ave
Pasadena, CA
9rro6 -r709
626793-7847
6z6 793 -2549 fax
NEWPORT BEACH CITYWIDE WAYFINDING
& DIRECTIONAL SIGNAGE PROGRAM
Exhibit A
SCOPE OF SERVICES
LIST OF KEY PERSONNEL
TENTATIVE PROJECT SCHEDULE
Scope of Services — Areas and Elements
The following elements will be studied and addressed under Scope of Services:
City Identity and Wayfinding Signage
• Gateway elements
• Citywide vehicular directional signage
• Beach areas pedestrian directional signage
• Beach areas pedestrian mapping
District Identity and Wayfinding Signage
• Gateway or identification elements
• Perimeter markers
• Banner programs
Sign Clutter Abatement
• Selection and documentation of existing signs to be removed
Signage and Graphics Guidelines
• Guidelines policy and procedures manual for sign system continuation
Scope of Services and Technical Approach
The following methodology is Hunt Design's unique approach and description of the work, based on
substantial experience with similar projects, Hunt Design Associates will provide the following
services to the City of Newport Beach:
1 �a
City of Newport
Project: Citywide Wayfinding and tftional Signage Project
Exhibit A— Scope of Services /Key onnel/Project Schedule
Page 2 of 4
I. Analysis and Programming
1. Conduct a kick -off meeting to further define and clarify the goals of the project and begin to
identify the districts to be included.
2. Conduct visual and photographic audit of typical existing public signs (both
vehicular and pedestrian).
3. Review existing identities of the various districts.
4. Review relevant project and area plans provided by the City to help create a starting point for
signage and graphic design.
5. Collect and review identity and wayfinding related elements from other districts and cities to
develop a context for design.
6. Working from our own files and library and other available design libraries, review
related projects, environments, city and downtown identity graphics, urban design
and landscape which may provide a state -of -the -art context for the work.
7. Identify and evaluate all of the various sequences of arrival, circulation and departure by vehicles
and pedestrians with the goal of simplified traffic patterns to guide drivers through the city and to
the various districts.
8. Review applicable codes and regulations for roadway signs including California Vehicle Codes
and Newport Beach Municipal Codes.
9. Identify the typical decision points leading to the destinations and develop a signage location
plan and a written inventory of typical sign messages. Organize the message types into
categories of sign types. Refine into specific sign type groups and hierarchies of individual sign
types and create a wayfinding plan.
Work Products: Visual presentations of research; written list of typical proposed project signs by
category; plan drawings showing proposed sign locations keyed to written list.
H. Conceptual Design
1. Explore conceptual design options to bring visual form to each sign type. Included will be studies
of size, scale, typeface, color, material, sequence, relationship to architecture, landscape and
streetscape elements. Consider historic, contextual and environmental qualities in design
process. Present for review.
2. Develop the best of the conceptual designs into schematic design concepts. Present for review.
3. Develop concepts for a system of beach area pedestrian maps.
4. Develop design concepts for a system of visual district icons.
Work Products: Visual presentations of conceptual designs and schematic designs.
City of Newport
Project: Citywide Wayfinding and I[ional Signage Project
Exhibit A — Scope of Services /Keylltsonnel/Project Schedule
Page 3 of 4
111. Design Development
1. Develop schematic designs into final detailed designs reflecting actual wording
and visual content including color and materials recommendations and relationship
to architectural and paving elements.
2. Refine district icons into final icon designs.
3. Develop an implementation cost estimate.
4. Assist City in developing an implementation plan.
Work Products: Visual presentations necessary to demonstrate developed designs; implementation
cost estimate; implementation plan.
IV. Construction Documents
1. Prepare design - intent fabrication and installation drawings necessary to solicit bids and select
sign vendor including sign location plans, design drawings and message listing.
2. Prepare copy layouts and computer artwork for high - profile items where necessary.
Prepare typography guidelines for the remainder of items. Computer artwork will be
prepared in Macintosh format.
3. Prepare plan drawings and photographs documenting existing signs to be removed.
Work Products: Construction documents necessary to bid, fabricate and install Signage
program; computer artwork.
V. Construction Administration
1. Assist City in preparation of bid packages.
2. Assist City in review of bids.
3. Assist City in negotiations and start-up of City /sign contractor relationship.
4. Assist in supervising sign contractor by reviewing shop drawings, color submittals,
mock -ups and by inspecting work in sign contractor's shop and on site.
5. Review installed work on site and prepare a punch list of items requiring correction.
Work Products: Punch list of items requiring sign vendor attention.
VI. Signage and Graphics Guidelines
Write, design and publish a Signage Standards Manual of up to sixteen (16) pages detailing
guidelines for future continuation of the program including standards for typography, sign layout,
colors and applications.
City of Newport
Project: Citywide Wayfinding and fjtional Signage Project
Exhibit A —Scope of Services /Key sonnel/Project Schedule
Page 4 of 4
VII. General Consultation
At the request of the City, participate, consult on, or conceptualize items or treatments beyond actual
signage and graphics elements such as architectural color, paving patterns, ironwork, etc.
List of Key Personnel
Name Position
Rate
T. Wayne Hunt -- Principal:
$140
John Temple -- Project Manger:
$120
Sharrie Lee -- Senior Associate:
$120
Jennifer Bressler -- Associate:
$110
Christina Allen -- Designer:
$110
In Sung Kim -- Designer:
$110
Heather Watson -- Designer:
$110
Rick Chavez -- Designer:
$110
Dinnis Lee -- Design Technician:
$80
Perry Shimoji -- Design Technician
$80
Rates are identified for reference only. The services under this proposal are offered on a fixed -fee
basis, by phase.
Tentative Project Schedule
Following are approximate elapsed -time schedules for phases of the work, exclusive of City or
agency review time.
Analysis and Programming4 weeks
Conceptual Design6 weeks
Design Development8 weeks
Construction Documents8 weeks
Construction Administration6 weeks
AM
2280
I
ASSOCIATES
25 Nortb Mentor Ave
Pasadena, CA
9rro6 -1709
626 793-7847
6z6 793-2549 fax
NEWPORT BEACH CITYWIDE WAYFINDING &
DIRECTIONAL SIGNAGE PROGRAM
Exhibit B
SCHEDULE OF FEES
BILLING RATES
Fees — Basic Services
In return for the services discussed in Exhibit A — Scope of Services, Hunt Design Associates, Inc.
will be paid fixed fees by project phase as follows:
I. Analysis and Programming
II Conceptual Design
III. Design Development
IV Construction Documents
V Construction Administration
Visual Icons. for Districts (H..4., III 2. Scope of Services)
Beach Area Pedestrian Mapping (113 Scope of Services)
Sign Removal Plan (IV.. 3. Scope of Services)
Signage and Graphics Guidelines (VI. Scope of Services)
General Consultation (VII Scope of Services)
S 7,500
$10,000
$11,000
S.13,500
$ 8,000
$ 9,200
$10,000
$ 7,500
$ 7,500
hourly, as required
Note.• the above fees include time to prepare for and attend up to sir (6) public andlor agency
presentations. Additional meetings will be billed hourly.
The fees are based approximately on estimated hours per task multiplied by our standard hourly
billing rates of: Principal $140; Associates $120; Programming and Design $110; Drafting $80.
Expenses
In addition to the above fees, Hunt Design Associates is to be reimbursed for expenses incurred in
connection with this project at cost plus 15 %. Such expenses include: blueprints, computer imagery
and other normal reproduction charges. In -house color computer output will be billed at $5 per page.
Extraordinary items required by the owner, such as models, renderings, etc. purchased by Hunt
Design Associates will be billed at cost.
City of Newport
Project: Citywide Wayfinding and r�ional Signage Project
Exhibit B— Schedule of Compens /Billing Rates
Page 2 of 2
We estimate that a reimbursable budget of $2,000 will be required for this project.
Billing
Monthly invoices reflecting the percentage of work completed plus expenses will be submitted for
payment. Invoices shall be paid within thirty (30) days of receipt. Applicable sales tax will be added
to billing as required by the California State Board of Equalization.
Advanced Payment- Retainer
Before starting work, Hunt Design Associates requests an advance payment equal to 15% of the total
fees that will be credited at the end of the project.
Conditions of the Agreement
Revisions and Additions: This proposal covers only the services outlined. If the scope of work
changes, approved revisions or additions will be charged for on an hourly basis, and as an addition
to the original contract.
Termination of Contract: Assuming just cause, either party reserves the right to terminate this
agreement after giving ten (10) days written notice to the other. Hunt Design Associates shall be paid
for services and reimbursable expenses incurred under this contract up to the date of such termination.
Cash Flow and Timely Payments: Timely and regular payments of Hunt Design Associates invoices
are required for continuous work on the project.
Sequence of Work: The fees stated above are based on executing the project or large project portions
as a group or groups. That is, items added out of sequence or after general approvals of areas or
phases, may be considered as extra to the contract.
Limit of Quantity of Designs: A reasonable quantity of design solutions for individual elements will
be developed for review. Excessive or unreasonable requests for redesign or additional design
options may result in additional design fees.
Originality: All reasonable care will be taken to avoid accidental duplication of graphic designs
already in existence, but responsibility and matters of registration, trade - marking, copyrighting, rest
with the owner.
Best Effort Basis: The creative services described above will be provided on a "best effort" basis.
That is, Hunt Design Associates will create designs based on our training, experience and professional
judgment and that represents our best effort; non - acceptance of the design(s) shall not constitute
reason for non - payment.
Publicity: Hunt Design Associates reserves the right of reasonable publicity about its participation in
this project.
/sm
2280
Qjty of Newport Beach*
BUDGET AMENDMENT
2001 -02
EFFECT
ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
Description
X
Number
SOURCE:
Account
Number
X
EXPLANATION:
NO. BA- 019 ,
AMOUNT: $3s,76s.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To appropriate an additional $39,785 to the Public Signage capital project from General Fund unapproriated surplus fund
balance.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (360 1)
Fund /Division Acccunt
EXPENDITURE APPROPRIATIONS (3603)
Description
General Fund - Fund Balance
Description
Signed:
F ancial Approval: Administr
",-./Z. Al
Signed:
Signed:
Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$39,785.00
$39,785.00
Date
dZ U
to
Date
Description
Division
Number
7014 General Fund - Misc. Projects
Account
Number
C2700550 Public Signage Program
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
F ancial Approval: Administr
",-./Z. Al
Signed:
Signed:
Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$39,785.00
$39,785.00
Date
dZ U
to
Date