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HomeMy WebLinkAboutC-4136 - PSA for City of Newport Beach City Hall and Park Project (Schematic Design & Design Development)AMENDMENT NO. FIVE TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR THE NEWPORT BEACH CITY HALL AND PARK (NEWPORT BEACH CIVIC CENTER AND PARK DEVELOPMENT PLAN PROJECT) ARCHITECTUAL DESIGN SERVICES THIS AMENDMENT NO. FIVE TOURFESSIONAL SERVICES AGREEMENT, is entered into as of this th day of 2010, by and between the CITY OF NEWPORT BEACH, a Municipal Corpo ation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation, whose address is 49 Geary Street, Suite 300, San Francisco, California 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A. On January 14, 2009, the Newport Beach City Council ("Council") authorized the City to enter into a Professional Services Agreement, hereinafter referred to as "AGREEMENT," for the phased architectural and design consultant services ("scope of work") required for the new City Hall and Park Project, hereinafter referred to as "PROJECT," In an amount not to exceed $657,675.25. B. On April 28, 2009, Council authorized the City to enter into "Amendment No. One," to Agreement for increased scope of work to include the Schematic Design Development and Concept Refinement Phase for additional compensation not to exceed $4,689,775.00, approving the total compensation in an amount not to exceed $5,337,450.25. C. On August 11, 2009, Council authorized the City to enter into "Amendment No. Two," to Agreement for an increased scope of work to incorporate an Emergency Operations Center to the Concept Refinement Phase for additional compensation not to exceed $169,222.00, approving the total compensation in a an amount not to exceed $5,506,672.25. D. On September 22, 2009, Council authorized the City to enter into "Amendment No. Three," to Agreement for IT selection services and additional compensation not to exceed $5,780.00, approving the total compensation in an amount not to exceed $5,511,672.25. E. On November 24, 2009, Council adopted Resolution 2009-88 approving the Schematic Design Plans for the Newport Beach Civic Center and Park Development Plan Project and authorized City to move forward with the Construction Document Phase of the Project. F. On March 16, 2010, Council authorized the City to enter into "Amendment No. Four," to Agreement for mass excavation scope modifications and South Park drainage and water quality configuration services for additional compensation not to exceed $80,650.00, approving the total compensation in an amount not to exceed $5,593,102.25. G. City desires to enter into this "Amendment No. Five" to include modifications to Community Room and Emergency Operations Center services not included in the Agreement or prior Amendments, and to increase the total compensation. H. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "Amendment No. Five," as provided here below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: In addition to the services to be provided pursuant to the Agreement and Amendment No's. One through Four, CONSULTANT shall diligently perform all the services described in Amendment No. Five including, but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to the AGREEMENT. Consultant's total amended compensation for all work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Five Million, Six Hundred Forty -Six Thousand, Three Hundred Fifty -Two Dollars and 25/100 ($5,646,352.25) without prior written authorization from City, 2.1 The amended compensation reflects Consultant's additional compensation for additional services to be performed in accordance with this Amendment NO. Five, including all reimbursable items and subconsultant fees, in an amount not to exceed Fifty Three Thousand, Two Hundred Fifty dollars and no/100 ($53,250.00), without prior written authorization from City. 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 hereto have executed this AMENDMENT NO. Five on the date first above written. APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY BPeorn�ie �t tU V2au Mulvihill, 31311%0 Assistant City Attorney �Wj�]/P ATTEST: In Leilani I. "Brown., City Clerk_ .Tml „ Attachment: t ►v �I,Ll FO¢ CITY OF NEWPORT BEACH, A Municipal Corporation By: 6 vi A. Kiff, City Manager CONSULTANT: BOHLIN CYWINSKI JACKSON V regory R. Mottola, ce President By: V U . GCA%j"-W/ - W. Dan Haden, III., Vice President/Treasurer Exhibit A — Additional Services to be Performed 3 I,! rr• r100.99ra Peter Q. goblin, FAIR Bernard J. Cywinski, FAIA Jon C. Jackson, FAIA W. Dan Haden III, AIA Frank W. Grauman, AIA William D. Loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. Mottola, AIA C, Roxanne Sherbeck, AIA Robert E. Miller, AIA Raymond S. Catabro, AIA 15 February 2010 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519B Subject: Modifications to Community Room and Emergency Operations Center Additional Services Proposal (BCJ Project 08519B x6) Dear Mr. Badum: At the approval of the schematic design phase on the 24`h of November, 2009, the city council voted unanimously to approve the schematic design of the Civic Center and Park project with a select number of modifications. Those changes were subsequently discussed and clarified by BCJ and the City, then described in an email sent by BCJ on the 11th of December. Some of those changes were substantive, resulting in this additional service proposal. Project Scope The major changes approved by the city council are as follows: Removal of the Emergency Operations Center (EOC) under the Civic Green. This includes the modifications to the south end of the Civic Green in its absence. Modification of the basement plan of the City Hall to include a training room and ancillary spaces (e.g. toilet and shower rooms) that will serve as an operations headquarters for the City during emergencies. The spaces devoted to this purpose will not be called an EOC. While efforts should be made to make this space resistant to seismic events, these spaces are not to be designed to meet the requirements of an EOC. These modifications include the removal of some program spaces, such as the mail room, coin vault and print room, as well as the reconfiguration of all mechanical systems around the new program. Reduce the size of the Community Room. The community room had been approximately 2,500 square feet during the concept refinement phase. Per direction from the City, this space grew to Architecture Planning Interior Design 49 Geary Street — Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/Berkeley San Francisco, California 94108 415.989.2100/Fax: 415.989.2101 Bohlin Cywinski Jackson 08519B x6 15 February 2010 Page 2 of 3 approximately 4,200 square feet in the early schematic phase in order to accommodate a greater seating capacity. At the 24`h of November city council meeting, the council provided direction to reduce the community room back to the smaller version. The fee proposal provided includes the following assumptions: • The design team will implement the design changes directed by the City Council as described above. This will include redesigning the affected spaces at a schematic level, then bringing them back through the design development phase in order that they are at the same level of the rest of the project by the completion of 100% DD. • The scope of this change will include the redesign of infrastructure that had been included to make the EOC able to function independently (e.g, separate electrical, mechanical, IT, fire protection and AV systems/connections). This will include both the removal of some components and the reconfiguration and relocation of others to the city basement. • Working with the smaller community room, the design team will make changes to positioning and configuration of the Council Chamber in order to maintain desirable functional relationships between these two public spaces. • The EOC was being designed in the SD and DD phases under additional service 08519B x02. The design team had reached about 50% in the DD phase on the design and documentation of the EOC. This proposal reflects the prorating of the hours needed to redesign and then modify the drawings to reflect the changes described above by the remaining hours unused in the EOC DD phase. We will finish out the billing of those hours in conjunction with this new scope of work as part of that prorating. • BCJ's scope includes time to design and document architectural changes, as well as meet with and coordinate changes with all disciplines affected. • Arup will providing services as part of this additional service. Their scope is indicated in their attached proposal dated 8 February 2010. • All disciplines not listed in this proposal have noted the delta in their work regarding the City Council's changes did not result in a significant change in their scope and they will therefore not be submitting proposal for additional services in connection with these changes. • This proposal covers the described scope through the completion of the DD phase. CD though CA phases will be covered in a forthcoming proposal (BCJ 08519C). Schedule The change in scope described in this Additional Service will result in a two week increase to the length of the DD phase. The 100% DD set, previously scheduled to be released on the 4th of February, will now be issued on the 18`h of February. Bohlin Cywinski Jackson 085196 x6 15 February 2010 Page 3 of 3 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $53,250 based on the assumptions below: Services BCJ per hour $2,850 10 hours Principal 20 hours Senior Associate 60 hours Associate 100 hours Staff 1 80 hours Staff it Arup Relmbursables BCJ Arup Total 8 Feb 10 proposal $285.00 per hour $2,850 $160.00 per hour $3,200 $125.00 per hour $7,500 $105.00 per hour $10,500 $85.00 per hour $6,800 To be billed under base project To be billed under base project $22,400 NA NA $53,250 All reimbursable expenses generated in conjunction with this additional service will be billed to the main project {BCJ 08519B}, The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: -- Printed Name: Title: Date: Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: ...._«—...__ ........ Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: 4113 AMENDMENT NO. FOUR TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR THE NEWPORT BEACH CITY HALL AND PARK (NEWPORT BEACH CIVIC CENTER AND PARK DEVELOPMENT PLAN PROJECT) ARCHITECTUAL DESIGN SERVICES THIS AMENDMENT NO. FO R TO P FES ZONAL SERVICES AGREEMENT, is entered into as of this day of _ r �, 2010, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation, whose address is 49 Geary Street, Suite 300, San Francisco, California 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A, On January 13, 2009, the Newport Beach City Council ("Council") authorized the City and to enter into a Professional Services Agreement, hereinafter referred to as "Agreement," for the phased architectural and design consultant services ("scope of work") required for the new City Hall and Park Project, hereinafter referred to as "Project," in an amount not to exceed $647,675.25. B, On April 28, 2009, Council authorized the City to enter into "Amendment No. One," to Agreement for an increased scope of work to include the Schematic Design Development and Concept Refinement Phase for additional compensation not to exceed $4,689,775.00, approving the total compensation in an amount not to exceed $5,337,450.25. C. On August 11, 2009, Council authorized the City to enter into "Amendment No. Two," to Agreement for an increased scope of work to incorporate an Emergency Operations Center to the Concept Refinement Phase for additional compensation not to exceed $169,222.00, approving the total compensation in an amount not to exceed $5,506,672.25. D. On September 22, 2009, Council authorized the City to enter into "Amendment No. Three," to Agreement for IT selection services and additional compensation not to exceed $5,780.00, approving the total compensation in an amount not to exceed $5,511,672.25. E. On November 24, 2009, Council adopted Resolution 2009-88 approving the Schematic Design Plans for the Newport Beach Civic Center and Park Development Plan Project and authorized City to move forward with the Construction Document Phase of the Project. City desires to enter into this "Amendment No. Four" to include mass excavation scope modifications and South Park drainage and water quality configuration services not included in the Agreement or prior Amendments, and to increase the total compensation. G. City and Consultant mutually desire to amend Agreement, hereinafter referred to as "Amendment No. Four," as provided here below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: ADDITIONAL SERVICES TO BE PERFORMED In addition to the services to be provided pursuant to the Agreement and Amendment No's. One through Three, Consultant shall diligently perform all the services described in Amendment No. Four including, but not limited to, all work set forth in the Scope of Services attached hereto as Exhibits A and B and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. COMPENSATION City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section, the Schedule of Billing Rates attached to the Agreement and Scope of Services attached to Amendment No's Two thru Four. Consultant's total amended compensation for all work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Five Million, Five Hundred Ninety Three Thousand, One Hundred Two Dollars and 25/100 ($5,593,102.25) without prior written authorization from City. 2.1 The amended compensation reflects Consultant's additional compensation for additional services to be performed in accordance with this Amendment No. Four, including all reimbursable items and subconsultant fees, in an amount not to exceed Eighty Thousand Six Hundred Fifty Dollars and no/100 ($80,650.00), without prior written authorization from City. \j 3. INTEGRATED CONTRACT 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. 91 IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO. FOUR on the date first above written. APPROVED AS TO FORM: CITY OF NEWPORT BEACH, OFFICE OF THE CITY ATTORNEY A Municipal Corporation By: LLBy: David R. Hunt, DEWd A. Kiff, City Attorney City Manager ATTEST: By: Q` Leilan3 I. Brown, City Clerk CONSULTANT: BOHLIN CYWINSKI JACKSON WI /1111..1 lig.. . 'resident By: 0. itily "kt�G,r W. Dan Haden, III, Vice President/Treasurer Attachments: Exhibit A — Additional Services to be Performed: Mass Excavation Scope Modifications Exhibit B — Additional Services to be Performed: South Park Drainage and Water Quality Configuration 3 i� � w .y Peter Q. Bonin, FAIA Bernard J. Gywinski, FAIA Jon C. Jackson, FAIA W. Dan Haden ill, AIA Frank W. Grauman, AIA Witham D. Loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. Mcdlela, AIA C. Roxanne Sherback, AIA Robert E. Miller, AIA Raymond S. Gatabro, AIA 18 January 2010 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92883 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519B Subject: Mass Excavation Scope Modification Additional Services Proposal (BCJ Project 08519E x5) Dear Mr. Badum: In response to the city's request for an accelerated mass excavation design phase schedule, we are providing this proposal. As described in Arup's attached proposal, this work involves moving the schedule forward to have construction documents for the mass excavation package completed by the 25" of January, 2010. Project Scope The scope of services included in this proposal is indicated in the attached proposal from Arup dated the 15� of January, 2010, Schedule The schedule for mass excavation portion of the project has been accelerated as shown in Arup's proposal. The schedule for the remainder of the project is not affected by this proposal, Architecture Planning Interior Design 49 Geary Street — Suite 300 Wilkes- BarrelPittsburgh/Philadelphia/SeattletSan Francisco San Francisco, California 94108 415.989.2100/Fax: 415.989.2101 Bohiin Cywinski Jackson 085196 x5 18 Jan 10 Page 2 of 2 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $62,190 based on the assumptions below: Services BCJ To be included in CD phase fee proposal NA Arup 15 January 09 proposal $61,190 Relmbursables BCJ To be billed under base project NA Arup 15 January 09 proposal $1,000 Total $62,190 BCJ reimbursable expenses will be billed to the main project (BCJ 08519B). Arup reimbursable expenses will be billed separately from services as part of this additional service. The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: _.,,,_.....,._ Printed Name: Title: --- Date: --- Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA 11tle: Vice President Date: ---- AR j�^j j P Memorandum �j Page 1 of 7 To Bohlin Cywinski Jackson (BCJ) Reference number 208597/MCB cc John Eddy, Principal, Arup Fite nrlerelce John Worley, Principal, Arup 7:1208597\3 Project Administration\3-03 Project Financial Files\3-03-01 Contracts, Costs, Fees\Civil Scope of Work From Mathew Bamm x 27266 (San Francisco) Date January19, 2010 Subject Newport Beach City Hall Add Service #2 Mass Excavation Scope Modification The following document provides modification of scope of work for preparation of the Mass Excavation (earthworks) construction documentation plans, specifications, and Stonnwater Pollution Prevention Plan (SWPPP) document. This scope assumes that schematic earthworks design is completed under the base contract, and that the following scope supersedes the Mass Excavation and associated portions of the design development scope outlined in the base contract; i.e. the design development of Mass Excavation scope is essentially eliminated from the base contract and credited herein, and the following construction documentation scope is provided. The delivery of schematic Mass Excavation, Interim Drainage, and Erosion & Sediment Control plans to City staff on Nov 9, 2009 shall be considered the end of schematic phase for this portion of design, and included in the schematic design scope of the base contract. Any Mass Excavation work following Nov 9, 2009 will be considered construction documentation and shall supersede the design development portion of this scope in the base contract. Team meetings between BCJ, PWP and Arup in San Francisco related to Mass Excavation design are assumed to be already authorized under the base contract; no additional design team meeting time is budgeted herein. Task 1. Mass Excavation Construction Documentation Task 1.1; Mass Excavation Plan Documents Preparation of the Mass Excavation permit package will incorporate the following plans, developed to a level of detail suitable for bidding, permitting, and construction. Plan documents will be reviewed by the Architect, Landscape Architect, Geotechnical Engineer, General Contractor, and City Staff for general conformance with applicable site design components, codes and standards: L Title Sheet: including all applicable site and owner information, sheet index, vicinity map, etc. 2. Notes: all applicable construction notes, including conditions set by the project EI R as appropriate. Estimated geometric earthwork volumes shall be included, separated into the three project regions. 3. Site Survey: included for reference only; provided by the owner, sealed by licensed surveyor. 4. Site Protection and Demolition Plan: including location of site fencing, clearing & grubbing, drainage structure and utility removals; utilities for demolition will be identified in phases as recommended by the general contractor. Phase -I shall include utilities for demolition during the Mass Excavation operations, and Phase -2 will occur sometime prior to the completion of building construction. J:123}BMT3 FROJECT ADMINISTIt OJQN3M PRO, CIFINANCIAL RLESt 1. 01 CONTRACTS. COSTS. FEESSCIVIL aup. amen -"11. 3 SCOPE OF INORRIM% SCOPE MODIFICATION„2010-01-1$,DOC Zkq i N..m mot 208597/MCB Memorandum January 19, 2010 Page 2 of 7 5. Topsoil Removals and Stockpiling Plan: including location of areas suitable for soil harvesting as identified by the Landscape Architect, and appropriate areas for stockpiling. 6. Materials Laydown Plan: includes areas identified for stockpiling of construction materials, excluding harvested topsoil, as provided by the general contractor. 7. Mass Excavation Plan; The mass excavation design will be based on finished grading contours provided by the Landscape Architect on October 23, 2009, Mass Excavation of the entire site will be included in this package as one complete phase of construction. Contours shall be provided in 1 -ft intervals, including designation of top/toe of slopes and supplemental spot grades to assist the grading contractor; slopes will be indicated in locations of future retaining walls in compliance with geotechnical recommendations; building pads will be identified; anticipated excavation quantities will be noted; location of the proposed shoring wall along MacArthur Blvd will be identified. & interim Drainage Plan: overland drainage in rough graded swales will provide drainage, with temporary inlets as required; drainage patterns shall generally conform to final graded conditions, The storm drains will be underground per this permit package: along east edge of Avocado Ave extending the entire length of the North Park, drainage outlets to three points of connection at the site wetlands, two storm drains wrapping the east and west sides of the Central Library connection to existing drains under the Library parking lot. Drainage devices will be detailcd, including plan and profile of proposed drain pipes and indicating 10 -year hydraulic gradients. 9. Erosion Control Plan: construction erosion and sedimentation control devices will be designed to provide protection of the site at the fully constructed Mass Excavation condition, in compliance with current NPDES requirements at the time of this writing; such devices include slope stabilization, construction entrances, sand bags, fiber rolls, desilt basins, among others. Devices will be sized according to the California Stormwater Quality Association Best Management Practices handbook in compliance with state and local regulations. 10. Shoring Wail Details: structural design of the proposed shoring wall along MacArthur will be provided in sufficient detail for completion by a design -build shoring contractor. A performance specification will accompany the plan details as indicated below. Task 1,11: Specifications The following specification documents will supplement the construction plans, specifications shall comply with City Standard Special Provisions for Public Works Construction where applicable, and will be provided in 2004 CST format: 0241 13 Site Selective Demolition 03 20 01 Concrcte Reinforcing 03 30 01 Cast -in -Place Concrete 31 0000 Earthwork 51 1000 Site Clearing 312333 Trenching & Backfilling 31 25 00 Erosion & Sedimentation Controls 32 1123 Aggregate 33 41 00 Storm Drainage Piping 33 49 13 _ Storm Drainage Manholes, Frames and Covets Task 1.12: interim Drainage Calculations The interim drainage design will include the preparation of a hydrodynamic stormwater model utilizing InfoWorks as the primary software platform, as previously approved by the City Public Works Director for use in the Hydrology portion of EIR documentation. The model will utilize the same existing stonmwater network prepared for the EIR, and a new interim drainage design will be prepared to support the Mass Excavated surface J�59M PROJECT AOMMISTRATION6M PROJECT FINANGIAL RLES"3-01 CONTRACTS, COSTS. EEESIGML Arup rvwm rme;iee 4m ro.> SCOPE OF W0RM.MX SCCVE MODIFICATION_3010 1-19 DOC aw e.a, nwemder xo1 2085971MCB Memorandum January 19, 2010 Page 3 of 7 condition. Drainage patterns will generally mimic those in the final graded condition, include earth -graded swales where future conveyance swales will reside, with permanent subsurface storm pipes as identified in Task 1.1.8. As directed by the Public Works Director, a drainage report will not be required for permitting of the Mass Excavation package; however supplemental calculations prepared from the hydrodynamic model can be made available upon request. Task 2: Storrnwater Pollution Prevention Plan (SWPPP) In California, construction projects greater than ]-acre must prepare a Stormwater Pollution Prevention Plan (SWPPP) to comply with regulations set forth by the National Pollution Discharge Elimination System (NPDES) stormwater program. To comply with these regulations, a SWPPP will be prepared that identities appropriate construction best management practices for implementation and maintenance by the general contractor for the duration of construction. The SWPPP will identify erosion and sediment control devices compatible with the Mass Excavation design, and comply with the latest NPDES regulatory requirements, or as directed by City staff, at the time of its completion in February 2010, After Feb 2010, any updates to the SWPPP document shall be prepared by the general contractor, or by the Engineer upon approval of additional fee. Task 8: Mass Excavation Working Session This scope includes attendance of two Arup staff at one Mass Excavation -specific working session with City staff and the general contractor in Orange County on November 23, 2009. Working meetings in San Francisco with the Landscape Architect and/or Architect regarding this scope will be included under the base contract. . I i ' This fee estimate provides a credit of $24,300 from the base contract for design development services of Mass Excavation, Interim Drainage, and Erosion Control designs that are abandoned in lieu of advancing construction documents immediately following scheme design. Team meetings between the Architect, Landscape Architect, and the Engineer in San Francisco related to Mass Excavation design are assumed to be authorized under the base contract; no additional design team meeting time is budgeted herein. Base Contract Credit for DD Mass Excavation, Drainage, Erosion Control ($ 24,300) Task is Mass Excavation (MX) Construction Documentation $ 70,890 Task 2: Stormwater Pollution Prevention Plan (SWPPP) $ 11,400 Task 3: Mass Excavation Working Session Total Services Fee: $ 3,200 $ 61,190 J120850M PROJECT ADMINMIRATIOM 3 PROJECT FINANCIAL FILESU41 CONTRACTS, COSIS. FEES%CNIL +tup Noi,nMmcaUaeo3 SCOPE OF WORKWX SCOPE MM,F1CAT*N_201"1-19.0OC an so, i wwcrrtw tµ:1 208597ZMCB January 19, 2010 Memorandum Page 4 of 7 Estimated Travel Expenses: 1 trip from SFO to SNA, including airfare, ground transportation, per diem, parking etc, for two staff. This figure represents authorization for an estimated cost of expenses. Total Estimated Expenses: Total Services Fee and Estimated Expenses: S 1,000 S 62,190 The fee estimate for Mass Excavation construction documentation is prepared from the following task breakdown of engineering hours: The schedule to complete the work outlined in this scope is based on the start date established by delivery of the finish grading plan from the Landscape Architect, The Mass Excavation grading permit is anticipated for delivery by the City on Feb 8, 2010. The schedule for the SWPPP document is dependent on project specific information provided by the owner and general contractor, and is subject to delivery of this information by respective parties. Mass Excavation may not commence until both the grading permit and the SWPPP document are released for construction. Task 1: Mass Excavation (MX) Construction Documentation Finish Grading Plan issued from Landscape Architect Oct 23 MX scheme design submittal to Design Team Nov 9 Design review meeting in Newport Beach Nov 23 First submittal of Mass Excavation package for City review Dee 14 City comments returned Dec 28 Draft submittal of Shoring Performance Spec and Details for City review Jan 8 Shoring Design comments returned Jan 15 Final submittal of Mass Excavation package to City Jan 25 Permit Issued Feb 8 JV08587o PROJECT ADMINSTRATION1 03 PROJECTFINANQ FILES-RO 01 CONTRACTS, COSTS, FEESCML SCOPE OF WORMM% SCOPE MODIMAnON-2010AMSROC ANor+ern nmmve ua vo.> Aeu Ba.rnmvemeezma 208597/MCB January 19, 2010 Task 2: Stormwater Pollution Prevention Plan (SWPPP) Draft SWPPP submitted for City review City SWPPP comments returned Final SWPPP submitted to City, released for construction Task 3: Mass Excavation Working Session Meeting between City staff and design team in Newport Beach Total Duration: Q Memorandum Page 5 of 7 Nov 23 Dec 7 Feb 8 Nov 23 15 weeks This proposal is assumed to be an additional service to which the terms and conditions of the existing contract between 13CJ and Arup shall apply. The terms and conditions in the existing contract agreement shall constitute the entire agreement unless they are expressly rejected prior to the authorization ofAtop's services and another contract is agreed by all parties concerned_ We propose to perform the above work on a Time and Materials basis, with a total services fee not to exceed $61,190 and a reimbursables fee not to exceed $1000. The estimated fee for each scope item is provided above, which reflects the anticipated level of effort required assuming the hourly rates noted below. Should it become apparent that the scope of work is significantly changed from what is described above, we will notify BCJ immediately, and submit a request for authorization of additional fees prior to proceeding. Our current time and materials rates per hour are as follows: TITLE RATE Principal 1 $325.00 Principal $300.00 Associate Principal $215.00 Associate $190.00 Sr. Consultant/ Engineer $160.00 Consultant I Engineer $130.00 Graduate Consultant t Engineer $110.00 Sr. Drafter $120.00 Drafter t Graphic designer $110,00 Clerical $85,00 We propose to submit monthly invoices, with payment requested within 30 days from the date of the invoice. We will summarize hourly rates, time and fee spent for each of the scope items noted above on each invoice, Assumptions/ Clarifications J WS69M PR04ECT ACUMSTRATION 3 PROJECT FINANCIAL RLES4 Ml CONTRACTS COSTS, FEE5IML aeu rvenn anRra Lw Foo scG - OF WORMM.'C SCOPE N06IriyATFON_20Y201-14,4:eG RN K 11 Nwe . X'91 208597/MCS January 19, 2010 Memorandum Page B of 7 The above scope consists of preparation of mass excavation pians, specifications, and SWPPP document to a level of detail suitable for bidding, permitting, and construction, This proposal assumes the following services are not included: a. Cost estimating b. Detailed geotechnical and environmental investigations c. Topographic and utility surveying d. Mapping services 1 The proposal assumes that a fixed finished grading plan will be available from the Landscape Architect by October 23" for use in preparing Mass Excavation grading contours. If, following agreement on the fixed contours, landscape architectural plans are adjusted significantly such that the results of the mass excavation surface model are no longer valid, or the drainage and erosion control designs require significant revision, additional fee approval will be requested. 3. Atop shall update the Mass Excavation plans, specifications, and SWPPP document based on comments from the City, the design team, and the general contractor following the Dec 14" submission of documents. This scope assumes that a single round of comments shall be addressed and that any additional new comments following submission of the final technical documents on Jan 25i° shall require additional fee approval. 4. The estimated fee is based on an assumed project duration of 15 weeks. Should Arup incur additional costs due to the schedule being extended for reasons beyond Arup's control, we will seek fair and appropriate compensation. 5. It is assumed that Rough Grading contours will be developed from ongoing revisions to the landscape architectural design under the base contract and will utilize Mass Excavation contours as the existing site condition in the building permit documents. 6. Only the specification sections outlined above will be prepared under this scope of work. Site Construction specifications (CSI Section 02), except for Section 02 41 13 provided herein, will be prepared by others. 7. Design of water quality control devices in the finish grade condition, including the treatment of offsite stonnwater, is not included under this scope of work and will be covered under construction documentation of tate building package design. Yowl sincerely A* " �2i,� Mathew Bamm, P.E. Civil Engineer cc John Eddy, Arup John Worley, Arup AGREED AND ACKNOWLEDGED: ,'�W597O PROJECT AVMINISTRATJOW9 3 PROJECT PINANCIAL RLF3tii 01 CONTRACTS, COSTS, K ES\CIVit pua ncnn Nneaoa uavaa SCOPE OF WORaI SCOPE M:k71r"TION_2010.Qt-13OOC Rev n4 i Na mn.wr i 208597/MCB January 19, 2010 The below signed acknowledges and agrees to the above tenns and is an officer of SCJ with the authority to enter BCJ into this letter agreement with Arup'North America Ltd, Signature: Name: Title: Date; Page 7 of 7 J0. SSSIMPROJECTABWMRTRATION{3-iI3 PROJECT RNRNOIA FILE"•3 W€ON7RACtS, COSTS, FEESTML Rrvn RaMAmaemm W.9 SCOPE OF WORXWX SCOPE MOOIFJCATICN_2010 149.DM hev 80, i raHenac�ao-� Bohlin Cywinski Jackson Peter 0. Bohim, FAIA Bernardi. Cywinskk FAIA Jon C. Jackson, FAIA W. Dan Haden 111, AIA Frank W. Grauman, AIA William D. Loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. Mottle, AIA C. Roxanne Sherbeck. AIA Robert E. Miller, AIA Raymond S. Calabro, AIA 18 January 2010 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 085198 Subject: South Park Drainage and Water Quality Reconfiguration Additional Services Proposal (BCJ Project 08519E x4) Dear Mr. Badum: in response to the city's request for a schematic redesign of the drainage and water quality infrastructure at the south of the site, we are providing this proposal. As described in Arup's attached proposal, this work involves expanding the area of project scope to include an area south and west of the library. The scope includes the review of existing utilities in this area in relation to the proposed revised drainage and water quality features, as well as hyrdodynamic storm modeling and the sizing of water treatment and storage elements in the newly proposed configuration. It also includes the integration of these new strategies into the drawings set and coordination with other disciplines. Meetings to review options for this new approach with the city are included in this proposal. Meetings within the design team are included in the base project. Project Scope The scope of services included in this proposal is indicated in the attached proposal dated 15 January 2010 from Arup, with related services provided by BCJ. BCJ's services will include management of and coordination with Arup in the process, as well as coordination among the other disciplines and the attendance of the meetings listed in the Arup proposal. Schedule No changes to the established schedule are current based on the execution of this additional service. Please see Arup's proposal for additional schedule clarification. Architecture Planning Interior Design 49 Geary Street — Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco San Francisco, California 94108 415.989.2100/Fax: 415.989.2101 Bohlin Cywinski Jackson 08519B x4 18 Jan 10 Page 2 of 2 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $18,460 based on the assumptions below: Services BCJ 6 hours 6 hours Reimbursables BCJ Arup Total Senior Associate $160.00per hour $960 Associate $125.00 per hour $750 15 Jan 09 proposal $16,750 To be billed under base project NA To be billed under base project NA $18,460 BCJ and Arup reimbursable expenses will be billed to the main project (BCJ 08519B). The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: _.... WIV/ f_---• Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: .,,.,._,..._..._..�__ Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: ___ _....... To Bohlin Cywinski Jackson (BCJ) cc John Eddy, Principal, Arup John Worley, Principal, Arup From Mathew Bamm x 27266 (San Francisco) Subject Newport Beach City Nall Add Service #3 South Park Drainage and Water Quality Reconfiguration Memorandum Page t of 3 Reference number 208597/MCB File reference 7:\208597\3 Project Administration\3-03 Project Financial Files\M3-01 Contracts, Costs, Fees\Civil Scope of Work ._ Date .�._..... January 19, 2010 The following document provides a request for authorization of additional scope and fee for work resulting from the schematic redesign of the storm drainage water quality and detention storage design in the vicinity of the existing Central Library. At the City's request, the design team generated a series of alternative drainage and landscape proposals, from which the City selected a preferred alternative to shift the stormwater basins to an area southwest of the Library. This redesign has hydrologic, water quality, and pipe hydraulic implications that require additional work at the scheme level in order to merge the redesign into the design development phase of the project. Task 1: South Park Drainage and Water Quality Reconfiguration Following the submittal of 100% Scheme Design, the design team, the City, and the general contractor expressed concerns over the configuration of proposed water quality basins immediately north of the Central Library_ Through a series of discussions, Arup has been directed to undergo two series of studies and is subsequently directed to reconfigure the proposed watershed, water quality and detention storage basins, and drainage piping to redirect stormwater toward a new location southwest of the Central Library between its parking area and Avocado Ave. This is a significant change and represents a revision to the scheme design, incurring additional scope and fee approval. This task includes two rounds of feasibility study occurring between Oct 25, 2009 and Dec 14, 2009 which determined feasibility of the alternative design. Work included review of existing utilities against proposed drainage routes, revision to the hydrodynamic storm modeling, and volumetric analyses of proposed water quality and detention basins at the alternative basin location. it is assumed that team meetings in San Francisco required to coordinate the work among the team will be accounted for among the six team meetings already budgeted in the base contract. A resultant 125 -hours of total additional engineering work is budgeted for completion of this task. The following estimate is prepared from the following task breakdown of engineering hours: Ita I597n PROJECT ADIAiNISTRATIONVO3 PROJECT FINANCIAL FILESacoO1 CONTRACTS, COSTS, FLESCIV!L Noon anm<n ud vas SCOPE OF INORMOO CIVIL A :ERVICE_201"I t 9.00C Re 8. o., Na—., M, 2085971MCB January 19, 2010 Memorandum Page 2 of 3 Task 1: South Park Drainage and Water Quality Reconfiguration $ 1.6,750 Total Services Fee: S 16,750 Task 1: South Park Drainage and Water Quality Reconfiguration Alternatives Initial Study Oct 26 Preferred Alternative Study Dec 14 Prepare Update DD Drawing Sets Feb 15 Total Duration: 16 weeks Terms This proposal is assumed to be an additional service to which the terns and conditions of the existing contract between SCJ and Arup shall apply. The terms and conditions in the existing contract agreement shall constitute the entire agreement unless they are expressly rejected prior to the authorization of Amp's services and another contract is agreed by all parties concerned_ We propose to perform the above work on a Time and Materials basis, with a total services fee not to exceed $16,750. Any reimbursables associated with this scope of work are assumed to be provided under the base contract. The estimated services fee for each scope item is provided above, which reflects the anticipated level of effort required assuming the hourly rates noted below. Should it become apparent that the scope of work is significantly changed from what is described above, we will notify BCJ immediately, and submit a request for authorization of additional fees prior to proceeding. Our current time and materials rates per hour are as follows: TITLE RATE Principal 1 $325.00 Principal $300.00 Associate Principal $215.00 Jh20aWU PROJECT ADMINISTRATIOW-03 PROJECT HN NCIAL FIL£4\3AMl CONTRACT$, COSTS, FEESTML Aryp rvonh rvnaicaua Ooa SCOPE OF WORMOD CIVIL AWP SERVICE_2v1d01.19 DOC Re..0,1 rvwmma 12.1 203597/MCB January 19, 2014 Associate $190.00 Sr. Consultant/Engineer $160,00 Consultant/ Engineer Moot) Graduate Consultant/ Engineer $110.00 Sr. Drafter $120.00 Drafter / Graphic designer $110.00 Clerical $85.00 Memorandum Page 3 of 3 We propose to submit monthly invoices, with payment requested within 30 days from the date of the invoice. We will summarize hourly rates, time and fee spent for each of the scope items noted above on each invoice. Assumptions/ Clarifications I. The estimated fee is based on an assumed project duration of 16 weeks. Should Arup incur additional costs due to the schedule being extended for reasons beyond Arup's control, we will seek fair and appropriate compensation. Yours sincerely A*la �/ Mathew Bamm, P.E. Civil Engineer cc John Eddy, Arup John Worley, Arup AGREED AND ACKNOWLEDGED: The below signed acknowledges and agrees to the above terms and is an officer of BCJ with the authority to enter BCJ into this letter agreement with Arup North America Ltd. Signature: Name: Title: Date: 1120ES9;13PROUECT,ADMIMF RATnAA"3PRWECTFNMCl RLES1 OMIC TRACTS COETS.FEEVCM1, anprvcnn nmena tw Fa3 SCOPE CPW RMD CIVIL ADDSERVICE 20i"IAS.DDC R�'*BR+Rwmnx: zCo, AMENDMENT AD. THREE PROFESSIONAL SERVICES AGREEMENT WITH :s FOR CIX OF NE THIS AMENDMENT NO. THREE TO PROFES ZONAL SERVICES AGREEMENT, is entered into as of this V* day of VVI 2009, by and between the CITY OF NEWPORT BEACH, a Municipall Corporation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A. On January 13, 2009, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "AGREEMENT", for architectural and consultant services for the new City Hall and Park Project, hereinafter referred to as "PROJECT". B. CITY and CONSULTANT have entered into two separate AMENDMENTS of the AGREEMENT, the latest dated August 11, 2009. C. CITY desires to enter into this AMENDMENT NO. THREE to reflect additional services not included in the AGREEMENT or prior AMENDMENTS. 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. THREE", as provided here below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. In addition to the services to be provided pursuant to the AGREEMENT and AMENDMENT NOS. ONE and TWO, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. THREE, including but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to the AGREEMENT. Consultant's compensation for all work performed in accordance with this AMENDMENT NO. THREE, including all reimbursable items and subconsultant fees, shall not exceed Five Thousand, Seven Hundred Eighty Dollars and no/100 ($5,780.00) without prior written authorization from City. 3. 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 hereto have executed this AMENDMENT NO. THREE on the date first above written. APPROVED AS TO FORM: By: ynett . B hmp, Assistant City Attorn for the City of Newport Beach ATTEST: By: y Leilani I. Brown, City Clerk E. �y�� � Attachment: Exhibit A — Scope of Services C A Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: ,Keg�ry R. Mottola, ice resident W. DanHaden, III, Vice President/Treasurer s Peter Q. Bohm, FAIA Bernard J. Cywinski, FAIA Jon C. Jackson, FAIA W. Dan Haden lit, AIA Frank W. Grauman, AIA William D. Loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. Mottoia, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA 8 September 2009 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519B Subject: IT vendor selection assistance Additional Services Proposal (BCJ Project 08519B x3) Dear Mr. Badum: As follow-up to our forwarding of Arup's proposal via email and your and Dave Kiff s verbal approval on the same on the 2a° of September, we are submitting this proposal for the provision of IT vendor selection assistance. As described in Arup's attached proposal, Bill Lizotte will arrange for interviews with three vendors and assist the city's IT managers in a post -interview discussion and selection process with the goal of identifying the company than can best serve the city's needs based on the city's selection criteria. Project Scope The scope of services included in this proposal is indicated In the attached proposal from Arup dated 1 September 2009 from Arup. Schedule No changes to the established schedule are proposed based on the execution of this additional service. Architecture Planning Interior Design Wilkes- Barre/Pittsburgh/Philadeiphia/Seattle/Berkeley 49 Geary Street — Suite 300 San Francisco, California 94108 415.989.2100/Fax: 415.98 9.2101 Bohlin Cywinski Jackson 08519E x3 8 Sep 09 Page 2 of 2 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $5,780 based on the assumptions below: Services Arup hourly, see 1 Sep 09 Arup proposal $5,280 Reimbursables Arup costs of travel, see 1 Sep 09 Arup proposal $500 Total $5,780 BCJ will have no fees or reirnbursables associated with this additional service. Arup reimbursable expenses will be billed separately from services as part of this additional service. The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, ell�..,�„ Greg Mottola, AIA Principal Cc: SCJ Team OWNER: City of Newport Beach Signed: _.._...—...-- Printed Name: Title: _....—._�..—.. Date: v Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: -----,-- our ref 208597/BJL Date September 1, 2009 BCJ Steve Chaitow 49 Geary Street Suite 300 San Francisco, CA 94108 Senior Telecommunications Consultant. Manufacturer Selection Scope of Work Dear Mr. Chaitow 560 Mission Street, Suite 700 San Francisco, GA 94105 let +1 415 957 9445 Fax +1 415 957 9096 bIILlizotteQarup.com w .arup.com As requested in tete Owner meeting on June 24ih, 2049 this letter outlines the Scope of Work and Fees required in implementing the Scope of Work outlined below. • Arup will set tap Manufacturer presentations with three (3) low Voltage product manufacturers with the City IT representatives. This will enable the IT folks to understand the most current products and applications that are available to utilize in the new buildings and enable them to give valuable feedback on desired products and performance needs required for design decisions and Owner feedback. • Arup will evaluate the Vendors with the Owner and have a Post Presentation meeting with the Owner to discuss possible solutions for the project and narrow performance requirements to implement into the design, Arup estimates this will take approximately 32 Man Hours @ $165/HR = $5,280 with one (1) day trip @ $500 for a total Fee of $5,780 Yours sincerely Bill J.1_izotte Senior Telecommunications Consultant J:20859M PROJECT ADMMISTRAMONG43 PROJECT RNANCIAI. FILESt3-0"3-01 CONTRACTS, COSTS, FEESNCT ADD Amp Americas Inc SERIAGEMMANF SELECTION SCOPE AND FEE UETTER.DOC �01 IWAS161IR Log MICA an Z01-0 Agenda Item No. 10 September 22, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL. FROM: Public Works Department Stephen Badum shad umCa,newoortbeachca.us 949-644-3311 i. Y o f f f =;41TJL4J i 0 fa W11 MR 0 Approve Amendment No. 3 to the Professional Services Agreement (PSA) with Bohlin Cywinski Jackson, of San Francisco, California, for IT selection services for the Newport Beach Civic Center at a not to exceed price of $5,780 and authorize the Mayor and City Clerk to execute the Amended Agreement. DISCUSSION: On November 25, 2008, City Council selected Bohlin Cywinski Jackson (BCJ) as the architect for the City Hall and Park Master Plan Project. On January 13, 2009, City Council approved a PSA with BCJ to revise and refine the conceptual plans per the recommendations of City Council and the City Hall Design Committee. That work was successfully concluded on April 14, 2009, with the Council's approval of the design concept for City Hail and the Park. On April 28, 2009, City Council approved Amendment #1 with BCJ to prepare Schematic Design (SD) and Design Development (DD). Since that approval, the City Council provided direction to staff to include an EOC in the proposed Civic Center project. On August 11,2009, City Council approved Amendment #2 which included SD & DD services for the Emergency Operations Center (EOC). The proposed Amendment #3 scope of work will include IT vendor selection services to assist City staff in selecting the appropriate IT equipment for the new City Hall Office Building. BCJ and their subconsultant, ARUP, will set up manufacturer presentations With three (3) Low Voltage product manufacturers with the City IT staff. This will enable the City's IT staff to understand the most current products and applications that are available to utilize in the new buildings and enable them to receive valuable feedback on desired products and performance needs required for design decisions. ARUP will evaluate the vendors and meet with City staff to discuss possible options and solutions for the project. Newport Beach Civic Center Project— Approval of Amendment #3 -Professional Services Agreement with Bohlin Cywinski Jackson. September 22, 2009 Page 2 Cakjct � met with BCJ/ARUP and negotiated a work scope and fees for the IT sefet t� ces. The proposed fee for Amendment #3, IT Selection Services including listed subconsultants is $5780. The work scope is itemized and billing will be per the approved billing rates as shown in Exhibit 1 of the attached PSA, which are the same as the billing rates in the current contract. Environmental Review: Architectural and Engineering services are not projects as defined in the California Environmental Quality Act (CEQA) Implementing Guidelines. City Council has retained LSA who will prepare environmental documentation for the project. Funding Availability: Currently, $5780 is available in the CIP account for this project and there are sufficient funds available in the following account: Account Description Account Number Amount Newport Beach Civic Center Design 7410-C1002009 $ 5,780 $ 5,780 Submitted by: e en G. Badum Pu lic Works Director Attachment: Amendment #3 to PSA with BCJ, including work scope, schedule and fee exhibits AMENDMENT NO. TMrEC-4-8— PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON &&-wowlth THIS AMENDMENT NO. THREE TO PROFESSIONAL SERVICES AGREEMENT, is entered into as of this _ day of 2009, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A. On January 13, 2009, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "AGREEMENT", for architectural and consultant services for the new City Hall and Park Project, hereinafter referred to as "PROJECT", B. CITY and CONSULTANT have entered into two separate AMENDMENTS of the AGREEMENT, the latest dated August 11, 2009. C. CITY desires to enter into this AMENDMENT NO. THREE to reflect additional services not included in the AGREEMENT or prior AMENDMENTS. 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. THREE", as provided here below, NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. In addition to the, services to be provided pursuant to the AGREEMENT and AMENDMENT NOS. ONE and TWO, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. THREE, including but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion - Z City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to the AGREEMENT. Consultant's compensation for all work performed in accordance with this AMENDMENT NO. THREE, including all reimbursable items and subconsultant fees, shall not exceed Five Thousand, Seven Hundred Eighty Dollars and no/100 ($5,780.00) without prior written authorization from City. 3. 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 hereto have executed this AMENDMENT NO. THREE on the date first above written. By: - PffynetteV.Va6"a P, Assistant City Attorney for the City of Newport Beach ATTEST: Leilani I. Brown, City Clerk Attachment: Exhibit A — Scope of Services CITY OF NEWPORT BEACH, A Municipal Corporation Edward D. Selich, Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: -2 Gregory R. Mottola, Vice President W. DanHaden, III, Vice President/Treasurer s s• 134NOW Peter Q. Berlin, FAIA Bernard J. Gywinski, FAIA Jon C. Jackson, FAIA W. Dan Haden III, AIA Frank W. Grauman, AIA William D. loose, AIA Cornelius J. Reid, lit AIA Karl A. Backus, AIA Gregory R. Mottola, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA 8 September 2009 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519B Subject: IT vendor selection assistance Additional Services Proposal (BCJ Project 085198 x3) Dear Mr. Badum: As follow-up to our forwarding of Arup's proposal via email and your and Dave Kifrs verbal approval on the same on the 2"d of September, we are submitting this proposal for the provision of IT vendor selection assistance. As described in Arup's attached proposal, Bill Lizotte will arrange for interviews with three vendors and assist the city's IT managers in a post -interview discussion and selection process with the goal of identifying the company than can best serve the city's needs based on the city's selection criteria. Project Scope The scope of services included in this proposal is indicated in the attached proposal from Amp dated 1 September 2009 from Arup. Schedule No changes to the established schedule are proposed based on the execution of this additional service. Architecture Planning Interior Design Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/Berkeley 49 Geary Street — Suite 300 San Francisco, California 94108 415.989.2100/Fax: 415.989.2101 Bohiin Cywinski Jackson O8519B x3 8 Sep 09 Page 2 of 2 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $5,780 based on the assumptions below: Services Arup hourly, see 1 Sep 09 Arup proposal $5,280 Reimbursables Arup costs of travel, see 1 Sep 09 Arup proposal $500 Total $5,780 BCJ will have no fees or reimbursables associated with this additional service. Arup reimbursable expenses will be billed separately from services as part of this additional service. The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards - the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: ; W - Steven Chaitow, AtA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: _..__,....._.,...�.._ Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: our ref 208597/BJL Date September 1, 2009 BCJ Steve Chaitow 49 Geary Street Suite 300 Sart Francisco, CA 94108 Senior Telecommunications Consultant Manufacturer Selection Scope of Work Dear Mr. Chaitow 560 Mission Street, Suite 700 San Francisco, CA 94105 Tel +1 415 957 9445 Fax +1415 957 9096 bill.lixotte@amp.com ww arup.com As requested in the Owner meeting on June 24th, 2009 this letter outlines the Scope of Work and Fees required in implementing the Scope of Work outlined below. Arup will set up Manufacturer presentations with three (3) Low Voltage product manufacturers with the City IT representatives. This will enable the IT folks to understand the most current products and applications that are available to utilize in the new buildings and enable them to give valuable feedback on desired products and performance needs required for design decisions and Owner feedback. Arup will evaluate the Vendors with the Owner and have a Post Presentation meeting with the Owner to discuss possible solutions for the project and narrow performance requirements to implement into the design. • Arup estimates this will take approximately 32 Man Hours @ $165/HR = $5,280 with one (1) day trip @ $500 for a total Fee of $5,780 Yours sincerely Bill J. Lizotte Senior Telecommunications Consultant JVo&%M PROJECT ADWNi1STRAuOMT-03 PROJECT FINANCN FMES1 03-01 CONTRACTS, COSTS, FEESnCT ADD Arup Americas Inc SERVCESUtANF SELECTSONSCOPE A FEE LETTEROOC AMENDMENT NO, TWO TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON THIS AMENDMENT NO, TWO TO PROFESSIONAL SERVICES AGREEMENT, is entered into as of this day of S} 2009, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A. On January 13, 2009, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "AGREEMENT", for architectural and consultant services for the new City Hall and Park Project, hereinafter referred to as "PROJECT". B. CITY and CONSULTANT have entered into one separate AMENDMENT of the AGREEMENT, the latest dated April 28, 2009. C. CITY desires to enter into this AMENDMENT NO. TWO to reflect additional services not included in the AGREEMENT or prior AMENDMENT and to extend the term of the AGREEMENT to December 31, 2010. D. CITY desires to compensate CONSULTANT for additional professional services needed for the PROJECT, which includes services for the schematic design and design development phases of the Emergency Operations Center. E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "AMENDMENT NO. TWO", as provided here below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: I In addition to the services to be provided pursuant to the AGREEMENT and AMENDMENT NO. ONE, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. TWO, including but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to the AGREEMENT. Consultant's compensation for all work performed in accordance with this AMENDMENT NO. TWO, including all reimbursable items and subconsultant fees, shall not exceed One Hundred Sixty - Nine Thousand, Two Hundred Twenty -Two Dollars and no/100 ($169,222.00) without prior written authorization from City. 3. The term of the AGREEMENT shall be extended to December 31, 2010. 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 hereto have executed this AMENDMENT ENDMENT NO. TWO on the date first above written. APPROVED AS TO FORM: By: nette D. eauc a p Assistant City Attorney for the City of Newport Beach ATTEST: as C�" Leilani Brown , City Clerl r?ey'9' Attachment: Exhibit A — Scope of Services CITY�EWPC�RT � H, A Mu ci I C&r�a//orati ra( By: -1 r Edw;drV ff. S elic , Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: By - a"PV� . Gr g ry R. Mottola, V'ce resident W. Dan Haden, III, Vice President/Treasurer f Peter Q. Bohlin, FAIA Bernard J. Cywinski, FAIA Jon C. Jackson, FAIA W. Dan Haden III, AIA Frank W, Grauman, AIA William D. Loose, AIA Cornelius J. Reid, III AIA (Carl A. Backus, AIA Gregory R. Mottola, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA 10 July 2009 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519E Subject: Emergency Operations Center Additional Services Proposal (BCJ Project 08519B x2) Dear Mr. Badum: At the approval of the concept refinement phase, the city council agreed that the scope of the Newport Beach Civic Center and Park project should increased to include an Emergency Operations Center (EOC). This was in contrast to the general assumption throughout the concept refinement phase that it would not be included. The concept refinement scope approved by the city council included the EOC, though there was no funding included for it in the approved budget numbers. Due to the timing of including the EOC in the approved project scope, the design team did not include the EOC in its proposal for schematic design and design development phase fee proposal. This additional service proposal provides a proposed fee for schematic design and design development phase services for the EOC, Project Scope The fee proposal provided includes the following assumptions: The design and construction schedule for the EOC will be the same as that for the main project. The scope of the EOC is assumed to be a roughly 5,500 square foot facility located underneath the south end of the civic green as shown on the attached conceptual drawings presented on the 24th of June and as described in meetings to date. Schedule No changes to the established schedule are proposed based on the execution of this additional service. Architecture Planning Interior Design 49 Geary Street - Suite 300 Wilkes-BarretPittsburghtPhiladelphia;Seattle/Berkeley San Francisco, California 94108 415.989.21007Fax : 415.989.2101 Bohlin Cywinski Jackson 085196 x2 10 July 09 Page 2 of 6 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $169,222 based on the calculations below: _ Hourly FeesEOC �Totals_� Rate-_ SD DD $/hr __ Wrs_ Wrs_,__� Architectural Fees $29,889 $39,341 Structural Principal W_ $:3_00 4 -_ Associate Prinelpat $215 �4 Associate $190 12 _ 16 Senior Enrgineer_� $160 12 —16 20 Engineers $130 16 24 Graduate Engineer $110 _ _ Senior Drafter $120 8 _ 8 Drafter $110�T� 2 --_ _ Clerical $85 2 4 Structural t=ees Mechanical & Plumbing $6,330 $8,820 Princi al $300 -_ Associate Principal $215 Associate $190 12 _ 16 _ Senior Engineer $160 8 16 _u ,Engineers v $130 16 �24 Graduate Engineer_ $110 _ Senior Drafter—J $120 8 _ 8 Drafter ..V. $110 Clerical $85 2 u 2 MV Fees Electrical $6,770 $9,850 Principal $300 Associate Principal $215 Associate $190 Senior Engineer $160 -^ 16 _ �— 24 eers En in� $130 � 4 Graduate Engineer $110 Senior Drafter $120 _ Drafter_ $110 1 4 6 (_Clerical _��$85 _ Electrical Fees $3,520 $5,020 � $15,150 C $8 540 Bohlin Cywinski Jackson 085198 x2 10 July 09 Page 3 of 6 $untainahie Principal _ $300 $300 _ Associate Principal $215 Associate Principal $215 Associate $190 _ Associate _ �24 Engineers $130 Senior Engineer $160 8 8 Eng veers $130 8 Drafter $110 6 _ Graduate Engineer $110 _ $130_ Senior Drafter $120 Graduate Engineer Drafter � r11D Clerical �.. $85 $120 Sustainable Fees Telecoms $2,540 $2,760 Pci ai $300 rin $300 _ Associate Principal $215 _ Associate $190 _ Senior Engineer $160 �16 _ �24 Engineers $130 $190 Graduate Engineer $110 _ Senior Drafter $160 Drafter $110 6 �^ 6 Clerical $85 $130_ Telecom Fees Lighting $3,220 $4,500 Pnnclpai $300 $300 Associate Principal $215 Associate $190 _ _ Senior Engineer $160 _ 16 Engineers $130 16 _ Graduate En ineer $110 Senior Drafter Drafter $110 $190 Clerical Lighting Fees Daviiahfina $2,560 $2,560 Principal $300 _ Associate Pi incipal $215 Associate $190 Senior Engineer $160 _ En ineers $130_ Graduate Engineer _ $110 _ Senior Drafter $120 Drafter $110 Clerical r85 -� Daylighting Fees $0 $0 $5, 300-1 $7,720 =. $Qj 085198 x2 10 July 09 Page 4 of 6 Civil Principal 0 F 4 Assou ate Principal -Ws793ciate $215 6 SeniorEstimator $190 8 8 Senior Engineer $160 6 _Engineers $130 N Graduate Engineer10 Senior Drafter Son Drafter $120 $110 $95 Civil Fees $0 $0 AruP Totals $24 940 v $33,510 Landscape Architecture Fees $0 $0 Landscape Architecture Consultant's Fees Code Consulting Code Consulting Fees $1,900 $1,900 Cost Estimatina Cost Estimating Fees $2,500 $3,000 Security 0 F 4 Principal $125 5 6 SeniorEstimator $115 ::7 8 8 Assistant Estrma ie 6 Cost Estimating Fees $2,500 $3,000 Security 0 F VP/Director Principal 1 _ $175 ::=oo �o 01 0, Engineer $145 5 , 1 0 13 N CAD F- 2 $95 0:0 - 10 -0 410 Admin.- -----,—$75 0 0.5 .0 Security Fees $183 $460 Acoustics President/ �Sr VP, 0 F VP/Director $2304 1 11 Principal Consultant -TTarConsuRaW, $1901 2 4 $145 5 8 13 Consultant $125 2 2 Technical Assiskant 4 j§7,4 =5o E�58, 4 Sg�] $0 $0 1--:=$5500 [=: =$643 Bohlin Cywinski Jackson 085198 x2 10 July 09 Page 5 of 6 Acoustics Fees $2,200 $3,800 Audio Visual 0 President/ Sr. VP _ $250 1 VDir P/ector ^ _ $230 1 0 Principal Consultant _ $190 4 9 Senior Consultant $145 12 19 25 Technical Assistant, 6 Audio Visual Fees $3,500 $5,500 Wafernrnnfinn Cnnsulfinn Senior Principal_— Assodate/Pnncipal $350 $225 1 2 1 1 Consultant III _ $160 21 Consultant il�,. $145 �6 17 37 Adrninisirative _ _ $70 7 11 Waterproofing Consult Fees Hourly Fee Totals Reimbursabtes Architectural Structural Mechanical and Plumbing Electrical Sustainability Telecoms Lighting Daylighting Civil Landscape Architecture Code Consulting Cost Consulting Security Acoustics Audiovisual Waterproofing Consulting Reimbursables Total Included in 08519B base fee $4,800 $10,800 $93,673 $87,511 86,000 I.�_$_9_,000_ $1&=-600 =166;222 200 800 1=—j1,006.I All reimbursable expenses shown as an asterisk will be billed to the main project (BCJ 08519B). Bohlin Cywinski Jackson 08519B x2 10 July 09 Page 6 of 6 The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, "� Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: __,_ -- Printed Name: Title: Date: G V Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: _..�___....._—. ._.�._ Printed Name: Gregory R. Mottola, AIA Title: Vire President Date: CERTIFICATE OF INSURANCE CHECKLIST This checklist is comprised of requirements as outlined by the City of Newport Beach. Date Received: 09/01/09 _vw Dept.IContact Received From: Shauna Oyler Date Completed: 09102/09 Sent to:Shauna Oy€er __ By: Judy Viilaiobos Company/Person required to have certificate: Bohlin Cywinski / Jackson PC I. GENERAL LIABILITY A. INSURANCE COMPANY: Travelers Indemnity Go. B. AM BEST RATING (A: VII or greater): A+; XV C. ADMITTED Company (Must be California Admitted): Is Company admitted in California? E Yes ❑ No D. LIMITS (Must be $1 M or greater): What is limit provided? $1 MM/$2MM $2MM E. PRODUCTS AND COMPLETED OPERATIONS (Must include): Is it included? (Completed Operations status does not apply to Waste Haulers) ® Yes ❑ No F. ADDITIONAL INSURED WORDING TO INCLUDE (The City its officers, officials, employees and volunteers): Is it included? E Yes E No G. PRIMARY & NON-CONTRIBUTORY WORDING (Must be included): Is it included? E Yes ❑ No H. CAUTION! (Confirm that loss or liability of the named insured is not limited solely by their negligence) Does endorsement include "solely by negligence" wording? ❑ Yes E No t NOTIFICATION OF CANCELLATION: Although there is a provision that requires notification of cancellation by certified mail; per Lauren Farley, the City will accept tyre endeavor wording. AUTOMOBILE LIABILITY A. INSURANCE COMPANY: St. Paul Fire & Marine Insurance Co. B. AM BEST RATING (A: VII or greater) A+; XV _ C. ADMITTED COMPANY (Must be California Admitted): Is Company admitted in California? E Yes [ ] No D. LIMITS (Must be $IM min. BI & PD and $500,000 UM, $2M min for Waste Haulers): What is limits provided? E. ADDITIONAL INSURED WORDING TO INCLUDE (The City its officers, officials, employees and volunteers) :Is it Included? ❑ Yes E No F. PRIMARY & NON-CONTRIBUTORY WORDING (For Waste Haulers only): Is it included? N/A ❑ Yes [] No G. NOTIFICATION OF CANCELLATION: Although there is a provision that requires notification of cancellation by certified mail; per Lauren Farley, the City will accept the endeavor wording. III. WORKERS' COMPENSATION A. INSURANCE COMPANY: Travelers Casualty Ins, Co. of America B. AM BEST RATING (A: VII or greater): A+; XV C. LIMITS: Statutory D. WAIVER OF SUBROGATION (To include): Is it included? © Yes ® No HAVE ALL ABOVE REQUIREMENTS BEEN MET? El Yes 0 No GL: " Additional Insured endorsement is not specific to the City, as the Xtend endorsement applies. Auto: Additional Insured endorsement not provided WC: Waiver of Subrogation not provided IF NO WHICH ITEMS NEED TO BE COMPLETED? Ed. 6 2009 - FROM: Public Works Department Stephen Badum sbad u m (a'�newportbeachca. us 949-644-3311 Agenda Item No. 26 August 11, 2009 SUBJECT: NEWPORT BEACH CIVIC CENTER PROJECT - APPROVAL OF AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN SERVICES — SCHEMATIC DESIGN AND DESIGN DEVELOPMENT FOR EMERGENCY OPERATIONS CENTER (EOC) Approve Amendment No. 2 to the Professional Services Agreement (PSA) with Bohlin Cywinski Jackson, of San Francisco, California, for Schematic Design and Design Development Phases for the Emergency Operations Center (EOC) of the Newport Beach Civic Center at a not to exceed price of $169,222 and authorize the Mayor and City Clerk to execute the Amended Agreement. DISCUSSION: On November 25, 2008, City Council selected Bohlin Cywinski Jackson (BCJ) as the architect for the City Hall and Park Master Plan Project. On January 13, 2009, City Council approved a PSA with BCJ to revise and refine the conceptual plans per the recommendations of City Council and the City Hall Design Committee. That work was successfully concluded on April 14, 2009, with the Council's approval of the design concept for City Hall and the Park. On April 28, 2009, City Council approved Amendment #1 with BCJ to prepare Schematic Design (SD) and Design Development (DD). Since that approval, the City Council provided direction to staff to include an EOC in the proposed Civic Center project. The attached amendment will include SD & DD services for the EOC. The scope of work will include SD & DD services for a stand alone EOC structure located underneath the south end of the civic green and sized roughly at 5500 square feet. The EOC will be designed to essential building standards with independent mechanical, plumbing, electrical, and communication systems. The EOC Schematic Design process will conclude concurrently with the rest of the Civic Center and with the certification of the EIR document which is tentatively scheduled for November 24, 2009. Newport Beach Civic Center Project aproval of Amendment #2 -Professional Services Ay. .nent with Bohlin CMnski Jackson. August 11, 2009 Page 2 The EOC design development will also be concurrent with the rest of the Civic Center prt?et 4` to tively scheduled for completion in March 2010_ City Staff have met with BCJ and negotiated a work scope and fees for the EOG Schematic Design and Design Development phases of the project. In general, the work scope includes revising and refining the EOC conceptual plans to enable the final design phase which is the preparation of final construction documents and bid packages. The EOC Schematic Design work scope will be integrated into the overall Civic Center project and will include all work including design and meetings to establish the final project program; basic sizes, shape, and layout of various components; structural roofing and wall systems; subdrain systems; and basic mechanical, electrical, and communication systems. The EOC Design Development work scope will also be integrated into the overall Civic Center project and include all work including design and meetings to provide drawings, details, draft specifications in advance of the final preparation of construction documents and bid packages. The proposed fee for Amendment #2, EOC Schematic Design and Design Development services including listed subconsultants is $169,222. The work scope is itemized and billing will be per the approved billing rates as shown in Exhibit 1 of the attached PSA, which are the same as the billing rates in the current contract. Environmental Review: Architectural and Engineering services are not projects as defined in the California Environmental Quality Act (CEQA) Implementing Guidelines, City Council has retained LSA who will prepare environmental documentation for the project. Funding Availability: Currently, $169,222 is available in the GIP account for this project and there are sufficient funds available in the following account: Account Description Account Number Amount City Hall & Park Design 7410-C1002009 $ 169,222 $ 169,222 C3thmittori hv' Attachment: Amendment #2 to PSA with BCJ, including work scope, schedule and fee exhibits AMENDMENT NO TWO TO PROFESSIONAL •! FOR C176( OF NEWPORT BEACH CITY HALL AND PARK PROJECT THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT, is entered into as of this _ day of 2009, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A. On January 13, 2009, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "AGREEMENT", for architectural and consultant services for the new City Hall and Park Project, hereinafter referred to as "PROJECT". B. CITY and CONSULTANT have entered into one separate AMENDMENT of the AGREEMENT, the latest dated April 28, 2009. C. CITY desires to enter into this AMENDMENT NO. TWO to reflect additional services not included in the AGREEMENT or prior AMENDMENT and to extend the term of the AGREEMENT to December 31, 2010. D. CITY desires to compensate CONSULTANT for additional professional services needed for the PROJECT, which includes services for the schematic design and design development phases of the Emergency Operations Center. E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "AMENDMENT NO. TWO", as provided here below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. In addition to the services to be provided pursuant to the AGREEMENT and AMENDMENT NO. ONE, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. TWO, including but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to the AGREEMENT. Consultant's compensation for all work performed in accordance with this AMENDMENT NO. TWO, including all reimbursable items and subconsultant fees, shall not exceed One Hundred Sixty - Nine Thousand, Two Hundred Twenty -Two Dollars and no/100 ($169,222,00) without prior written authorization from City. 3. The term of the AGREEMENT shall be extended to December 31, 2010. 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 hereto have executed this AMENDMENT NO. TWO on the date first above written. APPROVED AS TO FORM: By: Z - ea amp 4y n eaD. e Vaa r � Assistant City Attorney for the City of Newport Beach U."Ofts By:_ Leilani Brown, City Clerk Attachment: Exhibit A — Scope of Services CITY OF NEWPORT BEACH, A Municipal Corporation By:____ Edward D. Selich, Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: By: Gregory R. Mottola, Vice President Lota W. Dan Haden, III, Vice President/Treasurer Peter Q. Bohim, PAIA Bernard J. Cywinski, FAIA Jon C. Jackson, PAIA W. Dan Haden III, AIA Frank W. Grauman, AIA William D. Loose, AIA Cornelius J. Reid, III AIA Kari A. Backus, ASA Gregory R. Mottola, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA 10 July 2009 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 085198 Subject: Emergency Operations Center Additional Services Proposal {BCJ Project 08519B x2} Dear Mr. Badum: At the approval of the concept refinement phase, the city council agreed that the scope of the Newport Beach Civic Center and Park project should increased to include an Emergency Operations Center {EOC}. This was in contrast to the general assumption throughout the concept refinement phase that it would not be included. The concept refinement scope approved by the city council included the EOC, though there was no funding included for it in the approved budget numbers. Due to the timing of including the EOC in the approved project scope, the design team did not include the EOC in its proposal for schematic design and design development phase fee proposal. This additional service proposal provides a proposed fee for schematic design and design development phase services for the EOC. Project Scope The fee proposal provided includes the following assumptions: • The design and construction schedule for the EOC will be the same as that for the main project. • The scope of the EOC is assumed to be a roughly 5,500 square foot facility located underneath the south end of the civic green as shown on the attached conceptual drawings presented on the 24m of June and as described in meetings to date. Schedule No changes to the established schedule are proposed based on the execution of this additional service. Architecture Planning Interior Design 49 Geary Street — Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/Berkeley San Francisco, California 94108 415.989.2100/Fax: 415.989.2101 Bohlin Cywinski Jackson 085198 x2 10 July 09 Page 2 of 6 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $169,222 based on the calculations below: _ Hourly Feesi—Hrs � EOC C Totals I Rat $/he DH D ._...� Architectural Principal __ $285-- 11 13 Senior Associate Associate $160 ^$125 12 27 _ 21 38 Staff 1 $105 17 _ 28 Staff 2 $85 232 Senior Drafter Drafter Staff 3 Office $65 _-- - 75 0 J— 21 _288 0 ..�. 31 _ 320 419 Architectural Fees $29,889 $39,341 Structural Principal $300 4 4,' Associate Principal $215 Associate Senior Engineer $160 - � 12 20 Engineers $130 16 24 '.. Graduate Engineer $110 _ 24 Senior Drafter Drafter _$120 _ 8_ .$110 8'. Clerical $85 �. 2� 4i'... Structural Fees $6,330 $8,820 Mechanical & Phimhinn Princi aP $300 Associate Principal $215 Associate — $190 ^�12 _ Senior Engineer $160 8 16 Engineers$130 Graduate Engineer$110 16 _ 24 Senior Drafter —_v$120 8 8 Drafter$110 Clerical .��.. _$85,,..2 4 _ �.—. 2... M&P Fees Electrical $6,770 $9,850 Principal _ _ $300 Associate Principal $215 Associate $190 SeniorEnyineer $160_ 16 24 En�inaers $130 4 4 Graduate Engineer $110 Senior Drafter $120 Drafter $110 4 6 Clerical-5:E--- Electrical Fees $3,520 $5,020 F::115,156] $16,620.] E__$8,540 =$6s,230 Bohlin Cywinski Jackson 085198 x2 10 July 09 Page 3 of 6 Sustainable Principal $300 Associate Principal $215 Associate Principal $215 Associate $190 Associate $190 16 _ Senior Engineer Engineers Graduate Engineer $160 _ $130 $110 8 8 Senior Drafter $120 _ _ Drafter _ Clerical � $110-� $85 ...m..._....__ 2 4 Sustainable Fees Telecoms $2,540 $2,760 PrinciPal $300 Associate Principal $215 Associate Principal $215 Associate $190 Associate $190 16 _ Senior Engineer $160 _ 16 24 Engineers Graduate Engineer _ Senior Drafter $130 $110 $120 Senior Drafter $120 _ Drafter f4 Clerical $110 $85 .._.w__.__ 6 6 Telecom Fees I inhfinn $3,220 $4,500 Principal $300 Associate Principal $215 .._._.W Associate $190 Senior Engineer $160 16 16'. Engineers $130- ---' Graduate Engineer $110 Senior Drafter $120 _ Drafter - $110 �. Clerical $85 �iY4 Lighting Fees Davliahtino $2,560 $2,560 Principal $300 Associate Principal $215 Associate $190 Senior Engineer $160 En ineers $130 Graduate Engineer $110 Senior Drafter $120 Drafter $110 Clerical $85 _ Daylighting Fees $0 $0 L $7,720 $5,120 _ $0 B Bohlin Cywinski Jackson 08519E x2 10 July 09 Page 4 of 6 rivil Principal— _$300 0 0 0 0 Associate Principal $215 0 0 Associate $190 0 0 Senior Engineer $160 _ 0 0 Engineers Graduate EngmeJ Senior Drafter Drafter $130 0 2 Clerical $90 1 Civil Fees $0 $0 [W_ruFETot Totals — ----- _�_24,940Z33,5� ITO ............ j I andscane Architecture P Walker, Director D. Findlay, Director $410 $305 0 0 0 0 Partner $190 0 0 ;�ssoaate $115 0 0 Landscape Architect — — �l 10 _ 0 0 -65 Staff $ 0 2 Landscape Architecture Fees $0 $0 Landscape Architecture Consultant's Fees Code Consulting Principal 9=0 10 Code Consulting Fees $1,900 $1,900 Cost Estimatina ci�' aPP o $ 1 .0 7 9 q- _= 06 —T 4 A9900at� $125 5=6 75 05 1.0 $75 $ - _ —— Se"'or Estimator_ $115 7 ]8 Assistant Estimator_ $95 a 6 Cost Estimating Fees $2,500 $3,000 P Pon Pat uuc�p3l $ 1 .0 7 9 q- _= 06 -n m2T�_ io: $ it 4 1 0 10 C ID CA 9 $ $95 0,0 1.0 5 0 rnin amin 7 75 05 1.0 $75 $ Security Fees $183 $460 Acoustics President/ Sr. VP $250 0 1 VPIDirector $230 1 1 Principal Consultant Y $190 2 4 Senior Consultant $145 a 13 Consultant $125 2 2 _Technical Assistant $90 1 158,450 $0 $0 =::A-3 =860-i $5,560 I E__$6433] Bohlin Cywinski Jackson 08519B x2 10 July 09 Page 5 of 6 Acoustics Fees Audio Visual $2,200 $3,800 President/ Sr. VP - $250 1 0 VP2lirector $230 1 0 Princi al Consultant Senior Consultant Consultant _.^ $190 $145 —$125 4 12 3 -----9 19 3 Technical Assistance_ _ $90 3 6 Audio Visual Fees Wateroroofina Consulting $3,500 $5,500 Senior Principal 1 1 Associate/Principal _$350 $225 2 1 Consultant Consultant 11 $160 6 $145 17 _ _ 21 37 Administrative _ $70 7 11 Waterproofing Consult Fees Hourly Fee Totals Reimbursables Architectural Structural Mechanical and Plumbing Electrical Sustainability Telecoms Lighting ©aylighting Civil Landscape Architecture Code Consulting Cost Consulting Security Acoustics Audiovisual Waterproofing Consulting Reimbursables Total ' Included in 08519B base fee $4,800 - $14,800 $93,673 $87,511 E_ 001 $15,604 1 I$168,222 200 800 L $1,O O All reimbursable expenses shown as an asterisk will be billed to the main project (BCJ 08519B). Bohlin Cywinski Jackson 08519B x2 10 July 09 Page 6 of 6 The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: �V/Y X. Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: AMERDMEAT 110. OAE TO PROFESSIONAL BOHLIN CYWINSKI JACKSON THIS AMENDMENT NO, ONE TO PROFESSIONAL SERVICES AGREEMENT, is entered into as of this a.bl'*Iday of AwL, , 200_1_, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A. On January 13, 2009, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "AGREEMENT", for architectural and consultant services for the new City Hall and Park Project, hereinafter referred to as "PROJECT". B. CITY desires to enter into this AMENDMENT NO. ONE to reflect additional services not included in the AGREEMENT and to extend the tern of the AGREEMENT to March 1, 2010. C. CITY desires to compensate CONSULTANT for additional professional services needed for PROJECT for schematic and design development. D. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "AMENDMENT NO. ONE", as provided here below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. In addition to the services to be provided pursuant to the AGREEMENT, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. ONE, including but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit 1 and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to this AMENDMENT NO. ONE for all work performed pursuant to this AMENDMENT NO. ONE. Consultant's compensation for all work performed in accordance with this AMENDMENT NO. ONE, including all reimbursable items and suboonsultant fees, shall not exceed Four Million, Six Hundred Eighty -Nine Thousand, Seven Hundred Seventy -Five Dollars and no!100 ($4,689, 775.40) without prior written authorization from City. 3. The term of the AGREEMENT shall be extended to March 1, 2010. 4. In the event there are any conflicts or inconsistencies between Exhibit 1 attached to this AMENDMENT NO. ONE and the AGREEMENT entered into on January 13, 2009, the terms of the Agreement shall govern. 5. 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 hereto have executed this AMENDMENT NO. ONE on the date first above written. APPROVED AS TO FORM: By: yne to D. uchamp, Assistant City Attorney for the City of Newport Beach ATTEST: Brown,Leilani City Clerk Attachments: Exhibit 1 — Scope of Services CI1 AN By: Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: By: ory R. Mottola, e President W. Dan Haden, III Vice President/Treasurer Bohlin Cywinski Peter 0. Bohlin, FAIA Bernard J- Cywlnsk;. FAIA Jon C Jackson. AIA W. Dan Haden L'I, AIA F''ranlc W. Grauman, AIA William D. Loose, AIA Cornelius J. Reid It AIA Karl A. Backus, AIA Gcgory R. MoRcla, AIA C. Roxanne Sherseck. AIA notion E Miller_ An, April 7, 2009 Mr. Stephen G. Barium Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Jackson Subject: Newport Beach City Hall and Park (BCJ Project #: 08519B) Proposal for Schematic Design / Design Development Phase Services (Exhibit A, B & C to PSA) Dear Mr. Badum, We are pleased to have the opportunity to continue our collaboration with you and the City of Newport Beach on the new City Hall and Park project. We look forward to building on the work completed with you during the Concept Refinement Phase. Based on our conversations with you wo are submitting the following proposal for Architectural and Consultant Services for the Schematic Design and Design Development Phases only at this time. Per our discussions, a contract amendments) to cover the, subsequent Construction Document, Bidding and Construction Administration phases will be issued at a hater date once the scope of the project is fully developed_ This proposal contains the scope of tasks and deliverables (Exhibit A), a work plan and schedule (Exhibit B) and our Billing Rates and Reimbursable Expenses Budget (Exhibit C) for the SD and DD Design Phases. We are pleased to present this proposal to the City of Newport Beach and we appreciate the opportunity to be of service to you in your efforts to create a new civic center for the City. The pages that follow this letter describe our proposal, work plan and preliminary project schedule based on our discussions over recent weeks. Sincerely, Gregory R. Matteis, AIA Principal cc', (Nave Riff, Asst City Manager; Steve Chaitow, Peter Bohlin, Daniel Fee, file Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes-BarrelPittsburgh/Philadelpl"lia/Seattle/San Francisco San Francisco, California 94108-5729 415-989-2100/Fax: 415-989-2101 Peter Q, Bohlin, FAIA Bernard J. Cywinski, FAIA Jon C. Jackson, AIA W. Dan Haden III, AIA Frank Graurnan, AA Wllliarn D. Loose, AIA Cornelius J. Reid III, AIA Karl Backus, AIA Gregory R. Motio'a, AIA C. Roxanne Shergeack, AIA Robert E- Miller, AIA 085196 — Newport Beach City Halt and Park - Schematic Design and Design Development Phase Services: EXHIBIT A — Scope of Services A. Project Scope and Budget Our proposal is based on the following project scope, budget, schedule and process assumptions: The Project has recently concluded a Concept Refinement Phase. See BCYs proposal dated the .January, 5, 2009, included with the main Professional Services Agreement (PSA) as Exhibit A, for he scope of this first phase of work. 2. Design Scope: The new City Hall and Park for Newport Beach project will consist of four major components. This project shall take the design concepts developed during the Concept Refinement Phase and presented to City Council on April 14, 2009 and continue to develop thern In the subsequent phases. The four major components are as follows: a. A new two-story City Halt Building that will consist of approxirnateiy 95,000+/- square feet of building area. b. A three-story Parking Structure containing approximately 450 parking spaces. c- Site development of approximately 17 acres that will integrate the library immediately to the south of the site, the proposed city hall and garage with a new 12 acre park north of the City Hall and garage. d. A two-story addition to the existing Central Library located immediately to the south of the City Hall site. This addition will consist of approximately 17,000 square feet of building area. 3. Program,: The Newport Bead) Civic Center City Hall Facilities Needs Assessment DOcument dated August 9, 2002 prepared by Griffin Advisors, and as updated with revision date 2008 formed the basis of the City Hall program and was refined, adjusted and approved as part of the Concept Refinement Phase - The City provided come initial project information that forms the basis of this proposal. This list of documents was included in the Concept Refinement Phase Proposal Exhibit A, Paragraph A.2, and is included herewith by this reference. 4, Preliminary Project Budget: The Concept Refinement Phase Project Information provided by the City of Newport Beach's Program Manager indicates the project budget to be in the range of $100+/- million construction costs for the project, Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco San Francisco, California 94108-5729 415-989-2100/Fax 415-989-2101 Bohlin Cywinski Jackson Stephen G, Badum,P.F. April 7, 2009 Schernatin Design f Design Development Phase Exhibits 1 Page 3 excluding sno€t costs- This breaks down to approximately $50M+/- for the City Half Building, $15,lM+)- for the Parking Structure, $24M+/- for the Park, $7.2M+/- for the Central Library Addition, and $5.SM+/- for the significant mass excavation / site preparation. 5. This proposal anticipates that at the conclusion of the Concept Refinement Phase, the City of Newport Beach will provide BCJ with direction and approval to proceed with a project scope, budget and schedule that are clearly defined. BCJ will thon proceed with the Schematic and Design Development Phase services. If the City of Newport Beach approves revisions to the project scope, budget, schedule or other factors upon which this proposal and the attached Agreement are based, the Basic Services compensation shall be adjusted subject to mutual :agreement by the City of Newport Beach and BCJ. B. Project Design Team This proposal includes the following Basic Services team, including Architect and the following core Consultant Team: ra, Architect Baffin Cywinski Jackson (BCJ) b. Structural Engineering Arup North America LTD (Arup) c. Mechanical/Electrical/Fire Protection Engineers Arup North America LTD (Arup) d, Cost F:stimatint�,t C.P. O'Halloran Associates, Inc. (O'Halloran) Other specialty consultants, such as the following, also included as part of this proposal: e. Civil EEngineer f. Landscape Architect g. Acoustical Design h, Audio Visual Systems Engineering i. t-ighting acrd Daylighting Design Consultant L Telecom, Signal and Data Systems Consultant k. Sustainability 1, Security Systems Consultant an Waterproofing Consultant n. Code Consultant o. Renderer (optional services) p. Model Maker (optional Services) although not normally included in Basic Services scope, are Arup North America LTD (.Arup) Peter Walker Partnership (PWP) Charles M. Salter Associates (CSA) Charles M. Salter Associates (CSA) Arup North America LTD (Arup) Arup North Ame uca LTD (Anap) Arup North America (Arup) TransTech Systems, Inc. (TransTech) Allana Buick & Bars, Inc, (ABB) The Fire Consultants (TFC) Pixelcraft (PXC) zDp (ZDP) 3. The following consultants will be under direct contract with the city of Newport Beach. BCJ's services included las part of this proposal related to these consultants are as follows - a. Program Manager CW Driver (CWD) b. LEED Document Coordinator CW Driver (CWD) c. Environmental Impact Report (EiR) Consultant LSA Associates (LSA) d- Geotechnical Engineer Leighton & Associates (Leighton) e. Surveyor Hall and Foreman (H&F) #, Traffic Consultant RBF Consulting (RBF) 4. BCXs scope of work shall be completed in unison with concurrent services being provided by the City of Newport Beach's own staff or separate consultants or contractors In accordance with the same phase -by - phase schedule as the Architect. BCJ services made necessary by delays or out -of -sequence actions, changes or requests made by the City of Newport Beach's staff or separate consultants or contractors shall be compensated as Additional Services. subject to the terms of the PSA. All meetings with the City of Newport Beach's separate consultants shall take place as part of the quantity of meetings included by the Architect as Part of Basic Services. Additional meetings, if required, shall be compensated as Additional Services, subject to the terms of the PSA. Bohlin Cywinski Jackson C. Project Delivery Stephen G. Badum, P_E. April 7, Zoog Schematic Design I Design Development Phase Exhibits 1 Page 4 The basis of this proposal assurnes that the eventual construction procurement shall be by competitive bidding to subcontractors under the management of a Construction Manager with two bid packages with Scopes as outlined below. If an alternate delivery method or changes to the scopes, quantity or schedule for bid packages are requested by the City, the Architect shall be entitled to additional compensation, the amount of which shall be subject to mutual agreement. Other than as outlined below, preparing construction documents as multiple bid packages for alternate, separate or sequential bids, or providing services in connection with bidding, negotiation or construction prior to the completion of the Construction Documents Phase is not Included as part of Basic Services, and would be compensated as Additional Services if requested by tho City. The budget for the Cost of the Work shall be for the project as a whole, not a series of Individual fixed construction budgets for multiple separate parts of the project or for separate bid packages. Bid Pkg_No_ Bid F',raekaae Scope ----,—.-Bid Package Schedule _ 1, Mass Excavation Package At 1000% completion of Design Development Does 2 Final GMP Package including the At completion of Construction Documents balance of the Construction Documents. D. Project Schedule 1, The Basic Services scope and fee Is based on the, schedule that includes milestone phase submittal dates, the City of Newport Beach review and approval time frames as detailed in Exhibit B. Changes to this schedule will require an adjustment in BCXs fee, the amount of which shall be subject to mutual agreement, >„ Bohlin Cywinski Jackson and consultants attendance at meetings (not including internal BCJ and Consultant team meetings) included as part of Basic Services shall not exceed the quantity defined in the Exhibit B Work Plan_ BCJ and Consultant attendance at additional meetings beyond the total indicated, If required, shall be compensated as Additional Services including reimbursable expenses. Written authorization from the City of Newport Beach will be required prior to attendance at additional meetings, subject to the terms of the PSA. E, Schematic Design Scope of Basic Services 1. Based ora the approved Concept Refinement Phase design which includes approved site selection, schedule, budget and programa, we will develop schematic level design documentation consisting of drawings, outline specifications, systems narratives and other documents illustrating the scale arid relationship of project components_ 2. We propose two submissions of documents during this, phase as follows: a. 50% SD Set — Includes A&E drawings and select draft outline specifications b. 100% DD Set — Includes A&E drawings and outline specifications 3. BCJ will provide support to the City's FIR consultant by providing select graphics, arid other required data to enable the EIR consultant to prepare the necessary reports. BCJ', services do not include the preparation of any alternative designs on other project sites, nor on alternate designs on the current Avocado Avenue; site. If such alternate design documents are requested, if required, this work shall be compensated as Additional Services including reimbursable expenses, subject to mutual agreement by tire City and BCJ_ Written authorization from the City of Newport Beach will be required prior to commencing such additional work, subject to the terms of the PSA, 4. The City's Proaram Manaaer will provide cost estimating services after the Schematic Design Phase documents are issued_ BCJ`s cost estimator will prepare a parallel estimate, and an estimate reconciliation meeting will be conducted after both estimates are completed. 5. BCJ will ,!attend design review and other coordination meetings with the City in accordance with the draft work plan in Exhibit B. Bohlin Gywinski Jackson Stephens Badum, P.E. April 7, 2009 Scherrratic Design I Design Development Phase Exhibits ( Page 5 6. Study models, perspective sketches, or digital modeling may be prepared in-house by BCJ during the Schematic Design Phase to assist in communicating the design concepts to the City's Building Committee. If provided, such models and sketches would be working tools and ;mould not be intended to be suitable for presentation for fundraising or other similar presentation purposes. Finished models, special drawings, rende rings, brochures or digital animations for presentation purposes, if requested by the City, are provided las an optional service in this proposal. 7. Schematic Design Phase written approval by the City will include the following basic decisions subject to the City's agreement that sufficient information has been provided by the Architect for these decisions to be made and :'>ubject to compliance with the Cost of the Work as approved by the. City: .a. The final project program. b. The site location of all project cornponents and the basic scope of site work to be Included in the project. c, The basic size, shape and massing, plan and sectional relationships of project components and layout of the spaces of the building. d. Selection of the primary exteriorand interior materials to be used in the new building. e. Selection of the basic structural materials and systems. f. Selection of the basic mechanical and electrical systems. F. Design Development Scope of Basic Services 8_ Upon written receipt of the City's approval of the Schematic Design submission comprised of the schematic budget and approved schematic design drawings, we will develop Design Development documents consisting of drawings, draft project specifications, and other information sufficient enough for suitable cost estimating to be completed. 9. We propose two submissions of documents during this phase as follows: a. 50% DD Set — Includes A&E drawings and select draft specifications E, 100% DD Set -- Includes A&E drawings and draft specifications 10. Concurrent with the preparation of me 100% DD package, we will also be submitting a set of bid documents for permit and bidding for the mass excavation work. This package will allow the City and Program Manager to bid the major site excavation work in advance of the balance of the Construction Documents; for the rest of the project components. 11. The, City's Program Manager will provide cost estimating services during the Design Development Phase, ECJ s cost estimator will prepare a parallel estimate, and an estimate reconciliation meeting will be conducted after both estimates are: completed. 12. BCJ will attend design review and other coordination meetings with the City in accordance with the draft work plan in Exhibit B. G. Basic Services Summary -- CD, Bidding, CA 1. Professional Services for the Construction Documents Phase, Bidding Phase, and Construction Administration Phase shall be determined at a later date by contract amendments. H. Environmentally Responsible Design Scope of Basic Services One of the goals of the Architect and its consultants is to design and document this project to be environmentally responsible_ The City approves this goal subject to City approval of the measures proposed by the Architect to achieve this goal and subject to compliance with the City's budget for the Cost of the Work. In addition, the City requires the Architect and its consultants to design and document the project with the goal of achieving US Greer) Building Council (USGBC) LEED certification. Formal application to and certification by the USGBC for LEED certification is a discrete activity that requires the involvement of the City, the Program Manager, contractors and others outside the Design Team to be successful. In response, the City has agreed that the following consultants will be selected and retained to perform the tasks indicated, under contracts directly with either the City or the Program Manager: Bohlen Cjywinsk( Jackson Stephen G. Sadum, RE, April 7, 2009 Schematic Design I Design Development Phase Exhibits I Page 6 a. LEED is a measurement system designed by the US Green Building Council to define "green buildings". The process requires that the Architect and the Contractor each provide, for the LEED work that is their responsibility, an individual who is responsible for tracking, compiling avid organizing the information and letter template files that the USGBC uses to validate compliance with their rating system. In the outline below these individuals are called the Architect's LEED Manager and the Contractor's LEED Manager. b. In addition, the City or Program Manager should directly retain a consultant to serve as the, LEED Documentation Coordinator for the project, or the Program Manager may act as the LEEC) Document Coordinator. The LEED Documentation Coordinator is responsible for maintaining and updating the LEED checklist, for overviewing the progress by the City, tele Architect's LEED Manager and tile, Program Manager's LEED Manager in assembling the electronic documentation required for submittal to USGBC for LEED certification, for creating the files for submittal to USGBC, and for monitoring and assisting the Architect's and Program Manager's compliance with LEED related requirements and procedures. c. A major component of LEED compliance is the proper operation of building systems and assemblies, so the process also involves an, individual employed to develop a plan for managing the installation, operation, and maintenance of those systems_ For compliance with LEED EA Prerequisite 1, this individual is required to be engaged early in the project so as to be involved in during both design and construction. In the outline below that individual Is called the Commissioning Agent_ The City or Program Manager should directly retain a separate consultant as the Commissioning Agent for the project. The Commissioning Agent is responsible for: 1) Developing and managing trier detailed Commissioning Plan in accordance with the general performance requirements defined in a performance specification prepared by the Architect's MEP Consultant. 2) Ensuring that file systems and assemblies installed are operable and maintainable, 3) Ensuring that the design intent, installation and O&M requirements are thoroughly documented. 4) Coordinating training of operators and facility staff to ensure they are able to operate and maintain the facility per the design intent and facility requirements_ 2. LEED related services performed by the Architect and its Consultants, led by the Architect's LEED Manager, as part of Basic Services shall be as follows: a. Pre -Design and Schematic Design Phases: 1) Organize and lead a LEED meeting/charrette with the City, Design Team, Contractor and other Project stakeholders t0 review the USGBC LEED checklist at project start-up to determine target goals, opportunities arid potential means of achieving points toward certification. 2) Evaluate and track progress toward conformance with goals. 3) Project has previously been registered with the USGBC by the City's Program Manager l LEED Document Coordinator in the Concept Refinement Phase. 4) Coordinate project requirements with the City, the LEED Documentation Coordinator, the Contractor's LEED Manager and the Commissioning Agent. 5) Coordination of the LEED-related construction costs with the City's budget for the Cost of the Work. b, Design Development Phase: 1) Develop solutions that address LEED issues and points (See notes below)_ 2) Evaluate and track progress toward conformance with goats. 3) Assist City to make final decisions on LEED point strategies. 4) Coordinate project requirements with the City, the LEED Documentation Coordinator, the Program Manager's LEED Manager and the Commissioning Agent. 5) Coordination of the LEED-related construction costs with the City's budget for the Cost of the Work. Bohlin CywinSk( Jackson Stephen G. Badurn, P.E. April 7, 2009 Schematic Deign l Design Development Phase Exhibits I Page 7 3. LEED-Related Notes and Clarifications a. The initial review of mechanical and electrical system alternatives includes opinions on the relative merits of various alternatives, this information wilt be of a general nature and will not be based on detailed calculabons and analyses. Such detailed calculations ar'rd :analyses, if requested by the City, shall be compensated as Additional Services. 11 The Architects MEP Consultant will investigate mechanical and electrical system options for the project. Order of magnitude life cycle cost analysis calculations to confirm relative comparisons of systems options will be, provided as described in Arup's Sustainability Proposal, but formal analysis is not included as part of Biasic Services. 2) The Architect's MEP Consultant will verify the "energy performance' LEED points via calculation based on final systems selections with computer modeling of the energy use of the proposed building including comparison n.rns of building envelope, fenestration, shading, HVAC system type, and other variables. This scope includes a maximum of 6 independent computer runs once the basic geometry of the building has been entered. Final simulation will include a comparison of a budget (ASHRAE 90.1 comptiani) building to the proposed building. Finial simulation report to be provided at Schematic Design and end of Construction Documents phases (total of 2). 3) Life Cycle Analysis: Computer generated present value comparison of system alternatives incorporating cost of funds, inflation, fist cost, energy cost, maintenance cost and repair/replacement costs, over a fixed term determined by the City. One itoratlon of the life cycle analysis is included in this scope. The life cycle analysis will be based on the Schrmahc Design energy model. 4) Daylighting and Lightino Control Modeling: Computer modeling of natural lighting schernes including orientation, shading, glass type, reflectance geometry, and artificial lighting controls. Incorponation of these results into the energy model. All other services related to calculations, special analyses, constructability analyses, life cycle costing, energy analysis studies, environmental impact reports, analysis of owning, operating and tnuaintenance costs, special research, cost estimates or reports related to validating green building design ,alternatives are not included as part of Basic Services. Is, LEED credits review by the USGBC may involve the services of the Architect and its consultants in order to satisfy USGBC requirements for additional information such as calculations or modeling_ All services related to responding to any comments or requests by the USGBC for additional information on individual LEED credits beyond what is defined as required in the LEFT) manual are not included as part of Basic Services. cl All services required if the City steels to appeal any credit denied in the Final LEED Review are not included as part of Basic Sorvlces. d. All services indicated above:, as the responsibility of the LEED Documentation Coordinator, the Contractor's LEED Manager or the Commissioning Agent are not included as part of Basic Services. e. All LEED related meetings are assumed to be part of the, typical project meetings. If the City requests seoarafe LEED meetings that result in exceeding the quantity of meetings included as part of Basic Services, such meetings are to be compensated as Additional Services. f_ All LEED related registration, application, appeal and other fees are not included as part of Basic Services and would be addressers as reimbursable expenses. S. The Architect's scope of services related to commissioning that shall be provided as part of Basic Services shall be subject to the following limitations: 1. The Architect shall develop and include in the Contract Documents a general performance specification defining a scope of commissioning services to be provided by a Commissioning Agent to be retained by the City or Program Manager, If the Project is required to comply with USGBC LEED certification or similar City requirements related to commissioning the performance specification shall include compliance with such requirements to it)(,, level requested by the City (i.e. LEED 2.2 EA Prerequisite 1 with or without Bohlin Cywinsk) Jackson Stephen G Earl P.E. April 7, 2009 Schematic Design / Design Development Phase Exhibits 1 Page 8 Credit EA3 additional commissioning). The specification defining the Commissioning Agent's scope of services shall be subject to the review and approval of the City_ 2. -fhe duration of the, Commissioning Agent's specified scope of services shall include the entire construction period and a period of one year following Substantial Completion of the Project. For the duration of their services through Final Completion, the Commissioning Agent shall be the Program Manager's and City's point of contact for providing consultation and assistance as to any Work not performing as expected or that is discovered to be defective, and particularly in connection with the utilization of any equipment or system such as initial start-up and testing, adjusting and balancing, and maintenance_ During the one year following Substantial t:ompletion, the' Commissioning Agent shall meet with the City and Program Manager at the 3 -month, 7 month and 11 -month intervals and follow up in writing with the City and Program Manager in providing consultation and assistance as to any Work not performing as expected or that Is discovered to be detective, The Commissioning Agent shall coordinate the repair of the issue with the Program Manager to the City's satisfaction. L Qualifications and Exclusions 1. The scope of work outlined in this proposal shalt be incorporated as a Contract Amendment 1 / Exhibit A into the City of Newport Beach Professional Services Agreentont, as modified to suit this specific,, project. Per the PSA, BCJ is proposing our fee as a time and expense not -to -exceed fee, to be invoiced monthly based on hours spent completing the above described scope of work completed- Invoices for this work shall be in the sante format as those used in the Concept Refinement Phase. 2. Substantial revisions to the building program acrd/or documents after completion of the phase and the City of Newport Beach's approval of the Concept Plan Refinement Phase documents, will be considered as an additional service. 3. If the City of Newport Beach causes the duration of this phase of work to substantially exceed what is specified in this proposal, the work performed in excess of the specified duration would be in addition to this proposal and would be considered as an additional service. BCJ shall provide prompt written notice to the City it BCJ becoi;tes aware of any delay to the schedule. 4. In order to achieve project schedule goals, the Design Development Phase will commence prior to the final Certification of the Environmental Impact Report. The schedule indicates that the project will be at roughly 50% DD when the EIR is certified. The City acknowledges that any revisions to the Design Development documents which are rnade necessary tram the findings and mitigation measures indicated in the EIR would be considered as an additional service. 5. A fixed number of meetings are identified for this phase of the work. This proposal assumes that the attendees at these meetings are limited to the Project Administrator and designated City Staff representatives and/or members of the Building Committee who can act on behalf of the various departments within the City Government, and the City's Program Manager. It does not include -extensive meetings with City Staff and others beyond those outlined in Exhibit B. if the number of meetings for the phase is exceeded, these meetings would be in addition to this proposal and considered an additional service. 6. Special presentation -style booklets, models, perspectives or renderings beyond those desa'ibed above are riot included as part of these services beyond BCTs in-house design materials normally produced to convey design intent. Special Professional Renderings and/or Presentation Models, Animations, etc., beyond those described above can be provided as an additional service. 7. Specialty Consultants, not specifically identified and included in the proposal are excluded. Should the City require the addition of any other specialty consultants, they can be provided as an additional service. 8. Furniture Design is not included in this proposal, however conceptual furniture plan layouts will be developed in the Schematic Design Phase as part of the design of the building to verify functionality of spaces. Bohlin Cywinski Jackson Stephen G. Badum, P.C. April T 2009 Schematic Design / Design Development Phase Exhibits / Page 9 9. The survey or relocation of existing office; equipment or furniture is riot included as part of those services. 10_ Services relative to inure facilities, systems and equipment are not included as part of Basic Services. 11. Furniture plans that indicate office equipment such as computer CPU's, monitors, keyboards, fax machines and copy machines are for location planning purposes only. Information regarding equipment sizes and utility requirements are to be provided to BCJ by the City. No new office equipment is being selected, specified or purchased as part of this contract. 12. Architectural survey of the existing buildings: We assume that the existing information on adjacent buildings is complete, available and deemed reliable for our use. 13. Land or property boundary survey is provided by the City is deemed reliable and accurate for our use. 14. BCJ has the right to rely on the accuracy and completeness of services and information furnished by the City and the City's Consultants. BC.: shalt provide prompt written notice to the City if BCJ becomes aware of any error, omission or inconsistency in such services or information. 1.5. Services related to value engineering includes reviews with the City and Program Manager of relative cost information on scope, design and constructabllity alternatives on a continuous or "rolling" basis, proceeding from general to more detailed issues, as alternatives are evaluated and decisions are made during the Schematic Design and Design Development Phases are not included in this proposal_ All Cost estimating services required related to the value engineering process will be provided by the Program Manages. All value engineering services after City approval of the Design Development Phase and all other services related to value engineering are not included as part of Basic Services other than the Architect's and the Architect's consultants' services required to comply with the City's budget for the Cost of the Work. 16. Documents shall be prepared according to BCJ office standards for construction documentation, which are in compliance with the industry standard of care, and where applicable, the City of Newport Beach Public Works Department's City Standards `Design Criteria'. 17. Provision of electronic file formals for use by the estimator, contractors or bidders shall be available upon receipt of a signed original of the Electronic File Transfer Agreement to be provided by BCJ, previously included in the Concept Refinement Phase proposal. 18. BCJ will assist the City with Permit Applications through the City's EIR Consultant. BCJ`s assistance does not include payment of fees, tracking and reporting of permit status, preparation of special research studies, alternate designs, variances, special tests or documentation, surveys, or environmental studies and submissions, beyond those described herein, which services, if required by BCJ, will be considered as an additional service. 19. Ali services related to special studies, including construcrability analyses, tre cycle costing, energy analysis studies, environmental Impact reports and analysis of owning, operating and maintenance costs are not inducted as part of Basic Services except as required by standard requirements to obtain approvals/ permits from regulatory agencies and as required by services related to green building design as defined herein. Services related to performance-based criteria studies and analyses to obtain approvals/ permits from regulatory agencies or establish energy equivalence for non -conforming buildings are not included as part of Basic Services and would be addressed as Additional Services if required 20_ All services related to submitting to Grant, Energy or other similar Programs, other than Southern California Edison's'Savings by Design' program, are not included as part of Basic Service, This proposal assumes that the City's Program Manager will submit required information for any Grant, Energy or other similar Programs. 21. Generally, BCJ will not provide drawings to a Contractor in electronic form, Contract provisions, on this subject will be included in City's agreement with the Contractor stating that if the Architect is required to provide drawings to a Contractor in electronic form, the Contractor shall be required to execute a CADD Electronic File Bohlin Cywinski Jackson Stephen G. Barium, RE April 7, 2009 Schematic Design 1 Design Development Phase Exhibits 7 Page 10 Transfer Agreement, and the Architect will be reimbursed by the Contractor for the time and expenses associated with providing the electronic fifes at the rate of $100 per sheet. 22. The Architect and sorne consultants will, at their sole discretion, elect to produce some or all of the construction documents drawings utilizing Building Information Modeling (BIM) software. The BIM software shall be utilized solely as an internal architect -consultant team tool. The Model may be provided to the Program Manager solely as a convenience, after a CADD transfer agreement has been signed. The Program Manager may not distribute the BIM model to other subcontractors. The City and Program Manager acknowledge that any third party use of the BIM model is done so at the users own risk. The construction documents shall 'de traditional iwoo-dlmensional drawings and shall be the official, binding documents for the project. The Issues related to the rise of BIM will be reviewed with the City upon req€:est, 23. The scope of the Consultants' and Engineers' Basic Services shall be as indicated as Included in the attached Consultant Proposals dated Apt it 7, 2009 and attached to this proposal as Exhibit A - Appendix END 4F EXHIBIT A Bohlin Cywinski Jackson EXHIBIT B — Project Schedule ! Work Plan: Stephen G. Barium, P_E. April 7, 2009 Schematic Design / Design Development Phase Exhibits / Page 11 A. Project Schedule and Concept Refinement Phase Work Plan: Our proposal is based upon the following general overall project schedule as discussed with the City of Newport and CNV Driver, the City's Program Manager. This schedule has the following milestone phases. Concept Refinement Phase: 1/15/09 —4/14/09 City Phase Approval: 4/14/09 Schematic Design Phase: 4/15/09 — 8/14/09 City Phase Approval: 8/14/09 —9/14/09 Design Development Phase: 9/15/09 — 2/04/10 City Phase Approval: 2/04/10 — 3/1/10 Bidding Package 1 —Mass Excavation 3/1/10 Construction Documents Phase: 3/01/10-8/30/10 Final City Review Comments: 9101/10 — 9/30/10 Bidding Package 2 — Balance of Docs 11/30/10 Construction 11/15/10 — 5/30/12 Based on the our current understanding of the scope of work described herein and assuming timely approvals and authorizations to proceed at each Phase by the City of Newport Beach, this schedule will allow for construction to commence in November of 2010. A detailed draft work plan for the Schematic Design Phase and the Design Development Phase is included below and defines the quantity and frequency of project meetings for each phase. Bohlin Cywinski Jackson Stephen G. Badum,PE April 7, 2009 SD/DD Phase Exhibit B ( Page 12 Newport Beach City Hall Exhibit B -Schematic Phase Draft Work Plan 06 April 09 edit Week Week of Date Mtg # Events 1 13 -Apr -09 15 Apr 09 1 Schematic Phase Kick-off Follow-up session with Build=ng Committee and City Staff Kick-off of Schematic Phase Tour of raised floor precedents - Santa Monica Public Library and Santa Monica Public Safety Facility 2 2C -Apr -09 23 -Apr -09 Weekly project progress conference call with city representatives (200 pin -) 3 27 -Apr -09 30 -Apr -09 Weekly project progress conference call with city representatives (200 p in 4 4 -May -09 5+6 May 09 2 Design Session 1 -Technical Review Arch5tedural Update Department Head Follow-up cuesbons Mechnlcal nro 1 incl - Discussion of Owner's Project Requirements Susta'mability meeting 1 - review LEED list - get NB Input EIR meeting - review progress, coordination for upcoming deadlines Civil meeting 1 - update e.g- hydrology study Landscape meeting - update Summary review with select Design Committee representatives (12.00 noon - 1-00 pm) Summary review with Building Committee (1.00 pm -2'.00 pm) Next steps (2:00 pm - 3:00 pm) 5 11 -May -09 14 -May -09 Weekly project progress conference call with city representatives p 0 p.,un 13 -May -09 EIR technical studies draft 6 18 -May -09 21 -May -09 Weekly project progress conference call with city representatives (200 pm-) 7 25 -May -09 28 -May -09 Weekly project progress conference call with city representatives (2'.00 p -m-) 8 i -Jun -09 3+4 Jun 09 3 Design Session 2 - Building and Site Refinement Architectural Update Telecomm Meeting 1 - kick-off Acoustic meeting 1 - first,off Aodiovisual meeting i- Kick-off Code update - review of preliminary assumptions and any specific issues Security mewling 1 -Kickoff Landscape meeting - update User meetings (a g. Library) Summary review with select Design Committee representatives (12:00 noon - 1'.00 pm) Summary review with Building Committee (1.00 prn -2.00 pm) Next steps (2'.00 pm- 3:00 Um) 9 8 -Jun -09 11 -Jun -09 Weekly project progress conference call with city representatives (200 p m.) 9 -Jun -09 EIR final technical studies 10 15 -Jun -09 18 -Jun -09 Weekly project progress conference call with city representatives (2.00 is or Issue 50% SD progress set it 22 -Jun -09 24+25 Jun 09 4 Design Session 3 - User Review Architectural UpdatelReview of 50% estimate Structural meeting 1 - summary of approach and review w city reps e.g. code Mechanical meeting 2 Bohlin Cywinski Jackson Newport Beach City Hall Exhibit B - Schematic Phase Draft Work Plan Stephen G. Badum , P.E- April 7, 2009 SD/DD Phase Exhibit B / Page 13 06 April 09 edit Week Week of Date Mtg # Events Sustainability meeting 2 Electrical meeting 1 Securty meeting I L Ight,ng meeting 1 Civil meeting 1 Landscape Update meeting Summary review si h select Des ian Commitee reptosennit ives (12'00 noon- 1 00 pm) Summary review with Building Committee (1 60 pm 2:00 pm) Next steps (200 prin. -3.00 pm) ind- prep for public review 12 29 -Jun -09 2 -Jul -09 Weekly project progress conference earl with city representatives (200 p Te 13 6 -Jul -09 9 -Jul -09 Weekly project progress conference call with city representatives (200 p in.) 14 13 -Jul -09 15+16 Jul 09 5 Design Session 4 - Public review Architecture update meeting Audiovisual meeting 2 Telecomm meeting 2 Landscape Update meeting Public Review meeting In evening Discussion regarding public meeting input Summary review with Budding COmrnattee (1'.00 pm 2.U0 oil)) Next steps (2.00 pm - 3:00 pm) Incl- review of draft DD meeting schedule 15 20-1u1-09 23--u409 Weekly woject progress conference call w th city representatives (2 00 p rn-) 16 27 -Jul -09 28+29 Jul 09 6 Design Session 5 - Schematic final - preparation for DD phase Architecture update meeting Lighting meeting 2 Mechanical meeting 3 Meeting with users re- departments Landscape Update meeting Summary review with select Design Cornmit ee representatives (12 00 noon - 1 00 pm) Summary review with Building Committee (1'.00 pm -2.00 pm) Next steps (2.00 pm - 3'.00 pm) inclconfirmation of DD meeting schedule 17 3 -Aug -09 6 -Aug -09 Weekly project progress conference call with city representatives (2 00 p re, 18 10 -Aug -09 13 -Aug -09 Issue 100% SD phase documents 1 17 -Aug -09 20 -Aug -09 Weekly project progress- conference tail with city representatives (2:00 pm) 2 24 -Aug -09 27 -Aug -09 Weekly project progress conference call with city representatives (2:00 pm.) 3 31 -Aug -09 3 -Sep -09 Weekly project progress conference call with city representatives (2.00 Is re 4 7 Sep 09 8 -Sep -09 100% SD estimate due hat, Ewh two nay session assumes. • wfght-before eo,ol • 9.(N dm - 5.00 or meetings asst day • 9:no am - 3-06 Gm meetings second by Bohlin Cywinski Jackson Stephen G. Boldufrl , P,E- April'7, 2009 SD/DD Phase Exhibit H / Page 14 Newport Beach City Hall Exhibit B - Design Development Phase Draft Work Plan Week Week of Date Mug. ft Events 1 14 -Sep -09 15 Sep 09 Start of Design Development Phase Weekly project progress conference call witty city reprecenla&ves (200 ¢m] 2 21 -Sep -C9 24 -Sep -09 At"civ project progress cenfere hre can with city Tepiaentadve,, f2-00 e rr;. i 3 28-Sep,'%9 30 Sep '+ 1 1 Design Session 1 Oct 09 Meeting schedole TESD I 5-0ci-09 8 -Oct -09 Weaukiy project progress conference call ,qh ply representatives (200 P in) 5 12-0ct-09 15 -Oct -09 Weekly project progress conference can with city r©presentatives (2'.00 p.In 6 19 -Oct -09 22 -Oct -09 Weekly project progress conference call with city representatives (2'.00 p on Desige Team to provide responses to select EIR comments 22-30 Oct 26 -Oct -09 2l Oct 09 2 Design Session 2 Meeting schch in . TBD 8 2 -Nov 09 5 -Nov -09 Weekly project progress conference call with city representatives f2 00 p no, } 9 9 -Nov -09 12 -Nov 09 Wf oH,v project progress conference call wilh city representatives (2 00 p.m J 10 16 -Nov -09 19-No,09 Waek!y project progress conference, call with city representafves (2:00 p. m.) Issue 50% OD progress set 11 23 -Nov -09 23+24 Nov 09 3 Design Session 3 Submittal of final EIR and City formal approval of SD package Presentation to city council 12 30-Nev-09 3 -flee -09 Weekly project progress conference can scoo city representatives t2-00 p.m.) 13 7 -Dec -09 10 -Dec -09 Oeekty protect progress conference call with city represeaterves(2.00 p.m-) 14 14 -pec -09 17 -Dec -09 Weekly project progress conference Ceti with city representatives (2.00 p.in 15 21 -Dec -09 Holiday Week 1CI 28 -Dec -09 Holiday Week 17 4 -Jan -10 6«7 Jan 10 4 Design Session 4 Meering scnedute TBD 18 11 -Jan -10 14 -Jan -10 Weekly wolect luogsess ccnferen7e cat with:ay representafves (2:09 p.an 19 18 -Jan -10 21Jau-10 Weekly lenient Progress conference mall with city representatives {2-00 p.pi 20 25 -Jan -10 28 -Jan -10 Weekly project progress conference call wRh city representatives (2.00 p.m-) 2' 1 -Feb -10 4 -Feb -10 Weekly project progress conference call with city representatives (2:00 p.no Issue 100% DD phase documents 01 April 09 edit Bohlin Gywinski Jackson Newport Beach City Haft Exhibit B - Design Development Phase Draft Work Plan Stephen G. Badurn , P.E. April 7, 2009 SD/DD Phase Exhibit B It Page 15 01 Atoll 09 edit Week Week of Date Mtq.# Events 1 8 -Feb 10 11 -Feb -10 WeeMy project progress conference cats with city represematives (2 CO p ro 2 15 -Feb -10 16+17 Feb 16 5 Design Session 5 Meeting sehed ilg TBD 3 22 -Feb -'10 25 -Feb 90 Weekly project progress conference call with rity representatives (2 00 p.off.) a 1 -Mar -10 100% DD estimate due rif, lG: Each two dill session asurnu;r. Ntgho-before arrl,ol 4'.00 am - 5'00 ym meeeinys first'Itt, 9:00 " - 3.60 {dm meenrvj-s seco fid day Bohlin Cywinski Jackson EXHIBIT C - Schedule of Hourly Rates/Fees: A. Schedule of Effective Hourly Rates Stephen G. Badum, P.E. April 7, 2609 Schematic Design l Design Development Phase Exhibits I Page 16 The following list indicates 2009 hour€y rates for the staff of the tirins that make up Bohlin Cywinski Jackson's team. T y 1 Discipline—Architecture Bohlin Cywinski Jackson Principal $285 Senior Associate $150 Associate $125 Staff 1 $105 Staff 11 $ 85 Staff IL $ 65 Office $ 75 2 Disciplines - Structural Engineering, MtEtPtFP, Civil, Sustainability, Telecomm, Lighting Arup North America LTD Principal $300 Associate Principal $215 Associate $190 Senior Engineer $'160 Engineer $130 Graduate Engineer $110 Senior Drafter $120 Drafter $110 Clerical $ 85 3 Discipline - Landscape Architecture Peter Walker and Partners Landscape Architects P. Walker, Director $410 D. Findlay, Director $305 Partner $190 Associate $125 Landscape Architect $100 Staff $ 65 Archivist/Lihranan $150 4 Discipline - Cost Estimating C.P. O'Halloran Associates, Inc. Principal $185 Associate $125 Senior Estimator $115 Assistant Estimator $ 95 Bodin Cywinski Jackson 5 Discipline—Building Code Consulting The Fire Consultants Principal $190 6 Discipline - Waterproofing Consulting Alana Buick & Bers. Inc. Senior Principal $3501 AssodatelPrincipal $225 Consultant III $160 Consultant II, $145 Administrative $ 70 7 Disciplines - Audiovisual and Acoustical Charles M Salter Associates, Inc. President $250 Sr. Vice -President $250 Vice -President $230 Director $230 Principal Consultant $190 Senior Consultant. $145 Consultant $125 Technical Assistant $ 90 8 Discipline—Security Systems Consulting TransTech Systems, Inc. Principal $175 Engineer $145 CADD $ 95 Administration $ 75 Stephen G- Eadum, P.E. April 7, 2009 Schematic Design I Design Development Phase Exhibits 1 Page 17 Based on the above-described scope of work, budget and schedule and the Agreement terms and conditions, we request a professional services Hourly -not -to -exceed fee as detailed on the following sheets Roblin Cywinski Jackson B, hours and Fee For Newport City Hall Project . SD and DD Phase SP, .hen Cd. Kiid,i P Anil Z 2009 SD/D] Ppa=o E,,Irrr C / P." 10 _ C! 11ai B1i s _ Parkin Stricture Lb Atl(il Ur: Ste _Fede B d Et iola5 $!hr Hrs tits' H_ Hr5 H s Hr, Rate S9)^ SD 9 DO SO I3D SD DD 9D 00 ArCNi,roall Bodin Cywinski Jackson f 3'I _ _ "2 d� 91 51 5 19i l _ 23 T e 3 A 1 _ 3 b53� 126 tSfi r E�7 /,� d I � A f 5 126-- — i 4 4L 4�^ Lilt Stb t S1z1 5 >0 74 188 i a� l 2) 3 12877 is A� 161i j t fl3 _ c 40 , II ,c�iii_ `,E (3N tt: $.5� 233(ld at 5 12J„.._ 1.4 H t0 =.005 :'i?G(S X316 1175 423 i' 271 424 16 6 ---- — —------- _.. — � �J Anchaevturai Peos b505652 5669,43 597,048 St3@,1183 550255 512,110 $.,4}W 441,975 5],039 59616 54266' 20 _24 J 2 F, _ a 1'2 .. � .. _... J� .__. p 6 24 PO l 80 24 20 4 t 66 __— 20 nn ,...,..,.__._D 16 a0 54 10. 8 �.... H —.ry„_4 6 _6 0 $26,630 535,11200 516,040 522,44U 59,100$tt,]90 529,910 339,960 f S995;130� 4l ej 3( I- 1 —24 2� 2t 24 511 _24 __ i6 32 6 d41 ....___. 811,960 $16,200 511 ,960 516,'l(11) 50 50 $1,650 52.090 r-523t30_j J _ T __ t T a 1 I — _ - 2�, �_ $3599 $7,270 $9,630 $1450 $Zo90 $0 $o $td6i95U� m, $0 50 $7090 $3,930 $2,990 52030 50 $01 $iU59601 2, S1,S60 52,566 51,290 $1,600 $640 Shia 50 So [: $3G 140 Bohlin CyWInsk! Jackson Sephan G. 3toum,PE. A,117, 20P9 SDiDn Pnas2 L.h'bit C t Fall 39 B. Hours and Feeler Newport City Hall Project -SD and DD Phase G:Iy PItl Bitls V'.�k1 Strm e lb tvAdGihon til^ sn o� sn Pedest atfirde Totals o❑ so Tnu �J 5hrF—RatPare Hrs_... Hrs hlrl HD. N Hrs tlrs .. �.._Hr��l'r�I .I;s $3 810 $50251 SS 015 55035 525t0� 51040 52,560 $2,560 F 40 $d $4,940 52,470 5U S0 SG SO 580 i I d160 32C 86 J -� . SO 50 50 $6 538 146 s I MON 56 SO$ -9 _i io LlJO Totals $31�_7.5o� 538],840- $ ir,;200 $68.795 i_5_. 554 52G ,512G.550 533.920 5 �- ; w7 53 n04' $6f 495, a 6t0 t 51 t95.8.o„I L tl ,,, Arcot' f e PKP _ W Ik. IO )rC $41, G _ 0 0 0177 0 h 0 (tt 23t �5 LD F,111_' [ t $305 _. U _ 6 0 _ 0 t _6 ) �ct 9' 031 'D75dt�apc Slit) Di!��.�� 6 _ _ _H i 'P3 f64370 5 laudscepe ArCNodurs Fees $0 $0 s0 $0 $0 50 $569,550 $648,175 $8,850 MOM $1,232,575 Landscape Archtecture Consultants Pees 510,000 $16,500 $28,500 $1,259.075 Cud. Co It g The File Consutt.uot _ __ _ _ t r'r nc 0�i $*cOj 21 397 L_.._� =Al .__1_ E -- Cede Cede Co til e,)f es $4,160 $4,500 $800 $800 S1,300 $1.5500 $0 $6 $0 $0 j 5t5.4ii0 C St Eah..haq CP OH It rMe 4190 to 24 5 8 4 ]12 61 it 6 F-+- _ 'UTxESlG� a 13 �R t3 9 10 costs1111"atlny fees $t1,i)o0 $18,00'0 $4500 56,000 $"7,000 55,000 $4,300 51500 $0 $0 558,008 S ity_T tit h Syst �CADD-- $145 1NOr 6$. _. 1� _ 1 J /.,� 5 —U01 P ai $RS %0 GDO � 595 UU 250 � _VO_ 16 60 5 16 _ $? _ 0� 4 Oj L iII Securi ly Feeg $4,160 $10,663 $1,286 $4,491 $2,690 $4,568 5560 $1,561 $0 $0 $29973 Bohlin Cywinski Jackson B. Hours and Fee for Newport City Hall Project -SD and DD Phase Sepbec G. Baeum, P_E. 0.pYtl ].2009 SDIDD Ph— E0 bit C / Page 2e $/be S 50 Nall Bid,, _ — PP s_�n SImGUDrD io a�AtldilODn Hrs Site DD PSO slrian Br�rd� _._ To;als Gcmicf ico . C5A Pessident/Sr. VP 5250 1 3 0 0me 0 0 VP/Oiredar $230 -- 2------ 0 0 0 Pdoclpal ce"'olant 5190 — c13 0 0 i3 0 nia Consullanl 5145 19 44 0 40 0 011 —01 Technlrll As .1 , $90 3 1 --p1 0__ Acoustics Fees 55.200 $12,750 40 $o $3.300 $8,130 $10000 $0 $0 30 i19,38� Audi. Visual CSA cP ts,iI'eC S, -VP, —4 I __ __ _0 VP D: 3C 0 0 1 02 �C . o 25 $90 , 0T Audio Visual Fees Totals S6,500 510000 $0 $O $2,500 $3,000 $0 SO $0 SO _ $22,000 $855,362 $1,135,588 $154,458 $218,489 $116,630 $156,403 $683,817 $841,712 $49,789 $60,256 fI `�42P2f,50/� allached zDp proposal 2. rings F: PIxeIDra4 SCJ Co dlnaLon -orincip_ ___al 1 $285 I�enicr Asse 5,160 I 0 50 �t9ssociale $1 51 i 51 8625 S1a11 t __ $105 0�32CI taH2 85��s $4251 tCHic � 21 $150 ,J To161 $2325 Reo derings Tolal 325 _ 520, Bohlen C winSk! Jackson Stephen G. BoApril l,,, P.E. Aprril 7, 2009 Schematic Design / Design Development Phase Exhibits/ Page 21 EXHIBIT C Proect Name: Project Date: _.„w.v...._ NEWPORT BEACH CITY HALO AND PARK -SD/DD Phases 08519B 417/09 INITIAL REIMBUR5ACiLE EXPENSES ESTIMATE (SEE NOTE 1) ATTACHMENT (to proposal) Itern No. Description Amount / No. of Days I Total Remarks Person Miles SCJ Travel Expenses per 2 -Day Trip Transpoatatiore toifronr airpQ,I h, SF $45.110 - $90.00 1 Parking 11 airport $2200 3 $66.00 2 Cab fare t car rental $75 of) 2 $'50.00 3 Food $75.00 2 $15b-00 4 Hotel per night $240.00 2 $49).00 5 Plane Fare (see Note 1) $5Cio.QO 1 $500.00 Total per person per two day trip $1,436.00 ' "TT BCJ Travel Expenses per 1,Day Trip' Transportation to/frem airport in SF $45.00 2 $90.00 1 Parking at airport $22-00 2 $44.00 2 Cab fare f car rental $15.06 1 $75.00 3 Food $75.00 1 $75.00 4 Hotel per night $240,00 1 $240 00 5 Plane Fare (sea No;G i) $500.00 1 $501,00 Total per person per one day trip $1,024.00 BCJ TRAVEL REIMBURSABLE EXPENSES PER PHASE P SDIDD PHASE People X No. of Trips SD 4 2 -day traps, 4 people/trip $1,4343.00 16 $22,976.00 SD 1 1 -day trips, 3 peopleltrfp $1,021.00 3 $3;072.00 DD 3 2 -day trips, 4 people/trip $1,436.00 12 $17,232.00 DD 2 2 -day trips, 3 people/trip $1 43G.00 6 $8,616.00 Additional Trips (If Required) People X No of Trips All Expenses are Add6onal Services NIC NIC NIC BCJ ESTIMATED TOTAL FOR TRAVEL/LODGING/MEALS $51,896.00 .(SEE NOTE 2) BCJ TOTAL INITIAL REIMBURSABLE EXPENSES $75,000.00 ESTIMATE FOR REPRODUCTION, PRINTING, .TELEPHONE/FAX, MAIL. (REGULAR AND EXPRESS), PHOTOSIPRINTS PER BCJ PROPOSAL PWP Landscape Architects TOTAL INITIAL $104,500.00 REIMBURSABLE EXPENSES ESTIMATE Arup MEP/Structural:Cfvliii_igtrting TOTAL INITIAL $40,000.00 REIMBURSABLE EXPENSES ESTIMATE C.P. O'Halloran Assoc. TOTAL INITIAL REIMBURSABLE $1,000,04', EXPENSES ESTIMATE The Fire Consultants TOTAL INITIAL REIMBURSABLE $1,000.00 EXPENSES ESTIMATE Charles Salter 8 Associates -Acoustical Consulting $3500.00 Bohiin Cywinski Jackson stephenG Bad°11,200. 7 Apr;; }', 009 Schematic Design / Daygn Development Phase Exhibits I page 22 EXHIBIT C Project Name: Project No. Date: NEWPORT BEACH CITY HALL AND PARK- SD/DD Phases 0$5198 417109 INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE -NOTE 1) ATTACHMENT (to proposal) Item No. Description Amount / No. of Days I Total Remarks Person Miles Charles Salter & Associates - Audio Visual Systems $3,500.00 Allana Buick Berra - Waterproofing Consultant $2,500,00 Transtech Systems - Security Consultant $1,000.00 1 U IAL ULSIGN PRUIrE6a51UNAL I LAM INI I IAL REIMBURSABLE EXPENSES ESTIMATE (see Note 3) azoi,batlJJU _Note 1: Reimbursable experlorn; include the following: - BCJ and Consultants transportation, lodging and expenses for all travel between their offices and the job site. - BCJ and Consultants expenses for all reproduction and printing- -All expenses For teleptlone."fax, video conferemana, postage, tandiing, delivery (regular and express) between BCJ. '.. BCJ's Consultants, the nwrier, the Contractors and others irnvaived in the, project - BCJ and Consultants expenses for pholostpnticr Note 2: Plane fare costs are, estimated based on minimum two week advanced notice to GCJ of all meefing dolts and on 'icket purchases being non-refundable_ In addition, as BCJ has he conflict over any fare increases that may ocr:ur during the term of this agreement, BCJ will require reimbursement for any additional costs that may occur due to a two learn increases in excess of the PasUmated cost indicated herein. Note 3. If this initial projected amount for BCJ andlor Consultants reimbursable expenses is exceeded (i edue to revisions to the quantity of or schediule for BCJ and/or Consultants meetings/presentations, changes to costs ilkon which the initial projections wars, barsedscope of services changes, etc.) this iridal not -to -exceed dollar amount will be increased based on an updaled projection of reimbursable expenses. A;I reimbursable expenses will be, billed at a multiple of 1.10 times the expenses incurred_ Upen Rectept of the City of =Newpo t B.eaf-la's m Alen approval and authorization So proceed, BCJ will commence this were END Of EXHIBIT C a# a Peter G. Bohlin, FAIA Bernard J- Cywinski, FAIA Jon C- Jackson, FAIA W. Dan Haden III, AIA Frank W_ Grauman, AIA William D. Loose, AIA Cornelius J. Reid- III AIA Karl A. Backus, AIA Gregory R. Mortals. AIA C. Roxanne Sherbeck, AIA Robert F. Miller AIA 19 March 2009 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519A Subject: Hydrology and Utilities Planning Additional Services Proposal {BCJ Project 08519A x1} Dear Mr. Badum: Per previous discussions, we are submitting this proposal for the provision of a}Hydrology and Water Quality Planning and Reporting and b}Utilities Planning, Per the email message I forwarded from Arup on the tenth of March; -a portion of this fee is directly related to EIR-related tasks that are separate from basic services-, the remainder is schematic design phase work that is being moved forward in order to meet the proposed FIR schedule. Project Scope The scope of services included in this proposal is indicated in the attached proposal dated 19 March 2009 from Arup, with related services provided by BCJ. BCTs services will include management of and coordination with Arup in the process, as well as the attendance of the meetings listed in the Arup proposal, Schedule No changes to the established schedule are= proposed based on the execution of this additional service. Architecture Planning Interior Design 49 Geary Street — Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/Berkeley San Francisco, California 94108 415.989.2100/F -ax: 415.989.2101 Bohlin Cywinski Jackson 08519A x1 10 March 09 Page 2 of 3 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $133,375 based on the assumptions below: Services BCJ 10 hours Principal $285.00 per hour $2,850 20 hours Senior Associate $160.00 per hour $3,200 20 hours Associate $125.00 per hour $2,500 15 hours Staff 1 $105.00 per hour $1,575 10 hours Office $75.00 per hour $750 Arup 19 Mar 09 proposal Hydrology $90,000 Utilities Planning $30,000 Reimbursables BCJ To be billed under base project NA Arup Costs of travel, printing, etc. $2,500 Total $133,375 BCJ reimbursable expenses will be billed to the main project (BCJ 08519A). Arup reimbursable expenses will be billed separately from services as part of this additional service. The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards the realization of this exciting project. Please contact us if you have any questions or need additional information. Sincerely yours, Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: tr Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinso Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: To Bohlin Cywinski Jackson (BCD cc John Eddy, Principal, Arup John Worley, Principal, Arup Fran, Rowan Roderick -Jones x 27222 (San Francisco) ral,mjoct Newport Beach City Will Add Service #I Hydrology and Utilities Planning Page 1 of 6 Reference number 208597/RRJ File reference J:A208i9743 Project Achinh istrationl3-03 Project Financial Files\1-03-01 Contracts, Costs, Fees`.Civil ScoL)e oLWork Date March 19, 2009 The following docunnent provides Phe proposed scope of work, foe and schedule for preparation of the following technical studies including it Site Drainage Report, a Water Quality Management Plan, and a Utilities Memorandum_ These docnunents are intended to provide pertinent information for inclusion in the project FIR document. This scope excludes detailed engineering design which we would be happy to provide al a later date as req u i red. Scope of Viork Task 1 : Hydrology and Water Quality Planning and Reporting Task 1.1 : Site Drainage Report Preparation of the site drainage report will incorporate the following subtasks: • Define treatment and hydrotnoditcation criteria from NPDES and the Orange Coanty Drainage Area Management Plan (DAMP) • Field reconnaissance; to observe downstream conditions and collect stream cross sections ter populate the pre and post construction hydraulic model_ • Establishment of .site design, source control and trealment control measures to be incorporated and maintained to meet water quality and hydrologic design c6teria and to address downstrearn conditions of concern. Prepare concept plan depicting location and sizing of BMPs for the post construction condition. • Hydrodynamic modeling of rainfall and runoff characteristics for pre and post development conditions including peak flow rate, flow velocity, runoff volume. time of concentration and retention volume. Arup proposes to use InfcWorks as the primary routing model but may utilize other models as required by the Orange County Hydrology Manual. The model shalt be built and run based on the fixed site pian evaluated in the FIR. • F,stimate pre and post construction water equality using a regression nnodel based on predicted runoff concentrations and treatment performance of BMP's. • Prepare typical sections and plans of each proposed BMP type including rainwater harvesting facilities. • Work with project biology consultant to understand permitting requirements with Anxly Corps of Engineers and US Fish and Game based on the projects impacts to environmentally sensitive at or zones ofjurisdietiotn, JOD859O3 1ROJECTADMI0ISTRAYIONvv3 PROJECT FINANCIAL FILESr3 D,01 CONTRACTS, COSTS, G'EES\CJVIL awo Ncan,Vnurtm ua 1aT SCOPE OF WOR puYDROLOGY AND UTILT!E S, SCOPE DOC A-N.0TN-,I,,mal 20859?/RR1 Match 19, 2009 Memorandum Pap, 2 of 6 • Work with the landscape architects and architects to integrate the concept drainage design elements into the grading plan, landscape and irrigation plan, and architectural drawings. • If rainwater harvesting is utilized at the site, the storrnwater drainage report shall account for the effects of rainwater harvesting in its findings on site drainage. Task 1.2: Draft and Final Water Quality Management Plan (WQMP) A WQMP is required for projects within the City of Newport Beach. Arup shall utilize the modeling and design results of the Site Drainage Report to complete the WQMP, which includes applicable site design, source control, and treatment BMP's. The WQMP sets forth It broad range of existing conditions, pennit requireinents, regulatory controls, prgject hydrology and other information relevant to the control Of urban runoff. Task 2 : Utilities Planning Task 2.1: Water efficiency and alternative supply strategies Prepare, in collaboration with City stall'and the design taint, water efficiency and alternative supply bemciunarks For incorpoDation into the building and landscape design at EIR level. These shall be above and beyond those targets required by building codes and shalt set the framework for preparing the utilities peak and average daily demand projections. The strategies shalt include intenoi and exterior (!,.sign efficiencies, A variety of reuse or alternative supply strategies such as reclaimed wastewater, gre)water, or rainwater, shall be reviewed for their ability to meet non -potable water demands, cost effectiveness, maintenance needs. and spatial regnirentents- A non -potable water supply suategy shale be selected based on this broad -level evaluation. Task 2.2: Energy efficiency and alternative supply strategies Prepare, in collaboration with laity staff and design team, energy (gas and electric) efficiency and alternative supply benchmarks for incorporation in the building and parking garap;e design at EIR level. These shall be above and beyond targets lectured by building codes and shall set file framework for preparing the utilities Peak and average daily demand projections. Interior and exterior building efficiencies and alternative benchmarks will be reviewed to evaluate site energy needs, cost effectiveness, and maintenance, Preferred strategies will be selected based on this broad -level evaluation. Energy modeling will occur during scherne and detail design phases nuclei separate scope. Task 2.3 Utility Demand Projections Prepare project water, sewage, energy (gas and electric), and telecom demand estimates. Water denoulds to be estimated based on approximate fixture model in order to calculate sewage flows, reclaimed and potable water demands. Gas, eleen ic, and tolecom peak and average daily use demands will be developed frau demand inputs required by the building program as broad estimates. Energy modeling will occur during scheme and detail design phases under separate scope. Demands shall be projected for two scenarios. a to -code scenario and a sustainable -case scenario to which all of the efficiency and alternative supply strategies are applied. Arup shall also provide estimate of irrigation demands based on the landscape architect's initial designs. This task will enable a final determination of` which strategies to incorporate into the design in older to achieve water, sewer, energy, and telecom demand targets. Task 2.4 graft and Final Utilities Memorandum Prepare a Draft Utilities Memorandum for commentby the City. The memorandum shalt include written descriptions of water, sewer, energy, and telecom demand targets, recommended efficiency and alternative supply strategies, and estimated demautd reductions. Based on comments from the City following initial submission of the technical document Arup shall prepare a Final Utilities Memorandum, J.NO 597e PROJECT ADM ISTRATIONN 03 PROJEC 1' FINANCIAL FItESt3-DTT1 CONTRACTS, COSTS, FEESICIVIL .4Y0111,.'111- Id TO. SCOPE OF WORKPLYDROLOGY AND UTILITIES SCOT" E.DOC ae, 10, 1 Nm<mw, Sam 208597/RRJ March 19, 2009 Memorandum Page 3 of 6 Task 3: Meetings , Site Visits, Working Sessions One site visit, two meetings with the relevant City departments and utility providers, and three working sessions with the design team are included in this scope of work. During the 1 day site visit, Arup shall collect data in support of the site Drainage Report and WQMP. This shall include stream sections and rapid surveys of stream channel; erosion, and vegetation conditions at points downstream from the project area. Arup shall meet with relevant City departments early in the design process to discuss modeling and reporting standards and procedures, hydrologic design criteria, and data collection. Arup will use these meetings to better understand the opportunities and constraints of the site. The second meeting shall following submittal of the technical documents and would include a review of the findings with the City and a discussion of design implications and impacts related to the FIR. This scope also includes attendance of 2 Anip staff at up to three waiting meetinIgs in San Francisco with the landscape architect and/or architects to brainstorm strategies and discuss opportunities and constraints relating to drainage and utilities planning. `env Estlirnate Task I : Hydrology and Water Quality Planning and Reporting $90,000 Task 2 : Utilities Planning $30,000 Expenses: Travel G,i-/senses: 2 trips from SPO to LAX_ including airfare, ground trrnsportation, lodging, per diens, parking etc. for two staff. Printing and Oljice Esperrses: 3 bound, color hard copies of all key deliverables. Total Estimated Expenses: $ 2,500 Total Ree: $122,500 Schedule The schedule to complete work outlined in this scope is based on the need to submit materials in support of the EIR. The draft technical reports including the Drainage Report, WQMP, and the utilities strategies and projections shall be submitted by May 15 and the final reports shall be issued by June 12 pending timely receipt of comments from the City by May 24 and with the assumption that major changes to the reports are not required. The schedule is based on an assumed start date of March 11, Task 1: Hydrology and Water Quality Planning and Reporting Draft Drainage Report May 15 Draft WQMP May 15 Final Drainage Report June 12 Final WQMP June 12 Task 2: Utilities Planning and Memorandum Draft Utilities Memorandum May 15 Final Utilities Memorandum June 12 J 1ID0597U PROJECT ADM;NISTRATIONA3-03 PROJECT FINANCIAL FILESI3-0301 CONTRACTS, COSTS. FEES\CIVIi wap rvann amen.. Lid III SCOPE OF WOMILYOROLOGY AND UTILITIES SCOPE DOC RE, 8o,1 N—mba 2001 20R597/RRJ March 19, 2009 Memorandum Page 4 of 6 Total Duration: 14 weeks phis proposal is aswned to be :an ridditional service to which the terms and conditions of the existing contract between QC7 and Arup shall apply. 1'he terms and conditions in the Existing, contract agreement shall constitute the entire agreement wales they a,re expressly rejected prior to the aifthonzation of Arup's services and another contract is agreed by all parties concerned. We propose that we per the above wotIS on a Time and Materials basis, with a total fee not to exceed S 122,504. The esti inated fee for each scope item is provided above, which reflects the anticipated level of effort required assuming the hourly rates noted below. Should it become apparent that the scope of -work is significantly changed hum what is described above, we will Notify, 130 immediately, and submit a request for authorization of additional fees prior to proceeding OUr current time and materials nates per hour are as follows: TITLE RATE Principal 1 $325.00 Principal 2 $300.00 Associate Principal $215.00 Associate $190,00 Sr_ Consultant t Engineer $160.00 Consultant I Engineer $130.00 Graduate Consultant / Engineer $110.00 i $120.00 Drafter / Graphic designer $110.00 Clerical $85.00 �5 1 �' , .. IXZN-✓ :i�uen .:s vex u' T � 1 S i`s £R: - phis proposal is aswned to be :an ridditional service to which the terms and conditions of the existing contract between QC7 and Arup shall apply. 1'he terms and conditions in the Existing, contract agreement shall constitute the entire agreement wales they a,re expressly rejected prior to the aifthonzation of Arup's services and another contract is agreed by all parties concerned. We propose that we per the above wotIS on a Time and Materials basis, with a total fee not to exceed S 122,504. The esti inated fee for each scope item is provided above, which reflects the anticipated level of effort required assuming the hourly rates noted below. Should it become apparent that the scope of -work is significantly changed hum what is described above, we will Notify, 130 immediately, and submit a request for authorization of additional fees prior to proceeding OUr current time and materials nates per hour are as follows: TITLE RATE Principal 1 $325.00 Principal 2 $300.00 Associate Principal $215.00 Associate $190,00 Sr_ Consultant t Engineer $160.00 Consultant I Engineer $130.00 Graduate Consultant / Engineer $110.00 Sr. Drafter $120.00 Drafter / Graphic designer $110.00 Clerical $85.00 PUOe,5AT8 PROJECT AOMAISTRADONO0A PROJECT FINANCIAL FitEStY03At CONTRACTS, COSTS,{EESNrNOL uu to, SCOPE CF WORK,HYOROLOGY AND llTV MES SCOPE DOC 9w H.0. i NI—.1 N)OI 208597/R RJ March 19, 2009 Memorandum We will apply a 1.1 multiplier to reimbursable expenses, which covers: • Travel expenses, including airfare, ground transportation, lodging, per diem, parking etc. We anticipate that expenses will not exceed %2,500_ Page 5 of 6 We propose that we submit monthly invoices, with payment requested within 30 days from the date of the I nvoice. We B=ill sutnnharize hour{} rates, time and lee spent Ior each o[the scope innus noted above oil each invoice. L Please note that the above scope consists of technical studies undertaken to a level of detail appropriate to support the preparation o the El R, This proposal assumes the following services are not included: a. Cost estimatimz b. Detailed geotechnical and environmental investi,mlions c. Topographic and utility survey}ng d. Mapping services 2. The proposal assumes that a fixed site plan will be available by March 24"' for use in the hydrology report and WQMP. If, followinit, agreement on the fixed site, architectural plans are adjusted significantly such that the results of the hydrologic model tine no longer valid, or the site drainage report and the WQMP requite significant revision. additional work reouired shall be billed on a time and materials bftsis. 3. Amp shall update the Draft Drainage Report, WQMP. and Utilities Memorandum, based on comments from the City following initial submission of the technical documents. This scope assameS that a single round of comments shall be addressed and that any additional new comments following submission of the final draft of the technical documents shall be addressed oil a time and materials basis. 4. The estimated fee is based on an assumed project duration of 14 weeks. Should Arup incur additional costs due to the schedule being extended for reasons beyond Arup's control, we will seek fair and appropriate compensation. jveB997A3 PROJECT AOMINISTRAOCNO-0I PROJECT FMANCIAL PILES&O&E i CONTRACTS, COSTS f'EUV0VIL amp RPMs",". 11 *1c3 SCOPE OF WORK\HYOROLOGY AND IJTILITES SCOPEDOD R- Ba. I vow:nmr ma I 208 S 971RRJ March 191 2009 Yours sincerely Rowan Roderick -Jones Senior Water Resource Scientist cc John Eddy, Anile John Worley. AruP AC;RtIF ANDACKNOWLEDGED: The below signed acknowledges and agrees to the above terms and is an oil -ice], of 6CJ with the authority to enter BCJ into this letter a ,iv,.^merit with Artip North America Ltd. Signowre: Name: Date: Memorandum Page 6 of 6 J�2USSq>o PROJECT ADMINISTRANON'303 PROSECT FINANCIA.LFLESV3-D3-01 CONTRAus, COSTS, 7EEOC3ML A—R.IKAme—UdPQ:S SCOPE Of WORKWYDROI.OGY AND UTILITIES SCOPE DOC Rel sa.: No1-111 dam NNNAN&MUm- =44 1 was"111 0 L" I W-1 va 2 a N q:L0JZ4 BEACH Agenda Item No, _12 April 28, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COLINC�L FROM: Public Works Department Stephen Badum sbadum(aD.citv.newDort-beach.ca.us 949-644-3311 SUBJECT: CITY HALL AND PARK MASTER PLAN PROJECT - APPROVAL OF AMENDMENT NO. I TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN SERVICES — SCHEMATIC DESIGN AND DESIGN DEVELOPMENT 1) Approve Amendment No. 1 to the Professional Services Agreement (PSA) with Bohlin Cywinski Jackson, of San Francisco, California, for Schematic Design and Design Development Phases of City Hall and Park architectural design services at a not to exceed price of $ 4,689,775 and authorize the Mayor and City Clerk to execute the Amended Agreement, 2) Approve a Budget Amendment authorizing $3,051,696 in additional funding for the Schematic Design and Design Development Phases of City Hall and Park architectural design services from unappropriated Major Facilities Master Plan Fund to the City Hall and Park Design Account No. 7410-C1002009 DISCUSSION: On November 25, 2008, City Council selected Bohlin Cywinski Jackson (BCJ) as the architect for the City Hall and Park Master Plan Project, On January 13, 2009, City Council approved a PSA with BCJ to revise and refine the conceptual plans per the recommendations of City Council and the City Hall Design Committee. That work was successfully concluded on April 14, 2009, with the Council's approval of the design concept for City Hall and the Park. The next step in the effort to build our City Hall and Park is to prepare Schematic Design and Design Development. The Schematic Design process will further refine the approved concept and will explore areas such as grading, drainage, floor plan layout, refinement of space allocations, building systems, landscape palettes, irrigation systems, park amenities, constructability reviews and alternatives, cost analysis, green (LEED) building systems, as well as structural, mechanical and electrical systems. The Schematic Design process will City Hall and Park Master Plan — Approval of Amendment #1 -Professional Services Agreement with Bohlin Cywinski Jackson, April 28, 2009 Page 2 conclude concurrently with the certification of the EIR document which is tentatively scheduled for November 24, 2009. In an effort to expedite the project, we recommend that the subsequent Design Development phase work scope be included in this amendment so that upon Council approval of the Schematic Design phase, BCJ will immediately proceed with the Design Development phase. The Design Development phase will provide more detailed designs, drawings, specifications, material selections, continued constructability reviews, and more detailed cost analysis and estimates based upon the approved Schematic Design plan. A separate mass grading plan bid package will also be produced to enable the City to take advantage of potential disposal sites that would reduce our overall grading costs. The tentative schedule to complete the design development phase and put the mass grading plans out to bid is March 2010. Upon the completion of the Design Development Phase, staff will negotiate a second amendment with BCJ to produce construction documents and bid packages for the various trades under the Construction Management at Risk alternative delivery method. Staff will also negotiate with CW Driver to establish a Guaranteed Maximum Price (GMP) for the project. The completion of the construction documents and bid packages is tentatively scheduled for November 2010. City Staff have met with BCJ and negotiated a work scope and fees for the Schematic Design and Design Development Phases of the project. In general, the work scope includes revising and refining the conceptual plans to enable the final design phase which is the preparation of final construction documents and bid packages. The Schematic Design work scope will include all work including design, meetings and one public workshop to establish: • The final project program. • The site location of all project components and the basic scope of site work to be included in the project. • The basic size, shape and massing, plan and sectional relationships of project components and layout of the spaces of the building. • Selection of the primary exterior and interior materials to be used in the new building. * Selection of the basic structural materials and systems. • Selection of the basic mechanical and electrical systems, The Design Development work scope will include all work including design and meetings to provide drawings, details, draft specifications in advance of the final preparation of construction documents and bid packages and includes the preparation of a separate mass grading bid package. The Schematic Design and Design Development phases will each include two formal review submittals at 50% and 100% completion along with continual periodic review by staff, City Hall Design Committee and the City Council Building Committee. City Hall and Park Master Plan —Approval of Amendment #1 -Professional Services Agreement with Bohlin Cywinski Jackson. April 28, 2009 Page 3 The project schedule anticipates weekly coordination meetings with staff and monthly meetings with the City Hall Design Committee and the City Council Building Committee. We also anticipate at least one public workshop during the Schematic Design process and opportunities for public input at the City Council hearings for Schematic Design and Design Development approvals tentatively scheduled for November 24, 2009 and March 9, 2010. A more detailed work scope and tentative schedule is included in Exhibit 1 within the attached Professional Services Agreement (PSA). The proposed fee for the Schematic Design and Design Development services including listed subconsultants is $4,272,503 plus anticipated reimbursable expenditures of $283,896 for a total 'not to exceed' cost of $4,556,399. The work scope is itemized and billing will be per the approved billing rates as shown in Exhibit 1 of the attached PSA, which are the same as the billing rates in the concept phase. During the conceptual design process, it was determined that additional work in the areas of hydrology and utilities planning is necessary to supplement the ongoing work to prepare the project's EIR documentation. As BCJ's civil engineering subconsultant, Arup, is best suited to perform this work in conjunction with ongoing design services, staff requested a supplemental proposal which is also included in Amendment No. 1 to the BCJ PSA. in general, this work includes all drainage analysis, water quality management planning and utilities planning necessary for the preparation of a technical report for inclusion in the EIR document. The proposed fee for the supplemental EIR work is $133,375 and includes all reimbursables. Environmental Review Architectural and Engineering services are not projects as defined in the California Environmental Quality Act (CEQA) Implementing Guidelines. City Council has retained LSA who will prepare environmental documentation for the project. Funding Availability: Currently, $1,638,078 is available in the CIP account for this project. The total for the Schematic Design, Design Development, and the supplemental environmental work is $4,689,774. Upon approval of the attached budget amendment, $3,051,696, there are sufficient funds available in the following account: Account Description Account Number Amount City Hall and Park Design 7410-C1002009 $ 4,689,774 Submitted by: ;n G. Works Director Attachment: PSA with BCJ, including work scope, schedule and fee exhibits AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT THIS AMENDMENT NO, ONE TO PROFESSIONAL SERVICES AGREEMENT, is entered into as of this _ day of200, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ("CITY"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("CONSULTANT"), and is made with reference to the following: RECITALS: A. On January 13, 2009, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "AGREEMENT", for architectural and consultant services for the new City Hall and Park Project, hereinafter referred to as "PROJECT". B. CITY desires to enter into this AMENDMENT NO. ONE to reflect additional services not included in the AGREEMENT and to extend the term of the AGREEMENT to March 1, 2010. C. CITY desires to compensate CONSULTANT for additional professional services needed for PROJECT for schematic and design development. D. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "AMENDMENT NO. ONE", as provided here below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: In addition to the services to be provided pursuant to the AGREEMENT, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. ONE, including but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit 1 and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. City shall pay Consultant for the services on a tirne and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to this AMENDMENT NO. ONE for all work performed pursuant to this AMENDMENT NO. ONE. Consultant's compensation for all work performed in accordance with this AMENDMENT NO. ONE, including all reimbursable iterns and subconsultant fees, shall not exceed Four Million, Five Hundred Fifty -Six Thousand, Four Hundred Dollars and no/100 ($4,556,400.00) without prior written authorization from City. 3. The term of the AGREEMENT shall be extended to March 1, 2010. 4. In the event there are any conflicts or inconsistencies between Exhibit 1 attached to this AMENDMENT NO. ONE and the AGREEMENT entered into on January 13, 2009, the terms of the Agreement shall govern. 5- Except as expressly modified herein, all other provisions, terms, and covenants set forth in AGREEMENT shall remain unchanged and shad be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO. ONE on the date first above wottem. APPROVED AS TO FORM: ( --•. Bv�14— — tj y' Mynette D_ Beauchamp, t Assistant City Attorney for the City of Newport Beach ATTEST: CITY OF NEWPORT BEACH, A Municipal Corporation By: Edward D. Selich, Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: By: Leilani Brown, City Clerk By: Attachments: Exhibit 'I — Scope of Services Gregory R. Mottola, Vice President W. Dan Haden, III Vice President/Treasurer Bohlin Cywinski Peter Q. Bailin, FAE.A Bernard J. Cynmsr, PAIA Jon C. Jackson, AIA W. Dan Haden III, AIH Rank W. Grauman, AIA Willsam D. Loose. AIA Carne ios J. Ti It, ALA Karl A_ Backus, AIA Gregory R. elmkola, AIA C- Roxanns Sherbeck, AIA Robert E Miller, AIA April 7, 2009 Mr. Steohen G. Badum Public Works Ditactor City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Jackson Subject: Newport Beach City Hail and Park (BCJ Project # 08519B) Proposal for Schematic Design / Design Development Phase .`:Services (Exhibit A, B R G to PSA) Dear Mi. Badum, We are pleased to have the opportunity to continue our collaboration with you and the City of Newport Beach on the new City Hall and Park project- We look forwardtobuilding on the work completed with you during the Concept Refinement Phase. Balled on our conversations with you we are submitting the iblioorng proposal for Architectural and Consultant Services for the Schematic Design and Design Development Phases only at this time.. Per our discussions, a contract amendment(s) to cover than^, subsequent Construction Document, Bidding and Construction Administration phases will be issuers at a later date once the scope of the project is fully developed. This proposal contains the scope of tasks and deliverables (Exhibit A), a work plan and schedule (Exhibit B) and our Billing Rates and Reimbursable Expenses Budget (Exhibit C) for the SD and DD Design Phases. We are pleased to present this proposal to the City of Newport Beach and we appreciate the opportunity to be of service to you in your efforts to create a new civic center for the City. The pages that follow this letter describe our proposal, work plan and preiire nary project schedule based on our discussions over recent weeks. Sincerely, Gregory R. Matteis, AIR Principal cc: Dave Klff, Asst City Manager; Steve Chaitow, Peter Bohlin, Daniel Lee, file Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco San Francisco, California 94108-5729 415-989-2100/Fax: 415-989-2101 rM Me Peter Q. Berlin, FAM Bernard J_ Cywinra. FAIA Jon C, Jackson, AIA VJ_ Dan Haden III, AIA Frank Grauman, AtA William D- Loose, AIA Connerus J. Reid if, AIA Karl Backus, AIA Gregory R_ Moilrla, AIA C. Roxanne Shrbeck, AiA Robort E. Miller, AIA 085198 — Newport Beach City Hall .and Park - Schematic Design and Design Development Phase Services: EXHIBIT A — Scope of Services A. Project Scope. and Budget Our proposal is based on the following project scope., budget, schedule and process assumptions: 1- The Project has recently concluded a Concept Refinement Phase See BCJ's proposal datedthe _January, 5_ 2009, included with the main Professional Servicer Agreement (PSA) as Exhibit A. for the scope of this first phase of work_ 2. Design Scope: The new City Hall and Park for Newport Beach eroject will consislof four major components. This project shall take the design concepts developed during the Concept Refinement Phase and presented to City Council on April '14, 2009 and continue to develop them in the subsequent phases. The four major components are as follows: a. A new two-story City Had Building that will consist of approximately 95,000*1- square feet of building area. b_ A three-story Parking Structure containing approximately 450 parking spaces. c. Site development of approximately 17 acres that will integrate the library immediately to the south of the site, the proposed city ball and garage with a new 12 acre park north of the City Halt and garage. d- A two-story addition to the existing Central Library located immediately to the south of the City Hall site. This addition will consist of approximately 17,000 square feet of building area. 3. Program: The Newport Beach Civic Center City Hall Facilities Needs Assessment Document dated August 9, 2002 prepared by Griffin Advisors, and as updated with revision date 2008 formers the basis of the City Hall program and was refined, adjusted add approved as part of the Concept Refinement Phase. The City provided some Initial project information that forms the basis of this proposal_ This list of documents was included in the Concept Refinement Phase Proposal Exhibit A, Paragraph A2, and is included herewith by this reference. 4. Preliminary Project Budget: The Concept Refinement Phase Project Information provided by the City of Newport Beach's Program Manager indicates the project budget to be in the range of $100+d- million construction costs for the project, Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes-Barrell-'ittsburgh/Philadelphia/Seattle/San Francisco San Francisco, California 94108-5729 415-989-2100/Fax: 415-989-2101 Bohlin Cywinski Jackson Stephen G. Beadum, P.E. April 7, 2009 Schematic Design I Design Development Phase Exhibits 1 Page 3 excluding soft costs- This breaks down to approximately $501vi for the City Hall Building, $15.1 M+/_ for the Parking Structure, $24M+1- tot the Park, $7.2M+I- for the Central Library Addition, and $5 5M+/- for the significant mass excavation / site preparation. 5_ This propose anticipates that at the conclusion of the Concept Refinement Phase, the City of Newport Beach will provide BCJ with direction and approval to proceed with a project scope, budget and sc€redehle that are clearly defined. BCJ wilt then tuoceed with the Schematic and Design Development Phrase services. If the City of Newport Beach approves revisions to the project scope, budget, schedule or other factors upon which this proposal and the attached Agreement are based, the Basic: Services cennpensaturn shall be adjusted sublet( to mutual agreement by the City of Newport Beach and BCJ. B. Project Design Team 'i This proposal includes the following Basic Services team, including Architect and the following core Consultant Tearn, a- Architect Burlin Cysmiski Jackson (BCJ) b_ Stifictural Enfpneering Arup North America LTD (Arno) Mechanical/Eteetrical/Fire Protection Engineers Arup North America LTD (Arup) d. Cost Estimating C.P. O'Hsaltoran Associates, Inc. (O'Halloran) 2 Other specialty consultants, such as the following, although not normally included In Bash:, Services scope, are also included as hart of this proposal, e_ Civil Eng#neer Arne North America LTD (Arup) f. Landscape Architect Peter Walker Partnership (PVVP) g. Acoustical Design Charles M. Salter Associates (CSA) h_ Auntie Visual Systems Engineering Charles M, Salter Associates (CSA) i. L.cmino and Daylighting Design. Consultant Arup North America L I D (Arup) I Telecom, Signal and Data Systems Consultant Arup North America L.1 D (Arup) k- Sustainability Arup North America (Arup) I_ Security Systems Consultant I rans-fec:h Systems, Inc- (TransTech) m. Waterproofing Consultant Allana Buick & Bars, Inc. (ABB) n. Code Consultant The Fire Consultants (TFC) e- Renderer (optional services) Pixelcrah (PXC) p. Model Maker (optional services) zDp (ZDP) 3. The following consultants will be. under direct contract with the city of Newport Beach_ BCTs services included as part of this proposal related to these consultants are as follows: a. Program Manager CW Driver (CWD) b. LEED Document Coordinator CW Driver (CWD) c. Environmental Impact Report (EIR) Consultant LSA Associates (LSA) d. Gootechnicaf I-rigineer Leighton & Associate"a (Leighton) e. Surveyor Hall and Foreman (H&F) f_ Traffic Consultant RBF Consulting (RBF) BCJ`-, scope of work shalt be completed in unison with concurrent services being providers by the City of Newport Beach's own staff or separate consultants or contractors in accordance with the same phase -by - phase schedule as the Architect. BCJ services made necessary by delays or out -of -sequence actions, changes or requests made by the City of Newport Beach's staff or separate consultants or contractors shall be compensated as Additional Services, subject to the terms of the PSA. All meetings with the City of Newport Beach's separate consultants shall take place as pari of the quantity of meetings included by the Architect as part of Basic Services. Additional meetings, if required, shall be compensated as Additional Services, subject to the terms of the PSA. Bohlin Gywinski Jackson C. Project Delivery Stephen 6. Badum, P.E?. April 7, 2009 Schematic Design l Design Development Phase Exhibits / Page 4 I ho basis of this Proposal assumes that the eventual construction' procurement shall be by <competrive bidding to subcontractors under the manageretent of a Constrtaction Manager with two bid packages with scopes as outlined below. If an alternate delivery method or changes to the scopes, quantity or schedule for bid packaoris are requested by the City, the ArchdeCa shall be entitled'' to additional compensation, the arrount of which shall be subject to mulual agreement.. her than as outlined below, preparing construction documents as mulriale bid packages for atternate, separate or s quennal bidsor providing services in connection with bidding, neinotiaho_l or construction prior to the conloletion of the C rmstruction Documents Phase its not included as part of Basle Se-tisces, anti would as coinpesnsate- as .Additional Servicns if ruquested by the City, The Sadder: for the Cost of the Work shalt be for the project as it whole, not a series of Individual fixed construction budgets for multiple separate earls of the project or for separate bid packages. Bid Pkg No- Rid Pyn,kage Scope _ Bid Packs,te Schoddale 1. Mass Excavation Package At 100% completion of Design Development Docs Final GMP Package including the At completion of Construction Ciocuments balance of the Construction Documents. D. Project Schedule 1 The Basic Services Scope and tee is based on "tie that includes milestone phase submittal dates, the City of Newport B<a itis .ew a of rgi orale Lana. s sseMided in Exh@)it B_ Changes to this sc.hcdrdm voll require an adjustment in BCJ s fee, the amount of whlCh shall be subioct to mutual agreement. 2- Bohlln Cywinski Jackson and consultants attendance at meetings (not including internal RCJ and Consultant team meetings) included as part of Basic Services shall not exceed the quantity defined in the Exhibit B Work Plan- BCJ and Consultant attendancm at additional meetings beyond tho total indicated, if required, shall be compensated as Additional Services including reimbursable expenses. Written authorization from the City of Newport Beach will be required prior to attendance at additional meetings, subject to the terms of the PSA, E. Schematic Design Scope of Basic Services 1. Based on the approved Concept Refinement Phase design which includes approved site selection, schedule, budget and program, we will develop schematic level design documentation consisting of drawings, outline specifications, systrons narratives and other documents illustrating the scale and relationship of project components. 2. We propose two submissions of documents during this phase as follows: a. 50% SD Set - Includes A&E or and select draft outline specifications b. 100% DD Set -- Includes A&E drawings and outline specifications. 3- BCJ will provide support to the City's FIR consultant by providing select graphics, and other required data to enable the EIR consurant to prepare the necessary reports- BCTs services do not include the preparation of any alternative designs on other project sites, nor on alternate designs on the current Avocado Avenue site. It such alternate design documents are requested, if required, this work shall be compensated as Additional Services including reimbursable expenses, subject to rmulual agreement by the City and BCJ. Written authorization from the City of Newport Beach will be required prior to commencing such additional work, subject to the terms of the PSA. 4. The City's Program lklanager will provide cost estimating services after tete Schematic Design Phase documents are issued. BCJ's cost estirnaer will prepare a parallel estimate, and an estimate reconciliation nneefing will be conducted after both estimates are completed. 5_ BCJ will attend design review and other coordination meetings with the City in accordance with the draft work plan in Exhibit B. Bohlin Cywi ski Jackson Stephen G. Badurn, P_E- April 7, 2009 Schematic Design / Design Deveioarrmernt Phase E.xnibifs 1 Page 5 6- Study models, porspeclive sketches, or digital modeling may be prepared in-house by EfCJ during the Schematic Design Phase to assist in communicating the design concepts to file City's Building Committee. If provided, such models and sketches would be working tools ,and would not be Intended to be suitable for Presentation for fundraising or other similar presentation purposes. Finished models, special drawings, renderings, brochures of digital animations for presentation purposes, if requested by the City, are provided as an optional service in this proposal. Schematic Design Phase written approval by the City will include the following basic docislons subject to the City's agreement that sufficient information has been provided by the Architect for 9hese decisions to be made and subject to compliance with the Cost of the Work as appf owed by the City a the final project program. b_ The site location of all project comimnents and the h osis scope of site work to be included in the project. c_ The basic size, shape and massing, plan and sectional relationships Cat proocA components and layout of the spaces of the building. d- Selection of the primary exterior and interior materials to be used in the new building_ e- Selection of the basic structural materials and systems_ f. Selection of ,he basic mechanical and electrical systems_ F. Design Development Scope of Basic Services &. Upon written receipt of the City's approval of the Schematic Design submission comprised of the schematic budget and appruved schematic design drawings, we will dovelop Dr^sign Decelopmenl documentsm;,lsting of drawings, draft project specifications, and other information sufficient enough for suitable cost estimating to be completed 9- We propose two submissions of documents during this phase as follows: a_ 50% DD Set — Includes A&E drawings and select draft specifications b. 100% DD Set— Includes A&E drawings and draft specifications 10. Concurrent with the preparation of the 1001% DD package, we will also be submitting a set of bid documents for permit and bidding for the mass excavation work. This package will allow the City and Program Manager to bid the major site excavation work in advance of the baiance of the Construction Documents for the rest of the project components. 11, The City's Program Manager will provide cost estimating services during the Design Development Phase. BCJ's cost estimator will prepare a parallel estimate, and an estimate reconciliation meeting will be conducted after both estimates are completed. 12. BCJ will attend design review and other coordination meetings with the City in accordance with the draft work plan in Exhibit B. G. Basic Services Summary --CD, Bidding, CA 1. Professional Services for the Construction Documents Phase, Bidding Phase, and Construction Administration Phase shall be determined at a later date by contract amendments. H. Environmentally Responsible Design Scope of Basic Services One of the goats of the Architect and its consultants is to design and document this project to be environmentally responsible. The City approves this goal subject to City approval of the measures proposed by the Architect to achieve this goal and subject to compliance with the City's budget for the Cost of the Work. In addition, the City beguiles the Architect and its consultants to design and document the project with the goal of achieving US Green Building Council (USGBC) LEER certification, Formal application to and certification by the USGBC for L,EED certification is a discrete activity that requires the involvement of the City, the Program Manager, contractors and others outside the Design Team to be successful. to response, the City has agreed that the following consultants will be selected and retained to perform the tasks indicated, under contracts directly with either the City or the Program Manager: Bohlin Cywinski Jackson Stephen G. Dadum, P.E. April 7, 2005 Schematic Design t Design Development Phase Exhibits i Page 6 a LEED is a measurement system designed by the US Green Building Council to define "green buildings" - The process requires that the Architect and the Contractor each provide, for the LEED work that is thew' responsibility, an individual who is responsible for tracking, compiling and organizing the inforr'n<,atton and letter template Pies that the USGBC uses to validate compliance with their rating system_ In the outline below these indI are called the Architect's LEED Manager and the Conpactor`s LEED Manager in In addition, the (-,try or Pro gam Manager should directly retain a consultant to serve as the LEED Documentation Coordinator for the project, or the Program Manager may act as the LEED t;)ocurnent Coordinator. The C Ee D Documentation Coordinator is responsible for nnernta(nlog and updating the LEED checklist, for overviewing the progress by the City, the Archltecro LEED Manager and the Program Manager's LEED Ma rages in assembling the electronic docunte.ntaiion required for submittal to USGBC for LEED certification, for creating the files for submittal to USGBC. and for monitoring and assisting the Architect's and Program Mtanagrii s compliance with LEED related requirements and procedure:.;. c- A major cecrponent of hED compliance is the proper operation of building systems and ass e,mbiies, so the process also involves an individual employed to develop a pian for managing the, installation, operation, and ma'mtenarice of those systems. For compliance with LEED EA Prerequisite 1, this individual is required to be engaged early in the project so as to be, involved in during both design and consiruction_ In the outime below that individual is called the Commissioning Agent. The City or Program Manager should directiv retain; a separate consultant as 'he Cosrmissioning Agent for the project The Commissioning Agent is responsible for t) Developing and inariaging the detailed CommisSionmr.1 Plan in accordance with the general performance req,ircnle.nis defined in a performance,. specification prepared by the Archingct's k4EP Consultant. 2) Ensuring that the systema and assemblies installed are operable and maintainabtu_ 3) Ensuring that the design intent, installation and O&M requirements are thoroughly documented. 4) Coordinating training of operators and facthty staff to ensure they are able to operate and ru aintaln the facility per the design intent and facility requirements. 2. LEED related services perforated by the Architect and its Consultants, ted by the Architects LEED Manager, as part of Basic Services shall be as follows: a_ Pre -Design and Schematic Design Phases - k) Organize and lead a LEED meetinglcharrette with the City, Design Team, Contractor and other Project stakeholders to review the USGBC LEED checklist at project start-up to detcrrnne target goals, apportunines and potential means of achieving points toward certification. 2) Evaluate and track progress toward conformance with goals. 3) Project has previously been registered with the USGBC by the City's Program Manager I LEED Document Coordinator in the Concept Refinement Phase. 4) Coordinate projert reektilements with the City, the LEED Documentation Coordinator, the Contractor's LEED Manager and the Commissioning Agent. 5) Coordination of the LEED related construction casts with the City's budget for the Cost of the Work. b. Design Development Phase: 1) Develop solutions that address LEED issues and points (See notes below). 2) Evaluate and track progress toward conformance with goals, 3) Assist City to make final decisions on LEED point strategies,. 4) Coordinate project requirements with the City, the LEED Documentation Coordinator, the Program Manager's LEED Manager and the Commissioning Agent. 5) Coordination of the LEED-related construction costs with the City's budget for the Cost of the Work. Bohiin Cywinski Jackson 3 LEED-Related Notes and Clonlicwahons Stephen G, Badum, P.E_ April 7, 2009 Schematic Design / Nslgn Development Phase Exhibits / Page 7 3_ The initial review of mecharuc.,al and electrical system afteinutiveas includes opinions on the relative merits of various a€ternatives. TPris information voil be of a general nature and wi11 not he based on detailed calculations and analyses. Such detailed calculations and analyses. if regrtesSed by the City, shalt be compensated as Additional Services. It The Architect's ME.P Consultant will Investigate inechanical and electrical system option., for the project. Order of magnitude life cycle cost analysis talcuiaG(ms to confirm relative comparisons of systems options will or,, provided as described in Arup s 'Siuslalnahility P:oposai, but formal analysis Is not included as part of Basic Services 2)The Architects MEP Consultant will verity the energy pcifuun Ince LEED points via calculation based on final systems seler,lions with cornputer modelinci of the energy use of the proposed building Including comparison runs of building envelope, fenestration, shading, HVAC system type, and other variables. This scope includes a maximum of 6 !independent computer runs once the basic geometry of the building has been entered- Final simulation will include a comparison of a budget (ASHRAE 90.1 compliant) building to the proposed building. Final s'iniulahon report to be provided at chesmatic Design and end of Construction Documents phases (total tit 2). 3; Life Cycle Analysis: Computer generated present value comparison of system aitematives incorporating cost of fonds, inflation, first cost, energy cost, maintenance cost and repair/replacement costs, over a fixed term determined by the City. One iteration of the life cycle analysis is included in this scope- 1 he hin cyt;Ie analysis will be based or Iho Sc(a n X1C Design energy model. 4) Daylighting and Lighting Control Modeling_ Computer modeling of natural lighting schemes including orientation, shading, glass type, reflectance geometry, ;and artificial lighting controls. Inco[poratlon of these results into the energy model. All other services related to Calculations, special analyses, constructability analyses, life cyclo costing, energy analysis studies, environmental Impact reports, arinlysi s of owning, operating and maintenance costs, special research, cost estimates or reports related to validating green building design alternatives are not included as part of Basic Services. b. LEED credits review by the USGBC may involve the services of trip Architect and its consultant,,.: in order to satisfy USGBC requireewents for additional information such as calculations or modeling, All services related to responding to any comments or requests by the USGBC `or additional information on individual LEED credits beyond what is defined as required in the LEED manual are not included as part of Basic Services. c. All services required if the City elects to appeal any credit denied in the Final LEED Review are not included as part of Basic Services. d- All services indicated above as the responsibility of the LEED Documentation Coordinator, the Contractor's LEED Manager or the Commissioning Agent are not included as part of Basic Services. e. All LEED related meetings are assumed to be part of the typical project meetings- If the City requests separate LEED meetings that result in exceeding the quantify of meetings included as part of Basic Services, such meetings aro to be compensated as Additionol Services. f. All LEED related registration, application, appeal and other fees are not included as part of Basic Services and would be addressed on reimbursable expenses. The Architect's scope of services related to commissioning that shall be provided as part of Basin Services shall be subject to the following limitations: 1. The Architect shall develop and include in the Contract Documents a general performance specification defining a scope of commissioning services to be provided by a Commissioning Agent to be retained by the City or Program Managers. If the Project is required to comply with USGBC LEED certification or similar City requirements related to commissioning the performance specification shall include compliance with such requirements to the level requested by the City (i.e. LEED 2.2 EA Prerequisite 1 with or without Bolin Cywinski Jackson Stephen Badnm, P E April 7, 200fa Schemartic. Design f Design Development Phose Exhibits I Page 8 Credit EA3 additional commissioning). The specification defining the Cornmissioning Agent's scope of services shall be subject to the review and approvai of the City_ 2, t he duration oitine Commissioning Agent -s apeclfiE d scnpe of services shat include the; entire construction period and a period oR nine year following Substantial Completion of the Project. For the (filiation of their services through Final Completion, the Commissioning Agent shall be, the Program Manager's and City's point of contact for providing consultation and assistance as to any Work not performing as expected or that is discovered to be defective, and particularly in connection with the utilization of any eguiprment Or tit's cjh such as initial start-up and testing., adjusting and balancing, and inalrlerance_ During (he one year followlina substantial Completion, the Conninissioning Agent shall meet With the City and r`royram Pyhai ger at the 3-mon1h, '7 month and 11 -month Intervals and fellow ❑p in writing with the City and Progrmn Manager In providing consultation and assstauce as to any Work not perforin r I as exlryded or that is dincovered to be defective. The Contnvssioning Agent shall coodinette tire, repair of the oosue with the Program Manager to the City s satisfaction_ L Qualifications and Exclusions 1. the scope of work outihred in this pmposoi shaft be incoi borated as a Contract Amendment 'I I Exhibit A into the City of Newport Beach s Professions[ Se.vices Agreement, as niodif'red to suit this st itic: project. Per the. PSA, BCJ Is proposing our fee as a time and expense not -to -exceed fee, to be invoiced monthly based on hours spent completing the above described scope of work completedinvoices for this work shall be in the same format as those used in the Concept Retirement Phase- 2. SbstaNk; revisions (Cr the bui€ding program andior documents after completion of the phase and the City of Newport Beach's approval of the Conca!apt Pian Refinement Phase documents, will be considered as an addi0mial service. 3. If the City of Newport beach causes the duration of this phase of work to substantially exceed what is speclf(ad in this proposal, the work performed hr excess of the specdf[ed duration would be in addition to this proposal and would be considered as an additional service- BGJ shall provide prompt written notice to the City if BCJ becomes aware of any delay to the schedule. 4. In order to achieve project schedule goals, the Design Development Phase will commence prior to the final Certification of the Environmental Impart Report. The schedule indicates that the project will be at roughly 501% DD when the EIR is certified. Thea City acknowledges, that any revisions to the Design Development documents which are, made necessary from the findings and mitigation measures indicated in the EIR would be considered as an additional service - 5. A fixed number of meetings are Identified for this phase* of the work. This proposal assumes that the attendees at these meetings are limited to the Project Administrator and designated City Staff representatives and/or members of the Building Committee who can act on behalf of the various departments within the City Government, and the City's Program Manager. It does riot include extensive meetings with City Staff and others, beyond those oriflined in Exhtb3t B. If the num.brer of meetings for the phase is Exceeded, these meetings would be in addition to this proposal and considered an additional service. 6- Special presentation, style booklets, models, perspective, or renderings beyond those described above are not included as part of these services beyond BCTs in-house design materials normally produced to convey design intent_ Special Professional Renderings and/or Presentation Models, Animations, etc., beyond those described above can be provided as an additional service. 7. Specialty Consultants, not specifically identified and included in the proposal are excluded. Should the City require the addition of any other specialty consultants, they can be provided as an additional service. 8. Furniture Design is riot included in this proposal, however conceptual furniture plan layouts will be developed in the Schematic Design Phase as part of the design of the building to verify functionality of spaces Boldin Cywinski Jackson Stephen G. Badum P.E. April 7, 2009 Scher iic. Design / Design 6avelopment Phase Exhibits / Page 9 9. The survey or relocation of existing office equipment or funniture is not included as part of these services. 10. Services relative to `uture facilities, systems and equipment are not incrodetll as part of Basic Services. 11 Furniture plans that indicate office equipment such as computer CPUs, monitors, keyboards, fax machines and copy machines are for location planning purposes only. Information regarding equipment sizes and utility requirements are to be provided to BCJ by the City. No now office equipment is being selected, specified or purchased as part of this contract- 12- Architectural survey of the existing buildings: We as ->un e, that the e iswig infr,i ruction or, uiacent'u rifdings is complete. available curd deemed reliable for cur use 13. Land or property boundary survey is pnJvided by the City is deemed reliabiia and accurate for our use. 14. BCJ has the fight to rely on the accuracy and completeness of services and information firinushed by the City and the City's Consultants. BCJ shall provide prompt wrote) notice to tyro City if BCJ becot=nes aware of any error, omission or inconsistency in such services or information 15. Services related to value engineering includes reviews with the City and Program Manager of relative cost information on scope, design and consfirctability aiterna Ives on a continuous or 'nothing" basis, proceeding frorn general to more detailed issues, as alternatives are evaluated and decisions are made during the Schematic Design and Design Development Pluses are not included in this proposal- Ali cost estimating services inquired related nu the value englner nt,y prcra will be f rovid eri by the ProgranManage,t1ll value engineering services after City approval of the Design L)eveloll Pha's'e and all other services related to value engineering are not included as pari of Basic Services other than the Architect's and the= Architect's consultants' services required to comply with the City's budget for the Cost of the Work. 16- Documents shall be prepared according to BCJ office standards for construction documentation, which are in compliance with the industry standard of care, and where applicable, the City of Newport Beach Public vVorks Department's City Standards 'Design C:riteria'. 17. Provision of electronic file formats for use by the estimator, contractors or bidders shall be available upon receipt of a signed original of the Electronic File Transfer Agreement to be provided by BCJ, previously included in the Concept Refinement Phase proposal. 18 4CJ will assist the City with Permit Applications through the City's FIR Consultant. BCYs assistance does not include payment of fees, tracking and reporting of perrnit status, preparation of special research studies, alternate designs, variances, special tests or documentation, surveys, or environmental studies and submissions, beyond those described herein, which services, if required by BCJ, will be considered as an additional service. 19. All services related to special studies, including constnactablify analyses, life cycle costing, energy arra(ysis studies, environmental rnpact reps is and analysis of owning, operating and maintenance costs are not included as part of Basic Services except as required by standard requirements to obtain appiovaist permits from regulatory agencies and as required by services related to green building design as defined herein. Services related to performance-based Criteria studies and analyses to obtain approvals/ permits from regulatory agencies or establish energy equivalence for non -conforming buildings are not included as part of Basic Services and would be addressed as Additional Services if required 20. All services related to submitting to Grant, Energy or other similar Programs, other than Southern California Edison's `Savings by Design' program, are not included as part of Basic Service. This proposal assumes that the City's Program Manager will submit required information for any Grant, Energy or other similar Programs. 21, Generally, BCJ will not provide drawings to a Contractor in electronic form. Contract provisions on this subject will be included in City's agreement with the Contractor stating that if the Architect is required to provide drawings to a Contractor in electronic form, the Contractor shall be required to execute a CARD Electronic Fite Bohlin Cywinski Jackson Stephen G. Badum, P.E Aprit 7, 2009 Schematic Design 1 Design Development Phase Exhibits t Page 70 Transfer Agreement, and the Architect will be reimbursed by the Contractor for the time and expenses associated with providing the. electronic !'ices at the rate of $760 per sheet. 22. The Architect and some consultants will, ,.At their sole discretion, elect to produce some or all of the constriction documents drawings utilizing Building Information Modeling tBIM) software. The BIM software shall be utilized sriely as an interr 3l arc:Nlect-consultant learn toot. The model may be provided to the Program Manager solely as a convenience, after a CADD transfer agreement has beer'r signed. The Program Manager may not distrihuls the BiM model to other subcontractors. The City and Program Manager acknowledye that any third p2rty rise of thu BIM model is done so M the usersown risk. The construction documents shati he. tic `ilio=wil tw r dimension sl d, iv inns arad shalt he the official bulditxt hrr.ur eats for the project TI , ; iuc fi, w1 .trfd to tha .ase of BIM will be fevierved with the City upon request 23. The scope of the Consultants` njid Engineers Basic Services shall be as Indicated as included in the attached Consu;CaM P . pos.9is c ,L b April ' 2001) acid attached to this proposal as Exhibit A - Appcfndix_ END OF EXHIBIT A Bohlin Cywinski Jackson EXHIBIT B - Project Schedule / Work Plan: Stephen G. Badum, RE: Api it 7, 2009 Schematic Design / Design Development Phase Exhlblls / Page 11 A. Project Schedule and Concept Refinement Phase Work Pian: Oui proposal is cased upon the following general overall project schsoule as discussed with the City of Newport tend CW Driver, the City's ProgTarn Manage(_ This schedule has the following milestone phases Concept Refinement Phase. 11/15,'09 - 4114109 City Phase Approval: 4/14/09 Schematic Design Phase: 4/15/09 - 8/14/09 Ci[y Phase Approval: 8/14/09 - 9/14/09 Design Development finds(;: 9/15/09- Mirli10 City Phase Approval: o)AI I I) 311110 Bidding Package 1 - Macs Excavation 3t` IO Construction Documents Phase: 3101/10-3IJCUiD Final City Review Comments. 9/01/10 - 9/30/10 Bidding Package 2 - Balance of Docs 11/30/10 Construction 11/15/10 - 5/30!12 Based on the our current understo riding of the scope of work described herein and assuming timely approvals and authorizations to proceed at each Phase by the City of Newport Beach, this schedule will allow for construction to commence in November of 2010, A detailed draft work pian for the >chemalic Design Phase and the Design Development Phase is included below and defines the quantityandfrequency of project meetings for each phase. Bohlin WinSki Jackson Stephen G. eadil7,20 9 y April z, Zoos SD/DD Phase Exhibit D / Page 12 Newport Beach City Hall Exhibit B -Schematic Phase Draft Work Plan 06 April 09 edit Werrk Week of Date Mtg 4 Events t 13 -Apr -09 15 Apr 09 1 S( Iwmatic Phase Kick-off I'oU<, it) session wit, Bo,,diag ComavUec amd C9y State Klci off of S'cherrahc Phase i f r i,cd rod, precedents Sa to Nluna,N PnIrli,c L;Leary cnd SiVea &ip n 3 °ubi,; 5aiet} I icOil't, 2 2�1 Apr -09 23 -Apr -09 Vi,ki, protea p ,ar a_-: correct cc ;9i1 with r l r .-u,a uses (2-00 p m.) l 27 Ape -05 30 -Apr -09 ,ml cl f y .s .Dater r _r -all with nv ri,,s,,ntarves it OC p :v] I Mil, 09 5+C May 09 2 Design Session t - Technical Review ,i1h Or:;nisi Up?a:e Department 1 -lead Fchow, up q , i e Is in r,s fir c uncal mio 1 - I'd . DuCLISoon at Ownp)re PryleCt loaolremems h7 1, +nabArtIV m eeling t rev+mr t QED I,¢t- ge, NCIinpvt P n x eling re -ew progress. r )oldinadon for 1rp,oming deadlines Gvi1 meeting t -update 1, 9. hydrology study i.na;Gcc..yre sneeling - update Sun,nacy r=ile, ,tn select De }i- C.rn'imilee, <peaentatT a (12 Oh noon 1 00 pm) SI I r in 11,1.y Ievrew a,th BwidIcs r c -teUtr x 111- 2:li%pm) . i_' 00 i, 5 11 play 0_+ 14 -May -09 IN H y n rleel f c gres cnniarice call with t tv p .scala rev (2 Of', p in I 13 -May -09 EPIR teChnmal studiesdrah E 18May -09 21 -May -09 al,PkIvoolect progress conference call wine cityiepresenturces(200p.in 7 25 - May Jr 9 28 -May -09 Weekly project progress conference call with city representatives (2.00 p I, 8 t -jun --`J9 3*4 Jun 09 3 Design Session 2 -Building and Site Refinement Alchrecturral Update Terscomm Meelog t - Kuck -off iscour,"C meeting 1 - Kick-off Auciov,sual meeting 1- Kick-off Code update -review of preliminary assumptions and any specific Issues Seeurty meeting 1 - Kick-off Landscape meeting - update User greetings (e.g. Library) tuuartnary review with select Design Comrrri0ee representatives (12.00 noon - 1'00 pull :Summary review with Building Committee ('1'.00 pm - 2.00 pm) No,t steps (2-00 pm - 3 00 dim) 9 8 A 09 11 -.jun -09 lNaeaely ri asol progress ccnlerenca cart with rut, representatives {240 p m.} 9Jun-09 fAR final teeirscat s.ndies 10 15 -Jun -09 13 -Jus -09 Weekly project progress confesenae caA with City representatives (2:O0 p.m), Issue 50% SD progress set 11 22 -Jun -09 24+25 Jun 09 4 Design Session 3 - User Review Architectural Update/Review of 50% estimate Structural meeting 1 -summary of approach Fond review w city reps e.g. code Mechanical meeting 2 Bohlin Cywinski Jackson Newport Beach City Hall Exhibit B -Schematic Phase Draft Work Plan Stephen G. Badum . P.E. April 7, 2009 SDA)D Phase Exhibit B / Page 13 06 April 09 edit Week Week of Date Mug # Events SusMinabdily meeling 2 Electrical meeting 1 Security meeling 1 Lighting meeling t Civil meeting 1 Landscape Update meeting Summary revie l5 select D r r",", e .eniat .. I t2 00 noun - 1 On pm) I Ilan{ revie I III.r III ldieg 'In,nn,U l l ,V In 2.00 pm) Plc lseps f200of 300 pmi oI h ir,. 12 9r 1 1' Ort 2 -.ILII -09 rk,,eInV oteci rr n* rerenfr J,vilh ",: 1 11 011'1)1 13 6In; -09 9-Ju1-09 p rlecttrc, ns;oni r,lt,"in I 1� nl 12001, 14 13 -Jul -09 15=16 Jul 09 5 Design Session 4 -Public review Architecture update meetmo Audiovisual meeting 2 leecomm meeting 2 Landscape Update maeting Public Review meeting In evening Discussion regarding public meelmc Input 5, lir ..i. lr `r IVP - , Next steps (200 pm 3.00 prr) rid review of 1 ntt DD meet n9 schedule 15 20 All 09 23-JunS9 Weekly project orogress cont e ce .alt wdl 7 1r,eserkalives f2 001, t6 27Ju1-09 28+29 Ju109 6 Design Session 5 - Schematic final - preparation for DD phase Architecture create meeting Lighting meeting 2 Mechanical meshing 3 Meeting with users re- departments Landscape Update meeting Summary review with select Design Committee representatives (12'.00 noon - 1 00 pm Summary review with Building Committee (1 00 pm- 2-00 pa)) Next steps (2.00 pm - 3'00 pm) inclcontinuation of DD meeting schedule 17 3 -Aug -09 6 -Aug -09 Weekly project progress conference call with city representatives (2 00 p -in 18 10 -Aug 09 13 -Aug -09 Issue 100% SD phase documents 1 17 -Aug -09 20-Au9-09 Weekly project progress conference call with city representatives (2:00 p m.} 2 24Aug09 27 -Aug -09 Weekly project progress conference tali with city representatives (200 p rn 3 31 -Aug -09 3 -Sep -09 Weekly project progress conference call with city representatives (2 00 p.in 4 7 -Sep -09 3 -Sep -09 100% SD estimate due Nate: each two aay session assumes- • Night -before amvai • 9 00 am - 5'.00 Ism meetings first day • 9:00 am 3:00 pm meetings setono tlay, Bohfin Cywinski Jackson Newport Beach City Hall 1 B - Design Development Phase Draft Work Plan Stephen C- Badum , PE Ap l 7, 2009 SD/DD Phase Exhibit B / Page 14 01 April OST edit Week Week of Date did 0 Events t 14 Seep -09 15 Sep 09 Start of Design Develop rnenl Phase VVPVM, proiect p.cryress cofaerecc cao wdb alj rV,v1eVeW31 "S(2 °JDpm} c Z Sepiin 24 -SCD -09 kc crolecr p J",,ss CPn(8t t. ,H"ih I ef'orcre is eS-2LUP...I - 1, f," 30 Set>+ 1 1 )eztgn 6essfoe 1 Oct 09 e1cli y schedule Tar) 4 c (x1 011 8 -Oct -09 sect t 1q, 3 cmcfc, cr it • r rr wdh I tVIv ;Onto r r? M p.nt) 11 Ocl-U6 15 -Oct -09 project p I r -contere hce call wilt chy reprrseata, vcs t2 DO 1, 6 19 -Oct -09 22 -Oct -09 V1,,ccjy project r ogressconrerence rats willti city rt;pras- in Ives f2 00 p. m.) f7 1 eam to Wo,c responses o: elect EER _omn,,nc 9230 Oct ? pc -Oct -09 28*3.0 Oct 09 Diisl9n Session 2 Noll 1114 schedule T60 h 2 Yet,-Og 5 -Nov -09 d. , m}e'! prlg',V r o- (er h. chll .vrtt, rii,I !&rives f2-00 p in I Ii c 11u.-09 12 -Nov -09 V.c My f rIccl j r ,.on`u c ,aH w r) < r fol rrsentzl -s ().001, m 1 0 16 Nov0919-Nov-09 Vee k 1 j n.,-ect p oyress confer n c -ell with city rep esent,ves 1290 p.:rr I les"o 50% DD progress set 11 23 -Nov -09 23+24 Nov 09 3 Design Sesson 3 .Submittal of final EIR and City formal approval of SD package Presentation to city eouncif 12 30 Nov 09 3-€}ec-09 Wiverq project woctews conference cab .,it, city r+Y.p+esen Ca6ves (2-00 ¢;n.} 13 '1 Dec -09 10 -Dec -09 Weekly project progress conference cat vri!h city representatives (?.GO p.I, 14 14 -Dec -09 17 -Dec -09 Weekly project progress conference call with City represenotives (2'.00 p.In 1a 21 -Dec -09 Hreidey Week 16 28 -Dec -09 Holiday Week 'I'7 4 Jam 10 6+7 can 10 4 Design Session 4 Meeting schedule TBD 18 11 -,kat: 10 14 -.Ian -10 uVeeely project progress conference call with city representatives {2:00 p on 19 'f6 -Jan -1B 24 -Jan -16 Workly project eOgress conference Cafl with clip repopsenlarves 1? 00 P III 20 25 -Jan -10 28 -Jan -10 Weekly project progress conference call with oily representatives (2'.00 p in 21 1 -Feb -10 4 -Feb -90 Weekly project progress conference call with city representatives (2:00 pm.) Iss'ne 100% DD phase documents Bohlin Cywinski Jackson Newport Beach City HcH Exhibit B -Design Development Phase Draft Work Plan Stephen G. Badum , P.E. April 7, 2009 SD/DD Phase Exhibit B / Page 15 01 April 09 edit Week Week of Date Mtg, p Events Fel) '(I 11 -Feb -10 W kly t.rojarJ onr rrnte c call :Mh rarCi r,?90pm) 2 15 -Feb -10 16+(7 Feb 10 5 Design Session 5 Meeting schedule TBD 2>_ -Feb -?0 25 -Feb -10 bel proect progress cor.ierenccal#wrth I, ly relcesenlatives (2 00 p m l : 1 -Mar -10 100% DD estimate due ij r d ,...... . r00., sno rf i�. •) no-in-yOQ 1 11 1,1cnd>w, Bohlin Cywinski Jackson EXHIBIT C - Schedule of Newly RateslFees: A. Schedule of Effective Hourly Rates Stephen G_ Badum, P.fS April 7, 2009 Scher&atic Design / Design De;velopmem Phase Exhibits I Page 16 The following Sst indicates 2009 hourly rates for the staff of Nle firms that make up Bohlin Cywinski Jackson's team. T ._ . _ _ .. ,� - , y 1 Discipline — Architecture Bohlin Cywinski Jackson Pri nclpal 5285 `senior Associate $ 160 Ass>ociate *125 Staff 5105 Staff II S ES Staff !II $ 65 Office $ 75 2 Disciplines -Shuci Engineering, M/E/P/FP, Civil, Sustainability, Telecomm, Lighting Arup North America LSD Prinon a1 $300 Assoclafe Pimcipei $215 Associate $190 Senior Engineer $160 1!!'.::ngineer $130 Graduate Engineer $110 SeniorDrafter $120 Drafter $110 Clerical $ 85 3 Discipline - Landscape Architecture Peter Walker and Partners Landscape Architects P. Walker, Director $410 LJ. Findlay, Director $305 Partner $190 Associate $125 t-andscape Archilect $ too S a ff $ 65 Archivist/Librarian $150 4 Discipline - Cost Estimating C.P. O'Halloran Associates, Inc. Principal $185 Associate $125 Senior Estimator $115 Assistant Estimator $ 95 Bohlin Cywinski Jackson 5 Discipline — Building Code Consulting The Fire Consultants Principal $190 6 Discipline - Waterproofing Consulting A1ana Buick & Bers, Inc. Senior Principes 5350 Associate/Principal 9;225 Consultant ill $160 Consultant 11- $145 Administrolive $ 70 7 Disciplines -Audiovisual and Acoustical Charles M Salter Associates, inc. Prestdert $250 Sc Vice -President $250 Vice -President $230 Director $230 Principal Consultant $190 Senior Consultant $145 Consultant $125 Technical Assistant $ 90 8 Discipline—Security Systems Consulting TransTech Systems, Inc. Principal $175 Engineer $145 CADD $ 95 Administration $ 75 Stephen G. Bedum, P April 7, 2009 Schematic Design I C)esign Development Phase Exhibits / Page 17 Based <m the above-described scope of work, budget and schedule and the Agreement terms and condltionr, we request a professional services Hourly -not -to -exceed fee as detailed on the following sheets 6ohlin Cywinski Jackson 8_ Hours and Fee for Newport CIPV Hatl Project -SO and pN Phase Sep;�en G. 3a9um Pfi. SOlF>i:) Pnp"... Ex}fiCit C! Pag, e a 1L �Su�V1( cl��a�aDO—�F CD Add Og wCnFlddO 0 �4�G0 �. PSDs1r�r 9_lge_F TD A d t dI flOt l tY k1 A 23tC t�� 5 ctle S, f V 26 1]0 �_ fl ] _ _ 1 ff i -- 5125 PJ 11 3St,ff RICJ14U ��F )SJy 1631 it 2�ftj pr _,- 16122 1 _-11 29. Sz �1 n 3 ,u s teb .. zsch� ct »i Fees 55;1�(s� 6E8a35 �:,9'10x8 5,}g a0] S4U 235 5]2];p 434J&'t 547,92 371I59 53.64`e St CW t60j Mi 32 32 bll 960 556200 $11 90 516.290 50 56 51,a5P RI 099 12 � _{ L 6( 6 � 29 xz 2G za _ 51,270 $9,590 Si.270 59,830 $1,450 $2090 $0 ST=148950 _ t1 20 10 int 10` _ -------2 SU So $1030 $3,930 52996 $2,030 50 805105960 i $1,660 12,560 512F0 $1,600 5640 $000 SO 50 536140 5G (p 00 421 1 It D _24 -CoU 241 616 -j II4 IO 0 vl� 1 54 S2tLfi]0 5}5426 3i G.04D S2" 44U 59,100 Cl ,4o SJ39iD E3a 9113 � a���Uj Mi 32 32 bll 960 556200 $11 90 516.290 50 56 51,a5P RI 099 12 � _{ L 6( 6 � 29 xz 2G za _ 51,270 $9,590 Si.270 59,830 $1,450 $2090 $0 ST=148950 _ t1 20 10 int 10` _ -------2 SU So $1030 $3,930 52996 $2,030 50 805105960 i $1,660 12,560 512F0 $1,600 5640 $000 SO 50 536140 Bohhn Cywinski Jackson 3..", PC Apra> ,00l MICO Phew E,M, <,I PzPe 19 8. Hoots and Fee for Newport City Halt Project -:SD and DD Phase _ t L E) Ha�IHCy SD 19J� =- Ertl Pa kn 51 t SD DD o q r1, tiD p[1 � p D r� s _r -7`t SE 9�] ,s' wine C r SO So So a11 a 11I Me 1` 5100000 50 3011 >>,N i6P K 1 _..__ Tunl _ --y-C3 tl ] r -I 5J8i,,H40551.:1]0 y S68 ]95 _55160s �, 5f+1 0 95 ( $ 4 n20 y 5120 U1 5i3_92f1-I_ Sna,6�0_ ��,o �H15 J Ir p ArrhllrdLfPWP IPw ine u aa16 6 "" u t 0 0 0� ICO 2— F s U II�Oexi .$365—o f I ]� r 12U $190 0 8125 - 6 ". ..�� .w 0.. b �1 n2�L_ 625 36 As Ic �A�chiler e -_-- _ fi1ta 0 0 0 j 1 0� IM _lS _ s0� u) l.anUe:cape Arche?ectare Fees c9 SG $0 $G SO SU $563,550 €648,175 €8,950 Sh.GOd $1,282,575 LanCsgnpe Afrrbitecfllre ComvkanCs bees $IDp00 475,540 $2G 6(!0 �$1LL1.59Lat5� ( t(1n Coxtsullrog The � re Consvltanis _ C .tme C..i censmrn6 Peep $4 too srsoo s900 $s00oG s ano $suo so ` so $o $U Cost Est matrg C.P.0 Nattoran $111251 2 sigo 14 Awno EeE51a atori $$95 38 8 13 6 1 — 2J W4 0 16 8 J. ..�j ��-__—._. 15 2Jy Sy Cos(EStlmaHng Fees 411000 $18,000 €4,000 $6000 S3,000 $5 NO S00o s7000 40 so 558,000 SC4� T enstech6y t s _ _ S9 51 U0 60 18 .il._ __ $ICS _ t j 021— [ 81 8 1150 6. IES 2 31 iY 60 3 n\EY _ , HG 4 t (� 10 120 H6 1771 �r t 3 2Q a0 t0 �� rU 2(3 05 115 Srtcunty Fees E4 t6o Stn, o 4t 255 36,191 $2,650 54,568 5560 c "s`,S6i SO S0 $29�9Z3 Bohlin Cywlnski Jackson Slept, c. aaoum PE ApIi11 2009 50/DO Poase Fxnron c /Paye 20 8. Hours and Fee for Newport City Hall Project - SID and DN Phase _ RI keno C1 G0� LbAVA d1 S.J� DO Slte 4�. erestr ar,B DD D D e 1 5 SU Iti_ t Hr litD Acoustics CSA 1 t� i i _ _ ti 1 [ y tl t _ lI 7 cn In I,n1 i_. n ICl Acoustics Fees 55269 52.150 Se So 53.300 58,130 $'.0,000 $0 50 $o [ 539380Oi Audi. V I SSAI III r .. 1 �I 1 Audla Vlsual Fees 56.500 S1o.959 $o $0 $2 Soo 53,000 so S0 5o SC Totals $605362 $1,135588 $154,4Y9 5219.489 $111630 5156,403 S683 817 5841712 549 ]89 $60256 542725031 2. Tngs & . Pkefeall P c es $ 60 9 $0 Associate R 25 _ $525 $105 6 $640 9S _ $ J — $0 $]5 2 $150 $2 325 tal 325 $2G Bohlin Cywinski Jackson Stephan G- Badum, P -B. April 7, 2009 Schematic Oesigr: i Design i,reVeiWMeni Phase ExmbitS i Page 21 EXHIBIT C Project Name_ Proect No Dafe: —_. _ NEW PORY BEAL'H CITY HALL AND PARK-SDIDD Phase; 085198 _. 0.(7/09 INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1) ATTACHMENT (to proposal) Item No. Descrip5anAmountI No. of pays? Total Remarks Person Mites SCJ Travel Expenses per 2 -Day Trip -Itmisportahon tollom aupoo rsr SF . ,Io 00 2 J'90.00 1 Parking at airport 422.01; 3 $66.00 2 O.ab fafo I car renlai 'j'ii 06 $7i(.1.40 9 Food f0 .. $150.00 4�Hotel ri rn fW r240 JL! r 13J-00 S i' AOC I ire ,ee NO(e 1) ,, ):r 7V t S500 0C 'natal per person per two day trip 51,436.00 BCJ Travel Expenses Rer i -Day Trip Transpu ! t yr tr PR no dipnq m SF .,15171) _ :i `)G.SO I Parking w airporl $22.00 2 $44.00 2 Cab fare / car mr,(al $75.00 1 $75.00 3 Food $75.00 i $73.00 4 Hotel per night $240.00 1 $240 00 5 I'll; e Pare (sec Nole 1) $500.i31i t $500.00 'Total Perperson per one day trlp $1,024.00 SCJ TRAVEL REIMBURSABLE EXPENSES PER PHASE P SD/DD PHASE People X No (if Trips SD 4 2 -day tnps 4 penpieinnlu F1.436.00 16 $22,976,00 SD 1 1 day trips, 3 peoplefinp $1.424.00 $3,07200 DD 3 2 -day €rips; 4 peoplcArrp $1,436-00 42 $17.292.00 DD 2 2-t}ay ep, s, 3 peoplettnp $1,4_'~.00 6 $8,616.00 Additional Trips Of Required) People X No. of Trips Aft Expenses are Additional Services NIC NIC. NIC BCJ ESTIMATED TOTAL FOR TRAVELILODGINGtMEALS $51,$36,00 (SEE NOTE 2) BCJ TOTAL INITIAL. REIMBURSABLE EXPENSES $75,000.00 ESTIMATE FOR REPRODUCTION, PRINTING, TEI_EPHONEIFAX, MAIL (REGULAR AND EXPRESS), PHOTOSIPRINTS PER BCJ PROPOSAL PWP Landscape Architects TOTAL INITIAL. $104,500.00 REIMBURSABLE EXPENSES ESTIMATE Arup MEPIStructurallCivil(Lighting TOTAL INITIAL $40,000.00 REIMBURSABLE EXPENSES ESTIMATE C.P. O'Halloran Assoc, TOTAL INITIAL REIMBURSABLE $1,000.00 EXPENSES ESTIMATE '.. The Fire Consultants TOTAL INITIAL. REIMBURSABLE $1,000.00 EXPENSES ESTIMATE Charles Salter & Associates -Acoustical Consulting $3,500.00 Bohlin C winski Jackson SlephenC-Badun. y Anal r. z009ng Schematic Design / t7eslgn Development Phase Exhibil / Page 22 EXhiI—BIT C Pro ect Name: Blois, LNo. NEWPORT BEACH CITY HALL AND PARK -SDIDD Phases OS51913 INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1) ATTACHMENT (to proposal Date: 417/001 _ Role No. Descrlption Amount! No of Days ( Total Remarks Person Miles Charles Sager & Assoc(atus -Audis Visual Systems 53,500,00 Allana Buick Berrs - Waterproofing Consultant 52,500.00. Transach Systems Security Consultant $1,010.00 sTfSRALTLATiTTAtTIAL ` ._..... ._..--- -- ---A�3s�)g REIMBURSABLE EXPENSES ESTIMATE (see Note 3) Not, r Reimbur bl, _xjwn,su, include the tollowing. - 3CJ and Gaesr.iants lranspo talion, lodging and expenses for all trd I hctaaeen mc,r offices and the hob silo. SCJ and Cons!ooro 6xrl ngeg for ai( reproduction and printing. All e,,panstiis foor tolop oncis a, posta3o_ hondhng d,.livery (naguor and expre ,) halweco BC -s'. BCJ s Co"euhants. the 0"or"r the Conractofs a d others.avoived in t nP propot - L -r J rn'; Coesult rnl , (spen e 105 F^Ctos pars Note 2 rrhl,t fano cot,z cot,ere e l nrxed based on minirnw» two wer^k a ,�aaceQ notice to BCJ of allnt :ting d')tas and on (iq� •l I' i ., I r, virv'f r 61 rl : Ina fiflli rn ds 3C,, l ., » non of ii,lr on, [nr� ,;t 111,1h [,,,31 ) i r � the thrill a thls gn•cment, HC,I Aril! require reiinbursirmorn for any addibunal costs that may caw due to riturs lore incrnnses in ex, c,,s of the es0ryhld cost in heated herein. No.e 3 If this in b i proloclod /vtlounl for BCJ and/or Comultants roinrbursaele expenses is exceeded )Ledito to revisions .o the quantity of or dodule for BCJ and/or Consultants nnoiiings/presentations. changes to cools (y7Cm winot the initial projecli ns mere bns,d, scope of services changesetc.) this in(t(at not -lo -exceed dollar amount will bS i ino-eased based or, an updoWd projection of reimbursable expensos. All reimbursable expen_es will be hitad it a multiple of 5.r0 times the expenses incurred. Up n Receipi of the City of Newport Be&uCnS--wt,nUen app=oval and aulhorizition to LIthoar d, BC3 molt commerce this work. END OF EXHIBIT C Bohlin Cywinski Jackson Peter O. Bohlin, FAIA Bernard J. Cywinski, FNA Jon p. Jackson, FAIA W. Dan Haden III, AIA Frank W_ Grau nan, AIA Vatican D_ Lose, AfA Cornelius J. Reid, Ifl AIA Karl A. Backus, AIA Gregory H- Mottola, AIA C. Roxanne Sherbeck AIA Robert E. f0d er. AIA 19 March 2009 Mr, Steve Barium, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 926163 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519A Subject: Hydrology and Utilities Planning Additional Services Proposal (BOJ Project 08519A x1) Bear Mr. Barium: Per previous discussions, we arta submitting this proposal for the prevision of a)Hydrology and Water Quality Planning and Reporting and b)Utikties Planning. Per the email message I forwarded frorn Arup on the tenth of March; a portion of this fee is directly related to EIR-related tasks that are separate from basic services, the remainder is schematic; design phase work that is being moved forward in order to rneet the proposed EIR schedule. Project Scope The scope of services included in this proposal is indicated in the attached proposal dated 19 March 2409 from Arup, with related services provided by BCJ. BCJ's services will include management of and coordination with Arup in the process, as well as the attendance of the meetings listed in the Arup proposal. Schedule No changes to the established schedule are proposed based on the execution of this additional service. Architecture Planning Interior Design Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/Berkeley 49 Geary Street — Suite 300 San Francisco, California 94108 A 15.989.2100/Fax: 4 `s 5.989.2101 Bohlin Cywinski Jackson 08519A x1 10 March 09 Page 2 of 3 Project Fee This proposal is for a time -and -material fee, with a not -to -exceed amount of $133,375 based on the assumptions helow Services BCJ 10 hours Principral $285.00 per hour $2,850 20 hours Senior Associate $150.00 per hour $3,200 20 hours Associate $125.00 per hour $2,500 15 hours Staff 1 $105-00 per hour $t571a 10 hour, Office $75.00 per hour $750 Arup 19 Mar 09 proposal Hydrology $90,000 Utilities Planning $30,000 Reimbursables BCS To be gilled under Rase project NA Arup Costs of travel, printing, etc. $2,500 Total $133,375 BCJ reimbursable expenses will be billed to trio main project (BCJ 08519A). Awl remicursable expenses will be billed separately from services as part of this additional service. The BCJ tears appreciates the continued opportunity to work with tete Newport Beach community towards the realization of this exciting protect. Please contact us if you have any questions or need additional information, Sincerely yours, Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: ---............-- Printed Name: Title: Date: rl Steven Chaitow, AIA Project Manager ARCHIL ECT: Boh€€n Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Dale: ,1.0 Bohlin Cywinski Jackson (BCJ) cc JohN Eddy, Principal, Ai up John Worley. Pt incipal. Amp Rowan Roderick -Janes x 27222 (Sten Francisco) `,uetect 'Newport Beach Cill Hall Add Set vice #I Hydroloev and Utilities Plamrim Memorandum Page 1 of 6 Reference number ?08597/RRJ File reference J9203 970 Project ydrninistiationl3-W Project Financial l=i1es\3-0`t-01 Connacts, Costs_ FeesACivil Scope ofWoik Date (\larch 19.2009 llre iollowing document provides the proposed scope of Doi k, Fee artd Stchtclule For prepaiaiion of the tollor 6nyr technical studies ineha<linti a Site L7r rinage RepcTLt, a tvatu tjualtty 4.lanagement Plan, and a Utilities Mcnictrandirm, These doElments are intended to provide „ertment utfoinianoo for inclusion in the project EIR document_ I his scope cseludes detailed eneu Eu.ng deign which we wr,rold be happy to provide at a hier date as required. Scope of Work, Task 1 : Hydrology and Water Quality Planning and Reporting Task 1.1 : Site Drainage Report Preparation of the site drainagejcport will incorporate the following subtasks. • Define treatment and hydronlodification criteria lien NPDES and etre Orange County Drainage Area Management Platt (DAMP) • Field reconnaissance to observe downstream conditions and collect stream cross sections to populate the pre and post construction hydraulic model. • Establishment of site design, source control and neannent control measures to be incorporated and maintained to meet water quality and hydrologic design ci nerria and to address downstream conditions of concern. Prepare concept plan depicting location and sizing of BMPs for the post construction condition. • Hydrodynamic moceling of rainfall and iumorf characteristics for pre and post development conditions including leak Flow rate, flow velocity, runott volume, time of concentration and retention volume. Arup proposes to ase InfeWoiks as the primary routing model but tnay utilize other models as required by the Orange County Hydrology Manual. "Fhe model shall be built and tun based on lite fixed site plan evaluated in the EIR • Estimate pre and post construction water quality using a regression model based on predicted runoff concentrations and treatment perfo rrance of BMP's. • Prepare typical sections and plans of each proposed BMP type including rainwater harvesting facilities. • Work with project biology consultant to understand permitting requirements with Army Corps of Engineers and US Fish and Game based on the projects impacts to environmentally sensitive areas of zones of jot isdiction. J'12985973 PROECTADMIf4ISTRATIONt-03PROJOCT FINANCIAL R1ESQ-4301 CONTRACTS, COS IS, frESICIAL A«�, Au.e nme,imuu FGI SCOPE OH WORKtHYDROLOGY AND UTILITIES SCOPE. DOC Seo o a, t 9wvmbw 20o 20859 /RRJ March 19, 2009 Memorandum P10Of 6 • Work with the lanrhosaye architects and architects to integnate the concept drainage des an elements into the Vrading plan, landscape and irrigation plan, and a rchheatural drawings - • If sinuate, laucs•Stinig is utilized at the site, TO ltprnnvaicr drautafe report shall aaol.un RM the e&cis of momatm Harvesting in its €lndungs an site drainage_ Task 1.2; Draft and Final Water Quality Management Plan (WQMP) A WQNIP k required fa plojecls "Min the Chy of Nessport BeacK Arup shall utilise the modching and daion msults of the `,ne Dinmispe 2eport to complete the \VQhiP. sshich includes applicable sits hesfion, smrn c. control. „Ind Irciliuml _iVIP S I hs A1'QHIP acts forth a hnnad range W existing conditions_ permit lesluirements. wgulatprc cons soh_ ❑ oiLct hs dtldo""s and olhcr information relevant to the co ntol of wbaT ru iol 1. Task 2: Utilities Planning Task 2.1: Water efficiency and alternative supply strategies prepare, in c,ltlal>csrllum Wh Cil stat( and the desigat team, valet efficiency and allmn have oa dfl, hcnt hltaarks km ilscorymation roll, tic Wading and landscape design at EIR SOL These Shah 6e abotie and bc}ond those tat „sas Ietivamd byInuldhan codes mid shall set Ow framework Im p paring the utilities peak and m Drape dally demand puysCoors- I he nn te,gics shall include interhn and Coal or design efficiencies. A "Minty of fuse su altclumne ngspl} saate;lc5 >uch at reclaimed scasless rt r_ gict,aatel. or Iainscater. shall be oowi yed for their hilitT t„ wo,I ss:uel dentalds. Cost nccd" and'Imaiai rcyuncincnis.:1 non -potable :cater suppls uraleg, shall be selected based on this bloud-Ievel evaluation - Task 2.2: Energy efficiency and alternative supply strategies Prepare. in colkiboiation Rich City stall and design team, energy ('}, as and electric) efficiency and theinnuve supple benCimarks IM 1110M ontlon in the building and parking gCiagc design ai EIR lescl These'ball he ahove ,and beyoa i targets required by nodding, codes and shall set the framework for preparing the Wil ew peak and average daily demand projections. Inferior and exterior building efficiencies and alternative benchummrks wiil be reviewed to evAuaw site ocagy needs, cost effectiveness, and maintenance. Preferred strategies will be selected i>ased on this broack evel evaluation. Energy modeling vii! ocem during scheme and detau design phases undce separate scope. Task 2.3 Utility Demand Projections prepare project water, sewage, energy (gas and electric), and telecom demand estimates. Water demands to be estimated based on approximate fixture model in order to calculate sewage flows, reclaimed and Mutable water demands. Cas, electric, and telecom peak and average daily use demands will be developed from demand inputs required by the building pmpam as broad estimates. Energy modeling will occur during scheme and detail design phases under separate scope. Demands shall be projected for two scenarios, a to -code scenario and a sustainable -case scenario to whlnh all of the efficiency and alternative supply strategies are applfrrd. Amp shall also provide estimate of urinol't demands based on the landscape architect's initial designs. This task swill enable a fhtal determination of which strategies to incorporate into the design in order to achieve water, .sewer, enery,) and telecon, dena and to igets. Task 2.4 Draft and Final Utilities Memorandum prepare a Draft Utilities Memorandum for comment by the C."ity, The memorandum shall include wrinien descriptions of water, sewer, energy, and telecom demand targets, mconunended efficiency and alternative supply strategies, and estimated demand reductions. Based on comments from the Cite following initial submission of the technical document Amp shall prepare a Final Utilities Memorandum. ,tt2MN70PRORCTAGM£NISTRATIOMs3.03VROJII[CTFIIaAtlCIALFRES!3A3-01CONTRAC(scGsis_ FEE51Citi9t arup uam: mrntcu ua ruJ SCOPE OF VODR s+ YUROLOGY AND allUeFS SCOWE Ow re .0 1 tu,:..+eim, No, 20859WRRJ Memorandum March 19, 2009 Page 3 of 6 Task 3: Meetings , Site Visits, Working Sessions One site visit. two meetings wKh tete relevant City depai7mems and utility providers, and three waking sessions wah Be design waa2 are included in this scope of work - During the I da) she visit, Atop shall collect data in iWin 1. of dile Site Damage Report and %VQMP. This shall include sneam sections anis r=al rd surveys of vicann chamwi_ notion, and v genwhon condri ms at points dowristi-caun from the propect area. Arup shall ,reet whit ielr.vant (."it) depanntents earl) HI the desTn pioccss M discuss nixN ing and reporting standards and procedures. hydroltrvrc &Shn uitUM, and data ndleawn, Nup will use these meetings to beuto tmdcNand the opportunities and consuamis ref the site I he second ntcctin—, shall following submittal of the technical documents and would include a review of the finding:; with the City and IF discussion of design indications and impaati related to the EIR. This <cone also includes aitendnnce of 2 AH, staff al up to three wnrki i,� incetins in San 1-mn usc:o with the landscape atchi€ect and Or atchAnts Ni braiastorrat strat�eio,, aril t'.r>t uss oppryrtanities artd Inns€r;r'urts relating to clownne and utilities planning F00 00111THIN Task I : lhdrulog) and !Vater Quality planning and Reporting s9t1,000 Task 2 : Utilities Planning; S30000 Expenses: 7Qm=e!81WIMeA_ 2 uts Ww" SPO w LAX_ m ludmgttnWe ground transportation, lodging, perdiem, parking etc. for two staff'. Praising enc( OJIce 13'gxwes- 3 bound, color Bard copies of all key deliverables. Total Estimated Expenses: S 2,500 Total Fee: S122,SO0 The schedule to comphae work outlined in this scope is btaed on the need to submit materials in support of the EIR. The draft technical reports including the Drainage Report, WQMP, and the utilities strategies and projections shall be sutambed by May 15 and the final reports shall be issued by June 12 pending tirridy receipt of comments from the City by May 24 and with the assumption that major changes to the reports are not required, The schedule is based on an assumed Mat date & March 11, Task 1: Hydrology :and 4WaterQuaiitp Planning and Reporting Draft Drainage Report May 15 Draft WQMP May 15 Final Drainage Report June 12 Final WQMP Jrow 12 Task 2: Utilities Planning and Memorandum Draft Utilities Memorandum May 1 Final Utilities NKnorandum June 12 JeMCF1U' PROJECT ADWASTRATIONU-03f`w,aFCi'RNANCtArR,ES00301 CJNTRAC'rSAOST9. FEE FLICIoL 1rv11111,11 Al-rt—III Fm SAWS OF W4Rk(iHYQROtOGY AND MUMS %OPE M C I" s n, ^ Nquc+ice, Not 208597JRRJ March 19, 2009 '10fal Duration: Memorandum Page 4 of 6 14 weeks I his propo,al is assumed to he an additional ,civice to which the terms and conditions ufthc eximinr, contract heh;eol! [1CJ and ;Angr shall npplF_fhe tel and conditions in the eX�stiu_ contact agreement shall constitute the entire agreement unless they uIe evpresslr Iciected Parol to the authorization oCArup's seivices and another contract is agreed by all parties concerned. V,re propose that we pertonn the above work on a 1 ime and Materials hasis, with a total fee not to exceed $122,500. The estimated fee for each scope item is provided above, which reflects the anticipated level of effort required assuming the hourly rates noted below_ Should it become apparent that the scope of work is significantly changed from what is described above, we will notify BCJ immediately, and submit a request Al authorization of additional fees prior to pioceeding- Our current time and materials rates per hour are as follows: TITLE RATE Principal 1 $325.00 Principal 2 $300.00 Associate Principal $215.00 Associate $190.00 Sr_ Consultant/ Engineer $160.00 Consultant I Engineer $130.00 Graduate Consultant! Engineer $110.00 Sr Drafter $120.00 Drafter I Graphic designer $110.00 Clerical $85.00 JVOSS97A3 PROJECT ADMINISTRATION\303 PROJECT FINANCIAL FoF.SQ 0301 CONTRACTS. COS TS. FEESVCIVIL amp Noan amen;,. un ro3 SCOPE OF WORMNYDROLOGY AND UnUTIES SCOPE DOC Fe+ e 0. 1 m.—I- 2m' 20859TRRJ March 19, 2009 Memorandum We will apply a 1.1 mu nfilier to reimbursable expenses, which covers • Travel expenses, inchldirlg airfare, ground transportation, lodpins, per diem, parking etc. We anticipate that expenses will not exceed $1500 - Paye 5 A 6 We plopase that we submit own4b invoieev with pays ;eat usciticsted "ithin 30 days from dw hate of the invowe. We will stttnmana.e. Proud) gates, inue aid the spent tar each of tlae scope nems noted above on each invoice. SSE11Y1 to tis/ C t 4, 2= 1I . Please note that the AILS" scope commis of techrucral studieundertaken to a level of detail appropriate to support the preparation of the EIA. l his proposal aysuuus On Following services are not includad: a. Cost esfirnming b- Detailed geotechnical and environnxnttl u m sugations c 1 opograpntc and uhlltysurVLCtng d. Mapping services 2. The proposal assumes d at a fixed sine phn will tic aeailome by Minch 24°i for use its Lite hpdrology repots and WQMP. If. Iollo,{-ine. lqueoncrt on the fixed site. nrehitecimY lAms are adtnsted significantly such that the results of the hydrologic model are no kmgar Bahl in- the site drainage wpfrt and the WQMP require significant levisirut. addition,rl s�tuk rc(lumed shall he billed on a time and materials basis. _. Amp shall Update the Draft Drama ge Report, WQMP, and l,itiblies Memorandum based on comments from the City following initial submission of the technical documents. This scope assumes that a Anele round ofcomments shall he addressed and that any additional not comments fullowingsubmission ofthe final draft of the technical documents shall be addressed on a time and materials basis. L. The estimand fee is based on an assu,ned project duration of IA weeks_ Should Arup incur additional costs due to the schedule being extended for reasons beyond Arup's control, we will seek fair and appropriate compensation. i:s205597G3 PROJECT AOMINISTRATIONO-09 PROJECT FINANCIAL FILE 30-0101 CGINTRAOTS, COOTS, E'EsnJVLL A, Na+e amen-uIJ9.I SCOPE OFwORKU-vDQQLCGY AND UTIU TIE S SC OPE, 00C R,- 0,,1N.—I"21.1 2085 7IRR.I March 19, 2009 Yotirs sineerely Rm°.an ltouerick-lona; tis;-ii,E \t;itrr':Zc><turt� J�'i�lt(ist r.c John I ddc. Arup john WI,I1ec_ At M iR IA) ;A,A0 ACKNO LG(7GIF-D I'he heloJv ;ie(wd eicknowledees and IawcS to the above 'WIM, lod 1, jIl offrett of ESCJ ulih (he authowN to enter 7 ;Hitt ih letter agreement I\ It 1 tip North lmet C'I Ltd, i! ik4ft€i'e: �fli71C: FItIL_ I:)ate Memorandum Page 6 of 6 JIM597O PROJECT ADPINiSTRATiOW03 PROJECT FINANCIAL flLE5t303Ci GONTRACI S. COSTS. FEEBLE&g LW 1a3 :COPE OV WOIRiHYDRO]OGGY AND U NLtl Ot SC OPE DOC xw s,4 tNcmnW?,I Cif-4Fof NewportBeach BUDGETAMENDMENT 2008- 09 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues PX from unappropriated fund balance EXPLANATION: NO. BA- 09BA-050 AMOUNT: $3,051,696.00 Increase in Budgetary Fund Balance 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 from City Hall & Park Fund unappropriated fund balance for amendment no. 1 to the professional services agreement (psa) with Bohlin Cywinski Jackson for the Schematic Design and Design Development Phases of City Hall and Park architectural design services. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 410 3605 REVENUE ESTIMATES (3601) Fund/Division Account EXPENDITURE APPROPRIATIONS (3603) Description City Hall & Park Fund - Fund Balance Description Description Division Number 7410 City Hall Construction Account Number C1002009 City Hall: New Division Number Account Number Division Number Account Number Signed: Signed: Signed: Approval: AdministratipA Services Director City Manager City Council Approval: City Clerk Amount Debit Credit $3,051,696.00 $3,051,696.00 j;�?'-4'1- 0 Date D e Date c -- PROFESSIONAL PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT T1418 SER rss maleand entered into as aiiht`s iutt, day of Janaaiy, 2{309, by - and between the CITY OF NEWPORT BEACH, a Municipal Corporation and charter city ("City"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation, whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("Consultant"), and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City is planning to have design and construction documents developed for a New City Hall and park project to be located at the vacant 12 -acre site north of the Newport Beach Central Library on Avocado Avenue that will integrate the New City Hall building and park with the existing library facility ("Project'). C. Both City and Consultant recognize that the Project is complex and will need to be completed in phases so that the City Council, committee members and the public will have input regarding the design and eventual construction of the Project. At this time, City desires to engage Consultant to provide professional services for the first phase of the Project which consists of the conceptual design phase for the Project. Both the City and Consultant recognize that this Agreement will need to be amended for additional phases of the Project which includes, but is not limited to, the preparation of schematic design, design development, a biddable set of construction documents, and support during the bidding and construction phases of the Project. D. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. E. The principal member[s] of Consultant for purposes of the Project, shall be Gregory R. Mottola, Vice President. F. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 0 0 1. TERM The term of this Agreement shall commence on the above written date, and shall terminate on the 31st day of May, 2009, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE Time is of the essence in the performance of services under this Agreement and Consultant shall perform the services in a diligent and timely manner in strict accordance with the schedule for the Project attached hereto as Exhibit B. The failure by Consultant to strictly adhere to the schedule may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 City agrees that if it becomes aware of any action by the City or its staff that City believes will affect the Consultant's schedule, the City will promptly notify Consultant and will extend Consultant's schedule by the amount of time attributable to any City caused delay. 3.2 If Consultant becomes aware of any delay that Consultant contends is caused for any reason beyond Consultant's control, 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. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.3 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand -delivery or mail. 4. COMPENSATION TO CONSULTANT City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit C and incorporated herein by reference. Consultant's compensation for all work performed in accordance with this 0 • Agreement, including all reimbursable items and subconsultant fees, shall not exceed Six Hundred Forty Seven Thousand Six Hundred Seventy Five Dollars and 251100 ($647,675.25) without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 Consultant shall submit monthly invoices to City describing the work performed the preceding month. Consultant's bills shall include the name of the person who performed the work, a brief description of the services performed and/or the specific task in the Scope of Services to which it relates, the date the services were performed, the number of hours spent on all work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff. 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by City. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services that Consultant agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. B. Approved reproduction charges. C. Actual costs and/or other costs and/or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work performed Without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit C. 5. PROJECT MANAGER Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Steven D. Chaitow to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed herein or in Exhibit A or assign any new 3 or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnefassigr d f© If�e performance o services upon wriffen rt"u of Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the City Manager's Office and Public Works Department. David Kiff and/or Steve Badum shall be the Project Administrators and shall have the authority to act for City under this Agreement. The Project Administrators shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this Agreement, City agrees to, where applicable: A. Provide access to, and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting and other services through City's reproduction company for bid documents. Consultant will be required to coordinate the required bid documents with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. C. Provide usable life of facilities criteria and information with regards to new facilities or facilities to be rehabilitated. 8. STANDARD OF CARE 8.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances at the same time and in the same or similar locality. All services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. By delivery of completed work, Consultant certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care as of the date the work is completed. 0 01 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its 0ibUession.ConsbTta—nT ssKa-W ma nn�n a Ctiq o-U10wpvrf Beach 15-5smess license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, 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. 9. HOLD HARMLESS To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers and employees (collectively, the "Indemnified Parties) from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or indirectly) to the negligence, recklessness, or willful misconduct of the Consultant or its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them. Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence, active negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over 5 the means of performing the work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator and/or his/her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of work. Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and in a form satisfactory to City. A. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Insurance certificates must be approved by City's Risk Manager prior to commencement of performance or issuance of any permit. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. B. mature. A person authorized by the insurer to bind coverage on its behalf shall sign certification of all required policies. C. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of • Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. D. Coverage Requirements. i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employers Liability Insurance for his or her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non -renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days (10 calendar days written notice of non- payment of premium) prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, contractual liability. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement, or the general aggregate limit shall be at least twice the required occurrence limit. iii. Automobile Liability Coverage. Consultant shall maintain automobile insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than two million dollars ($2,000,000) combined single limit for each occurrence. iv. Professional Errors and Omissions Insurance. Consultant shall maintain professional errors and omissions insurance, which covers the services to be performed in connection with this Agreement in the minimum amount of five million dollars ($5,000,000). E. Endorsements. Each general liability and automobile liability insurance policy shall be endorsed with the following specific language: The City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with 0 0 respect to liability arising out of work performed by or on behalf of the Consultant. ii. This policy shall be considered primary insurance as respects to City, Its elected ora ointed offices officials, emplgees, agents and'vohmteers as respects to all claims, tosses; rn-fiabitity arising - directly or indirectly from the Consultant's operations or services provided to City. Any insurance maintained by City, including any self-insured retention City may have, shall be considered excess insurance only and not contributory with the insurance provided hereunder. iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. iv. The insurer waives all rights of subrogation against City, its elected or appointed officers, officials, employees, agents and volunteers. V. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits, by either party except after thirty (30) calendar days (10 calendar days written notice of non-payment of premium) written notice has been received by City. F. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of or resulting from Consultant's performance under this Agreement. G. Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint -venture or syndicate or cotenancy, which shall result in changing the control of Consultant. Control means fifty 0 0 percent (50%) or more of the voting power, or twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -venture. 16. SUBCONTRACTING City and Consultant agree that sukonsu- tf ants may be used to comffie—telewwrc outlined in the Scope of Services. The subconsultants authorized by City to perform work on this Project are identified in Exhibit A. Consultant shall be fully responsible to City for all acts and omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. The City is an intended beneficiary of any work performed by the subcontractor for purposes of establishing a duty of care between the subcontractor and the City. Except as specifically authorized herein, the services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents"), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion for the Project without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents to City upon prior written request. 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 besides the Project or additions/modifications thereto. The parties agree that the Documents will only be used by City or others for the Project (or additions/modifications thereto) unless specific written authorization is obtained from Consultant. 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. All improvement and/or construction plans shall be prepared with indelible waterproof ink or electrostaticly plotted on standard 30 -inch by 42 -inch Mylar with a minimum thickness of three mils. Consultant shall provide to City 'As -Built' drawings, and a copy of digital ACAD and tiff/pdf image files of all final sheets within ninety (90) days after finalization of the Project. For more detailed I 0 0 requirements, a copy of the City of Newport Beach Standard Design Requirements is available from the City's Public Works Department. 18. COMPUTER DELIVERABLES CARD data delivered to City shall include the professional stamp of the engineer or architect in charge of or responsible for the work. City agrees that Consultant shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the modification or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of accuracy or readability of CADD data due to inappropriate storage conditions or duration; or (c) any use by City, or anyone authorized by City, of CADD data for additions/modifications to this Project, or for the completion of this Project by others, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. All original drawings shall be submitted to City in the version of AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with the City's digital submission requirements for Improvement Plans. The City will provide AutoCAD file of City Title Sheets. All written documents shall be transmitted to City in the City's latest adopted version of Microsoft Word and Excel. Electronic files furnished to City shall be subject to an acceptance period of one hundred and eighty (180) calendar days during which the City agrees to perform appropriate acceptance tests. The party furnishing the electronic file to the City shall correct any discrepancies or errors detected and reported within the acceptance period. After the acceptance period the electronic files shall be deemed to be accepted and Consultant shall not have any obligation to correct errors or maintain electronic files. 19. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. This provision shall not apply to information in whatever form that is in the public domain or if disclosure is reasonably necessary for the Consultant to defend itself from any legal action or claim. In the event that Consultant receives an order or demand from documents issued by a court, administrative agency or other legitimate authority, the Consultant shall immediately notify the City and the City shall have the option of challenging the order or demand for production of documents. If the City elects to challenge an order or demand from documents issued by a court, administrative agency or other legitimate authority, Consultant shall fully cooperate with City in any legal challenge the City may bring to the order or demand for production of documents and shall not produce said Documents unless the City's legal challenge to the order or demand is found to be without merit. 10 0 0 20. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents his/her judgment as a design professional and is supplied for the general guidance of Cid. 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. 21. INTELLECTUAL PROPERTY INDEMNITY The Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all 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. 22. 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 and any services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 23. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his/her designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 24. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence of Consultant which results in costs, expenses, or damages to City greater than what would have resulted if there were not errors or omissions in Consultant's work on the Project, Consultant shall be liable for all costs, expenses and/or damages that 0 exceed the costs and expenses which would have been borne by the City but for the errors and omissions of the Consultant including, but not limited to, additional design, construction, construction management, delay and/or restoration expense. The determination of negligence shall be subject to the Standard of Care as set forth in Section 8. Nothing in this paragraph is intended to limit City's rights under the law or any other sections of this Agreement.- 25. greement. 25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 26. CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act"), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 27. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, by certified mail, express mail or facsimile, in each case during regular business hours, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first-class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Steve Badum Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA, 92663 Phone: 949-644-3311 Fax: 949-644-3318 12 All notices, demands, requests or approvals from CITY to Consultant shall be addressed to Consultant at: Attention: Steven D. Chaitow Bohlin Cywinski Jackson 49 Geary Street-, Suite 300 San Francisco, CA 94108 Phone: 415-989-2100 Fax: 415-989-2101 28. TERMINATION AND DISPUTE RESOLUTION Pzd<i=I:Ia�jlli!/_r1t01L41 In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non -defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 28.2 STEPPED DISPUTE RESOLUTION In the event of a dispute arising out of or relating to this Agreement or the services to be rendered hereunder, besides a default as set forth in Section 28.1, the City and the Consultant agree to attempt to resolve such disputes in the following manner: First, the parties agree to attempt to resolve such disputes through direct negotiations between the appropriate representatives of each party within ten (10) calendar days of being notified of the dispute. 13 0 0 Second, if such negotiations are not fully successful, the parties agree to attempt to resolve any remaining disputes by formal nonbinding mediation conducted in accordance with rules and procedures to be agreed upon by the parties within thirty (30) calendar days after the failure to resolve the dispute by direct negotiation. _. ........ All parties agree that Consultant shall be required to submit a Tort Claim in conformance with the Tort Claims Act (Government Code Section 900 et seq.) and that this Section does not alter the Tort Claims Act requirements or toll any time limitations or statute of limitations set forth in the Tort Claims Act. 29. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or in effect at the time the work is completed. In addition, all work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements in effect at the time the work is completed and be subject to approval of the Project Administrator and City. 30. 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. 31. 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. 32. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 33. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 14 Cl 34. AMENDMENTS This Agreement may be modified or amended only by a written document — executed by both Consultant and City and approved as to form by the City -- erney. 35. SEVERABILITY If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 36. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 37. EQUAL OPPORTUNITY EMPLOYMENT Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. 15 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: Aaron C. Harp, Asst`City Attorney for the City of Newport Beach ATTEST: By: 10lwl Leilani Brown, City Clerk CITY OF N, WPORT BEACH, A Munici al Corporatioi�i Edw ra d D Selich, Mayor for the City of Newport Beach CONSULTANT: 17 go W. Dan Haden, III Vice President/ Treasurer Attachments: Exhibit A — Scope of Services Exhibit B — Schedule/ Work Plan Exhibit C — Schedule of Billing Rates 16 0 Bohlin Cywinski Jackson Peter Q. Bohlin, FAIA Bernard J. Cywinski, FAIA Jon C. Jackson, AIA W. Dan Haden III, AIA Frank W. Grauman, AIA William D. Loose. AIA Cornelius J. Reid III, AIA Karl A. Backus, AIA Gregory R. Mottola, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA January 5, 2009 Stephen G. Badum, P.E. Public Works Director City of Newport Beach 3300 Newport Blvd. Newport Beach, CA 92663-3884 0 EXHIBIT A SUBJECT: Newport Beach City Hall and Park (BCJ Project# 08519A) Proposal for Conceptual Design Phase Services (Exhibit A. B & C to PSA) Dear Mr.Badum. We are pleased to have the opportunity to collaborate with you and the City of Newport Beach on the new City Hall and Park project. Based on our conversations with you we are submitting the following proposal for Architectural and Consultant Services for the Conceptual Design Phase only at this time. Per our discussions, a contract amendment(s) to cover the subsequent Schematic Design, Design Development, Construction Document, Bidding and Construction Administration phases will be issued at a later date once the scope of the project is fully developed. This proposal contains the scope of tasks and deliverables (Exhibit A), a work plan and schedule (Exhibit B) and our Billing Rates and Reimbursable Expenses Budget (Exhibit C) for the Conceptual Design Phase. We are pleased to present this proposal to the City of Newport Beach and we appreciate the opportunity to be of service to you in your efforts to create a new civic center for the City. The pages that follow this letter describe our proposal, work plan and preliminary project schedule based on our discussions over recent weeks. Sincerely, ell�� Gregory R. Mottola, AIA Principal cc: Dave Kiff, Asst City Manager; Steve Chailow, Peter Bohlin, Daniel Lee, file Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco San Francisco, California 94108-5729 415-989-2100/Fax:415-989-2101 • Bohlin Cywinski Jackson EXHIBIT A — Scope of Services A. Description of Project Design Scope: E Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 2 The new City Hall and Park for Newport Beach will consist of approximately 82,000 gsf of building area, an approximately 450 car parking structure and a park at the vacant 12 -acre site north of the Newport Beach Central Library on Avocado Avenue that will integrate the New City Hall building, parking, and park with the existing library facility. This project shall take the design concepts developed during the Design Competition phase and presented on September 27, 2008 and refine them as per the Design Committee's recommendations issued in their November 25'h, 2008 report (report with revised date 11-10-08). 2. Program: The Newport Beach Civic Center City Hall Facilities Needs Assessment Document dated 9 August, 2002 prepared by Griffin Advisors, and as updated with revision date 2008 is the basis of the City Hall program to be used for this project. The City has provided the following Initial Project Information that forms the basis of this proposal: a. RFP Q&A (dated 8/4/2008) b. Design Competition Judging Criteria c. Design Competition General Design Parameters (dated 5/13/2008) d. RFQ (dated 4/1/2008) e. Site Water and Wetland Definitions (8/24/2004) f. Biological Resources (8/2004) g. Area Description for Southernmost Meadow Area of the northerly portion of the Central Parcel (not dated) h. North Parcel Topo (dated 9/23/2008) i. Avocado Street construction drawings (dated 3129/1990) j. Existing Central Library Elevations (dated 6/11/1992) k. Library Site Plan Part 1 (dated 12/2111994) I. North Parcel (dated 7/18/1990) m. Central Parcel (dated 4/1992) n. Grant Deed (dated 10/19/2007) o. Preliminary Report (dated 04/21/2008) p. Central Parcel View (Plane and Topo) q. Geotechnical Study (dated 5/2/2008) r. Needs assessment (updated 2008 spreadsheet) s. Space Requirements (dated 8/9/2002) t. Space Utilization (dated 819/2002) u. City Hall Design Committee — DRAFT Final Report (REVISED 11-10-08) v. City Hall and Park Project Schedule — DRAFT (11-25-08) w. Public Works Department's City Standards 'Design Criteria' (current version as of date of this proposal) Preliminary Project Budget: The Initial Project Information provided by the City of Newport Beach indicates the project budget to be in the range of $450/sf for the building, We currently understand the project budget to be in the range of $60+/- million construction costs for the project. During the Design Competition, the City Hall as presented was budgeted to be in the range of $38M, the Parking Structure $12M and the Park at 0 Bohlin Cywinski Jackson 0 Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 3 $12M. The significant mass excavation and site preparation required to build the project below the required view plane height limit was not included in these numbers. B. Proposed Project Team Architecture - Bohlin Cywinski Jackson • Peter O. Bohlin, FAIA, Design Principal • Gregory R. Mottola. AIA, Principal In Charge • Steven D. Chaitow, AIA, LEED AP, Senior Associate, Project Manager • Daniel Lee, AIA. LEED AP, Project Architect 2. Consultant Team 1. Structural Engineers — Amp, San Francisco, CA 2. Mechanical/Electrical/Plumbing/FP Engineers - Arup. San Francisco, CA 3. Civil Engineers - Amp, San Francisco, CA 4. Landscape Architect— Peter Walker and Partners, Landscape Architects, Inc., Berkeley, CA 5. Cost Estimators — C.P. O'Halloran & Associates, Inc., Westlake Village, CA 6. Code Consultants - The Fire Consultants — Walnut Creek, CA 3. Owner's Consultants — This Proposal assumes that the following disciplines will be hired directly by the City of Newport Beach 1. Preconstruction Services and Cost Estimating — C.W. Driver 2. Security Consultant — TBD 3. Traffic Engineer — TBD 4. Geotechnical Consultant — TBD 5. EIRConsultant — TBD 6. Surveyor - TBD C. Scope of Work: 1. Concept Plan Refinement Phase Services ( 14 weeks) At the end of the Concept Plan Refinement Phase, BCJ will collaborate with the Project Team to issue a compilation of the deliverables outlined below. 3 copies of this summary report (11 x 17" format booklet) as well as .pdf soft copy shall be provided to Newport Beach for reproduction and distribution. Additional copies can be accommodated upon request as an additional service and reimbursable expense to this proposal. The following is a schedule of Concept Plan Refinement Tasks and Deliverables for the phase: Concept Phase Tasks — Protect Organization I Data Collection I Project Management Task Description Deliverable conditions documents Validate / coordinate docs with City Format context site plans 0 Bohlin Cywinski Jackson 0 Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 4 - Existing site utility information - Review geotechnical information - Existing Central Library Drawings - Information on wetland zone Review ground water conditions - Review City's site survey G 2 Review needs assessment (program) with City Staff • Issue confirming program report - Confirm 2006 docs are still up to date: adjust program if necessary - Review Program Adjacencies G.3 Evaluate possibility of adding Emergency Operations • Issue confirming program report and Center into City Hall Complex budget impact - Confirm implications of making part of or whole complex comply with Essential Services Building requirements - Confirm program requirements for Emergency Operations Center G.4 Review and adjust site analysis from competition as • Site Analysis Drawing I Narrative necessary - Review BCJ/PWP/Arup site analysis w/ City, adjust as required G.5 Program for Central Library Link • Confirm and Document strategy for connection to library - Analysis of existing Central Library - service dock, possible points of physical connection G.6 Confirm and Develop site program for park • Issue Program Document for Park - Review use options with City Staff / City Council G.7 Review Sustainability Goals for project • Issue Preliminary LEED Checklist - Review options with City • Identify available Incentives / Grant programs - LEED Checklist I identify likely point targets G.8 Update Conceptual Phase Cos( Model • Issue Updated Conceptual Phase Cost Model / Budget - Review Construction Cost w/ Cost Estimator / City's Project Manager G 9 Review Mass Excavation I Grading / Site Utility • Generale Conceptual Grading Plan Issues - Review Soils Export Strategy with City and Construction Cost w+ Cost Estimator 1 City's Project Manager G.10 Review EIR Process, products, schedule • Collaborative design review and discussion - Review process w/ EIR Consultant & City - Collaborative design review to identify and mitigate problem areas Bohlin Cywinski Jackson 0 Stephen G.Badum,P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 5 GA 1 Revised Concept Phase Deliverables • Update Building Plans, Sections, - To improve circulation & promote the OSS Elevations - Update drawings / presentation materials for • Design Narrative Approval steps 0.2 Review the sail design feature. • Two Revised Renderings - To reduce the incursion into the view plane • Digital Animation fly — through (two paths) D.3 Add surface parking near entry plaza. • Physical Model (optional -priced - Confirm desired quantity of spaces sepaately) G.12 General Project Management Tasks • Periodic Project Status reports - General communication and coordination with • Weekly conference calls during non - Owner face-to-face meeting weeks D 5 - Internal project management / reporting to • Develop Scope of subsequent SD- CA Owner on progress phases of work - Coordination with Subconsultant Team • Finalize overall project schedule Concept Refinements - Specific design studies for competition scheme D.1 Consider changing the "pod" modular sections. - To improve circulation & promote the OSS • Study alternative strategies for breaking concept down floor plates ! incremental Floor plate steps 0.2 Review the sail design feature. - To reduce the incursion into the view plane • Study alternative features for Council Chamber D.3 Add surface parking near entry plaza. • Study layout alternatives - Confirm desired quantity of spaces DA Improve the aesthetics of the parking structure. • Study additional screening concepts, evaluate cost implications of alternatives - To look less like a parking structure D 5 Reduce amphitheatre and add parking. • Study layout alternatives, confirm program requirements for amphitheater, confirm quantity of surface parking - Reduce amphitheatre to create more open space - Add parking for the park D.6 Integrate city hall and the park better. • Study alternative design strategies for council chamber, review parking / building circulation diagram - Community room needs an outdoor function or should be combined with the council chambers - Council chambers should be able to be expanded - Council chambers is in front along avocado but all the parking is behind the city hall D.7 Reduce light and glare. • Study Alternative Strategies for glare ! light bleed Consider using louvers or other systems to • Revise / update building elevations address light and glare from clerestory windows 0 Bohlin Cywinski Jackson Building should be reoriented slightly so that the clerestory windows are not as prominent from above the site Exposure of the west side of the building to direct sunlight should be addressed mprove area Eating area between city hall and library could be improved to be a nice place to go for visitors, staff, and library patrons This would make the master plan a true civic center that's alive and vibrant The connection between the library and the parking structure was never fully explained Recommendations for further consideration: Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits f Page 6 to Link design, cafe D 9 Maintain berm along MacArthur Boulevard • Confirm bene as presented in competition scheme D.10 Provide appropriate and effective mitigation of light • Similar to D.7 and glare on the site so that neighboring residences are not adversely affected. D.11 Separate pedestrian and vehicular access ways and • Site Plan and section studies primary circulation elements. D.12 Provide a floor plan that will easily accommodate • Similar to D.1 future modifications to internal department sizes and layouts. DA3 Be logistically feasible, understanding how the • Review construction logistics scenarios duration of construction will affect the surrounding with City's Project Manager commercial, retail and residential area. D.14 Integrate the library so as to develop a true "civic • Similar to D.8 center". DA 5 Provide reslrooms (or visitors to the park. • Confirm restroom structure adjacent to Tot Lot in competition scheme D.16 Provide (or easy parking for park visitors. • Similar to D.5 DA 7 Show strong visual and physical connectivity • Study alternative approaches to between the North Park Parcel and the Central Park strengthening link across San Miguel Parcel (such as textured paving to cross San Mi uel . D.18 Consider a cafe, small coffee shop, snack can, or • Confirm cafe shown in competition kiosk for visitors/employees in the city hall building. scheme D.19 Have a vehicular connection from city hall parking to • Confirm vehicular link shown in the library's existing parking lot. competition scheme 6.20 Contain the council chambers and the multi-purpose • Study alternate design strategies for community room in a single building or wing separate Council Chamber and Community Room from the remainder of the city offices to allow for easy after -hour and weekend access to the chamber and multi-purpose room. A direct link between the city offices and council chambers for staff and elected officials would be recommended. 0 Bohlin Cywinski Jackson 0 Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 7 D.21 To the extent possible, design council chambers and • Similar to D.20 community room to be able to act together as a single large community space and provide for the possibility of useable contiguous outdoor space for community events. D 22 Provide access to natural light from all staff • Confirm design concept from workstations. competition scheme D.23 Provide continuity of landscape treatment from library • Confirm landscape concept from olives along Avocado. I competition scheme 2. Basic Services Summary — SD. DD, CD, Bidding, CA A. Schematic Design - To Be Determined at a later date by contract amendment B. Design Development— To Be Determined at a later date by contract amendment C. Construction Documents — To Be Determined at a later date by contract amendment D. Bidding I Negotiation and Permitting - To Be Determined at a later date by contract amendment E. Construction Administration - To Be Determined at a later date by contract amendment D. Qualifications and Exclusions 1. The scope of work outlined in this proposal shall be incorporated as Exhibit A into the City of Newport Beach's Professional Services Agreement, as modified to suit this specific project. Per the PSA, BCJ is proposing our fee as a time and expense not -to -exceed fee, to be invoiced monthly based on hours spent completing the above described scope of work completed. See Exhibit A-1 for BCJ standard format invoice. 2. Substantial revisions to the building program and/or documents after completion of the phase and the City of Newport Beach's approval of the Concept Plan Refinement phase documents, will be considered as an additional service. 3. If the City of Newport Beach causes the duration of this phase of work to substantially exceed what is specified in this proposal, the work performed in excess of the specified duration would be in addition to this proposal and would be considered as an additional service. BCJ shall provide prompt written notice to the City if BCJ becomes aware of any delay to the schedule. 4. A fixed number of meetings are identified for this phase of the work. This proposal assumes that the attendees at these meetings are limited to the Project Administrator and designated City Staff representatives and/or members of the Building Committee who can act on behalf of the various departments within the city government. It does not include extensive meetings with city staff and others beyond those outlined in Exhibit B. If the number of meetings for the phase is exceeded, these meetings would be in addition to this proposal and considered an additional service. 5. Special Presentation -style booklets, models, perspectives or renderings beyond those described above are not included as part of these services beyond BCJ's in-house design materials normally produced to convey design intent. Special Professional Renderings and/or Presentation Models, Animations, etc., beyond those described above can be provided as an additional service. 0 Bohlin Cywinski Jackson 0 Stephen G. Bad um, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 8 6. Furniture Design is not included in this proposal, however conceptual furniture plan layouts for select spaces will be developed in the Concept Plan Refinement Phase as part of the design of the building to verify functionality of spaces. 7. The survey or relocation of existing office equipment or furniture is not included as part of these services. 8. Furniture plans that indicate office equipment such as computer CPU's, monitors, keyboards, fax machines and copy machines are for location planning purposes only. Information regarding equipment sizes and utility requirements are to be provided to BCJ by the City. No new office equipment is being selected. specified or purchased as part of this contract. 9. Architectural survey of the existing buildings: We assume that the existing information on adjacent buildings is available and deemed reliable for our use. 10. Land or property boundary survey. City is required to provide this information at the commencement of the work. 11. BCJ has the right to rely on the accuracy and completeness of services and information furnished by the City and the City's Consultants. BCJ shall provide prompt written notice to the City if BCJ becomes aware of any error, omission or inconsistency in such services or information 12. Documents shall be prepared according to BCJ office standards for construction documentation, which are in compliance with the industry standard of care, and where applicable, the City of Newport Beach Public Works Department's City Standards 'Design Criteria'. 13. Provision of electronic file formats for use by the estimator, contractors or bidders shall be available upon receipt of a signed original of the Electronic File Transfer Agreement to be provided by BCJ. See Exhibit A -II at the end of this proposal for BCJ's standard Electronic File Transfer Agreement. 14. BCJ will assist the City with Permit Applications through the City's EIR Consultant. BCJ's assistance does not include payment of fees, tracking and reporting of permit status, preparation of special research studies, variances, special tests or documentation, surveys, or environmental studies and submissions, beyond those described herein, which services, if required by BCJ, will be considered as an additional service. Bohlin Cywinski Jackson Architecture Planning Interior Design Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco EXHIBIT A-1 - Sample Invoices City of Newport Beach Public Works Department 3300 Newport Blvd. Newport Beach, CA 92663 0 Invoice Date: Invoice No: Project No: 08519A Attn: Stephen G. Badum, P.E. Please Remit To: Bohlin Cywinski Jackson c/o Accounting Dept. 8 West Market Street, Suite 1200 Wilkes-Barre, PA 18701 Re: Newport Beach City Hall and Park / Concept Plan Refinement Phase Fee Basis: Hourly NTE plus Expenses NTE Fee billed through current invoice: Expenses billed separately under BCJ Project No. 08519AR For professional services rendered for the period MONTH, DAY, YEAR to MONTH, DAY, YEAR Base Fee Computation Description Rate Hours Amount Peter Q. Bohlin $.00 0.0 $ .00 John C. Doe $.00 0.0 $ .00 InvoiceTolal Wilkes-Barrre office Suite 1200 8 West Market Street Wilkes-Barre, PA 18701 570-825-8756 Fax: 570-825-3744 Pittsburgh office Suite 1300 307 Fourth Avenue Pittsburgh, PA 15222 412-765-3890 Fax: 412-765-2209 Total Base Fee Computation $ .00 Philadelphia office Suite 1370 123 South Broad Street Philadelphia, PA 19109 215-790-5900 Fax: 215-790-5901 Seattle office Suite 916 1932 First Avenue Seattle, WA 98101 206-256-0662 Fax: 206-256-0864 San Francisco office Suite 300 49 Geary Street San Francisco, CA 94710 415-989-2100 Fax: 415-989-2101 Bohlin Cywinski Jackson Architecture Planning Interior Design Invoice Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco EXHIBIT A-1 (con't)- Sample Invoices City of Newport Beach Date: Public Works Department Invoice No: 3300 Newport Blvd. Project No: 08519A R Newport Beach, CA 92663 Attn: Stephen G. Badum, P.E. Re: Project Name Fee Basis: Reimbursable Expenses NTE Expenses NTE: $.00 Total Expenses billed through current invoice: $.00 Please Remit To: Bohlin Cywinski Jackson c/o Accounting Dept. 8 West Market Street Wilkes-Barre, PA 18701 For professional services rendered for the period MONTH/DAY/YEAR to MONTH/DAY/YEAR Reimbursable Expenses Travel $.00 Meals $.00 Reproductions $.00 Postage/Shipping $.00 Telephone/Facsimile $.00 Photocopies $.00 Invoice Total Wilkes-Barrre office Suite 1200 8 West Market Street Wilkes-Barre, PA 18701 570-825-8756 Fax: 570-825-3744 Pittsburgh office Suite 1300 307 Fourth Avenue Pittsburgh, PA 15222 412.765-3890 Fax: 412-765-2209 Total Reimbursable Expenses Philadelphia office Suite 1370 123 South Broad Street Philadelphia, PA 19109 215-790-5900 Fax 215-790-5901 Seattle office Suite 916 1932 First Avenue Seattle, WA 98101 206-256-0862 Fax: 206-256-0864 71 San Francisco office Suite 300 49 Geary Street San Francisco, CA 94710 415-989-2100 Fax: 415-989-2101 11 Bohlin Cywinski Jackson EXHIBIT B - Project Schedule / Work Plan: A. Project Schedule and Concept Refinement Phase Work Plan: 11 Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 11 In reviewing the feasibility of the initial schedule developed by Newport Beach, dated November 251h, 2008 (Schedule Option 1) we propose that the overall project schedule be adjusted to an approach illustrated in Schedule'BCJ Alternate 2' dated December 9, 2008, with two bid packages which adjusts the phases as follows: Concept Refinement Phase: 1/15/09 - 4114109 City Phase Approval: 4/14/09 Schematic Design Phase: 4115/09 - 8/14109 City Phase Approval: 8114/09 - 9/14/09 Design Development Phase: 9/15/09 - 1131110 City Phase Approval: 2/01/10 - 2/28/10 Construction Documents Phase: 3101/10 - 8/30/10 Final City Review Comments: 9/01110 - 9/30/10 Bidding Package 1 7/15/10 - 9/30110 Bidding Package 2 10/01/10 - 11/30110 Construction 11/15//10 - 4/30/12 Based on the our current understanding of the scope of work described herein and assuming timely approvals and authorizations to proceed at each Phase by the City of Newport Beach, this schedule will allow for construction to commence in November of 2010. B. Concept Refinement Phase Work Plan: The following detailed work plan for the Concept Refinement Phase describes the detailed schedule for the first phase of the project and is the basis for the fees described in Exhibit C: 0 Bohlin Cyril Jackson EXHIBIT B B. Concept Plan Refinement Phase Work Plan �1 i Stephen G. Backed, P.E. January 5 2009 Concept Refinement Phase Exhibits/ Page 12 Week Week W Date Mlg 0 Events N8 present NBC Onsahanls BCJ Present BCJ Present Consultants Present NA 8Oec4)8 11.0ac 08 1 Knek -oB meetings PMMcl lryslos Irl e g scope and schedule DK Se SW,FH GRM, SDC. Of To.. of olein, dry hall S0 GRM SDC, BL Meeong-0 Bmmmg Cm -nee OK. SB, SW GRM. SDC OL NA 5dan.0g 10 Jan 09 Comvl Com Selling Day - C.mulieus.$eeeing en CC. DK, HO SB. Recommenda4ons •n DC s Final RePell SW 1 12-Jan'09 13 Jan 09 CWnen Aclgnllpm Pppiwnl of Pro ¢ss•enal $pm[¢3 SB. AH AgreememlSarps or Serveas w1BCJ Cnuned ALlron Item of PSWSmye of Se -lits won CN SS AH Dover 1Ea15Jan 09 2 Desi Sesako is "' Design BOiltling Program and Cirtulelion Ka:woH Meeting wnM1 CW Duve� staff SB, DW WH, JT PG. RS ORM SDC OL Bmltlmg lnformabon Mdndgemenl l SlM) O•scuss•on SB OW Wta, JT PG, RS GRM SDC OL Meath, agarmng impl¢auons of all ng Emergency 01erd,pre BC. CK. SB. WH GRM 506 Carmen Ow, JE OL Meeting 10 remew brWd LEEO i"emenlation goofs- epul from BC. UK. SB. DW WH CRM SDC councn DL Renew 2008 Needs AssessmentrepM ane program space SB OW. Dept GRM SOC. aelsl' l -Is wn, department need, -a.da DL Rewery oly'a Asl of tlezgn commemsumlding eg.programspxce DK, SB, OW WITH POB. GRM, locatrons SDC. DL 'i mly'sIs, of mments.me-e9 aonnecuon to BC. UK. $6, DW WH POB, GRM, PWP IArdry. 4pn1 ,no assumptions SDG OL Summary remew with saes Dealer Committee representnerves OCR. OK, SB WH POB, GRM PWP 11200noon 1.00pmt DW, HB, SW SDC. Of Summary remew wrtM1 Bnildmg Committee 1100 bin 2:00pm) BC, DK, SB, WH PDB. GRM PWP DW, HB. SW SDC. DL Neel Neps(200pm 300md DK. Se. DW WH POB, GRM. PWP SDC. DL 2 19Jan-09 22 Jan 09 Weekly protect progress conference cal mlk cdyrepartlinahves OK, SB. OW WH SOC. DL as needed (2 00 pmt 3 26-Jan169 27 Jan 09 Counal A[Iron Item - A � � � � pproval of P$A wiIM1 EIR Cansullant SW AH 3829 Jan 09 3 Oesrgn Session 3 . Sit¢ Issues Gvtl meeting.egsubsunace water removal of spol, water qualtly SB. DW 80 WH GRM SDC Arup Gml PWP OR meeting - reu•ew orates. produrl, prefer, NJnenule Sw SB WH EIR TBD GRM. SDC Arup Crvn PWP Landscape meutog. wetlands Connection, of andscpaoe to bwlamg SB DW WH EIR TBD GRM SDC Arup Ovn Inger —'ea PWP Garage meeLng technrLA e—es pining agllremeWs larger cty SB DW Of, BD WH. EIR TBD GRM. SDC Arup Crvn pntext 6ees(eg vewsl PWP closing regarding..wrpcbun phase en section naw const SB DW. 80 WH GRM. SUC Arup Cwn 1.11 atlen antacenl areas PWP Summaq ianew rnln select Oes.gn Commdlee representatives OCR, DK SB. WH GRM. SDC Arup Gvn 0200rqun 100pm) DW, HB. SW PWP Summary rewewwnh Bmq,ng Comnnttee (t 00 pm 200,p) BC, UK SB, WH GRM. SDC Amp C-1. DW HE SW PWP Nertsixes(2:00pm 300pm1 OK, SB OW WH GRM. SDC Arup Cw+. PWP 4 2-Fe6.69 05 Feb 69 Weekly protect progressconlerenca call with oty representatives OK, SB DW WH GRM. SDC, as needed 12 00 pmt DL e Bohlin Cywinski Jackson Slephen G. Batlam. PE January 5, 2809 COBCepl Refine teen] Phase Exhibits 1 Page 13 B. Concept Plan Refinement Phase Work Plan Week Weekof Out. Mtg 0Events NB present NB ConsVlWnts BCJ Present BCJ Present Consullanls present 5 9-FcD09 11-121'e1,09 0 Design Session 3- Building emit Site Refinement puffpbfy PWP Deign update meeting 580W Be WH POB. GRM. SDC. OL 8u4bmg<y51em5 mees,-"v." sirudurc. MEP LigM.np SB DW 80 WH GRM See Mop Stood. OL MEP Oghlmg SuslamabNly mimung--,ew LEER OVpotlunNeS emetic to 58 OW.80 WH GRM SDC Nue MEP Newpmt Beach OL 4ghbng Introduction of robe olteanu pre,eel SB OW aE WH GHM SOC OL Summary review will seled Design Coma,alaeiepmri-tabves OCR OK. 58. WH POB GRM (12 Wrem-100pnq OW. HB. SW SOC. BE Summery renew wan Buiming Commiaen( t 00Vm-2WVm1 SC OK, SB WH POB. GRM. OW He SW SDC. OL Next steps 1200 Vm. 300 pm) OK So. DW WH POB. GRM SOC, DL 616-FebA9 19 Feb 09 Weekly protect pmgress<onlerence call with my representatives OK. SB. OW WH GRM SDC. as m4,C,d 12 00 P m.1 01. 23 Felr09 IS.26 Feb 09 5 Design Commillea Meeting 1. Design Sesson 0 Meeting with city staff prior to public meeting OK. 58 OW WH GRM. SOC PWP Design Cnmmulee MeaLng-IO lndutle pail¢Ipabon by Dodi[ Weed. CC. SB. OK WH GRAI, SBC PWP Feb 25. 2009 6 00 pm Meeting 10 discuss next steps, final pmiluds for conespi ushmemenl DK. So. OW WH GRM, SDC PWP an.. Summery revrew with select Design Commnl....piisi:matrves OCR OK Se. WH GRM. SDC PWP (12.00 noon -1.00 pm) OW MB SW Summary rewew wlh BuItu, Cur plies (I Q0 pm � 200 vin) Be. OK SB. WH GRM, SOC PWP OW. HB. SW Nexlsteps(2.03pm 3:aDpm) OK SB OW WH GRM. SOC PWP 8 2 -Man -09 OS Mar 09 Weekly pursed progress cvnlerence cla..is re, represenlaLves OK SB, DW WH GRM, SOC, as neaed (2 00 pm) OL Package l0 Esbmalm for iewild cost gemumn. 9 9-Mar09 11.12 Mar 09 6 Sessions Design Review and Engineeringl5yslems vies, be Meeting to remew updates todeS9n based 0n public input SB. DW Wn FOB?, GRM. PWP See L.rds.ps meeang SB. OW WH POBl. GRM, PWP SDG Summary review with select Deign Committee repressenlahves DCF. DK. 58. WH POB'+. GRM, PWP (,2'00 noon -1:00 pm) OW. He. SW SDC Summary ustew, with Builing Committee (100 pm -290 pm) Be,M SB. WH POB?. GRM, PWP BW, HB SW SOC Nex1sleps(2:e0pm 300pml OK. Se. OW WH POB?,GRM, PWP SDC prole[pl0gress [dnlcrcn[e [all wiln myr.pre5enlalry es OW SB.OW 1016 Mar09 19 Mar 09 WH CRM. SDC. es tie e3 0 (2:00a l2:00 p.m l OL n 23 (Aw gg 2546 Mar o9 ] Design Committee Meetmg 2, Design Session 6 Meeting w.lh a ly sMff prur, to pubt, mee0ng UK, SB. DW WH GRM SDC possibly PWP OL Deign Committee Mru ig.1-0ude eiminspom, by Valli¢ 6.00 OC SB OK WH GRM SOC, pdssibh PWP pm Wed Mar 25.2009 OL Meeting to discuss next steps, final pi�ucls lm tonrepluuveenl OK, So. OW BD WH GRM. SOC, possibly PWP phisept OL Review pielimmary cost estimate SB OW WH GRM SOC, Cessbly PWP DL Summary review with se@d Cevgn Commalse representatives OCR DK.SB WH GRM. SOC, possibly PWP (12.00 noon -1.00 pmt OW Be. SW q. Summary review with Building Committee p 000m 200 pmt SC, OK SB. WH GRM. SOC. possibly PWP OW He. SW CL Next steps (2.00 pm -300 pm) OK. SB. DW WR GRM. SDC. assvbly PWP OL Dian of Protect to council lm inview SB OW WH GRM. SDC. possibly PWP OL E Bohlin Cywinski Jackson • Stephen Barium, PE January S. 2009 Concept Refinement Phase Exhibits / Page 14 S. CPncepl Plan Refinemenl Phase Work Plan Week Week of Data Mlg.9 Evenla NBpnaenl NB C.repthaMs BG Present SCJ Ptesenl Consultants Present 12 30 N1,u) 02 Apr 09 Week.,p,geaomgmss mnle.enee call won up represeolib.e5 LM so OW WH GRM. 50C. as needed (2 00 fr OL 13 6Ap•-09 09 Apr 09 WeCwy plMnclywgress I.nleence call with aly.epremnldines OK. SB, OW We GRM SOC asneeded (2 nn p rrr 1 Dt 14 13.Anr-09 14¢15 Apr 09 0 Final Concept Apprmal, Fnal Concept Design Issues TBD Addressed Cry COunui Msetmq. ices. Apel 14, 2009 Re -.w of voW cenc2P1 CC WH GRM SOC in d 00 pnI oid, 1P11rin City Counol Mecimq Tues Apr, 14, 2009 P25en1ffinn Ol l.nar CC WH OR.. 50C con1rcl in i 0o yrr, r,..yyiar session FMla—, sesson wdh ElOomq CA, Ball BC, M. OK WH GRM. SOC DW, HB. Se, K,ck 00 of Sr.hamalic Phase BC so. OK, WH GRM. SOC OW. HB. SW Nates: Notes: Each two day sessmn aseomes - Night-bef, arnvdr ' 9.00 am 5 00 om meclings hist day 9003m 3.001mmee16n1ssecond Jay END OF EXHIBIT B BC- Bmldrng ConlmItee- Ed Sekch Don Webb Steve R na1Ay OC-- FnOoesigncconrelee OCR - Design Cummmee Reps DK Dave KIN SB Steve Badu. OW - Dave Webb Ha - Hom. Bludau AH - Apron Harp SW Sharon Wood DL- Dave Lepa Planning JE - Jay Europa,, Raiding BD Boom, Oepan.enl Rep WH WaL.. Hab, CW Drivel JT _ Jann Thornton, CW Ower RS Robert Sbefer. CW Oaver PG - Paul Guiso. CW Down Add EIR ConsWlanls POB - Peter BehkR BCJ FOB's darrojen. Me GRAI - Greg Afonota. Bei SDC ^ Steve Chalon, BCJ OL Dania Lee, SCJ 0 Bohlin Cywinski Jackson EXHIBIT C - Schedule of Hourly Rates I Fees: A. Schedule of Effective Hourly Rates I Discipline - Architecture Bohlin Cywinski Jackson Staff by Classification 2009 Principal $285 Senior Associate $160 Associate $125 Staff 1 $105 Staff 2 $85 Staff 3 $65 Office $75 2 Discipline - Structural Engineering, MEP, Civil. Sustainability Arup Staff by Classification 2009 Principal 1 $325 Principal 2 $300 Associate Principal $215 Associate $190 Senior Engineer $160 Engineers $130 Graduate Engineer $110 Senior Drafter $120 Drafter $110 Clerical $85 3 Discipline - Landscape Architecture Peter Walker and Partners Landscape Architecture, Inc. (PWP) atarr oy r jassmcauon cuus Peter Walker, Director $410 Douglas Findlay, Director $305 Partner $190 Associate $125 Landscape Architect $100 Staff $65 Archivist I Librarian $150 4 Discipline - Cost Estimator C.P. O'Halloran Associates, Inc. Staff by Classification 2009 Principal $18S Associates $125 Senior Estimators $115 Assistant Estimators $95 5 Discipline — Code Consulting The Fire Consultants Staff by Classification 2009 Principal —F10 0 Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits I Page 15 Bohlin Cywinski Jackson EXHIBIT C B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - (BCJ If 08519A) 0 Stephen G. Badum, PE January 5. 2009 Concept Plan Refinement Phase Exhibits I Page 16 G-1 - Compile and Review City -provided existing conditions information 2009 Hours Hourly Rate Hours Hourly Rate Hourly Rate Extended Principal G Mottola ............... ... $285.00 .....$785.00 $ ...........570.00 ...$160.00.. ........ ............... .. .. pai P Bohlin0 ...2......... ... $285.00 ........... $ - S,. A Sr. A. le 5 Chaijow "' " '......" ' "" ...... 4. ..... $160.00...... $ .640.00 ..... .... .... ... .... ..... fo Staff 7 D Lee .... ................. ... �.---�_- 2 ..................$'105.00 � ................. $ ... 6 . 270.00 Associate J Keller . _ .___.. �_.__. .__--__. _. .- 0--`$125.00 ._ $..__.._ ._ ' Staff 2 Y Ri ie ....-...._.�_.__--.�_.. ..� i 99 2 _ $8500 - $ 170.00 Staff 2 R Smpson 0 $85.00 $ - Office . ... J Kish) ... ........ ...... .................. . ..... .... .. ....... ............................ 4 ..................$7500 Staff2 ....................................... $.................08.00 ....................... 0 ... ..... ...... .. ............. subinial hours ...... 14 .... ................... Office ...... .. ... G.2 -Review needs assessment with City Staff/ Issue confirming program report 2009 Hours Hourly Rate Principal G Motlola 8$285.00 Hourly Rate Principal PBohlin 2 $285.00 .. ... ..... .. .... .. ................ Sr. Associate S Chartow 24 . .. ...$160.00.. Stat( 1 D Lee ...... -... 12 $105 00 Keller ........................... ..8 $125.00 Y Ri i ....... ......... ....... ... ..... ... ..4 ....... 8 ...... ...... 99e .... ........... 24 $5 00 RSimpson ............................ ....... ... ............_8 ..... ......$85.00............. .I KIChI R �S lin G.3 - Evaluate possibility of adding Emergency Operations Center into City Hall 2009 ..... Hours Hours Hourly Rate Pnncipal � G Mottola � ��� ��� � ��� ��"�"� ��� � Principal al P „ G Mottola ......................... .. 4....."'._.. ...... $205.00 �_�_ $����-���������1,140.00 ...... Principal PBohlin. Prmcipal_�, __.___....___-..� PBahbn.. 0... $28500 $ . ..................................... $r. ASSOGl2te S O11aItpW ................ Sr Associate .. S Chait_ow 12 _ _ 160 00- $ 1,920.00 Staff 1 ... .. ......... . � Lee __.._...__....__<.--.. __.. __ _..._._.______ ... ....... 8 __.._ ._ �-_.__ $105.00 $-...... 0 Associate ................. ...... J Keller � � � � � �4 �������� __ � ������ $125.00 $ 500.00 ....... taff 2 ........................... ........... ....... ... ...... Y Riggie. 2 $85.80 $ 170.00 Staff2 ....................................... R Simpson .. ....................... ... P............... ....................... 0 $85.00 ............ $ ........... - Office ...... .. .............................. J Kishi ....... ... ......... .. .. ...................... 228 00 ............................... ..... $75.00 $ .....'15000 ...........2 ., .. subtotal hours 32 Subtotal - Task G.3 $ 4,720.00 Gd - Review and adjust site analysis from competition as necessary 2009 Hours Hourly Pnncipal � G Mottola � ��� ��� � ��� ��"�"� ��� � _Hours 4 $285.00 _Rate $ ' � � i, 140.00 ...... Principal PBohlin. 1 .... 1$... $285,00 $ .......... 285.00 . ..................................... $r. ASSOGl2te S O11aItpW ................ 4 sffili.ob Staff DLee .. .. .. ... $ 640.00 ................................. . Staff 1 D Lee .... .................. . .. 6 $105.00 ...... $ 63000 .. .., ... Associate J Keller .. ....... ........ .. ._-_.------------_'-----' .. ......... 0 ..........$12 .. ............... $Staff .... ----�------.._.._. 2 Y Riggie 2 _$$85.00 $85.05 $ ' � 1-7-0--00- 7000$laft _ Stan22 RSimpson0 ........... 2 ............... .$75.00 $85.00 $ - Dffice J Kish, ...... ....... ....... .. ... 3. $75.00$ 228 00 .._subtotal hours ZO G.5 -Program tar Central Library Link 2009 Hours Hourly Rate __ __ _ _ _ PSncipal GMoltola __ __ _ 8 $285.00 $ 2.280 00 Pnncipal______________PBohlin 0 $28500 $_ Sr. Associate S Chaiiow _ _ ����������.....� � 16 $160.80������� Staff DLee .. .. .. ... .. .............._.... ...... 4. .._........_-___... $105.00 ............................... $ 420.00 Associate J Keller " I $ 2,000.00 99 e $85.00 $ 680A0.1 f2 _ _ Staff ftSimpson � � i 0 $85.00 _ $ Office J Kishi .. ........... 2 ............... .$75.00 $ ...............150.00 0 0 Bohlin Cywinski Jackson Stephen G. Badum, P.E January 5, 2009 Concept Plan Refinement Phase Exhibits I Page 17 EXHIBIT C B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - (BCJ 4 08519A) Subtotal hours 54 ....... ....... .. . . ........................................... Subtotal - Task G.5 $ 8,090.00 G.6 - Confirm and Develop site program for Park ....... ............. G.Mottola.__. 2009 $285.00 $ 'Princlpal Hours Hourly Rate ._4_ ... .............. .... .. ..... .. - $285.00 _ ------------- G Mottola - 8 $28500 $ - 2,260.00 _ Principal PBohhn -- SChailow.. _ _ $ 1,140.00 ,Sr Associate S Chanow -- � � _ _ _4 _ � �� 12 ' � � _ _$285.00 �� � _$16000 42000 1,920.00 staff ._ D Lee._......... ... ..................._...... ... 4. $10500 $.....�������� 42000 Associate..... JKellar .. ....... _.........._.. ...... .................__......._..16 ....... .... _.._$125.00.............._$........_._2000.00 .. .... .$85.00 $ Staff 2 Y Riggie 16 $85.00 $85..._ $ 1,360.00 . _ ................ SO2 R_ Simpson ........ .. ... .. ..........._.._..._. _......... ......_ 0 .... ... $85.00 $ .. - ............ Office JKish, ........_............ 2 $76.00 ...............$.................-150.00.. ._- ... Office .................. J Kishr - --- ...... ........................ ... G.7 - Review Sustainability Goals for Project Subtotal -Task G.6 $ 9,270.00 2009 Hours Hourly Rate Principal __. ....... ............. G.Mottola.__. _______________'_ $285.00 $ 1,140.00 Principal........... ..... _______ P.6ohbn ._4_ ... .............. .... .. ..... .. - $285.00 _..._ _..._ $ ............... 570.00 Sc Associate .... ..........._............ S Chaitow ._..... .. ...... ...... ...... .......... .12 _.. .._......._$160.00.........._...$............._1.920.00 Sr.Associate SChailow.. _ .......... ................. ..... ... _..._24.............$160.00....... Staff 1 D Lee 4 $105.00 $ 42000 Associate ...... J Keller _.Riggie 8 $125.00 $ 1,000.00 _ Staff 2.. ..... .. .. ... ...._.._........ .. .... 8 ... .. .... .$85.00 $ .._680.00 Stafi.2... �R Simp son_......_........ ...._.. ...... ...__._.._._....._...................... .._0......_........_..$$5.00........._....$ $ - ........ ............... . Office ....... J�Kishi ..._. . _.__......._.... ....... .. ._ ...... .4 .. .. ... ... $iS �:lSb� .......... __...__sUblotal hours 'o ._- ... Office .................. J Kishr - --- ...... ........................ ... subtotal hours 42 ... ........ ......... .... Subtotal -Task G.7 $ 6,030.00 G.8 - Update Conceptual Phase Cost Model (coordination with cost estimator( 2009 G.9 - Review Mass Excavation I Grading I Site Utility Issues 2009 Hours Hourly Rate i -mc ............ Principal ................... �- G Mottola .. - - �� � 12 ..................................... $285.00 .... .. .. $ 3,420.00 Principal P Bohlin. - 0 $285.00 $ - Sr.Associate SChailow.. _ .......... ................. ..... ... _..._24.............$160.00....... Assaf _ Associate $_ - ....3.840.00 Staff 1 ........ _D Lee ..._ . ...._......_........._..... .. _.... . $105.00 $ 040.00 Associate J Keller - .. ......................._a.. .. .. 0 $125.00 $ - SIaH2 YR, ie ... .... ... .. .. 0 . ....... .........$85.00................$ - Staff 2 R Simpson - 0 $85.00 $ - Office ..,, ................ J Kishl ---- .. -'-" q $75.00 _ $ 300.00 _.............. .... .......... __...__sUblotal hours 'o ._- ... Office .................. J Kishr - --- ...... ........................ ... .----�---- 0 $7500 $ - Subtotal -Task G.8 $ 8,400.00 G.9 - Review Mass Excavation I Grading I Site Utility Issues 2009 G.10 - Review EIR Process, Products, schedule Principal GMottola ..... ... . .... Principal �� �P Bohlin Sr. Associate S Chadow $taff.l._........ D Lee ................. . 2009 Hours Hourlv Rate $ 1 ,140.00 Hours Hourly Rate ................. Principal ... ............... ..... -G Moftola 6 -$285.00 - - $ 1.710.00 PriSr. P Bohlin Assaf _ Associate _ __Sr. 5 Chaitow � - - - -- ��� � B $160.00 $ 1.280 00 Staff 1 ... D Lee 4 $i05.00 $ 426.00 Associate .. J Keller ......................... ... ... 8 .... $125.00 - $ 1,000.00 Staff 2 Y Rig4ie .. ...... .. ......1. .....12 .............. $85.00...............$..............'1:020.00 Staff 2 .. ................... Simpson ._ .. .. .... ....g .. $85.00 $ ... ... _R ._- ... Office .................. J Kishr - --- ...... ........................ ... .----�---- 0 $7500 $ - - .... ........................................................................................................................... sublotalhours 46 Subtotal - Task G.9 $ 6,110.00 G.10 - Review EIR Process, Products, schedule Principal GMottola ..... ... . .... Principal �� �P Bohlin Sr. Associate S Chadow $taff.l._........ D Lee ................. . 2009 Hours Hourlv Rate $ 1 ,140.00 G.12 - General Project Management Tasks (meetings on site, conference calls, proposals, commu 2009 .................. .. G INollola Hours Hourly Rale $ Bohlin C winski Jackson Y G Matteis 132 Stephen G. , $ 37,620 00 Principal ... P Berilin ....... ............... 64 5.200 January 5, 2009 January $ 18.240 00 Sr.Associate Concept Plan Refinement Phase Exhibits! Page 18 EXHIBIT C $ 21,760 00 Staff i ............... D Lee... I............ .................... .. 8i .... B. Concept Plan Refinement Phase - SCJ Fee Tabulation by Task - (BCJ A 08519A( .$.._..........9.030 60 AssociateJKeller 16 14 Associate J Keller - -- $ 1,75000 $125 06 500.00 �Slafi 2 � Y ftiggie � � � ...... � . , .4 4 � $BS DO �00 $ l"19000 ,.. 2_ offlzJ Stal2 R Simpson � � � � � 0 � $85 $ .. - Office ..._...... .. JKishP .............. ................. ... .4 $75.00...............$.. ... . .................. 300.00 ..... ...... ... .... .... ........ ... .. .... .. ....... ................... subtotal hours ...... ... ........... ..... ............... .... ...................................... 38 .. .. .. " ...................... .... .... subtotal hours 68 Subtotal - Task G.10 $ 5,360.00 G.11 - Revised Concept Phase Deliverables I Drawings Subtotal -Task 0.1 2009 16.220.00 Hours Homly Rale ........ Principal .. ..._. G�Mottola ............. ................. ..._72................$285.00 $ ...................5 0.120.00 Principal P Bohlin 16 $285.00 $ ._ 4,560.00 Sr. Associate S Chaitow � � � � � � 32 $160.00 $ 5,120.00 Staff 1 DLee 120 $105.00 $ 12,600.00 _ .................. AssociateJKeller � � � � 120 $125.00 $ 75,000.00 Staff 2 Y Reggie -- 120 $85.00 $-_ _ _ 10,200.00_ Staff 2 -��- R Simpson --------_--- -120 $85.00 $ 10.200.00 ._._........ -... _._..___..__'__.._. ..... ____. _---.__.. .... ... ... ._.. Offce JKishi 60 _ � $ 4500;00 Rendering Pixelcraff Computer renderings 2 New, Renderings (@ $9K ea:j ... _ .. 18.000.00 _ subtotal hours620 ...... ... ... .... ......... .................... ..................... Subtotal -Task G.11 $ 89,300.00 G.12 - General Project Management Tasks (meetings on site, conference calls, proposals, commu 2009 D.1 -Study changing floor plan modular'pod' sections 2009 Hours Hourly Rale .................... Principal .................. .. G INollola Hours Hourly Rale $ Principal G Matteis 132 $285.00 , $ 37,620 00 Principal ... P Berilin ....... ............... 64 $285 00 $ 18.240 00 Sr.Associate S Chaitow .....f. .................. 136 ..... ......... $160.00 $ 21,760 00 Staff i ............... D Lee... I............ .................... .. 8i .... $i05 00. .......... .$.._..........9.030 60 AssociateJKeller 16 14 $125.00 $ 1,75000 Staff 2 .......... .V Riggle.... ....... .................... 4....... $85 00 $ l"19000 ,.. 2_ offlzJ RSimpson . ....... ... I............._� 14_ ... $8500 $ 1,19 0.00 OfOKish _ Kis _ 42 ___ 875.00 $ 3.750 DO $75.00. $ subtotal hours 502 $ ..... " subtotal hours 120 .... .... subtotal hours 68 Subtotal -Task G.12 $ 93,930.00 D.1 -Study changing floor plan modular'pod' sections 2009 Hours Hourly Rale .................... Principal .................. .. G INollola .................... .............................$2 8 .. ........... .... $285.00 $ 2.280.00 Priniisoc P Bohtir � 12_ $28500 $ 3 420.00 Sr Associate t v __ __ S Chaitow �_ � � � � � � 12 � �� - $160.00 --1161) $ 1.920.00 Staff 1 D Lee _ �- 24 _ $105.00 _ $ _ 2.520.00 ... Associal5 .. ........... JKeller 16 ...... ........................ $ 25.00 $ 2,000;00 Staff 2......... ....... .......... Riggie ............................ ......... ... 16 ... , � ����$85.00......... ...... $85.00 ....... $ 1.360.00 Staff 2 ..Y .............. R Sirnpson � � �� �� ��� �� � � �� �� � � � ��JZ � � 34000 $ 2720.00 Office J Kish.0 1,36000 $75.00. $ - $ ..... " subtotal hours 120 .... .... subtotal hours 68 Subtotal -Task 0.1 $ 16.220.00 D.2 - Develop alternatives I refinements to 'Sall' design feature 2009 Hours Hourly Rate Principal G Monola � � 6 � $285.00 $ 1.71000 rins ao P Bdhiin S 6 0 Ii 2.28000 I.PSi._Asso Ciia;iow 6 . fl.96 5160.00 $ 960 00 SIaH __ 1 _ Lee......................24..... 10 $ 2;520 00... . ,.,,...D Associate J Kelier_ � � � $ 500.60 Staff YRiggie - � � � � 4 $85.00_ $ 34000 _ Staff 2 R Simpson _W 16 ,$8500 $ 1,36000 Office J Kishi ........... .. ... 0................. $75.00 ...................... $ ..... " ............... ... ..................... ...... ......................... .... .... subtotal hours 68 Subtotal -Task D.2 $ 9,670.5'0- D.3 - Add surface parking near entry plaza 2009 Hours Hourly Rate Bohlin Cywinski Jackson EXHIBIT C B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - 1BCJ # 0 Stephen G Badum, PE January 5, W09 Concept Plan Refinement Phase Exhibits! Page 19 Pnn�ipal P Bodin 1 $285 Do $ 28500 ................ Sc Associate S Chaitow 2 ......... $160.00 2222. 2222... 2222... $ ................ 320.00 Staff 1 D lee ............... ... .....2...................5105.00 ... . $ . 210.00 .2222.. 2222 Associate ......................2.................2.......22... J Keller 0 $125 00 $ - .......................... $toff 2 Y Ri ie �� �� � � � � � ���� g9 ��� � 7 .. .............. $65,00 222 2.. ....................8 $ ........ 85.00 2222. 2222. . , ,.. $125.00 $ - Office` JKish.'-----------T 0 $75.00_ $ $ 340.00 ... __.. _._ _.._.-_---_._ __ ..._ _... .. _ SIaf12__._..._ .. _ R Simpson_,__ _ _ subtotal Hours 7 2222..._ _-_........._......._ $85.00 $ $ Subtotal - Task D.3 $ 1,185.D0 DA - Study refinements 1 enhancements to parking structure aesthetic treatment -Lee- 2009 Hourly Rale Hours Hourly Rale Principal ....G fvlolioia 2222.. .. .. .. .. ... ... .... ...................Mgbi ............................................. 32 Principal P Bohlin -----_-_--_ 2.72000 .2..... ... .. Sta0 2 _ _- Sr. Associate S Chaitow - 3 $160.01 Subtotal -Task DA $ 11,250.00 D.5 - Reduce amphitheater - refine entry plaza -Lee- 24 Hourly Rale 42000 ... SIa0 2 . ................................... .. Rig Y Riggie ............................................. 32 8 . . . $85.00 $ 2.72000 .2..... ... .. Sta0 2 R Sim son p 2222 . ... ................... "' 16 $85 OD $ 1,36060 .................................... Office ........... .. ... J Kishi .. .. ........... ... .. ............................7 0 ....................... $75.00 ......................... $ . - 6 6 320.00 ..........0 2222 Sfa01 D Lee subtotal hours 93 .. $10500 .. $ Subtotal -Task DA $ 11,250.00 D.5 - Reduce amphitheater - refine entry plaza -Lee- 2009 Hourly Rale 42000 Hours Hourly Rate ----- - -- -- - - 0 - -$285M Principal. 2222... G Molfola........................................... ........ ... ......................... _................ .$285 00 $ 285 DO ... ........ ... .. Principal P Bobbin 1 $285 00 ......2.85..1.. $ 265.00 . 2 22 2. .. ............................ ..... ..... Sr. Associate S Chaitow '§1[................ ... ........................ ... 2 ... $160 00 $ 6 6 320.00 ..........0 2222 Sfa01 D Lee 6_ .. $10500 .. $ 630.00 _ Associate J Keller _ _ 9 $125.00 $ $ - 500.00 Staff 2 Y Riggie ---' ---_......._....._ ._ 4...._ _ ... -- $85 00 - $ $ 340.00 ... __.. _._ _.._.-_---_._ __ ..._ _... .. _ SIaf12__._..._ .. _ R Simpson_,__ _ 2222. _._ 2222 .. .. ........ ... ... 2222. 0 2222..._ _-_........._......._ $85.00 $ $ ---_ - Office J Kish. .............. 0 $75.00 $ - .. .................. ............. ........................ subtotal hours 18 ... 2222.. 2222... 2222. . . Subtotal -Task D.5 $ 2,360.00 D.6 - Study ways to integrate City Hall and Park 2009 D.7 - Study ways to reduce light and glare from building I site ��G Motlola 2220... 2222.. Subtotal -Task D.6 $ 5,320.00 2009 Hours Hourly Rate 4 2000.-_ 285.00._-_-..$. ......_........... ....._........_. Staff -Lee- Hours Hourly Rale 42000 Principal G MOOol -�--- ----- - -- -- - - 0 - -$285M 2222.......... $ $ ..............._........ ............... ... .. . Y Riggie 2.280.00 ................................. Principal P Bohlin .....................$.28-5 4 ........................................................................................................................ R Simpson 0.............. $285.00 $ .. .. . 1,140.00 ........................ Sr. Associate ................. ................................................................. S Chaitow 4 ........6 .. $160.00 ... ..._ $ .. 40.00 640.00 ... ...............................2222. Staff 1 .......... ......... D Lee .. 2 2 22.. ........ ...............................................................................0 4 $105.00 $ 420.00 Associate J Keller... .... 4 $125.00 $ 500. 00 ... ... ......... ..................... Slafl 2 ... ............ Y Riggie .. .. 4 .........................................2222......500....0 $85.00 $ 340.00 ........1 ... Staff 2 ........................................................... ..J Simpson .................................................... 0 . $85.00 $ .. ... ... 2222. Office .. .. .. .. 2222 222 .. ................................. J Kish. 2222... ............... 2222.. 0 2222. ......... $75.0-- 2222. $ .. - _... 0220_-. -.._ _. _ ....._._ ............ ... 2220 ... _.____-..._.-__-.- subtotal hours 28 D.7 - Study ways to reduce light and glare from building I site ��G Motlola 2220... 2222.. Subtotal -Task D.6 $ 5,320.00 2009 Hours Hourly Rate 4 2000.-_ 285.00._-_-..$. ......_........... ....._........_. Staff -Lee- 4 $10500$ 42000 .......... iai........... Associate ..... Keller .. 0 $125.00 2222.......... $ .. Staff 2 ..............._........ ............... ... .. . Y Riggie ... .. ................. 24 .. 2222 2222._. 0222 _....__.... $88.00 0222.. _.. ........_. .: $ 2.040.00 Staff 2 ........................................................................................................................ R Simpson 2 22 24 2 . .. 85.00 ... .........040. 0 $ 2.040.0 0 2222... OfOce J K.shi0 $75.00 .......... $ - ..... _ _ - ..._..._..___.._........................ ..............._......._............._._._.. subtotal hours 66 2222.. .. 0 Bohlin Cywinski Jackson EXHIBIT C B. Concept Plan Refinement Phase - ECJ Fee Tabulation by Task - (BCJ At 08519A) 9 Stephen G Badum. PE January 5 2009 Corwol Plan Refinement Phase Extvbils I Page 20 D.8 - Study improvements to link to library 2009 Hourly Rate Principal„-, Hours Hourly Rale $285.00 Principal G Motlola 2 $285.00 $ 570.00 Principal .... P Bohhn ................ ... .._._ ... ..................... .. .. 2.. . .........$285.00............._$............ $ 1...570A0 ................. .... ................ ...... Sr. Associate SChanow ........... .... ....... .............. ................ ....... ............ 6 .............. I ... ... $160.00 $ 96000 S(aff.i............... ..D Lee .. ... .. .................... .... .. .... .. 8 . $105.00. ....$. .._ 84000 Associate JKeller 8 $125.00 $ 1,00000 Staff 2 Y Rigge - _ 4 $85.00 _ $ 34000 S1a02 � RSimpson -�---------�-- ---��--- 0 -�----$85.00--_-�--$ $ 580.00 .. Office J�I(ishi.................... ........... ........ ... .. ..0 ....$75.00 ...................................... $ - subtotal hours sublolal hours 30 I D.9 - Maintain berm along MacArthur Blvd. - Confirm berm as presented in competition scheme salifies this comment D.10 - Provide appropriate effective mitigation of lightiglare on site so neighboring residences are not adversely affected • Confirm that this task is essentially similar to task D. 7 ....... . . .......................... . .. . .. .......... ........... .... .... .... .. .. ............................... DA I - Develop design strategies for separating pedestriantvehicular site circulation 2009 Hourly Rate Principal„-, Hours Hourly Rale $285.00 .......... ....................................................- .. ........................................................ Principal � G MOttOla SChaiiow ...................... ,. ,_, $160.00 57000 Princilial PBohlen2 DLen $28600 $ 570.00 .. .... .. ..... ... . ...... ........ ... . Associate Sir. SChaiiow ...... 9 ...... $160.00 $ 64000 Staff 1 D Lee JKishi 2 __$125.00 _ __ _ $7500 $ 150.00 ... ...._8 Assotaate JKeller ............._$105.00...............$............... 8 $125.00 $ -.840:00.. 1,000.00 _ Staff 2 Y Riggie .... .. .... .... ....._ _._ ...._. _.__ _.-...__..... _6_.._..� $85.00 $ 1.360.00 Staff 2 R Simpson ..- 8 $85.00 $ 580.00 ..Kish,...__.............._._........._..._..............-_..._......._..-..____......___.__..... OfLce J Kishi _._....._._. 0 __... _._.__._ -$75.00 _ $ __...-.._. _. subtotal hours 46 I Subtotal - Task DAA $ 5,660.00 0.12 - Provide Door plan that will easily accommodate future mods to internal department size I layouts • Confirm that this task is essentially similar to (ask D I Subtotal -Task D.12 8 - D.13 -Study ways to make project logistically feasible, understanding how construction will affec2009 0.14 - Integrate the library so as to develop a true 'civic center' - Conhlm that this lask is essentially similar to task D.8 Subtotal - Task D.14 S - D.15 - Provide restrooms for visitors to the park Hours Hourly Rate Principal„-, G fNollola ,,,,,,,,,,,,,,, 6„ $285.00 $ -.2,280.00 Sr.Associate SChaiiow .... - -- i0 ,. ,_, $160.00 $ 2.560.00 ......................... Slafft DLen .. 4 .... . $ 320.00 .,, Associate JKeller _ 4 „_$70500 ..............$..,..,.........42000 $ 500 00 Office JKishi 2 __$125.00 _ __ _ $7500 $ 150.00 subtotal hours34 Subtotal - Task D.13 $ 5,910.00 0.14 - Integrate the library so as to develop a true 'civic center' - Conhlm that this lask is essentially similar to task D.8 Subtotal - Task D.14 S - D.15 - Provide restrooms for visitors to the park 2009 Hours Hourly Rate Principal G Mollola 1 $28500 $ 285.00 Principal P Bohlen $2 8500 $ _ _ ____ Sr. Associate S Chailow-�- 2 $16000 $ 320.00 'Sian l... Dlee ............................... .. ....Q..................Si05,U0...............$............$20.00 0 Bohlin Cywinski Jackson EXHIBIT C Plan Refinement Phase - BCJ Fee Tabulation b 0 Stephen G Baduon, RE January 5, 2009 Concept Plan Refinement Phase Exhibits / Page 21 --------- . ....... ......... ............................ Staff 2 Y Riggie ... -.1. 4 ....... ........ $85.00 $ 340.00 Staff 2 Wsirripson, 4 $85.00 Office J Kishi 0$75,00 $ ..... ........ .............. ....... ... ....... ... .. ... . . .... .. ....... ... ............... . . ... subtotal hours 15 Subtotal -Task D.115 $ 1,705.00 D.16 - Provide for easy parking for park visitors - Confirm this task is. essentially similar to task. D.5 . ....... .................................. .. ..... . . .. .......................... . Subtotal -Task D.16 $ D-17 - Study design strategies to make strong visuallphysical connection betw North/Central Park 2009 pionC.Pal N�pttoja 1 $285.00 $ 285.00 Principal PP Bohlin 0 285.00 $ St. Associate S C h alt -ow 4 $16000 $ WDO Staff 1 D Lee ......... ... ..­Iib�. .0 . 0 ... ....... .... $ ................... 4 . 2 . 0 - 0 . 0... Office i Kish ... . ............ 0 $75.00 ..... . ... ....................... . ....................... ....... ................... ........ ....................... . .. subtotal hours 9 .......... ... ....... ... ......... . . ..... ...... ...... V�.K.66 ........... V. ... ......... 5 . ....... I ..... .000.00 Staff Z Y Riggie Subtotal - Task D.17 $ 1,345.00 D.18 - Consider a cafe, small coffer shop, snack cart or kiosk for visitorstemployees in the City Hall building - Confirm, that q(rpefdiorr Scheme cafe shown satisfies this comment ................... . .. D.19 - Have avehicular connection betty city hall parking to library's existing parking lot • Confirm that Competition Scheme saustyles this design comment 0.21 - Study options for combining council chamber f community room to act as one large assembly space - Confirm this task is eSsbatiafly simftarfo task D.20 D.22 - Provide access to natural light from all staff workstations .Con n from combe request ........................ . Subtotal -Task D.22 $ D.23 - Provide continuity of landscape treatment from library olive trees along Avocado Ave. • COMfino.faOdSCape Concept from Comperitiorr scheme ... I .......... . ....... . . Subtotal BCJ NTE Fees S 376,067.25 Subtotal - Task D.19 $ D.20 - Study alternate design strategies for Council Chamber/Community Room 2009 Hours Hourly ?ata Pri.ctp.'B',l (3 Mottola 8 t285 00 $ Principal F-bo-h'in" ................................. - 8 ... ... ­ $ . 2 . 8 . 5 .0 0 2.M.00 sr. ....... ... .. . ..... . $160 .00 .....2264900..000 $ Eliair f 'UU� ........ . . ...................... ........ ..................... ......... 24 .......... $105.00 t 2.92''D"O"O" Associate Yk6lw ... ... . ... ... ....... ....... N. ....... ...... V�.K.66 ........... V. ... ......... 5 . ....... I ..... .000.00 Staff Z Y Riggie 0 $85.00 $ . ... ........ ..... Simpson 16 $85.00 $ 1,360.00 Office J Kish, .. ....... . . . ..................... . 5' t75.66 t . : . ............................ ....................................................... .. ........... .. ... ........... ......... . . subtotal hours 84 . ........... ........... ....... I ... ......................... Subtotal - Task D.20 $ 12,080,00 0.21 - Study options for combining council chamber f community room to act as one large assembly space - Confirm this task is eSsbatiafly simftarfo task D.20 D.22 - Provide access to natural light from all staff workstations .Con n from combe request ........................ . Subtotal -Task D.22 $ D.23 - Provide continuity of landscape treatment from library olive trees along Avocado Ave. • COMfino.faOdSCape Concept from Comperitiorr scheme ... I .......... . ....... . . Subtotal BCJ NTE Fees S 376,067.25 1 0 0 Bohlin Cywinski Jackson Stephan G. Baduen. P.E. January 5, 2009 Concept Plan Refremeni Phase ExhiN151 Page 24 EXHIBIT C 2009 B. CORC6PI PW Rillfiffe—MeffWall(t -'BCJFee Tabulation by rmilk - (Oci 9 R—Smf SUBCONSULTANT FEE SUMMARY . ....... ....... .. Hourly Rate ........... �vC � a ..............xtvh t .00.60 Arup Simcruralipm Se­aBreakdown.n exh,bil C.31) $ 78,200 00 Amp MachamcalSee Breakdown e.lethit C.31) $ 15,400.00 Amp— ch;cFza---- Eaeakdo,,n in exhibit C 3b $ 8.96000 Lrup P urntang See 1,heandownw, exhibit C.3 b $ 576000 Amp Lighting See Breakdown in exlalbit C 3.b $ 12,800.00 -A'w—peaWownn�Ab1IC73—b 3K 840-00 96000 Amp Civil .. ....... ..... . See Bwakdownm exhatn(C 3 b ........... 19,200 00 CP O'Halloran Cost Estiniating ...... 96 W000 $ 9.60000 Fire consuitants Code Consulting....... . .... 20 $190.00 $ 3.800.00 Subtotal Subcons.1ta.t Fees $ 191,18000 Subtotal - BCJ and Subconsultants Fees r$ 569.247251 2,72000 Staff 2 R.SiMPSW ESTIMATE OF REIMBURSABLE EXPENSES See attached summary .. - aff, c e J Kishi Total Reimbursable Expenses G.Ila - OPTIONAL - Com; I Phase Presentation . e fion Model - C Q13lio" I Model Maker ""'Ll 2009 Hours Hourly Rate Principal...........6 Modola .... ....... ....... .. . ...... t ... .. .... ... Principal a h lin 28500 -P Sr. —AsssoctateE, $160 3K 840-00 8 $105., 840.00 Associate0 $125.00 'V' Staff 2 1�R,2iggie 3-2—::: �!!O 2,72000 Staff 2 R.SiMPSW .......... ...... -NC ........ .. - aff, c e J Kishi 2 150.00 suotal hour t bt8.5 69 & iwas ta A --.i .....x.. ... lex..6. .. ... - ... .................. - -_$.. ........ 36,. 727.25 ...... ................. • Bohlin Cywinski Jackson Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 23 EXHIBIT C Project Name: Project No. Date: NEWPORT BEACH CITY HALL AND PARK 108519A 1/5109 INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1) , ATTACHMENT (to proposal) Item No. Description Amount/ No. of Days / Total Remarks Person Miles BCJ Travel Expenses per 2 -Day Trip Transportation to/from airport in SF $45.00 2 $90.00 r 1 Parking at airport $22.00 3 $66.00 2 Cab fare / car rental $75.00 2 $150.00 3 Food $75.00 2 $150.00 4 Hotel per night $20000 2 $400.00 5 Plane Fare (see Note 1) $500.00 1 $500.00 Total per person per two day trip $1,356.00 BCJ Travel Expenses per 1 -Day Trip Transportation to/from airport in SF $45.00 2 $90.00 1 Parking at airport $22.00 2 $44.00 2 Cab fare I car rental $75.00 1 $75.00 3 Food $75.00 1 $75.00 4 Hotel per night $200.00 1 $200.00 5 Plane Fare (see Note 1) $500.00 1 $500.00 Total per person per one day trip $984.00 BCJ TRAVEL REIMBURSABLE EXPENSES PER PHASE P CONCEPT PLAN REFINEMENT PHASE People X No. of Trips 3 2 -day trips; 2 people/trip $1,356.00 6 $8,136.00 1 2 -day trips; 3 people/trip $1,356.00 3 $4,068.00 3 2 -day trips; 4 people/trip $1,356.00 12 $16,272.00 1 1 -day trips; 3 people/trip $984.00 3 $2,952.00 Additional Trips (If Required) People X No. of Trips All Expenses are Additional Services NIC NIC NIC BCJ ESTIMATED TOTAL FOR TRAVELILODGINGIMEALS $31,428.00 (SEE NOTE 2) BCJ TOTAL INITIAL REIMBURSABLE EXPENSES $20,000.00 ESTIMATE FOR REPRODUCTION, PRINTING, TELEPHONEIFAX, MAIL (REGULAR AND EXPRESS), PHOTOSIPRINTS PER BCJ PROPOSAL PWP Landscape Architects TOTAL INITIAL $17,500.00 REIMBURSABLE EXPENSES ESTIMATE Arup MEPIStructural/Civil/Lighting TOTAL INITIAL $9,000.00 REIMBURSABLE EXPENSES ESTIMATE C.P. O'Halloran Assoc. TOTAL INITIAL REIMBURSABLE $0.00 EXPENSES ESTIMATE The Fire Consultants TOTAL INITIAL REIMBURSABLE $500.00 EXPENSES ESTIMATE 0 Bohlin Cywinski Jackson E Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 24 EXHIBIT C Project Name:Project No. Date: NEWPORT BEACH CITY HALL AND PARK 08519A 115109 INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1) ATTACHMENT (to proposal) Item No. Description Amount I No. of Days 1 Total Remarks Person Miles TOTAL DESIGN PR E AL TEAM INITIAL REIMBURSABLE EXPENSES ESTIMATE (see Note 3) 8.8 Note 1, Reimbursable expenses include the following: - BCJ and Consultants transportation, lodging and expenses for all travel between their offices and the job site. BCJ and Consultants expenses for all reproduction and printing. - All expenses for telephone/fax, video conferencing. postage, handling, delivery (regular and express) between BCJ, BCJ's Consultants, the Owner, the Contractors and others involved in the project. - BCJ and Consultants expenses for photos/prints. Note 2: Plane fare costs are estimated based on minimum two week advanced notice to BCJ of all meeting dates and on ticket purchases being non-refundable. In addition, as BCJ has no control over any fare increases that may occur during the term of this agreement, BCJ will require reimbursement for any additional costs that may occur due to future tare increases in excess of the estimated cost indicated herein. Note 3If this initial projected amount for BCJ and/or Consultants reimbursable expenses is exceeded, (i.e. due to revisions to the quantity of or schedule for BCJ and/or Consultants meetings/presentations, changes to costs upon which the initial projections were based, scope of services changes, etc.) this initial not -to -exceed dollar amount will be increased. after written approval of the City is received, based on an updated projection of reimbursable expenses. All reimbursable expenses will be billed at a multiple of 1.10 times the expenses incurred. 0 PWP LANDSCAPE ARCHITECTURE F'E EP Kcir. 11" ,i .: Juriu r,r S 2009 Gregory M000la ,;.:,K.::".' Principal ,..0 .4LI,__r. Bonin C`v...,inski Jackson 49 Geary -Street . zurle Sri ; F -.'L =,IFW "'J San Francisco CA 94105 i :,F..H K.Eti' gl (IOitOa'�bC�.C'. ifll u�. Eik,NVLLEF Regarding: ProoDsal for Piogrammnlg arid I)nceptual Design Services AoAM GREl Newport Beacd COi I {all and F'ark i LSC -1901 Dear Gregory. JAn(,T eEAG_E rA„L E0'CHANAN We appreciate the opportunity to continue our collaboration with BCJ by submitting this proposal for Programming and Conceptual Design services on the Newport Beach City Hall r, 1T-HFw JJNHAM protect This proposal covers services beginning .January 5 through April 14, 2009 to meet oAPi inE EDi`+AhL'� with City Representatives and refine the coi npetition scheme culminating in a presentation to the Newport Beach City Council. Speofic service;, to he undertaken by PWP include IiPA GHmnES ^Aracv HASPr9 1 Preparation and participation in bi •weekly workJeSSion3 tutu to seven) in Newport Beach with BCJ and the Clionl Each iS to be completed within a one. day Q NNY I ¢rdr I timeframe with agendas prepared in r:dvance by `CJ *J! i input from PWP CGAs •CHINK 2 Preparation and participation In up to If vee public meetings including the Council presentation on April 14. TAVA t@hinl,S COPNELrA HOPPEL 3 Collaborate with BCJ and Client RepreSenfativeS to refine and confirm the program for site use 4 Revise the Illustrative site plan to milect ongoing discussions on conceptual design directions. Develop supporting graphics such as sections and assemble photographic images which represent and convey design intent 6 Review and resolve sustainability goats Ii e. LFFD1 i Participate in di ;cuSSions led by islblc for the EIR to gauT an understanding of design constraint;, ai 4d oliportunities Including a determination regarding the site wetlands approvals prop:ess 8 Provide a conceptual Coil analy(;h fnr ;injycape sySfculiS (riot Including site erigineering, such as mtrastructure mass grading etc ). 9 Prepare and present the landscape components of the project to City Council on April 14 2009 ]'r ALLSTON eb A'r BEPKFLEY CA gJ 10 T -,103JS 949J F 510 849 933;1 VA'M PWPLA COM 0 0 Gregay.Motlola /BCJ Pr000aa, °or Pi„ grarsnzng and Ccncepl:al Des;gr. Cerv,ces N'ewoorl Beach Ci4 Nall and Park / C3CJ90I January 5. 2009 page , or 2 1he products of these efforts include a. Revisions to the illustrative site plan, a5 nc4:e ar, b A one page summary of site program elements c ;On soctions and/or elevations it a conceptual level of detail d I andscape cost esumale in an order of magnitude appropriate for the concept stage e Assemble graphics and photographic irr:ages into a PowerPoint presentation for andscap? concepts. revising as neces:3s y as ,vork progresses 11 -le. above do not include as°;embly or procurement of base materials isureys, etc f participation in outside agency jurisdictional agency approvals (such as EIR ACOS etc ) Lirrnal processing With City agencies, specialty services requiring outside consultants models, animal ons off sae improvements or riot gatron measures To undertake the work outlined above we estimate will require the following fees and expenses PWP Professional Services (Hourly not -to -exceed bass) $88500 Estimated Travel Expenses (10 person trips) $10.000 Estimated Project Expenses (Plotting. Reproduction etc) $7,500 �'VJP will contract for services with ECJ, who shall be responsible to manage and administer our serices PVVP will invoice for professional services monthly, with services billed hourly plus all project and travel expenses at cost (the above figures for expenses are estimates only). Services will be provided and invoiced per the terms of Appendix A attached for your review We lack forward to working with you and BCJ on the project and would be glad to answer any questions you might have on this proposal or provide further information you may need to define our scope Sincerely. Doug Findlay Senior Panner / P\/\/P C,opie; to Paul Slerun / PWP Mary Pat Mattson / PWP Car men AIIOva / p0ip PROPOSED WORKPLAN BY HOURS iE tltlttRSBY'WEPJK • • • 7Associate 1 2 3 4 5 6 7 8 9 10 11 12 4 6 6 6 6 3 2 2 12 12 4 16 4 20 4 20 4 16 8 10 10 10 8 16 6 12 6 16 6 16 6 12 8 10 10 10 20 16 20 20 20 20 16 12 Design Staff 8 10 10 10 20 ie 20 20 20 20 16 12 • denotes public presentation • • 0 Bohlin Cywinski Jackson EXHIBIT C.3.b Arup - Concept Design Fee Estimate r] Stephen G Batlum, P.E. January 5 2009 Concept Plan Refinement Phase Exhibils I Page 28 Descipline Mt s in New Beach Hours Cons Calls 8 Local Meetin 5 I Hours Work to Confirm Guam t Naranve Hours Intal Hours I Average I I Rate I Fee Estimate Stour u ar(PM 1 person for 2 days 16 1 person for 4 cont calls 2 hr ea 8 1 person for 10 days 80 104 1 I'D I $18 200 Mechanical 1 person for 1 day 8 1 person for 4 cont calls 2 hr ea 8 1 person for 9 days 72 88 1 175 1 $15,400 Electrical 1 person for 1 day 8 1 person for 4 conf Calls 12 in ea 8 1 person fw 5 days 40 56 1 160 $8,960 Plumbing 1 person for i da 8 1 erson for 2 coni calls 2 hr ea 4 1 person for 3 days 24 36 760 $5,760 Liphim 1 erson tot 1 da 8 1 rson for 4 conf calls 2 m ea 8 1 person for 8 days fi4 80 160 $12800 S uetomabdlty 1 person for 1 da 8 1 erson for 4 conf calls 2 or as I 8 t person for 5 days 417 56 160 $8,960 Civil 2 pen le far 2 tla s 32 1 erson toc 4 cont calls (2 hr eal 8 1 person far 10 days Bo 120 1 160 1 $19.200 Total Concept Fee Estimate =1 $89,280 General Scope of Work for SMEP, Lighting, Susminabifity & Civil in Concept Design Phase Verify and hon -up all information presented in the competition narabvn - Atop will attend local meetings and meetings in LA as listed above Reissue mutative and sketches for the Concept Design Phase - Complete a conceptual study light pollution and glare issues (assume this will be issued as a dealt and then as a final version allot comments from City) - Specific Civil Scope includes Determine project conditions for mod4ying offsite stprmwater entenng the me; confirm rerouting does not impart C3 regulations onto cycle Flows Resolve appropriate onsite slormwater management practice: 1 e. consult With project Georechracal Engineer to determine infiltration potential and risks, especially areas adlacemk to easing, structures Evaluate risks and benefits of impacting the jurisdictional wetlands - Determine preference for water reuse options. rain harvesting, greywater recycling for irrigation, etc - Prepare up In two mass grading and volumetric earthwork evaluations Estimate of Concept Design Reimbursables Expenses for SMEP. Li holo , Sustainabili[ 8 C V11 - —S-9 090 - Travel and accommodations out of the Bay Area Costs associated with pooling formal submissions. - Courier fax. and long distance telephone charges i 0 C. P. O'Halloran Associates Inc. CONSTRUCTION COST MANAGEMENT January 5, 2009 Gregory R. Mottola, AIA Bohlin C'ywinski Jackson 49 Geary Street, Suite 300 San Francisco, California 94108-5729 City Hall and Park Newport Beach, CA Dear Greg, We confirm our proposal to provide concept design construction cost management services for the project referenced above. We understand the project includes a new city hall building, structured parking and site work. Our services will include advising the team on matters of construction costs as questions arise, evaluation of alternative concept design options, preparation of a single concept design cost estimate, estimate review with the project team, participation at a single estimate review meeting at Newport Beach and estimate reconciliation with an independent general contractor estimate if required. For these services we propose reimbursement on an hourly basis to a maximum fee of $9,600.00, approximately 60 hours. We do not anticipate reimbursable expenses. Additional estimating services, estimates -of additional project components and monitoring of construction costs at other design milestones are not included in this proposal. We look forward to assisting you with this project. Sincerely, Ciaran P. O' (loran 2659 TOWNSGATE ROAD, SUITE Accepted by, Bohlin Cywinski Jackson 213 • WESTLAKE VILLAGE, CALIFORNIA 91361.2792 PHONE 805.494-3703 • FAX 805.497-7721 www.cpohalloran.com Z D p models 2565 Third Street #323 San Francisco CA 94107 415.648.5058v 415.648.5069f 05 JAN 09 Steve Chaitow BCJ 49 Geary Street, Suite 300 San Francisco. CA 94108-5729 415.989.2100 schaitow@bcj.com FEE PROPOSAL # 050109.fee : Newport Beach City Hall SCOPE OF WORK: • model scale : 1" = 40'- D" • model size: 22"x 60" x 5.5"(H varies) base • model type : poly chromatic presentation model - (5) representational calors • model materials: acrylic / laser cut and scored (surface finish acrylic urethane) 6CJ will supply CAD drawings in requested digital and hardcopy (plot) formats • model base topographic foam base surfaced in latex paint with wood sub base ( sides to be covered in acrylic and surfaced finished in model palette. • site grade change of 135'( contours rendered every 1') roads and site walls rendered • project buildings (2) - city hall and parking garage • glazing : laser scored acrylic • screens : metal etch • roof structure articulated • floor plates, columns, exterior walls, roof elements , screens and glazed elevations rendered • trees : approx. 300 • context buildings - 50 massed buildings in acrylic Schedule : 3 week time frame : start date - mid March for a APRIL 07, 2009 deadline. deadline and fee based on timely model cost : $32,800.00 + ca sales tax(8.5%) acrylic presentation rover: $400.00 + ca sales tax(8.5%) travel case : $650.00+ ca sales tax(8.5%) terms of payment, 50% retainer due week of start date balance due upon completion + any add service thank you, M.Megan Werner Z D p models zdpmodels.com Bohlin Cywinski lftckson • Architecture Planning Interior Design Transmittal Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco Date J Memo A ✓9 `� Enclosure Z/6/. / To CST ref � �VI� SeparateC �C� ,2 _ For Your Info at 4'O File W09KS prwr. --- -- ---. Reply Requested +Fax , *,p , G4TY OF hl6lN�ol�C {34� - p Number of Pages, Including this �r�1 Attention Project—t('C�►� C 4TY 61� LL Item Date Copies Title Sent from: ❑ Wilkes-Barre office Suite 1200 8 West Market Street Wilkes-Barre. PA 18701 570-825-8756 Fax: 570.825-3744 i Pittsburgh office Suite1300 307 Fourth Avenue Pittsburgh, PA 15222 412-7653890 Fax: 412-7654209 Copy to. - -� ._ C44" Philadelphia office uite 1370 123 South Broad Street Philadelphia. PA 19109 215-790-5900 Fax: 215.7905901 C i Seattle office Suite 916 1932 First Avenue Seattle, WA 98101 206-256-0862 Fax: 206-256.0864 El San Francisco office Suite 300 49 Geary Street San Francisco. CA 94108 415.989-2100 Fax: 415-989-2101 0 0 CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT Stephen G. Badum, Director January 14, 2009 Gregory R. Mottola, V.P. Bohlin Cywiski Jackson 49 Geary Street, Suite 300 San Francisco, CA 94108 Subject: Professional Services Agreement for City Hall and Park Master Plan Project Dear Mr. Mottola, Enclosed are two copies of the Professional Services Agreement for the above referenced subject. The Agreement provisions require you to furnish original certificates of insurance and original endorsements in strict compliance with all of the requirements outlined in Section 14. INSURANCE. An individual authorized by the insurer to bind coverage on its behalf must execute these documents. Also, the Cancellation Clause shall read: "Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 10 days written notice to the certificate holder named to the left." All certificates and endorsements must be received and approved by the City prior to the commencement of the work. We suggest that you fax a complete copy of Section 14. INSURANCE to your insurance carrier to expedite the process. There are no exceptions to our insurance requirements. Please make sure both a Corporate Officer and a Financial Officer sign the Agreement and return to me along with your certificates of insurance and endorsements within 10 working days of receipt of Agreement. Upon approval of your insurance documents, the City of Newport Beach will execute the amendment and a copy will be returned to you for your files. Work should not be started until your firm receives the fully executed Agreement. We look forward to working with you on this project. If you have any questions, please contact me at (949)644-3311. Qanena'5 uOyler Public Works Specialist Enclosures 3300 Newport Boulevard - Post Office Box 1768 • Newport Beach. California 92658-8915 Telephone: (949) 644-3311 • Fax: (949) 644-3318 • www.city.newport-beach.ca.us Fax #: 0 0 CERTIFICATE OF INSURANCE CHECKLIST City of Newport Beach This checklist is comprised of requirements as outlined by the City of Newport Beach. Date Received: 2/10/09 Dept./Contact Received From: Shauna Oyler Date Completed: 2/10/09 Sent to: _ Shauna Oyler By: Jessica Scherer Company/Person required to have certificate: Bohlin Cywinski GENERAL LIABILITY A. INSURANCE COMPANY: _Travelers Property Casualty Company of America B. AM BEST RATING (A: VII or greater): A+XV C. ADMITTED Company (Must be California Admitted) Is Company admitted in California? ® Yes ❑ No D. LIMITS (Must be $1 M or greater): What is limit provided? _$1 M Each Occ/$2M Agg E. PRODUCTS AND COMPLETED OPERATIONS (Must ® Yes ❑ No include): Is it included? F. ADDITIONAL INSURED WORDING TO INCLUDE (The ❑ Yes ® No City its officers, officials, employees and volunteers): Is it included? G. PRIMARY & NON-CONTRIBUTORY WORDING (Must be ® Yes ❑ No included): Is it included? H. CAUTION! (Confirm that loss or liability of the named ❑ Yes ® No insured is not limited solely by their negligence) Does endorsement include "solely by negligence" wording? I. NOTIFICATION OF CANCELLATION: Although there is a provision that requires notification of cancellation by certified mail; per Lauren Farley, the City will accept the endeavor wording. AUTOMOBILE LIABILITY A. INSURANCE COMPANY: Travelers Indemnity Company of America B. AM BEST RATING (A: VII or greater) A+XV C. ADMITTED COMPANY (Must be California Admitted): Is Company admitted in California? D. LIMITS (Must be $1 M min. BI & PD and $500,000 UM): What is limits provided? E. ADDITIONAL INSURED WORDING TO INCLUDE (The City its officers, officials, employees and volunteers): Is it included? F. PRIMARY & NON-CONTRIBUTORY WORDING (For Waste Haulers only): Is it included? N/A ® Yes ❑ No $1.000,000 ❑ Yes ❑ No ❑ Yes ❑ No G. NOTIFICATION OF CANCELLATION: Although there is a provision that requires notification of cancellation by certified mail; per Lauren Farley, the City will accept the endeavor wording. • 11 III. WORKERS' COMPENSATION A. INSURANCE COMPANY: Farmington Casualty Company - Travelers B. AM BEST RATING (A: VII or greater): A+XV C. LIMITS: Statutory D. WAIVER OF SUBROGATION (To include): Is it inclued? ® Yes ❑ No HAVE ALL ABOVE REQUIREMENTS BEEN MET?❑ Yes ® No IF NO, WHICH ITEMS NEED TO BE COMPLETED GL: addition I ' red form (cowl)e part) is not attached ..■ 0 0 JAI! 1 3 779 Meeting Date: Januatr Agenda Item No.: 33 Subject: CITY HALL AND PARK MASTER PLAN PROJECT - APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN SERVICES. The staff report for this item will be available for viewing on Friday, January 9, 2009. Thank you! 0 0 CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Supplemental Agenda Item No. 33 January 13, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen Badum sbadum city newnort-beach ca us 949-644-3311 SUBJECT: CITY HALL AND PARK MASTER PLAN PROJECT • APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN SERVICES RECOMMENDATIONS: Approve a Professional Services Agreement with Bohlin Cywinski Jackson, of San Francisco, California, for Pre -Design Phase architectural design services at a not to exceed price of $647,675 and authorize the Mayor and City Cierk to execute the Agreement. DISCUSSION: On November 25, 2008, City Council selected Bohlin Cywinski Jackson (BCJ) as the architect for the City Hall and Park Master plan Project. City Staff have met with BCJ and negotiated a work scope and fees for the Pre -Design Phase of the project. In general, the work scope includes revising and refining the conceptual plans per the recommendations of City Council and the City Hall Design Committee. The work scope will also include: • Research existing conditions • Review and validation of the Needs Assessment • Incorporating project refinements as proposed by City Council, City Council Building committee, and City Hall Design Committee • Confirm and develop site program for the park • Review sustainability and LEED goals • Prepare conceptual Grading Plan • Collaborate with the City's EIR consultants • Prepare updated conceptual plan including plans, sections, elevations, renderings, digital fly- through , and updated conceptual cost estimates. The project schedule anticipates weekly coordination meetings with staff and the City Council Building Committee. There will be opportunities for public participation at the Design Committee meetings to be held on February 25 and March 25, 2009. A public City Hall *ark Master Plan — Approval of Professional ServlAreement with Bohfin Cyvdnski Jackson. January 13. 2009 Page 2 hearing and City Council consideration of the final conceptual plan is scheduled on the regular City Council meeting for April 14, 2009. A more detailed work scope and tentative schedule is included in Exhibit B within the attached Professional Services Agreement (PSA). The proposed fee for the Pre -Design services including listed subconsultants is $569,247 plus anticipated reimbursable expenditures of $78,428 for a total 'not to exceed' cost of $647,675. The work scope is itemized and billing will be per the approved billing rates as shown in Exhibit C of the attached PSA. For fee estimation purposes, the proposal includes City Hall and Park site plans, elevations, sections, two renderings, digital fly- through (two paths), and updated conceptual cost estimates. The cost of an optional architectural presentation model, $45,132, is not included in the proposed scope. If Council or the committee desires additional rendering, exhibits, or the construction of a model, an amendment to this contract will be necessary. Upon successful completion of the Pre -Design Phase, staff will negotiate an amendment to this contract to continue the Schematic and Design Development stages of the project. ErwI onmental Review: Architectural and Engineering services are not projects as defined in the California Environmental Quality Act (CEQA) Implementing Guidelines. Staff is currently conducting a selection process to retain an EIR consultant who will prepare environmental documentation for the project. Funding Availability: There are sufficient funds available in the following account: Account Description Account Number Amount City Hall and Park Design 7410-C1002009 $ 647,675 Submitted by: Director $ 647,675 PSA with BCJ, including work scope, schedule and fee exhibits PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT THIS AGREEMENT Is made and entered into as of this 13th day of January, 2009, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation and charter city ("City"), and BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation, whose address is 49 Geary Street, Suite 300, San Francisco, California, 94108 ("Consultant"), and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on Its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City is planning to have design and construction documents developed for a New City Hall and park project to be located at the vacant 12 -acre site north of the Newport Beach Central Library on Avocado Avenue that will integrate the New City Ball building and park with the existing library facility (`Project"). C. Both City and Consultant recognize that the Project is complex and will need to be oompleted in phases so that the City Council, committee members and the public will have input regarding the design and eventual construction of the Project. At this time, City desires to engage Consultant to provide professional services for the first phase of the Project which consists of the conceptual design phase for the Project. Both the City and Consultant recognize that this Agreement will need to be amended for additional phases of the Project which includes, but is not limited to, the preparation of schematic design, design development, a biddable set of construction documents, and support during the bidding and construction phases of the Project. D. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. E. The principal member[s] of Consultant for purposes of the Project, shall be Gregory R. Mottola, Vice President. F. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 0 1. TERM The term of this Agreement shall commence on the above written date, and shall terminate on the 31st day of May, 2009, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE Time Is of the essence in the performance of services under this Agreement and Consultant shall perform the services in a diligent and timely manner in strict accordance with the schedule for the Project attached hereto as Exhibit B. The failure by Consultant to strictly adhere to the schedule may result In termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other parry so that all delays can be addressed. 3.1 City agrees that if it becomes aware of any action by the City or its staff that City believes will affect the Consultant's schedule, the City will promptly notify Consultant and will extend Consultant's schedule by the amount of time attributable to any City caused delay. 3.2 If Consultant becomes aware of any delay that Consultant contends is caused for any reason beyond Consultant's control, 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. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.3 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand -delivery or mail. 4. COMPENSATION TO CONSULTANT City shall pay Consultant for the services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit C and Incorporated herein by reference. Consultant's compensation for all work performed in accordance with this E 0 Agreement, including all reimbursable items and suboonsultant fees, shall not exceed Six Hundred Forty Seven Thousand Six Hundred Seventy Five Dollars and 25/100 ($647,675.25) without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 Consultant shall submit monthly invoices to City describing the work performed the preceding month. Consultant's bills shall include the name of the person who performed the work, a brief description of the services performed and/or the specific task in the Scope of Services to which it relates, the date the services were performed, the number of hours spent on all work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff. 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by City. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Consultant: A. The actual costs of suboonsultants for performance of any of the services that Consultant agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. B. Approved reproduction charges. C. Actual costs and/or other costs and/or payments specifically authorized in advance in writing and incurred by Consultant In the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit C. 5. PROJECT MANAGER Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Steven D. Chaitow to be its Project Manager. Consultant shall not remove or reassign the Project -Manager or any personnel listed herein or in Exhibit A or assign any new Q 0 0 or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. 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. 6. ADMINISTRATION This Agreement will be administered by the City Manager's Office and Public Works Department. David Kiff and/or Steve Badum shall be the Project Administrators and shall have the authority to act for City under this Agreement. The Project Administrators shall represent City In all matters pertaining to the services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this Agreement, City agrees to, where applicable: A. Provide access to, and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting and other services through City's reproduction company for bid documents. Consultant will be required to coordinate the required bid documents with City's reproduction company. AA other reproduction will be the responsibility of Consultant and as defined above. C. Provide usable life of facilities criteria and information with regards to new facilities or facilities to be rehabilitated. S. STANDARD OF CARE 8.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner consistent with that degree of care and skill ordinarily exercised by members of the some profession currently practicing under similar circumstances at the same time and in the same or similar locality. All services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. By delivery of completed work, Consultant certifies that the work oonforms to the requirements of this Agreement and all applicable federal, state and local laws and the professionalvUMard of care as of the date the work Is completed. 0 • 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or ads 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 govemmental agencies. 9. HOLD HARMLESS To the fullest extent pennitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers and employees (collectively, the 'Indemnified Parties) from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or indirectly) to the negligence, recklessness, or willful misconduct of the Consultant or its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them. Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence, active negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terns of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultants employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over i 0 the means of performing the work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with Citys designated Project Administrator and any other agencies that may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator and/or his/her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultants indemnification of City, and prior to commencement of work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and In a form satisfactory to City. A. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Insurance certificates must be approved by City's Risk Manager prior to commencement of performance or issuance of any permit. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. B. Signature. A person authorized by the insurer to bind coverage on Its behalf shall sign certification of all required policies. C. A&wptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size - Category Class VII (or larger) --in -aocordance with the latest edition of A 0 i Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. D. Coverage Reguiraments. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his or her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non -renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days (10 calendar days written notice of non- payment of premium) prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. €i. General Liability Coveraae. Consultant shall maintain commercial general liability insurance in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, contractual liability. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement, or the general aggregate limit shall be at least twice the required occurrence limit. €€€. Automobile Llabil€ty Coverage. Consultant shall maintain automobile insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than two million dollars ($2,000,000) combined single limit for each occurrence. iv. Professional Errors and Omissions Insurance. Consultant shall maintain professional errors and omissions insurance, which covers the services to be performed in connection with this Agreement in the minimum amount of five million dollars ($5,000,000). E. Endorsements. Each general liability and automobile liability insurance policy shall be endorsed with the following specific language: I. The City, its elected or appointed officers, officals, employees, agents and volunteers are to be covered as additional insureds with 0 • respect to liability arising out of worts performed by or on behalf of the Consultant. Ii. This policy shall be considered primary insurance as respects to City, its elected or appointed officers, officials, employees, agents and volunteers as respects to all claims, losses, or liability arising directly or indirectly from the Consultant's operations or services provided to City. Any insurance maintained by City, including any self-insured retention City may have, shall be considered excess insurance only and not contributory with the insurance provided hereunder. W. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. iv. The insurer waives all rights of subrogation against City, its elected or appointed officers, officials, employees, agents and volunteers. V. Any failure to comply with reporting provisions of the policies shall riot affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits, by either party except after thirty (30) calendar days (10 calendar days written notice of non-payment of premium) written notice has been received by City. F. Em& Noffce of Claims. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of or resulting from Consultant's performance under this Agreement. G. Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint -venture or syndicate or cotenancy, which shall result in changing the control of ConsuRant. Control means fifty 0 0 0 percent (50%) or more of the voting power, or twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -venture. 16. SUBCONTRACTING City and Consultant agree that subconsultants may be used to complete the work outlined in the Scope of Services. The suboonsuitants authorized by City to perform work on this Project are identified in Exhibit A. Consultant shall be fully responsible to City for all acts and omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. The City is an intended beneficiary of any work performed by the subcontractor for purposes of establishing a duty of care between the subcontractor and the City. Except as specifically authorized herein, the services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 19. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter `Documents"), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion for the Project Without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents to City upon prior written request. 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 besides the Project or additions/modifications thereto. The parties agree that the Documents will only be used by City or others for the Project (or additions/modifications thereto) unless specific written authorization is obtained from Consultant. 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. All improvement and/or construction plans shall be prepared with indelible waterproof ink or electrostaticly plotted on standard 30 -inch by 42 -inch Mylar with a minimum thickness of three mils. Consultant shall provide to City 'As -Built' drawings, and a copy of digital ACAD and tiff/pdf image files of all final sheets within ninety (90)- days -after finalization of the Project. For more --detailed 0 0 requirements, a copy of the City of Newport Beach Standard Design Requirements is available from the City's Public Works Department. 18. COMPUTER DELIVERABLES CADD data delivered to City shall include the professional stamp of the engineer or architect in charge of or responsible for the work. City agrees that Consultant shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the modification or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of accuracy or readability of CADD data due to inappropriate storage conditions or duration; or (c) any use by City, or anyone authorized by City, of CADD data for additionstmodi#ications to this Project, or for the completion of this Project by others, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. All original drawings shall be submitted to City in the version of AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with the City's digital submission requirements for Improvement Plans. The City will provide AutoCAD file of City Title Sheets. All written documents shall be transmitted to City in the City's latest adopted version of Microsoft Word and Excel. Electronic files furnished to City shall be subject to an acceptance period of one hundred and eighty (180) calendar days during which the City agrees to perform appropriate acceptance tests. The party furnishing the electronic file to the City shall correct any discrepancies or errors detected and reported within the acceptance period. After the acceptance period the electronic files shall be deemed to be accepted and Consultant shall not have any obligation to correct errors or maintain electronic files. 19. CONFIDENTIALITY All Documents, Including drafts, preliminary drawings or plans, notes and communications that result from the services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. This provision shall not apply to information in whatever form that is in the public domain or if disclosure is reasonably necessary for the Consultant to defend itself from any legal action or claim. In the event that Consultant receives an order or demand from documents issued by a court, administrative agency or other legitimate authority, the Consultant shall immediately notify the City and the City shall have the option of challenging the order or demand for production of documents. If the City elects to challenge an order or demand from documents Issued by a court, administrative agency or other legitimate authority, Consultant shall fully cooperate with City in any legal challenge the City may bring to the order or demand for production of documents and shall not produce said Documents unless the City's legal challenge to the order or demand Is found to be without merit. AA 0 • 20. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents his/her 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. 21. INTELLECTUAL PROPERTY INDEMNITY The Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all 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 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 and any services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow Inspection of all work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 23. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement Consuttant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his/her designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 24. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence of Consultant which results in costs, expenses, or damages to City greater than what would have resulted. ff there were not errors or omissions in Consultant's work on the - - Project, Consultant shall be liable for all costs,—expenses and/or damages that exceed the costs and expenses which would have been bome by the City but for the errors and omissions of the Consultant including, but not limited to, additional design, construction, construction management, delay and/or restoration expense. The determination of negligence shall be subject to the Standard of Care as set forth in Section 8. Nothing in this paragraph is intended to limit City's rights under the law or any other sections of this Agreement. 25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 26, CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act"), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 27. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, by certified mail, express mail or facsimile, in each case during regular business hours, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first-class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Steve Badum Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA, 92663 Phone: 949-644-3311 Fax: 949-644-3318 All notices, demands, requests or approvals from CITY to Consultant shall be addressed to Consultant at: Attention: Steven D. Chaitow Bohlin Cywinski Jackson 49 Geary Street, Suite 300 San Francisco, CA 94108 Phone: 415-989-2100 Fax: 415-989-2101 28. TERMINATION AND DISPUTE RESOLUTION 28.1 TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non -defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days prior written notice to Consultant. in the event of termination under this Section, City shall pay Consultant for services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other infonnaMon developed or accumulated in the performance of this Agreement, whether in draft or final form. 28.2 STEPPED DISPUTE RESOLUTION In the event of a dispute arising out of or relating to this Agreement or the services to be rendered hereunder, besides a default as set forth in Section 28.1, the City and the Consultant agree to attempt to resolve such disputes in the following manner. First, the parties agree to attempt to resolve such disputes through direct negotiations between the appropriate representatives of each party within ten (10) calendar days of being notified of the dispute. wA 0 Second, if such negotiations are not fully successful, the parties agree to attempt to resolve any remaining disputes by formal nonbinding mediation conducted in accordance with rules and procedures to be agreed upon by the parties within thirty (30) calendar days after the failure to resolve the dispute by direct negotiation. All parties agree that Consultant shall be required to submit a Tort Claim in conformance with the Tort Claims Act (Government Code Section 900 et seq.) and that this Section does not after the Tort Claims Act requirements or toll any time limitations or statute of limitations set forth In the Tort Claims Act. 29. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or in effect at the time the work is completed. In addition, all work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements in effect at the time the work is completed and be subject to approval of the Project Administrator and City. 30. 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. 31. 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. 32. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 33. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 34. AMENDMENTS This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 35. SEVERABILITY If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 36. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 37. EQUAL OPPORTUNITY EMPLOYMENT Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. 0 0 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. ---- . CUY OF NFwanar REACH --- A Municipal Corporation By: AaroC. Harp, Asst. CitiAttomey Edward D. Selich, Mayor for the City of Newport Beach for the City of Newport Beach ATTEST: By: Leilani Brown, City Clerk CONSULTANT: By: Gregory R. Mottola Vice President By: W. Dan Haden, III Vice President! Treasurer Attachments: Exhibit A — Scope of Services Exhibit B — Schedule/ Work Plan Exhibit C — Schedule of Billing Rates 49 0 Bohlin Cywinski Jackson Peter Q. Bohlin, FAIA Bemard J. Cymnski, FAIA Jon C. Jackson, AIA W. Dan Haden III, AIA Franc W. Graurnan, AIA Wililam D. Loose, AIA Cornelius J. Red III, AIA Karl A. Bade, AIA Gregory R. Monala, AIA C. Roxanne Sherbeck, AIA Robert E. Miner. AIA January 5, 2009 Stephen G. Badum, P.E. Public Works Director City of. Newport Beach 3300 Newport Blvd. Newport Beach, CA 92683-3884 40 EXHIBIT A SUBJECT: Newport Beach City Han and Park (BCJ Project# 08519A) Proposal for Conceptual Design Phase Services (Exhibit A, B & C to PSA) Dear Mr. Badum, We are pleased to have the opportunity to collaborate with you and the City of Newport Beach on the new City Hall and Park project. Based on our conversations with you we are submitting the following proposal for Architectural and Consultant Services for the Conceptual Design Phase only at this time- Per our discussions, a contract amendment(s) to cover the subsequent Schematic Design, Design Development, Construction Document, Bidding and Construction Administration phases wilt be issued at a later date once the scope of the project is fully developed. This proposal contains the scope of tasks and deliverables (Exhibit A), a work plan and schedule (Exhibit B) and our Billing Rates and Reimbursable Expenses Budget (Exhibit C) for the Conceptual Design Phase. We are pleased to present this proposal to the City of Newport Beach and we appreciate the opportunity to be of service to you In your efforts to create a new civic center for the City. The pages that follow this letter describe our proposal, work plan and preliminary project schedule based on our discussions over recent weeks. Sincerely, Gregory R. Mottole, AIA Principal cc: Dave Kiff, Ass[ City Manager; Steve Chailow, Peter Bohlin, Daniel Lee, rile Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes-Barre/Pittsburgh/Philadelphia/Seattle/San Francisco San Francisco, California 94108-5729 415-989-2100/Fax: 415-989-2101 0 Bohlin Cywinski Jackson EXHIBIT A- Scope of Services A. Description of Project Design Scope: Stephen G. Badum, P.E. January5, 20x19 Concept Refinement Phase Exhibits I Page 2 The new City Hall and Park for Newport Beach will consist of approximately 82,000 gsf of building area, an approximately 450 car parking structure and a park at the vacant 12 -acre site north of the Newport Beach Central Library on Avocado Avenue that will integrate the New City Hall building, parking, and park with the existing library facility. This project shad take the design concepts developed during the Design Competition phase and presented on September 27, 2008 and refine them as per the Design Committee's recommendations issued in their November 25x', 2008 report (report with revised date 11-10-08). 2. Program: The Newport Beach Civic Center City Hall Facilities Needs Assessment Document dated 9 August, 2002 prepared by Griffin Advisors, and as updated with revision date 2008 is the basis of the City Hall program to be used for this project. The City has provided the following Initial Project Information that forms the basis of this proposal: a. RFP Q&A (dated 8/4/2008) b. Design Competition Judging Criteria c. Design Competition General Design Parameters (dated 5113/2008) d. RFQ (dated 41112008) e. Site Water and Welland Definitions (8/2412004) f. Biological Resources (8/2D04) g. Area Description for Southernmost Meadow Area of the northerly portion of the Central Parcel (not dated) b. North Parcel Topo (dated 912312008) I. Avocado Street construction drawings (dated 3129/1990) j. Existing Central Library Elevations (dated 6/11/1992) k. Library Site Plan Part 1 (dated 1 212 111 9 9 4) I. North Parcel (dated 711 811 9 9 0) M. Central Parcel (dated 4/1992) n. Grant Deed (dated 1011912007) o. Preliminary Report (dated 04/2112008) p. Central Parcel View (Plane and Topp) q. Geotechnical Study (dated 5/212008) r. Needs assessment (updated 2008 spreadsheet) s. Space Requirements (dated 8/912002) I. Space Utilization (dated 8/912002) u. City Hall Design Cnmriittee - DRAFT Final Report (REVISED 11-10-08) v. City Hall and Park Project Schedule- DRAFT (11-25-08) w. Public Works Department's City Standards 'Design Criteria' (current version as of date of this proposal) 3. Preliminary Project Budget: The Initial Project Information provided by the City of Newport Beach indicates the project budget to be in the range of $450/sf for the building, We currently understand the project budget to be In the range of $60+/- million construction costs for the project During the Design Competition, the City Hall as presented was budgeted to be in the range of $38M, the Parking Structure $12M and the Park at a Bohlin Cywinski Jackson n Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase ExhilAts 1 Page 3 $12M. The significant mass excavation and site preparation required to build the project below the required view plane height limit was not included in these numbers. B. Proposed Project Team 1. Architecture - Behlin Cywinski Jackson • Peter Q. Bohlln, FAIA, Design Principal • Gregory R. Mottola, AIA, Principal In Charge • Steven D. Chaltow, AIA , LEED AP, Senior Associate, Project Manager • Daniel Lee, AIA, LEED AP, Project Architect 2. Consultant Team 1. Structural Engineers —Arup, San Francisco, CA 2. MechanfcallEledricaVPlumbinglFP Engineers - Arup, San Francisco, CA 3. Civil Engineers - Arup, San Francisco, CA 4, Landscape Architect — Peter Walker and Partners, Landscape Architects, Inc., Berkeley, CA 5. Cost Estimators — C.P. O'Halloran & Associates, Inc., Westlake Village, CA 6. Code Consultants - The Fire Consultants — Walnut Creek, CA 3. Owner's Consultants —This Proposal assumes that the following disciplines will be hired directly by the City of Newport Beach 1. Preconstruction Services and Cost Estimating — C.W. Driver 2. Security Consultant—TBD 3. Traffic Engineer — TBD 4. Geotechnical Consultant — TBD 5. EIRConsultant — TBD 6. Surveyor - TBD C. Scope of Work: 1. Concept Plan Refinement Phase Services (14 weeks) At the end of the Concept Plan Refinement Phase, BCJ will collaborate with the Project Team to issue a compilation of the deliverables outlined below. 3 copies of this summary report (11 x 17" format booklet) as well as .pdf soft copy shall be provided to Newport Beach for reproduction and distribution. Additional copies can be accommodated upon request as an additional service and reimbursable expense to this proposal. The following is a schedule of Concept Plan Refinement Tasks and Deliverables for the phase: Concept Phase Tasks — Protect Organization / Data Collection f Project Management conditions documents - Validate I coordinate docs with City - Format context site plans • 0 Bohlin Cywinski Jackson Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits I P»ge 4 Existing site utility information Review geotechnical information - Existing Central Library Drawings Information on wetland zone - Review ground water conditions Review City's site survey G.2 Review needs assessment (program) with City Staff • Issue confirming program report Confirm 2006 docs are still up to date: adjust program if necessary - Review Program Adjacencies G.3 Evaluate possibility of adding Emergency Operations • Issue confirming program report and Center into City Hall Complex budget impact - Confirm implications of making part of or whole complex comply with Essential Services Building requirements . Confirm program requirements for Emergency Operations Center GA Review and adjust site analysis from competition as • Site Analysis Drawing ! Narrative necessary - Review BCJlPWPlArup site analysis w/ City, adjust as required G.5 Program for Central Library Link • Confirm and Document strategy for connection to library - Analysis of existing Central Library - service dock, possible points of physical connection G-6 Confirm and Develop site program for park • Issue Program Document for Park - Review use options with City Staff ! City Council G.7 Review Sustainability Goals for project - Issue Preliminary LEED Checklist - Review options with City • Identify available Incentives I Grant programs LEED Checklist! identify likely point targets G.8 Update Conceptual Phase Cost Model • Issue Updated Conceptual Phase Cost Model / Budget - Review Construction Cost wt Cost Estimator! City's Project Manager G.9 Review Mass. Excavation I Grading I Site Utility Generate Conceptual Grading Plan Issues Review Soils Export Strategy with City and Construction Cost w! Cost Estimator 1 City's Project Manager G.10 Review EIR Process, products, schedule • Collaborative design review and discussion • Review process wt EIR Consultant & City - Collaborative design review to identify and mitigate problem areas 0 0 Bohlin Cywinski Jackson Stephen G. Badum, P.E. January 5, 2008 Concept Refinement Phase Exhibits 1 Page 5 G.11 Revised Concept Phase Deliverables • Update Building Plans, Sections, To improve circulation & promote the OSS Elevations - Update drawings / presentation materials for • Design Narrative Approval steps D2 Review the sail design feature. • Two Revised Renderings - To reduce the incursion into the view plane • Digital Animation fly — through (Iwo paths) D.3 Add surface parking near entry plaza. • Physical Model (optional -priced Confirm desired quantity of spaces sepaately) G.12 General Project Management Tasks - Periodic Project Status reports - General communication and coordination with - Weekly conference calls during non - Owner face -lo -face meeting weeks D.5 - Internal project management / reporting to • Develop Scope of subsequent SD- CA Owner on progress phases of work - Coordination with Suboonsultant Teem • Finalize overall project schedule Concept Refinements • Specific desian studies for competition scheme D.1 Consider changing the "pod" modular sections. To improve circulation & promote the OSS • Study alternative strategies for breaking concept down floor plates / incremental floor plate steps D2 Review the sail design feature. - To reduce the incursion into the view plane • Study alternative features for Council Chamber D.3 Add surface parking near entry plaza. • Study layout alternatives Confirm desired quantity of spaces 0.4 Improve the aesthetics o the parking structure. • Study additional screening concepts, evaluate cost implications of alternatives To look less like a parking structure D.5 Reduce amphitheatre and add parking. • Study layout alternatives, confirm program requirements for amphitheater, confirm quantity of surface parking - Reduce amphitheatre to create more open space - Add parking for the park D.6 Integrate city hall and the park better. • Study alternative design strategies for council chamber, review parking / building circulation diagram - Community room needs an outdoor function or should be combined with the council chambers Council chambers should be able to be expanded Council chambers is in front along avocado but all the parking is behind the city hall D.7 Reduce fight and glare. • Study Alternative Strategies for glare 1 light Weed Consider using louvers or other systems to •Revise J update building elevations address light and glare from clerestory windows 0 Bohlin Cywinski Jackson Building should be reoriented slightly so That the cterestory windows are not as prominent from above the site Exposure of the west side of the building to direct sunlight should be addressed area Ealing area between city hall and library could be improved to be a nice place to go for visitors, staff, and library patrons This would make the master plan a true civic center that's alive and vibrant The connection between the library and the parking structure was never fully explained Recommendations for further consideration: 0 Stephen G. Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 6 D.9 Maintain berm along MacArthur Boulevard • Confirm berm as presented in competition scheme D.10 Provide appropriate and effective miligatlon of light • Similar to D.7 and glare on Bre sfte so that neighboring residences are not adversely affected. D.11 Separate pedestrian and vehicular access ways and • Site Plan and section studies primary circulation elements. D.12 Provide a floor plan that will easily accommodate • Similar to D.1 future modifications to internal department sizes and layouts - a uts.0.13 0.13 Be logistically feasible. understanding how the • Review construction logistics scenarios duration of construction will affect the surrounding with 0" Project Manager commercial, retail and residential area. D.14 Integrate the library so as to develop a true "civic • Similar to D.8 center'. DAS Provide restrooms for visitors to the park. Confirm restroom structure adjacent to Tot Lot in competition scheme 6.16 Provide for easy parking for park visitors. • Similar to D.5 D.17 Show strong visual and physical conneclrvily • Study alternative approaches to between the North Park Parcel and Bre Central Park strengthening link across San Miguel Parcel (such as textured paving to cross San Miguel). D.18 Consider a cafe, small coffee shop, snack cart. or • Confirm caI6 shown In competition kiosk for visilorsremployees in the city ball building. scheme D.19 Have a vehicular connection from city hall parking to • Confirm vehicular link shown in the library's existing parking lot. competition scheme D.20 Contain the council chambers and the multi-purpose • Study alternate design strategies for community room in a single building or wing separate Council Chamber and Community Room from the remainder of the city offices to allow for easy after -hour and weekend access to the chamber and mufti -purpose room. A direct link between the city offices and council chambers for staff and elected officials would be recommended. 01 • Bohlin Cywinski Jackson Stephen G. Barium, P.E. January 5, 2oD9 Concept Refinement phase Exhibits 1 Page 7 D.2/ To the extent possible, design council chambers and - Similar l0 0.20 community room to be able to act together as a single large community space and provide for the possibility of useable contiguous outdoor space for coniniunity events. D.22 Provide access to natural light from all staff - Confirm design concept from workstations. competition scheme D.23 Provide continuity of landscape treatment from library - Confirm landscape concept from olives along Avocado, competition scheme 2. Basic Services Summary —SO, DD, CO. Bidding, CA A. Schematic Design -To Be Determined ata later date by contract amendment B. Design Development — To Be Determined at a later date by contract amendment C. Construction Documents — To Be Determined at a later date by contract amendment D. Bidding 1 Negotiation and Permitting -To Be Determined at a later date by contract amendment E. Construction Administration -To Be Determined at a later date by contract amendment D. Qualifications and Exclusions 1. The scope of work outlined in this proposal shall be incorporated as Exhibit A into the City of Newport Beach's Professional Services Agreement, as modified to suit this specific project. Per the PSA, BOJ is proposing our fee as a time and expense not -to -exceed fee, to be invoiced monthly based on hours spent completing the above described scope of work completed. See Exhibit A-1 for BCJ standard format invoice_ 2. Substantial revisions to the building program and/or documents after completion of the phase and the City of Newport Beach's approval of the Concept Plan Refinement phase documents, will be considered as an additional service. 3. If the City of Newport Beach causes the duration of this phase of work to substantially exceed what is specified in this proposal, the work performed in excess of the specified duration would be in addition to this proposal and would be considered as an additional service. BCJ shall provide prompt written notice to the City it BCJ becomes aware of any delay to the schedule. 4. A fixed number of meetings are identified for this phase of the work. This proposal assumes that the attendees at these meetings are limited to the Project Administrator and designated City Staff representatives and/or members of the Building Committee who can act on behalf of the various departments within the city government. It does not include extensive meetings with city staff and others beyond those outlined in Exhibit B. if the number of meetings for the phase is exceeded, these meetings would be in addition to this proposal and considered an additional service. 5. Special Presentation -style booklets, models, perspectives or renderings beyond those described above are not included as part of these services beyond BCJ's in-house design materials normally produced to convey design intent. Special Professional Renderings and/or Presentation Models, Animations, etc., beyond those described above can be provided as an additional service. . 0 .] Bohlin Cywinski Jackson Stephen G. Sadum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 8 6. Furniture Design is not included in this proposal, however conceptual furniture plan layouts for select spaces will be developed in the Concept Plan Refinement Phase as part of the design of the building to verify functionality of spaces. 7. The survey or relocation of existing office equipment or furniture is not included as part of these services. 8. Furniture plans that indicate office equipment such as computer CPU's, monitors, keyboards, fax machines and copy machines are for location planning purposes only. Information regarding equipment sizes and utility requirements are to be provided to BCJ by the City. No new office equipment is being selected, specified or purchased as part of this contract. 9. Architectural survey of the existing buildings: We assume that the existing Information on adjacent buildings is available and deemed reliable for our use. 10. Land or property boundary survey. City is required to provide this information at the commencement of the work. 11. BCJ has the right to rely on the accuracy and completeness of services and information furnished by the City and the City's Consultants. BCJ shall provide prompt written notice to the City if BCJ becomes aware of any error, omission or inconsistency in such services or information 12. Documents shall be prepared according to BCJ office standards for construction documentation, which are in compliance with the industry standard of care, and where applicable, [he City of Newport Beach Public Works Department's City Standards 'Design Criteria'. 13. Provision of electronic file formats for use by the estimator, contractors or bidders shall be available upon receipt of a signed original of the Electronic File Transfer Agreement to be provided by BCJ. See Exhibit A-11 at the end of this proposal for BCJ's standard Electronic File Transfer Agreement, 14. BCJ will assist the City with Permit Applications through the City's EIR Consultant. BCJ's assistance does not include payment of fees, tracking and reporting of permit status, preparation of special research studies, variances, special tests or documentation, surveys, or environmental studies and submissions, beyond those described herein, which services, if required by BCJ, will be considered as an additional service. • 0 Bohlin Cywinski Jackson Architecture Planning Interior Design Invoice Wilkes-Sarre/Pittsburgh/Philadelphia/Seattle/San Francisco EXHIBIT A-1 - Sample invoices City of Newport Beach Date: Public Works Department Invoice No: 3300 Newport Blvd. Project No: 08519A Newport Beach, CA 92663 Attn: Stephen G. Badum, P.E. Please Remit To: Bohlin Cywinski Jackson c/o Accounting Dept. 8 West Market Street, Suite 1200 Wilkes-Barre, PA 18701 Re: Newport Beach City Hall and Park / Concept Plan Refinement Phase Fee Basis: Hourly NTE plus Expenses' NTE Fee billed through current invoice: Expenses billed separately under BCJ Project No. 08519AR For professional services rendered for the period MONTH, DAY, YEAR to MONTH, DAY, YEAR Base Fee Computation Il- . .r _ j ' Peter 0. Bohlin $.00 John C. Doe $,00 InvoiceTotal Wi kes-Barrre office Suite 1200 8 West Market Street Wilkes-Barre, PA 18701 570.825-6756 Fax: 570.825.3744 Pittsburgh office Suite 1300 307 Fourth Avenue Pittsburgh, PA 15222 412.765-3890 Fax: 412.765.2209 0.0 $ .00 0.0 $ .00 Total Base Fee Computation $ .00 Philadelphia office Suite 1370 123 South Broad Street Philadelphia, PA 19109 215-790-5900 Fax: 215- 790-5901 Seattle office Suite 916 1932 First Avenue Seattle, WA 98101 206-256.0862 Fax: 206.256.0664 San Francisco off lee Suite 300 49 Geary Street San Francisco, GA 94710 415-989-2100 Fax:415-989-2101 0 • Bohlin Cywinski Jackson aryS.ZM Cm ept Re4nenleM Ph95e ExMbpsf Peds 12 EA we e C.Pl Ptah RaermAwnl lHle.a WpsR PAn Week WMkN Date Mfge EyM we ".I NO CenfIAOPD nGIPMswI DI.J Pre.aM CaNduMa Pnfad NA s-0es-09 ltdac# 1 N,ck-pl KNetlnps purled [Ojr11Kl Mf.xq.ap. aegs arM ad,eWle DK, W. SW. AH GSR -IWC. DL ram al axglkq airy run Se GRM, $uc, DL M..b„ pweb eWOQ CORsmnee M. se. 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EIR TW GRM, SOC AAP LIN, epnmtl 1",(e4.n ) MP M 161 N 0-9 Lwlgl u 01Mce -e9. aebuerce. Mw rmsr Se. M. ep WH GAM, SOC AW Cid. MlaKed atlPsem areae Mp SunarMry reaewwlR.fdttl Deign Comw4ee reyraaenlall.aa OCR. OK. Se. WH GPM.SDC AMp Cid. (IM. fw0 l Dw. Ne. SW PWP 9unrnNyre.e. wMeuitlinp GpmMNellAp pm-2:pD pm) AC. DK Se. WN fiAM. SDC AnWCW. DW He. SW PWP Meal Mees (?W pm-].00pm( M.M.DW WH GRM. SDC A" C". MP . 2feP09 pS Fap On WMIpJPMPFJ propraapcpeererrm CaY wT dq repeaenMMm OIC SB OW ...N'H GRM, SOC. eanaeew 12:pD pJnl OL • Bohlin Cywinski Jackson u Stephen G. Sacrum , P.E. January 5, 20M Concept Refnerrenl Phase EKMIMs I Page 13 :a S. Ce em Pon Refi.. a Pnaae Wort PMn me�iS�` We WeM DW MIR.8 E.x IlB pxxt NSDpm.t mi Pm"I OCJ Pmeem Cpnsulbnb 5 9-Feb99 n•1R Feb e9 Osygn S..l- BWWtng and SRe Waname t pmsibh PNP Pixis6y PWP Deagn uptlale meelig W OW, RD WH PDB. GRM. N9a GRA, SDC. p hme PNP pm Yfoe Met 2S. 2009 BOC -DL Bu0sWlemamwtft rnKew Mmtlum,MEP.LgNing SB. M. SO WH GRM. 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DW WH ORM, SDC pmsibh PNP OL Dmlpn COwnYkC M¢Nn9 Iwncege pangpalgn by wMs GOO OC, %. OK N9a GRA, SDC. p hme PNP pm Yfoe Met 2S. 2009 OL Meenq m d. nen Nw . rnw wwe 1R concept r¢anxgnt M. SB. DW DO WH GRH. SDC. PmsibM PNP Pea. OL RmiM ls¢sMnxy msl xlimBle WOW Wt1 GRM.SDC, pmPTty PWP OL S.m cover wile." Omgn CanmWx repevNYalwes MR. DK. 59 WH ORM. SOC, Pmshtf PNP 112Wn n -1:W pm) Ow. HB. Sw OL smrmsy re.ew m1h BNtfigcpmrrvttee llW M. .w pm) M. SB, nH GUm. SDC. P SleM PNP M. HB. SW OL NWtamps12:00pm-0:00m) OK. $0. DW WH C40A SDC w Wj PNP OL paBNR¢�eCI NY IN m+e. SO. Ow WH GRH. SDC, Pm NPNP OL END OF EXHIBIT B OK- Dew XB SB- SAexe eaaua Dw- Dare Weab HB- HeiMr eadau AN- KIM Hary sw- SNrMw OL- Daae Lego, Taming JE- JRyB r, llwl v 8D- 80gOmWR Rap WH-WRimf .Gw Darm JT-M.Tymmbn,CWD . RS- R~ SNIT. CW Garer PG-PNI Gu .cww Wm Add EARConaManra PDB - Peke Bolin. BCJ POB'c aNMMxe TBD GRM-GmpM .Bw SDC- fibre ClMway, SCJ M -81M Lee, SCJ Bohlin Cywinski Jackson slePhenJ. rym,P.E. Jmwa7 !i,20()9 Cwbc* Resnemm Phase Exhibits/ Page 14 B. CMcapy Plan RefimmeM Pwasa Work Plan Wnk WNk d D W MW a E.M NB Pn RB GomnlMNs BCJ P Hfl BDJ PWgN CMSM 2.1 120.02AM- WeeklY prgalpmyrpswe.. ..._...._..-....._._.....__.._____W_.._.......-,........��.-.___..—.__.._...... Dy. W. DW WH _._—�.. GRM. SDC. mneetletl 12.00 p.m 1 D! 1 6Apt-09 09 APrF �woekry pmbm Progress wnicmnen cBYrdln ury rapreuaaaaes DN, SS,OW � WH - � GRM.SpC� ea neelk0 1200 P.m.l DL W FMaifn flaws aemaesaa Cur Cpmrw Meewg - Tues. A 6114.2009. Renew Pl e=l wnceP CC WH GRM. SOC �4:0a pm cludY aesmr City Courm2Meekv-Tws.Apul 14 MM-PrecmllonafmM CG WH GRM. SOC ...a M r ge ym ref War SeSxw rebeuyceasipn Mlhewi vcwnm .b cwYsw BC. SB. DL WH GRM. SDC Dw, He, Sw HMAawa Schmulc Pwace Be, W. DK, WH GRM. sDG DW. HB. SW Nan. Neta: Each NloOW uealM aMranea CG- C •NMwHlekn anivr RC- 0'WnpCwmXbe- •9:00am ]GOpm maa0ys kryl pay Ea Sa4dl 940 am . ] 00 Pm meMingc uaMddaY Den WaLf Stere FMaAxky Ix- Fuw Deage CaaNMa DGR- p Aign mrrNYe Repo END OF EXHIBIT B OK- Dew XB SB- SAexe eaaua Dw- Dare Weab HB- HeiMr eadau AN- KIM Hary sw- SNrMw OL- Daae Lego, Taming JE- JRyB r, llwl v 8D- 80gOmWR Rap WH-WRimf .Gw Darm JT-M.Tymmbn,CWD . RS- R~ SNIT. CW Garer PG-PNI Gu .cww Wm Add EARConaManra PDB - Peke Bolin. BCJ POB'c aNMMxe TBD GRM-GmpM .Bw SDC- fibre ClMway, SCJ M -81M Lee, SCJ EXHIBIT B Bohlin Cywinski Jackson EXHIBIT C — Schedule of Hourly Rates 1 Fees: A. Schedule of Effective Hourly Rates 1 Discipline - Archileclure Bohlin Cywinski Jackson 2009 Senior Associate $160 Associate $125 Staff 1 $105 Staff 2 $85 Staff 3 $65 Office $75 2 Discipline - Structural Engineering, MEP, Civil, Sustainability Arup Staff by Classification 2009 Principal 1 $325 Principal 2 $300 Associate Principal $215 Associate $190 Senior Engineer $160 Engineers $130 Graduate Engineer $110 Senior Drafter $120 Drafter $110 Clerical $85 3 Discipline - Landscape Architecture Peter Walker and Partners Landscape Architecture, inc. (PWP) Staff by Classification 2009 Peter Walker, Director $410 Douglas Findlay, Director $305 Partner $190 Associate $125 Landscape Architect $100 Staff $65 Archivist ! Librarian $150 4 Discipline - Cost Estimator C.P. O'Halloran Associates, inc. Staff by Classification 2009 Principal $185 Associates $125 Senior Estimators 1 $115 Assistant Estimators $95 5 Discipline — Code Consulting The Fire Consultants Staff b Classification 2009 Princi al $190 Stephen G_ Radum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 15 • Bohlin Cywinski Jackson EXHIBIT C B. Concept Plan Refinement Phase - SCJ fee Tabulation by Task - (BCJ X 08519A) is Stephen G Badum. P.E. January 5. Z009 Conrad flan Refinement Pbase Exhibits f Page 16 G.1 -Compile and Review City -provided existing conditions information 2009 Hours Hooky Rate G.4 - Review and adjust site analysis from competition as necessary Extended .................................................................................................... PdncipalMotiola 2 ..........-....................................._......... 285.00 E ..............G ..................... pri t PBohhn . ...................... S - ..................................................................._�................._�85.00 Lui AssCciale Chai[ow 4 5160.00 ........................................... . P.!n lBoldin .. .......... ....................... ... 640.06 Stall 1 Dlee Z .............5105-U0.......-. .... E 210.00 $160.00 S_ W.'W .gjajjl...... _........ nLee.......... ..................................................................................................... ...6..................5'105.86..........._..5 --- — Staff Y ig91e 2 --YDS ....._...._..._.....................-...................__................_.............._....6................... Associate J Keller .............. ........... ................. _- 170 .00 'la 2 RSim son ... ..._............................... S - Staft Y Riggie _—___.._.---...--_ _ .-_---......——�_._.._ 018ceJ Kishi ....................... 4 $75 W Sts Simpson ... .. .00 ........... ................ . . .......... 9ubtatal ..ours 14 - ........... ............................... ._...........R ............... .......... ............................... O JKisni .......... ...................................._..................... ._75:x............._5................225:00... Subtotal - Task W 5 1.690.00 0.2 - Review needs assessment with City Staff ! Issue confirming program report 2009 Subtotal - Task G.4 S Hours_ Hourly Rate 2009 Pdncl�lMullets --.... 6 _ .. 5285.00 Hours 2.280.3 ...... ........._ .__............................................................... Pdnci 3 P Boffin 2 526s.oD 6 .00 Sr. Associate .....SChaataw....._.. 24 5180.06 $...........1,848.60-� 52o SIsd.1..............-D Lee............. ......................................-............--- .............. ......-12 ....... ........... $165.011.........._$. ......._�" _8l)...._ Ka11er.__.._...__......................_...........-....._........................_...-_....._..._.__._... .�:..f._.................................................................................................. _._... _....... ......... 8.............--..5Vfg'66.......-.......5._..__. _............................. . W... .. _.......---$185.00 .....:....... 1.000.00 .....:�::. .. Subtotal -Teck G2 $ 12,279.00 G.3 - Evaluate possibility of adding Emergency Operations Center Into City Hall 2009 Hours hourly Rale ............. _ _.... _................... ........ ............. --- .................... ..... . 4 2_.. ... ................. ....... ......... ... ... ..... --- ...................... ............................ _ .... .............................................. Subtotal -Task G.3 f 4,720.00 G.4 - Review and adjust site analysis from competition as necessary 2009 Hours......_Hourly Rate .....__ .................... ... ................................................................._...._..._................-.................-.... PMnMalG Wilde ... 4 5285-00_.__._._.�................I.i4b.db.. ........................................... . P.!n lBoldin .. .......... ....................... ... .. 1 ............. .... �8K.66........-,-t .._..3 .... .............._P Sr. Asaodete $Chaitow....... 4 $160.00 S_ W.'W .gjajjl...... _........ nLee.......... ..................................................................................................... ...6..................5'105.86..........._..5 .. ......... .......AO_„ 63000 ....._...._..._.....................-...................__................_.............._....6................... Associate J Keller .............. ........... ................. _- 0 ......._......... $125.00 ... ..._............................... S - Staft Y Riggie _—___.._.---...--_ Z �5.�� _ --1-7F( Sts Simpson D 5.00 - ........... ............................... ._...........R ............... .......... ............................... O JKisni .......... ...................................._..................... ._75:x............._5................225:00... ....._.........--- .................- .... ... ....... ................... sutRdal hours ...--- _3. 20 ...... Subtotal - Task G.4 S 3.090.00 0.5 - Program for Central Library Link 2009 Hours Rate Pnndpal MaWWa ._ —. ._ .._. 6 5285 _ ...-____---_G PnnciRal b' oltin............................................................................................. .. 0 52o _ $ _..__`2-.280.00., - .-M-----------Hourly Aii.dsie......_str..............-.........................._...........................__........ - -16-----...........$16b_0...-...-..__ _8l)...._ ..............Z:3suM" 5..{..._.........._..D.L�---.--......_.... ................_...---_..................................------- --- ------'-----.q'. .. _.......---$185.00 -.......g._...............A20.8o-- ................................................................. Z.... �A Bohlin Cywinski Jackson EXHIBIT C S. Concept Plan Refinement Phase - BCJ fee Tabulation by Task - (SCJ X 08519A) Stephen G. Badam, P.E. January 5, 2009 Concept Plan Refinement Phase Exhibits! Page 17 ............. ...... _............................. ....... ..................... ............_subtotal hours 5v .... ............................................... ............................................... .......................................... ....... .......... ..... .... - .............. Subtotal -Task G.5 $ 8,090.00 G.8 - Confirm and Develop site program for Park 2009 Hours Hourly Rale Fdnopal - G Motlola ----8 $285-00 S � Is aw 12 -----E 160.00....._-- ........0 Lee......................................................_.................................... ....... ... a..................5103.06......... 680.00 ............... W........._...._.......... _... .............................................. ........... . .........Y Rile -... .......1j. .585-00 .. .............. .......... ................... R BlmPsorr...----- ..__. ......... ...................................................................... .._ ............ ... Subtotal - Task G.6 S 9,270.00 6.7 • Review Sustainability Goals for Project 2009 ........_Hours Hourly Rate.._ ............. ohfi­ Preiclyal..............G Mattola.._......_........._..__....._.......................-............_..._...._ ._......_.._. 4............._...5285.00 5....._._... {.1AU_00._ l............._P.. ----................_......__.........................................___......................... ............2..............-.--S283�.ou...............5..._......_.....Mi Stag 2............_..YAi&@re .. ............................. ........ ........ ._._.................... ................. .g. ...... ......._....-585.06.........-....s 5...............20D0 680.00 Sta62 ....................... '4 SKOM 5....__-----................. 1,5-D-51%,... orate J IW...... ............._ .... J xisl;i 4 S7s.00 f_ .........-. ...... ...........664.00 50D NO ............................... ... _................... __......... .................. _...................... sutaotalhours 42 _StaFf......__........RSimPson Office —._.__.. Kishi 6 —. Subtotal - Task 0.7 $ 6,038.08 0.8 -Update Conceptual Phase Coat Model (coordination with cost estimator) 2009 s��Mntal hens 48 tbuw Hour REte ....;na....................otto........ Pnnci _ _ .... ........... .... ............_........... .... ........... ................... G Mottpla ................285...-....._........... 72 ?85.003,420.00 ................ Pdncipal PBohlin 0� � - 5285.00...... .............. S... Associate ... ...ow..............._24._... ..... ....... E...... ................ ..................... 00.. ..... ........ ..... ... .------ __.... ....... ................... ................... .............. .................. .------------ --- ...................... ........... .............. . _............ ....... .......... .............. _... ............... ....... _.__........ _.................. ........... _....... ........subtotal hours 48 Subtotal - Task 0.8 5 8,40/.00 G.9 - Review Mass Excavation! Grading 1 Site Ulaily issues 2009 Hours Hourly Rate ..-.- ... ..._.... ....... .......... ....... ....-........... ......... ..... ........... - - SIaH t......... O.Lce.....-.... ......4 ...................5111500........... 5...............20D0 Assodate .....J ICaOer..................................... ................................................ . 8 $125.00 .... S 1,5-D-51%,... staff ............... V.Re-....-......-................................._........................ ....................'Z ............585.00............_ f_ .........-. ...... ...........664.00 ........._. '1,02Q�... ............................................................................................ 8..................._583.U6—........_...5 _StaFf......__........RSimPson Office —._.__.. Kishi 6 —. -.-. .. 7 .00 I s��Mntal hens 48 Subtotal -Task G.9- $ 6,110.D0 G.10 - Review ECR Process, Products, schedule 2009 Hours Hourl Rate ... .......... .................. ... .............. ..... ......_... ............... ..... ...... ... nrtopel G Monoa 4 7, 140.OD o.....:..n. o c..wn.. "' --' n f3im a5 nn 5 nn S - Bohlin Cywinski Jackson Stephen G. Badum, PE. Jamwary 5.2009 Concept Plan Refinement Plmse Exhibits I Page 18 EXHIBIT C U. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - {BCJ # 08519AF Associate J Keller —....._.�_.,_._--"� 125.00 _ .-.._-........._... 285.00 .0- _talf 2................_Y...'&.91e... .... ?. lin 585.00 28500 �. ,.... ............................ ..1a92 .................. R_Simpson .................4....... �...................._SSS:00................� 32 . ..........._340:�.. 8.. ................................................................... Office .I Kishi .........................................................................................................................................._..-.......-.-........................_.......................-......................-....... .. ......................_...... 4 575.00 ....................' 9 .. 300.00 ........................ _..... ...... ...........-.......................... , wbtotal hours38 Subtotal -Task 0.1 S Subtotal -Task G.10 D.2 - Develop alternatives I refinements to Sail' design feature 5,360.00 6.11 -Revised Concept Phase Deliverables I Drawings 2009 Hourly Rale Hours Hourl Rate ................... 1a65.60 3 .. . t,710.OD ... ---[psi ........ ......----......................... Pdncipai .................................................................. G Alottola ----......-...._..................$ 32 ........ _ .-.._-........._... 285.00 �� ....... Prkwlpal.-.. .... .... ?. lin 1fi 28500 �. ,.... Sr, Associate .............6.L�..................... S Ghaiiow 32 S160A0 ............... 8.. s'ia .........................................................-..............-..-_... ...............iosno..............-.3........... $75:00 5. ....... i ..._..... OffiGe J Kishi -._ .._— ifS.iM _..._.�— 4,500.00 Pize..................l:ampuler rerirlerinQs: 2_Pieri kandari s_{ $9t( ea:) .. ..........--- ........ ....... _....... 3............18.006:110 ............................................... ..................... ....................... ._subtotal j>qurs ..........£0...............- ........................................................ Subtotal -Task G.11 S 89,300.00 0.12 -General Project Management Tasks (meetings on s0e, conference calls, proposals, commu 2009 _.......P Vie(ilio....................................................... .............._.................................................................-..........._._.._................-........_..._....._........_.. ................................................................ 64 ' 'e Ghauow 136 . - ....._: --_S ............................�........................_.._....................................................... efi..................965:u6_....._......5............. Piiigb`D'... ----- O.aO... J KeOer ..................................................................... 14 d....... 3125.00 _............. ... $ Y g1e ._.�...._..._............585.00_......_... $75:00 5. ....... i ..._..... Subtotal -Took 0.12 S 93.930.00 D.1 - Study changing Noor plan modutar'pod'seclions 2009 .Staff1 . Lee -. .._— .................................... 24 1D5.00 d. i.........................._............................................................................... Associate J Keller 6................ 16 . - 000:00 - ..._.._.....-_ ............................... to 2 .............._..1' i a..................................._....._......_.._-.........__.......-...._._......._.._-. ae 16 _._ ----- ----.-.i.. --W& 365.6u..._._.. -_�:_-.....--1, ----- O.aO... ... .. 12fl..............._f -SimPSo.................... .................................. O9ioe. .I ti:ishi .. .. ...... ......_........... ...,,.... .... .... ..................................... ....... ........................ ........................... _.... _......... 0 $75:00 5. ....... .. .... ............ ....... _...... ... .............................. ., .. sublolalhours 120 Subtotal -Task 0.1 S 16,22(1.60 D.2 - Develop alternatives I refinements to Sail' design feature 2009 Hourly Rale Principal_ ., ,,,,-, G Motlola . _....o ..................... ....... ........................Hours ................... 1a65.60 3 .. . t,710.OD _ ........................................................................ pnncgal P9otiln ......6. - ..................285.06...............................-...--......... a $285.00 5 2,280.00 .................................................................................................fi...............$t66.00..............5....,.............Bfi0.00,.. 24 $705.00 2,520.00 ASsocietB........_..J Keller........ .._ .............................._......._.............................._..._._..-............_..q ----------(125.60......_.._.....................505.00.. SIa92 YRiggie 4 ��'-�^� 8�5.OD �-��g �� -- 340.00 SIaO_2................. R Simpson s........ .... Office .. Kishi ..-......_. ................................................... ....................... .--.-..-.--.--.16 '.,......._....._585: 0 _._.......... $75.00 S -..-._1.3611:x... - ... ........... .... ..........I.Su ....._..._._.._.................. .................. ............. .lotal.-...--.-..............99..-...................._._..._......................................... subWlal hours 68 Subtotal -Task D.2 9,670-00 0.3 - Add surface parking near entry plaza 2009 Hours Hourly Rate 0 Bohlin Cywinski Jackson EXHIBIT C B. Concept. Plan Ref nemant Phase - BCJ Fas Tabulation by Task - (BCJ Y 08519A) 0 Slephen G. Badum, P.E January 5, 2009 Concert Pan Rdnemere Phase Exhibits f Page 19 Prindpai 24 G o ..._...----- $285.00 $ 285.00 385.00 ... .....3.... ---- .............. ohlin._........................................................ . .........................I........_ .....i _......,........_5285.00 ...............3....._...........285.6'8'.. S Sr. Associate ......5 Chaifari .......................... .... .............. ........... ... ........2...................81's-u':ob.......... .M.09 ...E..... ..........9'E8:6fi - NEW-1 p. Lee ......................................................................_.........................................._.......z.... ......... ......3i65:64..........a ..............2i6:6o' .................._.............. ...._... ...._....._.----....... Assodale_..........J Keller ..... ... ...._.. ... .. ......... ...... .. _..... .. ....................._0......_........-$125.00 840.00.. ........... - ................................ S ................ ........ ... Q............ ._....$1u"s bo............. 2009 .... iggie...._... .. ................................................... .. ..................... ..... ............._......_385.00..........._...$...._.__._._ ........................................................................ J Hours 65.00.. Sia1f................'RSimpson..... ................... .......... ............ .................. ............ .............. ...... ............. 0... ...... ............ .$85.(70................3.._._.._._._......._..... _ _.._...._................................................. $285.00... 344.40 Office J Kish _... ___. __ 0$75.D0 ..._' $ - ___._ subtotal hours 7 $...............326.00.. Subtotal - Task D.3 $ 1,165-00 DA - Study refinements t enhancements to parking structure aesthetic treatment 2009 ._._._....,...._.........,.._ ................. _............................... Heurs Hourly Rale........ .................._.............................. ..............................................._..................._......................... Assoriala J Keller 24 5125. ..._...----- ._.._.—...__. 3,089.00 S 2 Rg.91e 32 385.00 ... .....3.... ---- ...._._�7ZOV0.. ........Y ....................... 2 R Simpson 16 S 1,360.80 _ _ _ Office ,1 Kishi �_..._285.00 .M.09 .280.00 - .....__....._................._.._._.._............................._............... . .0 ................._$7$:00 subtotal hours 93 ... yur. Associate.......5.t� .................._.............. ...._... ...._....._.----....... .._.......... ........... _...............4..............._$160.00......_.......$ Subtotal - Task 0-4 840.00.. 111250A0 D.5 - Reduce amphKhealer- reline entry plaza ................ ........ ... Q............ ._....$1u"s bo............. 2009 .......438:56.. Associate ........................................................................ J Hours Hourly Rale ........... _.... 540.00 Ste02 .._,._....................................__..................................................._.._.._._..._._.........._................................ Pn!!cipal... .. �. _ _.._...._................................................. $285.00... 344.40 .. . ....... ,_G,Mottata ..... P BohOn .. Sr. .... .. .. .............. . .....� ... ... .._S...........285,00 $ 285A0 Aipal Sr. Assodsle.....SChailow........................... ................................ ..1 ......_.........1285:00............... _........... ....... .......... ....... .......... ...Z.. 3188.00 $...............326.00.. .. I� m ... ......... .. _.... 0_.... .... _... __. 85.0-6--..... ... -$ ........................._.................................................................... . . Office ...(isht 0 $ ........................................................................... ............. .. si1D[Dtal hours 19 Subtotal . Task D.6 $ 51320.00 D.7 - Study ways to reduce light and glare from building I site 2009 _Roars _ Houd Rete Principal�� GMokola ...---..........._-- 4 1,140.00 8 4 5160.00 $ .._.... __. — $ 'Stiff ................. Y Rimae _ .. ...-.W............. $85.00 2.040.00 Siad 2 R Imps°n................................................................................................... 29 ................ 85.00..............3........... 2,04,0.00 sotilo121 fours 66 Subtotal -Task D.7 $ 7,490.00 Subtotal -Task D.5 $ 2,360.00 D.6 - Study ways to Integrate City Hall and Park 2009 Hours Rale ncr1 I __._ G Mottota —, �_..._285.00 .280.00 Principal"�P ...._.............................................................I........................... Bohan ................._...........................I ........ a $285.00 $,._......_._1.748.00 yur. Associate.......5.t� .................._.............. ...._... ...._....._.----....... .._.......... ........... _...............4..............._$160.00......_.......$ 840.00.. ................... IM.i 6.GW................. ...................................... ............_._................ ................ ........ ... Q............ ._....$1u"s bo............. _.3 .......... .......438:56.. Associate ........................................................................ J ......................................... 4 3$85.00 $ ........... _.... 540.00 Ste02 ................................. R gi Y_RS A 4 $ 344.40 ..... Stag 2 .............................. R Si .:. ��.................. w. -D-0 .............. Q.................__585:00.......... ....................._._ � ..................:...... Subtotal . Task D.6 $ 51320.00 D.7 - Study ways to reduce light and glare from building I site 2009 _Roars _ Houd Rete Principal�� GMokola ...---..........._-- 4 1,140.00 8 4 5160.00 $ .._.... __. — $ 'Stiff ................. Y Rimae _ .. ...-.W............. $85.00 2.040.00 Siad 2 R Imps°n................................................................................................... 29 ................ 85.00..............3........... 2,04,0.00 sotilo121 fours 66 Subtotal -Task D.7 $ 7,490.00 0 Bohlin Cywinski Jackson EXHIBIT C B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - (BCJ # 08519A) 0 Stephen G. Sadum, P.E. January 5. 2W9 Cancept Plan Refinament Phase Exhibits f Page 2D D.8 - Study Improvements to link to library 2009 ........................................... Hours Ho . .......................................... _...... PnnciPnf... ........_G_Motide.......................... ... ....._...2_. 3285.00 S $70.00 .................................._...... ......... _........................................................... fi ..... ........................ .......... ........................................... ....... ...... I ... .... .............................._._..._.............._._....._................................... $ .. 0 .... _.. ......._........_......_.................... _ .. Kisr ...3TS.rX1 - ... ....... .......... ................... ........................ ............. Hours 30 Subtotal -Task D.8 S 4,280.00 0.9 - Maintain berm along MacArthur Blvd. • Confirm berm as presented in compehh'on scheme sa#rre tars comment Subtotal - Task MID $ - D.1O _ Provide appropriate effective mitigation of Itghttglare an site so neighboring residences are not adversely affected •, Confirm that Mis task is essen#ally similar b task D.7 .............._..._........ _.. ........................._.......................... ........ ..................................................................................................... ...... Subtotal -Task DAD $ D.11 - Developdeaign strategies for separating pedestriardvehicular site circulation 2009 Hours Hourly Rate Principal_.._._. 14ollUt0 .......... 2 ........ .. ..... $285.UU.............._5 .... .... .. mT.P..al.._.........P BuhGn_._........................................................................................... ...... ...............2............_.....328S.bU.. ............. .._._....... ---- � St Asaoniate S 4 $1OR S _G;V,OK Stah..i......__....._.0 .............................................. .........._...........�..................3 .._:83'......_........._._....... .............. _....................... ...... .................. ............................................. . .......................... _....... ................ .............................................................-su...... iouis"—._ 4......... Subtotal -Task DA I 5.880.00 0.12 -Provide Noor plan that will easily accommodate future mods to internal department size I layouts • Confirm that this task is essentfa(I� similar to task 0. f Subtotal -Task D.12 $ - D,13 - Study ways to make project logistically feasible, understanding how construction will atfec, 2009 ......................................................... .......................... ............ ........_Hours Hourly Rale ... .... ........ Pdnci _I ..._...... G Moltda ... .............. .$ _.........._...— .. ............... Sr. AssocTale......_S Cha tow .... ......... .. ........ tib .tW_6D................3....... dell t ................_. Lee .................... .. .. ..............................4................_. 51fM..11(I .... Subtotal -Task D.13 S 5,g1D.DD D.14 - Integrate the library so as to develop a true'cWk center' • Confirm that this task is ossenlially similar to task D.11 _ Subtotal -Task DA4 $ D.16 - Provide resirooms for visitors to the park 2009 .. .... ..; ....................................... .................. ....... Hourly Rale. ....... ... ....... .......................... ..... ... ..... nf G Mdlola................... ............ ........ .............$265.00 3 diiiipel P BOAIin� 0 3265.UD $ — - r. Associate 5 tow— 2 $180.00 Siai' fi......._...._...b.�.._........_.__.............. .. ............................................................_..._._.........a...................it55:8ii......._............._ .. _. 0 0 Bohlin Cywinski Jackson Stephen G. Bedum, P.E. 1 " January S. 2009 Concepi Plan Refinernem Phase Erhidts [Page 21 EXHIBIT C B. Concept Plan Reflnement Phase "BCJ Fee Tabulation by Task _ (BCJ 0 68519A)I Associate 3Ke� 0 125.00 ......_- ........... Staff 2 ............._.....-.............-................................... Y Riggin.. . . ....................... ......a .....................W.U0.......$ ...............54&.00 ............... Staff2 RSimpson ......... .... ..... 4000 Office..............._..f lCisli -..._...................... .............-...__.............................................._......._ 6 .......... 0 .............._$. ........_3.. $73.60 $ -._. - suNdallwws 15 Subtotal -Task D.15 $ 1,705.00 D.116 -Provide for easy parking for park visitors • Confirm this las* is essenfla#y sim4ar to task D.5 ._ .......... ...... .... .......... .......... __...... _.................... ........ _...... ....... ....... ........................................... ....... ...... ........... ..--------- ............................. .................. ..... Subtotal -Task D.16 $ D.17 -Study design strategies to make strong visual/physical connection betw NorthlCefdral Park 20119 Hours Houdv R _- __ -.. _ _....._ ..........._._._ . _......._............... ...._......_. _ ..........._........_........ Stafft DLee............:......................._............................. .. ..q..................$iDS.OD $_ 420.00 ......... ......_ ....... _......................................................___.............._....................._..................................-........_...._......... .......__._.............. Office ... .............J Kishi .............. ............_......_$75.00 � � _ ... _.... _.... ................................... subtotal hours 9 Subtotal -Task D.17 $ 1,345.00 0.18. Consider a cafe, small coffer shop, snack cart or kiosk for visitorstemployees in the City Hall building • Conllrm that Competition Scherrie tale shown aetisfres this comment Subtotal - ask 0.16 $ 0.19 - Have a vehicular connection bets city hall parking to library's existing parking lot Corrfinn lite! Compahtion-Scheme salisl�eS flus design wmmenf.............. ....... .......... ... ........... ............ _... ............................. .. Subtotal - Task D.19 $ Dag -Study alternate design strategies for Council Chamber1community Room 2009 Hours HR ...-......_......................................................................................................... .........._...--nil Pdnr�F al G MDitola .. ... .-.1.......... 6. _ Staff 2....... RSimpsan........... ._.. 16 85.00.._.._..$ _�. 0.00. a $75.00 S _ - ........ __..... ................. .... I ...... ..... _... ...................... subtetel hours 64 Subtotal -Task D.20 $ 12.0 0.00 0.21 - Study opffons for combining council chamber I community room to act as one large assembly space _CM&m this task is essenffaffy similar to task D.20 Subtotal - Task 0.21 S - D.22 - Provide access to natural Ught from an staff workstations Canfum desiF^_concapf Irom cdnPetdion satisfies fAls_ request. ...... __..................................... ................ ....-- ----- Subtotal - Task D.22 $ - D.23 - Provide continuity of landscape treatment from library olive trees along Avocado Ave. • CoMum landscape_ooncept from oompe.016M scheme ..... ... ........... Subtotal -Task D.23 - Subtotal BCJ NTE Fees 370 06725 0 0 Bohlin Cywinski Jackson Stephen M Bad^ P.E. January 5.2000' runpW PUn Refinemew Prome Exhlbfta I Pap 24 EXHIBIT C SUBCONSULTAIRT FEE Kii --- ....... .. . . . . ...... . ...... . . .. ........ Subtotal Subconsultapi Fees $ 191.180.9- Subtotal - BCJ and Subconvultants Fees! $ 568,747.25 ESTIMATE OF REIMBURSABLE EXPENSES See attached summary TM.1 ._._..._........_........._..._......_.78.727.25.. 2 -6.. • Bohlin Cywinski Jackson 0 Stephen G, Badum, P.E. January 5, 2009 Concept Refinement Phase Exhibits / Page 23 EXHIBITC Pr ect ame: Project No. Date: EWPORTBEACH CITY HALL AND PARK 08519A 7(5109 INITIAL REIMBURSABLE EXPENSES ESTIMATE {SEE NOTE 1) ATTACHMENT (to proposal Item No. Description Amount / No. of Days I Total Remarks' Person Miles 13CI Travel Expenses per 2 -Day Trip Transportation tolfrom airport in SF $45.00 2 $90.00 1 Parking at airport $22.00 3 $66.00 2 Cab fare 1 car rental $75.00 2 $150.00 3 Food $75.00 2 $150.00 4 Hotel per night $200.00 2 $400.00 5 Plane Fare (see Note 1) $500.00 1 $500.00 Total per person per two day trip $1,356.00 BCJ Ttave Expenses per 1 -Day Trip Transportation tolfrom airport in SF $45.00 2 $90.00 1 Parking at airport $22.00 2 $44.00 2 Cab fare / car rental $75.00 1 $75.00 3 Food $75.00 1 $75.00 4 Hotel per night $200.90 1 $200.00 5 Plane Fare (see Note 1) $500.00 1 $500.00 Total per person per one day trip $964.00 BCJ TRAVEL REIMBURSABLE EXPENSES PER PHASE P CONCEPT PLAN REFINEMENT PHASE People X No. of Trips 32 -day trips; 2 peopleltrip $1,356.00 6 $8,136.00 1 2 -day trips; 3 people/trip $1,356.00 3 $4,068.00 3 2 -day trips; 4 peopleltdp $1,356.00 12 $16,272.00 1 1 -day trips; 3 people/idp $984.00 3 $2,952.00 Additional Trips (If Required) People X No. of Trips All Expenses are Additional Services NIC NIC NIC BCJ ESTIMATED TOTAL FOR TRAVELAODGING/MEALS $31,428.00 (SEE NOTE 2) BCJ TOTAL INITIAL REIMBURSABLE EXPENSES $201006.00 ESTIMATE FOR REPRODUCTION, PRINTING, TELEPHONEIFAX, MAIL (REGULAR AND EXPRESS), PHOTOS/PRINTS PER BCJ PROPOSAL PWP Landscape Architects TOTAL INITIAL $17,500.00 REIMBURSABLE EXPENSES ESTIMATE Arup MEP/StructuralfCivil/Lighting TOTAL INITIAL $9,000.00 ROMBURSASLE EXPENSES ESTIMATE C.P. O'Halloran Assoc. TOTAL INITIAL REIMBURSABLE $0.00 EXPENSES ESTIMATE The Fire Consultands TOTAL INITIAL REIMBURSABLE $500.00 EXPENSES ESTIMATE 0 Bohiin Cywinski Jackson i Stephan G. Badum, P.E. January 5. 2009 Concept Refinement Phase Exhibits / Page 24 EXHIBIT C troied Name: Pro tt No. Date: NEWPORT BEACH CITY HALL AND PARK 08599A 175! INITIAL REIMBURSABLE EXPENSES EST] AI TE (SEE NOTE 1) ATTACHMENT (to proposal) Item No. Descr ptionAmount I No- of Days / Total Remarks Person Miles REIMBURSABLE EXPENSES ESTIMATE (see Note 3) Tote 1:Reimbursable expenses include the following: BCJ and Consultants transportation, lodging and expenses for all travel between their offices and the job site. SCJ and Consultants expenses for an reproduction and printing. All expenses for telephoneAax, video conferencing, postage, handling, delivery (regular and express) between BCJ. CJS Consultants, the Owner, the Contractors and others involved in the project. BCJ and Consultants expenses for photosiprinis. rote 2: Plane fare costs are estimated based on wdnimurn two week advanced notice to BCJ of all meeting dates and n ticket purchases being non-refundable. In addition, as SCJ ties no control over any fare increases that may occur uring the term of this agreement, BCJ will require reimbursement for any additional costs that may occur due to future ire increases in excess of the estimated cost indicated herein. tote 3: If this initial projected amount for BCJ and/or Corisultaras reimbursable expenses is exceeded, (i.e. due to nrisions to the quantity of or schedule for BCJ and/or Consultants meetingslpresentations, changes to costs upon ,rich the initial projections were based, scope of services changes, etc.) this Initial not -to -exceed dollar amount will be 'creased, after written approval of the City is received, based on an updated projection of reimbursable expenses. II reimbursable expenses will be billed at a multiple of 1.10 times the expenses incurred. 0 0 PWP LANDSCAPE ARCHITECTURE PET£R'a4LKER. FASLA January 5, 2009 � JUGL S FINDLAY Regarding: Pro poral For Prograrnrnmy and Conceptual Design Services ADAM GREENSPAN Gregory Mottola T -'-)NY ANKGSKY Principal DAVID :vAI.KER Bohlin CyWinsld Jackson r'ALA WJCHANAN 49 Geary Street, Suite 300 PA; I-- SiMcYa San Francisco, CA 94108 SARAH Ku EHL gmottola@bcj.com Jt EINWILLER Regarding: Pro poral For Prograrnrnmy and Conceptual Design Services ADAM GREENSPAN Newport Beach City Hall and Park , BCJ901 Dear Gregory, JANET BEAGLE r'ALA WJCHANAN We appreciate the opportunity to continue our collaboration with BCJ by submitting this proposal for Programming and Conceptual Design services on the Newport Beach City Hall MA7THEW DONHAM project. This proposal covers services beginning January 5 through April 14, 2009 to meet DAPHNE EDWARDS with City Representatives and refine the competition scheme, culminating in a presentation to the Newport Beach City Council. Specific services to be undertaken by WVP include: JIM GRIMES SANDY HARRIS 1- Preparation and participation in bi-weekly worksesslons (up to seven) In Newport Beach w th BCJ and fie Client. Each worksession IS 10 be completed Within a one -day JENNY HENRY timeframe with agendas prepared in advance b'y BCJ. with input from PVVP. OCRIS SCHENK 2. Preparation and participation in up to three public meetings. including the Council KDAY SPOKUS presentaficn on April 14. TAYA RHODES CCRNELIA ROPPEL 3 Collaborate with BCJ and Client Representatives to refine and confirm the program for site use 4. Revise the illustrative site plan to reflect ongoing discussions on conceptual design directions. 5. Develop supporting graphics. sued as sections and assemble photographic images which represent and convey design intent. 6. Review and resolve sustainability ,goals ILE.: LEED). 7 Participate in discussions led by consultants responsible for the EIR to gain an understanding of design constraints and opportunities, including a determination regarding the site wetlands approvals process. S. Provide a conceptual cost analysis for landscape systems (not including site engineering. such as infrastructure. mass grade ig. etc.) 9. Prepare and present the landscape components of the project to City Council on April 14, 2009. 739 ALLSIGN WAY BERKELEY, CA 94710 T J I D.1149 949d F 510.849 9333 W W W.PWPLA COM 0 • Gregory Moffaa / BW !-r=sa" for Pf. arnrrwig and GC4dbEpfU]i Design Savices Newl,af Bead, (Qty Hail and Park / 8CJ907 January 5, 2009 Page 2 of 2 The products of these efforts include: a. Revisions to the illustrative site plan. as necessary. b. A one-page summary of site program elements. C, Site sections anchor elevations, at a conceptual level of detail. d. Landscape cost estimate in an order of magnitude appropriate for the concept stage. e Assemble graphics and photographic images into a PowerPoint presentation for landscape concepts. revising as necessary as work progresses the above services do not include assembly or procurement of base materials (surveys, etc.), participation in outside agency jurisdictional agency approvals (such as EIR, ALOE. etc.). formai processing with City agencies, specialty services requiring outside consultants, models, animatia s, off-site improvements, or mitigation measures. To undertake the work outlined above we estimate will require the following fees and expenses: PWP Professional Services (Hourty not -to -exceed basis) $88.500 Estimated Travel Expenses (10 person trips): $10.000 Estimated Project Expanses (Plotting, Reproduction, etc.): $7,500 PWP will contract ter services with BCJ, wtro shall be responsible to manage and administer our services. PWP will invoice for professional Services monthly, with services billed he^ plus Al project and travel expenses at cost (the above figures for expenses are estimates. only) Services will be provided and invoiced per the terms of Appendix A, attached for your review. We look forward to working with you and BCJ on the project and would be glad to answer any questions you might have on this proposal or provide further information you may need to define our scope. Sincerely, Doug Findlay Senior Partner; PWP Copies to Paul Sieron / PVVP Mary Pat Mattson / PVVP Carmen Arroyo/ PWP : m --e-. �ri•C:ote3 uahry�-0, her. LI • HOIRS NEWPORT E3EACH CITY HALL.ANCI PARK Newrport Beach, CA 17716ROi `'�.lSarah Kuehl • denotes public presentation 0 Bohlin Cywinski Jackson EXHIBIT C.3.b ArW -concept Damien F. PNI.,.nte 11 £tepnen G. Oadun. P.E. January 5.2009 Concoct Plan Refinwnent Phase Exhielts r Page 2a Oa1 Wife In N- -- e Hours Calls & Loral Meetings Hears 1 Work 10 Confirm Conte NanaM I Hpas coal Hours Average Rate Fee Esbo ate lrcitretrPM 1 berson for 2it. 16 7 f8on for can cells 11hr- 8 IPenon for lc ODysI 60 104 7 1 , Mochanscal 1 1d a i rson for 4 conf cads 12 to ea 8 1 nfor 9tla 22 08 175 q 15400 00hid fa t d 8 i cm rails 2 hr ea 8 1 person car S 413 7 .980 1 tortd B raw for 2 coni calls (2 to ea 4 1 nbr 3dn 24 36 160 $5.750, li M' 7Or 1 day 1 6 i penson far4 =1 cells 2fir w 8 11 pawn W11days 64 80 160 572,800 Susbinad 1 for t COY 1 8 1 paiscifli IW 4 cont calls 2 in ea 8 11 Person nor 5 dafri 40 56 160 ,960 GNI 2 P000113 W ZjayS 1 32 17 person for 4 cont calls 12 Is es 6 11 Arson car 10 80 120 160 519.200 total Cori Pee Iistlmste+ $89.280 Dowel Scope of Work for SMFP, Lighting, Sustai abdky & Civil In Concept Design Phase - Verify and fimwp all Information presented in the wmpci0an nanadve. - Amp will stand lural meekngs and meetings in LA as listed above. - Reissue narrative and sketchas fpr the Concept Design Phase - Conplge a conceptual sit* light polluton and glare issues (assume thus wall be issued as a dra0 and dlen as a final version after comments ion City) - Specific Cyril Scope includes - Detannine project wndkiwn for aaoNryirg odsite stommvalw entering the site: confirm reroofing does not mewl C3 regulations onto ofkite floes - Resolve apprep bite onsite slormpalw managwtanl practice; i.e. consull with project Gectedm®I Engineer to delemYne infiltration potential and risks, especially areas aQecent to existing structures - Evaluate risks and benefits of Impacting Fnejudsdictowl wetlands - Oet"Perm preference for water reuse Options. rain her vosing, greywater recycling for afigaion. etc - Prepare up to two mass grading and volumetric owlhwark evaluations Estimate of Cvnce Oesl RelmaursaWes eases for Sit ustalnWRt & 8- - revue ono atcommc s cul of the Bay Area. Costs associated with p ineng formal submissions - Courier. fax, and long distance haepho a chargos. C. P. O'Halloran Associates Inc. CONSTRUCTION COST MANAGEMENT January 5, 2009 Gregory R. Mottola, AIA Bohlin Cywinski Jackson 49 Geary Street, Suite 300 San Francisco, California 94108-5729 City Hall and Park Newport Beach, CA Dear Greg, We confirm our proposal to provide concept design construction cost management services for the project referenced above_ We understand the project includes a new city hall building, structured parking and site work. Our services will include advising the team on matters of construction costs as questions arise, evaluation of alternative concept design options, preparation of a single concept design cost estimate, estimate review with the project team, participation at a single estimate review meeting at Newport Beach and estimate reconciliation with an independent general contractor estimate if required. For these services we propose reimbursement on an hourly basis to a maximum fee of $9,600.00, approximately 60 hours. We do not anticipate reimbursable expenses. Additional estimating services, estimates -of additional project components and monitoring of construction costs at other design milestones are not included in this proposal. We look forward to assisting you with this project. Sincerely, Accepted by, �1 Ciaran P. O'] 1lora n 2659 TOWNSGATE ROAD, SUITE 213 Sohlin Cywinski Jackson • WESTLAKE VILLAGE, CALIFORNIA 91361.2792 PHONE 803.494-3703 - FAX 805-497-7721 Ww .cpohalloran.mm n L-A 0 Z D p models 2565 Third Street #323 San Francisco CA 94107 415.648.5058v 415.648.5069f 05 JAN 09 Steve Chaitow BCJ 49 Geary Street, Suite 300 San Francisco, CA 94108-5729 415.9892100 schaitow@bcj.com FEE PROPOSAL # 050109.fee : Newport Beach City Hall SCOPE OF WORK: • model scale: 1"= 40'- 0" • model size : 22• x 60" x 5.5"(H varies) base • model type: poly chromatic presentation model - (5) representational colors • model materials: acrylic ! laser cut and scored (surface finish acrylic urethane) BCJ will supply CAD drawings in requested digital and hardcopy (plat) formats • model base: topographic foam base surfaced in latex paint with wood sub base ( sides to be covered in acrylic and surfaced finished in model palette. • site : grade change of 135'( contours rendered every 1') roads and site walls rendered • project buildings (2) - city hall and parking garage • glazing : laser scored acrylic • screens : metal etch • roof structure articulated • floor plates, columns, exterior wags, roof elements , screens and glazed elevations rendered • trees : approx. 300 • context buildings - 50 massed buildings in acrylic Schedule: 3 week time frame: start date - mid March for a APRIL. 07, 2009 deadline. deadline and fee based on timely model cost: $32,800.00 + ca sales tax(8.5%) acrylic presentation cover: $400.00 + ca sales tax(8.5%a) travel case: $650.00+ ca sales tax(8.5%) terms of payment: 50% retainer due week of start date: balance due upon completion + any add service, thank you, M.Megan Werner ZD p models zdpmodeis.com • � X33 - I--13-0 January 13, 2009 To the City Council Members: At this time when you are voting to approve the design for the new city hall, I would appreciate your consideration of a viewpoint that I am presenting to you. I, a" with others, have worked hard over the past two years to see that the right actions were taken by the city council regarding a new home for our Newport Beach City Hall. I was able to get Tom Johnson meet with Bill Fic ker just days before the first design was to have been approved. You can remember the front page coverage the Daily Pilot gave to Bill's renderings and plan for buiktarg the City Hall and it's location, above the Main Library in Fashion island. When the vote carne the next day, we were saved from having this fust plan which up to that point, had dost us almost a million dollars. All of us know the great need for a new larger and state of the art city hall, much like we did when the current city hall was built. I am fortunate to have know the wonderful men, who along with my father Jim Barrett, made it possible to replace the old wooden City Hag by the pier, with the present City Hall, just as Newport Brach was entering a great period of prosperity and growth, marking its progress from being a small beach town. The City Hall adjoining the lido Isle stores like Richard's Mariket, the movie theater, and the premier shopping and dining spots of the town, really put us on the map atter World War II. Looking back, the dedication was a thrilling event. My father, was able to get his dose friend, Governor Furl Warren, to officiate at the impressive ceremony. Now, we come to the present day. After much defiberation, over marry years, we have agreed on a new City Hag to be built on the beautiful site above the Library. Each step of the way has been hard fought But, we have agreed, it will become a reality now. This reminds me of the long fought over design for The Disney Concert Hag. Diane Disney, who was my freshman dorm roommate at USC, inherited the chairmanship of the Disney Concert Hall committee atter her Mothers death. Mrs. Disney had funded the building as a gift to the city. If you remember, no one would agree and the controversy over Frank GeWs design had stopped all progress the several years. Each committee member had their own ideas for how they would change the design. Diane had just about given up when she remembered something her father had told her. it is my opinion that this advice applies to the beautiful design via have chosen for our new City Hall. 0 0 Waft Disney had always believed that when you have commissioned an artist to design a project, - you do not interfere with the work that has been combed. Fortunately, the committee members listened and agreed so that we now have the Disney Concert Center which Is recognized as one of the Best example architecture in the world. I believe we should likewise leave and approve the design of the Newport Beach City Hall just as it has been designed. Any change destroys the integrity of the building. The feature of the series of sails is so magnificent. It will be a landmark up and down the Pacific Coast being visible from boats and ships at sea and those traveling up and down the highways. I can only imagine how beautiful it will be at night. In my opinion the council members are only playing politics with this issue. Haven't we have seen enough of that over all the preceding years in regard to the design of the city hall? Those same few who object, do not represent the majority of the residents of Harbor View Hills. Please stand up for what is right and do not alter the height of the largest sail so that every one can enjoy the extraordinary building that has been designed for our new City Hall. I greatly appreciate your letting me voice my opinion . I am In great tropes that like the Disney Music Center, you, the City Council Members, will leave the design for the new City Hall in tact. Most Since", `71f A -A -t - Mary Barrett Blake