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C-4162 - PSA for Lifeguard Headquarters Needs Assessment
PROFESSIONAL SERVICES AGREEMENT WITH GRIFFIN STRUCTURES, INC. FOR LIFEGUARDS HEADQUARTERS NEEDS ASSESSMENT v THIS AGREEMENT is made and entered into as of this V1 day of 200q , by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City "), and GRIFFIN STRUCTURES, INC. a California Corporation or some other business entity] whose address is 385 Second Street, Laguna Beach, California 92651 ( "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 cant' 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 evaluate the existing Lifeguards Headquarters Building located at the Newport Pier to determine its adequacy for current and future operations. C. City desires to engage Consultant to solicit staff input, analyze the existing headquarters buildings for functionality issues and report the future space needs expected of said building, including detailed facility planning and budgetary guidelines for possible building rehabilitation and/or expansion projects. ( "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 Project, shall be Gary Chubb. 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: TERM The term of this Agreement shall commence on the above written date, and shall terminate on the 30th day of December 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 the services shall be performed to completion in a diligent and timely manner. The failure by Consultant to perform the services in a diligent and timely manner 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 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. 3.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand - delivery or mail. 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 B and incorporated herein by reference. Consultant's compensation for all work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Nineteen Thousand Five Hundred and Five Dollars and no /100 ($19,505.00) without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 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 2 5. 6. 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 B. 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 GARY CHUBB to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. 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. ADMINISTRATION This Agreement will be administered by the Public Works Department. Fong Tse shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his /her authorized 3 representative 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 commensurate with community professional standards. 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. 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 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. 4 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 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. Signature. 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. 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 i J 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 one million dollars ($1,000,000) 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 one million dollars ($1,000,000) 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 one million dollars ($1,000,000). E. Endorsements. Each general liability and automobile liability insurance policy shall be endorsed with the following specific language: L The City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with 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 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. 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. 7 S 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 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 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 D 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 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. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 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 additions to this Project, for the completion of this Project by others, or for any other Project, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. All original drawings shall be submitted to City in the version of AutoCAD used by 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. 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. 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. 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 or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the work 10 accomplished by Consultant, the additional design, construction and /or restoration expense shall be bome by Consultant. 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, 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: Fong Tse Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA, 92663 Phone: 949 - 644 -3321 Fax: 949 - 644 -3308 11 All notices, demands, requests or approvals from CITY to Consultant shall be addressed to Consultant at: Attention: Gary Chubb Griffin Structures, Inc. 385 Second Street Laguna Beach, CA 92651 Phone: 949 - 497 -9000 Fax: 949 - 497 -8883 28. 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 information developed or accumulated in the performance of this Agreement, whether in draft or final form. 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 hereinafter enacted. In addition, all work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 30. 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. 12 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. 13 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: My`nettffb- Beauchamp Assistant City Attorney for the City of Newport Beach ATTEST: t By: QA, Leilani 'Brown, City Clerk Attachments: CITY OF NEWPORT A Municipal Corp2A v6 B°`ad um Ac Works Director the City of Newport Beach CONSULTANT: By. j0\.'.(C6 rpo rate Officer) Title: CED Print Name: Roger Torriero By: %fir (Financial4Jfficer) Title: CFO Print Name: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates 14 Mark Hoglund EXHIBIT A EKHIBITA SCOPE OF WORK I SCHEDULE (RFP ITEMS S & b) 4A CONSULTANT'S UNDERSTANDING OF THE SCOPE OF WORK The following discussion outlines the proven project methodology used by Griffin Structures in the conduct of a Law Enforcement Needs Assessment of the scope and character as described by the City in its RFP. The scope of work is divided into eight activities as follows. This table also indicates the task under which the corresponding service, as listed in the City RFP, will be performed. Tasks Proposed Services Requested in the City RFP Activity I: Project Orientation e) (part) Take an active role in scheduled scoping meetingslinterviews with the various stakeholder groups to define project needs and goals. Utilize questionnaires as needed to maximize the efficiency of this process. Activity 2: Operations and Space b) Review of historical data, growth patterns within the Departments and Survey / Data Collection City's projections of population and related demographic characteristics. c) Conduct a field review of existing facilities d) Assemble and review existing plans, surveys, utility plans and other information available for the project sites. e) part Activity 3; Projection of Operations g) Analysis of current staff and projected staff numbers at each interval. and Staff Levels h) (part) Analysis of existing and future technology use and how it will affect building use. Activity 4: Computation of Space f) Compute the projected space needs today and at 5, 10 and 20 year Requirements intervals. Space requirements to be based upon analysis of appropriate space standards and support areas (conference rooms, file storage, general storage and others). include details for all operational functions within the facility including identification of current space deficiencies, inefficiencies or excess. The Needs Assessment shall identify space options and associated decisions required by City, present space needs and future needs at each interval. h) (part) Activity S. Needs Assessment Sign -off Activity 6: Policy Options and Building i) Building Program. present at least two options with recommendation for Program(s) I Alternative the best solution to meet the long term needs. Identify phasing if Cost Estimates appropriate and provide general cost parameters for each part of the building program with an overall project parameter budget. Fees for budget(s) to be provided as a separate alternate fee. Activity 7: Architectural Program j) For the proposed buildings I additions f renovations to be constructed, Consultant to provide an Architectural Program to be utilized by the future design tears, This program shall include ALL requirements including space allocations, proximities, adjacencies, rooms, functions, design criteria, systems requirements, budgetary cost estimates, and all other elements of the design requirements (excluding aesthetics) that will guide the design team in their work. Activity 8: Final Report and k) Consultant to provide an Executive Summary for use internally. Presentation Overall Project Management a) Establish and maintain a project schedule that will meet the City's schedule milestone requirements (see following section "Schedule Milestones") Griffin Structures, Inc. City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 1 A Monagernent Approach It is Griffin's belief that the Needs Assessment, as requested by Newport Beach, must be approached as a business -based master planning effort. The decisions are driven by understanding of operations and services delivered by the respective departments housed in the areas being assessed. Further, the approach must he as a master planning effort, holistic and broad in its considerations. This ensures a complete picture of the requirements, and a complete solution to them. This provides for better and more accurate long term projections, and provides a modular approach to the underlying computa- tions. The result is a defensible, analytic, and thorough result, leading to a long and useful life for the resulting civlc buildings. Division of Results between Police Headquarters and Lifeguard Headquarters The above tasks will be performed separately for each project component (Police and Lifeguard op- erations), and performed respectively in scope as is appropriate to each case. It is possible for the Griffin Team to perform this work on two time tracks, if desired by the City, so that the work for the smaller Lifeguard project is completed earlier. However, for our project work plan to be most effi- cient, we prefer to perform similar tasks concurrently, so that both projects are completed at the same time. In either case, the tasks below are presented so that they apply to both operations. For the sake of determining coordinated project tasks, for computation of the hours each of these tasks requires, and for determination of fee, we assume that the projects will be run so that the work tasks are performed most efficiently. Task I: Project Orientation The orientation period includes initial meetings between the City and the Griffin Structures project team. Tt gives an opportunity to verify expectations and project assumptions, and to validate project schedule and staff availability. These initial meetings allow us to develop a close working relation- ship, define project goals and objectives clearly and carefully, specify project participants and points of resource, refine data collection methodology and tools, establish commitments to project schedules and review points, and set communications mechanisms to be used throughout the project. In Project Orientation, we also define primary projection input parameters which are needed in the next stages of work. We suggest that the respective Departments identify Project Coordinators to provide day-to-day inter- face for the. project. We also propose as well as a small executive group of stakeholders (primarily City personnel, but also public representatives if this is appropriate) who will review and comment on interim findings, and will participate at project Work Sessions. Task 2: Operations and Space Survey J Data Collection This portion of work is an intense data collection to obtain baseline data. It is also a period in which the Team will thoroughly discuss projection information with the respective City department person- nel. Griffin has a four-part data collection methodology: (a) collection of baseline reports and data, (b) interviews, (c) questionnaires, and (d) ,physical site survey. The interview and survey schedules will be broadly set during Project Orientation, and then, as the Data Collection period begins, we will set Griffin Structures, Inc. City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 2 individual interview times with a Department -approved list of respondents. Also, we will develop the design of questionnaires, and will begin their distribution. Baseline Data Baseline data includes past Police Annual Reports, City population data, FBI reports, SCAG and California Department of Finance population and demographic information, plans of existing build- ings, neighborhood planning data, City general and (where relevant) specific plans, Police calls for service data and other service level measures, staffing counts and organization information, and other such data that pertains to present and historical conditions which may drive aspects of this facilities needs analysis. We will deliver a list of these items to the City during Orientation, so that the designated City repre- sentatives can assist with the assembly of the items we will need. Some materials may be "bor- rowed" for later return, and our documentation approach helps insure that such items get back to their proper source. We first obtain information relating to the City as a whale, especially as to growth, change, and con- traction factors. We will meet with City and regional planners, as needed, to discuss the extent, char- acter, and tinning of possible future growth and change, and to understand how these levels fit with the demographic, structural, and economic changes that are forecast. Interviews Interviews are our key method for obtaining the information we need to perforin the Needs Assess- ment. In the Orientation phase, we will identify specifically those persons who will be interviewed in each Department, and will begin making appointments with them. Generally, for example, in the po- lice Department we propose to meet with all managers (typically, non -sworn managers and sworn persons ranked above Sergeant), all Sergeants or supervisors with specific team management assign- ments, and others as identified by the Department in the Orientation process. We identify our as- sumptions for numbers of interviews in the fee component of this Proposal. Various factors—such as new technology and equipment, legislation, state and federal program man- dates, policy changes, and commercial development—can have significant influence on future Police staff levels. We will explore these factors in the interviews with senior Department personnel. In addition to specific information about staffing, we will discuss operations, relationships, and activi- ties that affect space needs and effective space utilization. There are three broad types of information that are obtained during these interviews: identification and understanding of the functions being per- formed, identification of present and projected factors and parameters driving growth of scope and staff levels, identification of special space needs, workstation requirements, and spatial relationships. Generally our approach is to interview at lower levels (Sergeants, for example) first, and to work up the organization structure so that at the Captain and Chief levels we are thoroughly grounded in the Department's operational details and functions, and can concentrate on factors which drive space, staff, and functional requirements. We also will meet with other personnel in the department who may request meetings with us on their questionnaires or who otherwise may contact the project team and ask for such meetings. This ensures that every person who wishes input into the process is af- forded an opportunity to have it. Griffin Structures, Inc. City of Newport Beach Polies & Lifeguard Headquarters EVA Proposal - Page 3 Physical Site Survey The physical survey (inventory of space use) is used to obtain a baseline of operations today, the numbers and dimensions of workstations in use, operational practices, file and storage volumes (and candidates for alternative storage practices, such as archiving or high-density storage), public count- ers usage, conference room demand and frequencies, and other critical information. The survey includes a careful walkthrough of the existing buildings, and documentation of the equipment in use, filing area -s, conference and meeting areas, firing range, training room(s), crime lab, evidence processing and storage areas, detention facilities, equipment storage facilities and ga- rages, locker facilities, and all other functional areas of the existing facilities used by the Departments being surveyed. We also observe how space is used at all times of day, and we generally view shift change conditions, attend briefings for each shift and on various days of the week, and routine daily practices, so that we can observe the numbers of people moving though the building, the ways in which tasks are per- formed, and the present accommodations for current operations. Questionnaires We generally utilize two types of questionnaire. One is issued to section and division heads, and it asks questions about the requirements of their units, work flows, City vehicle and other equipment assignments, visitor requirements (where applicable), and similar information. The second type of questionnaire is issued to all general employees, and we use it to determine per- sonal space issues, personal vehicle. usage (and car pooling), desires for facilities improvements, and other factors at the individual level. This gives everyone an opportunity to participate in the project, to have a meaningful channel for input, and to request a personal meeting, if desired. We review the questions with the, respective Department prCVct coordinators prior to our finalizing and distributing the questionnaires. Task 3; Projection of Operations and Staff Levels The first step in our analysis of staff and operations is formulating a scenario model on which the staffing needs will be computed. The RFP has identified the use of present, +5 years, +1€1 years, and +20 years, which are logical and useful planning periods_ This will be discussed and validated in the project's Orientation period. The primary methodology of the model will reflect the City's planning policies. These may be re- flected in a department long term plan, for example, or as otherwise in approved documentation. In many departments we assess calls for service, per capita officer ratios, civilian/non-civilian staff ra- tios, and similar criteria and staff measures which link to population figures and other demographic. projections. We will then formulate a high-level ("macro -level") projection for each Department, which broadly represents the Departments as a whole. Upon approval of the high-level ("macro -level") departmental forecasts, we will work with each de- partment to refine the projection model, and to develop a more detailed ("micro -level") staffing fore- cast that disaggregates the approved high-level totals on a position -by -position basis. Griffin Structures, Inc. City of Newport Beach 'Police & Lifeguard Headquarters NA Proposal — Page 4 Any policy -based organization adjustments or changes which are presented to us by the Departments are incorporated into the operations projections. Note that the space projections, that we develop later, will be tied to the City organization structure for several reasons: it makes the projections easier to review and compare to long-term plans of the department; and the staff and functional units will be clustered together in appropriate, organizational work groups. In some areas, it is necessary to perforin special analyses and studies to understand a selected com- ponent of the department, growth in this component over the projection scenarios, and the resulting numbers of staff needed to support that component. This is true, for example, for detention/jail ser- vices, for evidence storage, for equipment maintenance, and for a number of others, Consequently, we will drake special operational studies of these and other functions, based on the same growth pa- rameters noted above. The staff projections will take into account any anticipated changes in the functions performed. For example, if changes are to be made in how evidence handling, or to pris- oner holding, or other operations are performed, then the projection both of these operations and of the space requirements will be consistent with these considerations. Related to the analysis of staffing levels is the analysis of workstation space needs for those position that assigned a workstation. We develop and propose workstation standards that can be provided across all positions with similar functions, which allows flexibility in adapting to future workloads, organizational alignments, and space management. If it is decided that existing furniture is retained (workstation cubicles, for example) , then we adapt standards which are consistent and compatible. The Departments then can review these space standards and approve their allocation an this task, in advance of the computation of space needs. The first step in the operations analysis phase of the project is setting scenario timeframes on which all needs will be computed. For example, we may use Present, +10 years, and "City build -out", which are logical and useful planning periods, but this will be worked out in the orientation phase. For this proposal, we assume a maximum of three projection timeframes. Among the tasks which we will perform are the following. ■ Participate with the City to analyze and identify the levels of service to be performed in each De- partment, including operational changes or new service levels. This information will be based on City and Departmental policy and on information obtained in interviews and other sources. • Develop staff projections in City -approved forecasting periods, for functions included in the City Hall. These projections will be based on existing budgeted staff levels as a baseline, and fore- casted using such factors as population levels, demographic changes, new programs or changes, technology, legislation and mandated service requirements, and various measures of work load. • Produce a model by which overall Department staffing is projected according to the above plan- ning criteria. Following approval, develop detailed staffing by position, which agrees with the "macro" projections and aligns with City planning guidelines and operational levels at the de- tailed level. • Assess and present summary information regarding various special -area operations, including jail C detention, maintenance and service functions, vehicle and equipment count projections, evi- dence storage needs, and the like. This will be used as input criteria in the determination of space needs in a subsequent part of this project. We assume that the corresponding future services will be similar in scope to the present functions. • Prepare personnel summary tables showing present levels and future forecasts by organizational unit. Griffin Structures, Inc, City of Newport Beach Police & Lifeguard Headquarters NA Proposal — rage 5 • Identify proposed workstation standards for City Hall staff, taking into account current work ar- eas and existing furniture configurations that are to be retained. • Prepare and submit a draft documents on operations (separately for each Department), which will be the basis for subsequent work in assessing space requirements. We will proceed with space needs calculations once the findings of this report are approved by the City. Task 4: Computation of Space Requirements Quantitative Needs Our analytic approach to determining the numerical space requirements involves several steps. Each of these steps involves a number of complex evaluations and analysis activities. In overview, these steps are summarised as follows: First, we identify space standards for use in the computation of re- quirements. Second, we apply the standards to the projected operations, to arrive at computed space requirements for each operational area, room, and component. Third, we evaluate the space requirements for unique and special areas and rooms for which room area standards are not applicable. Fourth, we perform tabu- lation of the space requirements for each projection scenario, Fifth, we produce quantitative space needs tables, including net square footages, circulation allowances, and other spaces needed to arrive at estimated gross square footage requirements. We also project requirements under various operating assumptions and alternatives, so that the De- partment can evaluate the effects of these options, and evaluate the various outcomes. The space needs are initially presented as a Space Needs Workbook, which presents each option, along with both the space needs tabulation as well as the supporting documentation and rationales which assist the analysis process. This process requires that the projection of operations and the space standards be based on the same units of detail. It is also necessary to add factors appropriate to the general design assumptions, to allow for adequate circulation, building systems, and other areas. Functional (Qualitative) Needs Identification and description of the facility functional requirements are as important as describing the quantitative requirements. In particular, we approach these functional needs for each space or area programmed for the facility by identifying the following. (a) floor loading factors, (b) electrical re- quirements for equipment and for general operations, (c) heat output from equipment and other sources, (d) communications and network needs, (e) special finishes or design requirements implied by proposed uses for areas or rooms, (f) special lighting requirements and conditions, (g) security considerations and access restrictions, and (h) special plumbing, ventilating, or other mechanical re- quirements. These needs have an effect on mechanical systems and other assumptions which affect building costs. Relationship Matrix and Bubble Diagrams We will also develop visual illustration of the components of space, and the primary functional re- quirernents on them. Generally this is only sketched in the initial computation of space needs, and is Griffin Structures, Inc. City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 6 refined later as the City works through the options and alternatives, and selects from the planning op- tions. Our approach is to produce a set of bubble diagrams, to scale, which illustrate the primary proximity requirements, the rooms and areas in the program, and certain other functional information. This al- lows the users to review the requirements in a visual context. Eventually, these illustrations also pro- vide the team with important information needed for placing functions into new or renovated facili- ties. Task 5: deeds Assessment Draft Workbook and Department Sign-Off(s) Once the space needs are computed for each organizational component in the scope of work, and each of the alternatives is fleshed out, we return independently to each Department for validation and ac- ceptance of the results. To accommodate this analysis, we produce the needs assessment in work- book format(s). The workbooks which we produce for each Department are organized in division -level packets (as appropriate) so that each of these can make their reviews easily, and can focus on their own opera- tions separately from others. The workbook contains the following items: ■ Space standards appropriate to the Department operations, • Detailed, descriptive space needs spreadsheets, showing personnel, rooms and areas, standards used, special open -area equipment, and special environmental needs, for each of the projection periods (scenarios). • Summary tables showing present and future needs, and space occupied at the present as a com- parison. • Summary diagrams describing major adjacency relationships, and showing the flow of informa- tion, communications, people, equipment and materials. • Descriptions of special functional requirements that may apply, such as for building systems (electrical, HVAC, plumbing, security, etc.), especially as is needed to address later estimation of probable construction costs. • A tabulation of parking needs for the present and future projection periods, including public, City equipment, and staff. • Information in the form of organization -based packets for review and approval by the Depart- ment. An important element of our planning process is to obtain sign -offs from respective organizational levels. Thus, within the Police Department, we expect to obtain approvals at the division/bureau level. These sign -offs give the Department an assurance that the requirements are agreed at the Command level, and they also provide a means whereby the whole process is given enhanced credi- bility at the City level. While the actual steps in this process are brief, since it is incorporated into the draft review and refinement of findings, it is an important aspect of our approach. It is through the mechanism of the sign -off process that the City can move from one level of decision-making to the next, building on each successive decision to arrive at a truly successful plan for developing the fu- ture facilities. The Final Draft workbook will contain agreed -to results of the reviews. We keep all materials as "draft" until the project is complete, and the final report and executive summary are prepared. The Griffin Structures, Inc. City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 7 Workbook is the document that will be used to assess various options for new Police and Lifeguard facilities, based on meeting the present, near-term, and long-term requirements for each of the respec- tive functions. The workbook may contain various options, as noted, and the Departments will be able to evaluate the impact of these on total space needs and eventual facilities development. Task b: Policy Options 1 Building Program I Qptionsai Cost Estimates Integrated Management Strategies and Alternatives In participation with the respective Departments, we will develop a set of options relating to any op- tions or alternatives presented in the above needs assessment tabulation. We also will address options for organizing the implementation solutions. Thus, in this group of tasks, alternative concepts will be presented to the Departments for review. For example, among the management strategies to consider are (a) phasing the implementation of facili- ties in one or more buildings in the future, (b) the retention or removal of alternate buildings and site components, (c) selection between any optional spaces that may be included in the needs assessment space tabulations, and (d) possible alternatives that could modify the total requirements. Broad cost parameters and financial implications will be prepared, as well as a listing of pro's and con's for each approach. The evaluation process will be organized around a Management Options Workshop. Each option will be assessed as to its relative advantages and disadvantages, and other information adequate for a se- lection to be made. Building Program The recommendation which emerges from this evaluation is the Building Program. The Building Program therefore identified the best approach which meets the agreed requirements. Among the is- sues to resolve at this stage are decisions regarding the points noted above, and decisions regarding phase sequencing if a phased approach is chosen. If an "all -in" approach is selected, then it is neces- sary to affirm the projected needs at the final projection period. Each Building Programs is supported by estimates of probable cost for its delivery. This may entail evaluation of more than one option, or for phased costing if that is appropriate. Master plan schedul- ing is part of this analysis, since escalation of costs to a future date will be critical to the overall esti- mates of probable cost. Note; We propose to deliver at least two (2) alternate building programs for City consideration, re- flecting the best approaches for implementation and delivery of the facilities. The Building Programs are the result of resolving all options presented in the Needs Assessment Workbook. It reflects the selected projection period for construction, and includes all adjustments and refinements to this date. The Building Program also identifies all construction needed to meet the identified requirements, and may include assessment of existing buildings to accommodate some needs, if this direction is elected by the City. Griffin Structures, Inc. City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 8 Building Program Budgets (Option) A total project cost model will be prepared for each identified Building Program, and will include the result of all decisions regarding selection between options in the needs assessment space tabulation, assumptions of building character and form, and other criteria which will be delineated and incorpo- rated as part of each Builcing Program. The costs will be presented as "conceptual program budgets" and will include provisions for all variables which are identified in the course of work, and will in- clude allowances for the wide variety of element of the project. This will be discussed with the City in advance. Among the costs to be included are hard and soft project costs, allowances for furnish- ings and equipment, allowances for on- and off- site project -related costs, and other items, to arrive at a reliable comparison of alternatives, and to represent a comprehensive view of the project's total cost. Task 7: Architectural Program and Conceptual Cost Model Architectural Program The Building Program will differ from the Architectural Program; the attain audience for the Building Program is the user departments and the City as the owner of the buildings. The main audience for the Architectural Program is the Design Team which will be given responsibility for designing the building, and the Project Management Team responsible for its delivery. The Architectural Program reflects only the portion to be constructed (the "first phase", for example, if a phased approach is se- lected), and a separate Architectural Program is needed for each building to be constructed. The architectural program also contains room -by -room information necessary for the proper design of the facilities, detailed adjacency information, functional needs, such as security and safety, systems requirements (structural, lighting, HVAC, plumbing, power, etc.), and various design criteria and guidelines. Another key element of the Architectural Program are overall -building ,guidelines, in- cluding function -driven stacking criteria, functional aspects of building character or design, parking needs by type of area and security level, special site requirements (including fueling, service access, deliveries, etc.), and similar programmatic information. In summary, we propose. to: • Use the results of the Needs Assessment and the Building Program to present the space re- quirements in the form of an Architectural program for use by the design team(s) when se- lected. • Describe the functional requirements, as noted above, and to supply typical guide -line sketches where appropriate to assist the architect and design team in their development of design draw- ings. • Identify room and area relationships, in the form of bubble diagrams, for use in developing the most appropriate layout. • Identify other site, building, and area requirements such as access and security, service areas, special and general parking, and all other components required by the programmed facilities. Conceptual Cost Models — Estimates of Probable Project Costs A comprehensive total project cost model will be prepared, based on all the information in the above tasks and activities, for the recommended and approved approach. The costs will necessarily be pre- liminary at this conceptual planning level, and based on unit and major component cost factors. We Griffin Structures, Inc. City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 9 have current experience with the delivery of Police and other facility types, currently under design or recently bid. This gives assurance to the City that an accurate, current, and specific estimate of prob- able project costs will be developed in this project. The cost model will include "total project costs" to the degree possible. Site costs will be included where the City has them, and we will add estimates for on- and off-site improvements based on site condition information that the City may have. We will also include pre -development costs (legal, en- vironmental, etc.), building construction costs, architectural and engineering cost, other fees and per- mits, consulting costs, financing costs, design and consultant fees, permits, insurance, entitlement casts (if applicable), furnishings allowance, landscaping, relocation and staging allowances, reason- able contingencies, and all other appropriate components of total project costs, based on input from the City. r.—. rr._.�rr. E Survey - deeds Assessment Process tL....._..._._._. r. _n 1Projection of spate } . Projection of Analysis Operations Standards Space -1 of Functions 7 History & Operational Department Philoso h bleeds [ Draft Report Reviews d Key Task1 Report on EJ Key Document CF Needs 0 Key Process or Study 1 Objective ' Analysis of r Team & City Alternatives Input i-Thorough L ..... _ . .. _. Usable 1 1 .Flexible Program Workshop Adjust - i*Justifed i 4 1 Cut -Refine ■ Clear -Site Issues 1 Audit -trail �-------.�.---------- - 9 Architect _._._._....._... Review Task S: Final Report and Presentation Final report materials will include an Executive Summary Report that outlines the scope and results of the project, and which is designed for public as well as executive use. We also will prepare appro- priate detailed backup supporting the decisions reached, the analysis of alternatives, and other con- siderations. In conjunction with submittal of the final report materials, we will make presentations to the respec- tive Department project review teams, City management review committee, and City Council. We are prepared also to make presentations at additional Public Hearings, if desired, as an optional extra service. Griffin Structures, Inc. City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 10 4B PROJECT SCHEDULE The following table presents an overview schedule for the proposed work plan, detailed above. This schedule takes into account the estimated work hours ascribed to the various tasks, which are summarized in the fee portion of this Proposal, and the outlined project milestone dates provided by the City in its RFP. We have assumed that the Police Headquarters and Lifeguard Headquarters components will be concurrent, for efficient project performance, as noted earlier. We also assume that staff will be available for interviews and meetings on a regular basis, and have assumed basic one-week report review periods. All these assumptions can be adjusted in negotiation with the City, and we are willing to discuss also ad- justing the schedule to meet additional City requirements which may not have appeared in the RFP. This schedule will be revised in the project orientation phase, upon agreement with the City. Griffin Structures, Inc- City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 11 4�+ P.+rfs-.q • • rM .t •- b � t+ewxsoy es i.r v r a:• m.oi •i Ire .. Griffin Structures, Inc- City of Newport Beach Police & Lifeguard Headquarters NA Proposal — Page 11 EXHIBIT B EXHIBIT B SCHEDULE OF RATES Title Rate Pos 1 ........... Principal / VP in charge ......................................................... ............................... $215.00 Pos 2 ........... Construction Specialist / Cost Estimates ............................... ............................... $195.00 Pos 3 ........... Project Manager / NA Specialist ........................................... ............................... $180.00 Pos 4 ........... Sr. Needs Analysis Expert .................................................... ............................... $165.00 Pos 5 ........... 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NYNYVN...Y�y� Y�YMNMY- Page 3 IIIIIIIIIIIIIII Iiiiiijill NO WE ME ME =m3m no MINIM ME No ME on no MMMME=MMI ME mm MMMMM MMMMIUMMMI Pogo 4 New , Life rd Headquartwo Newport Lftguard Headquarters _ Poa2 =GbnrWMian SPxvK.k /COY EYmeb� . Po j=IV xser /NA Pos'n1 PoF'n3 Pde'n3 Poa'n4 Po 9u P"4 =&.. NBBda AnelyYSExpert $215 $185 *195 5198 Vogl 3100 CLIENT. Pos S -Neads Adalyal /Span89Y Ea0nebd PROJECT. Hours Hours Hours Hours Hours Hours Hours a Cost Cost Coat Coe, Coet Cost Lum Sum Cost _ _ Date Pro aced: Pos'n 1 Poa'n 2 Posh 3'Pas'n 4 Pm'n 5 Su Total 3 3 3 3 3 Pos'n 1 Pos'n 2 Pos an 3 PosT 4 Pos'n 5_ $ Cosb Total' %T , ump mna anTRO a 7.3 Sib and Constmctlon Issues, Cost Model Anal as of Costa 0 4 0 0 $]80 $780 Presmtalion MatedaUl MeaSn 6 0 1 0 0 $195 $195 Omer 0 a 0 0 ].3 0 5 0 0 $975 9}5 5.3% ]A Allowance for Projoelt Ov.rletd 0 0 D 0 0.0% Total Task? 0 5 $975 $540 $1,155 $2,610 14A% B. FINALPRESENTATIGH AND DOCUMENTATION 8.1 Assembly of Final Re rt M21 0 0 0 0 3 836(1 $165 5525 Inika l presentation. mealins a 0 D 0 2 $180 $165 $345 1 Rernemm Deese on meelin a 0 0 D 0 Omer 0 0 a 0 0 0 Omer 0 D 0 0 D 0 8.1 0 0 3 2 0 0 5 3540 Soma SW0 L. _ 8.2 Presentation b Councll Presentation Materials 0 D 1 0 0 0 1 $180 $180 Presenta0on and meetings 0 0 1 0 0 0 1 180 $180 Other 0 0 0 0 D 0 82 0 0 1 1 c 2 $360 .$360 1.9% _ 8.3 Allowance for Project Ovarhesd 0 01 a 01 01 0 0 0.0% mw- Total Task 0 0 5 2 0 1 01 3900 snol 1 $1,2301 e.6% GRAND TOTALS RECAP Task l: Onenlatim 1 3 2 1 ] 195 540 330 $130 f1, 195 8.5% Tasl¢: Data C.Il ,.n 2 2 6 10 390 3360 $990 31,740 9A% Task 3:O eraWnsand SbMn Pro ors 1 13 14 $160 $2,1/6 2,325 12.6% Task 4: COm0ubfion of $peceR wremenb — — 4 20 24 H9 3,300 f /p20 21]% Task S: Woddx kand Slhn08 2 2 5330 p30 1.8% Task 6: BUIMIn Program and O oral Casts 6 13 9 26 $1,170 Stull V1,186 $4A95 27.0% _ Task ]: Am Sedum) Pm rem and Pro rem Budget 5 3 7 15 975 540 1 155 $2,670 14.4% 'Task 8: Final Report and Presentation 5 2 ] $900 $330 $1,230 6.6% TOTAL FEES, PROGRAM PHASE 14 31 61 0 107 $2,730 $5,580 $19,065 $130 — 518.505 100.0%br < —Tide N the total line used all %'s. ESTIMATED REIMBURSABLES Travel COSts _ $0 Other ReimbursablaslAllowance $1,000 SuD-fotel SUN Adminis[ratrva Mark -up 1 _ $0 0 % markup TOTAL ESTIMATED REMIBURSABLES $1,000 GRAND TOTAL! FEES 8 EXPENSES 191508 Fes mdrolmbu lasara r ser d task.sb ,atM go asourastimMionothowdme ebe ,ae antl rosources will mast likely allocated. We roeuve iM1a N M1I, dn"' "on' to rwlloab both M1ouro and expense as we debrmine Is needed for the benefit of the pro aUwithin the uarenteed flxed he antl whian the nol toexoeed bbl rcimbursablee. and ,4coRO CERTIFICATE OF LIABILITY INSURANCE Dere( ) 3!/4!204 /20 09 Producer THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. Kimbrell Insurance Agency 950 E Katella Ave Ste 4 Orange, CA 92867 THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE INSURER Great American Assurance Co. 714- 538 -8723 0619648 www.Kimbrell- Insurance.com INSURER RSUI Indemnity Company Insured INSURER Lexington Insurance Company Griffin Structures, Inc., Etal INSURER Hartford Casualty Insurance 385 Second St. Laguna Beach CA 92651 D INSURER E COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. POLICY POLICY INSR LTR TYPE OF INSURANCE POLICY NUMBER EFFECTIVE DATE Y EXPIRATION DATE LIMITS A GENERAL LIABILITY COMMERCIAL GENERAL LIAR CLAIMS MADE OCCUR GLP2267664 3/1/2009 3/1/2010 EACH OCCURRENCE $ 1,000,000 FIRE DAMAGE (Any one fire) $ 50,000 MED EXP Ouly one person) $ excluded PERSONAL & ADV INJURY $ 1 GENERAL AGGREGATE $ 2,000,000 GENT AGG LIMIT APPLIES PER PRODUCTS -COMP OP AGG $ 1,000,000 b POLICY ROJECT n LOC D AUTOMOBILE LIABILITY ANY AUTO 72 UEC UM5877 8/712008 8!712009 COMBINED SINGLE LIMIT $ 1,000,000 BODILY INJURY ALL OWNED AUTOS SCHEDULED AUTOS (Per person) $ BODILY INJURY HIRED AUTOS NON-OWNED AUTOS (Peracc,dem) $ PROPERTY DAMAGE IPcr awdenl) $ GARAGE LIABILITY AUTO ONLY EA ACCIDENT b OTHER THAN EA ACC $ ANY AUTO AUTO ONLY AGO B EXCESS LIABILITY 71OCCUR ❑ CLAIMS MADE NHA223344 311!2009 311!2010 EACH OCCURRENCE $ 4,000,000 AGGREGATE $ 4,000,000 5 $ DEDUCT "L' RETENTIONS 10,00D $ WORKERS' COMPENSATION & IMI STATUTORY LT I hTHER- EMPLOYERS' LIABILITY EL EACH ACCIDENT $ EL DISEASE - EA EMPLOYE( 8 EL DISEASE POLICY LIMIT $ C Professional 04245 258 3/1/2009 3/112010 $2.000,000 Per Claim Liability $4,000,000 Aggregate DESCRIPTION Or OPERATIONSILOCATION IV HI LES /EXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS City of Newport Beach, its elected officials, officers, agents, representatives, volunteers and agents are named additional Insured per attached endorsement. RE: Newport Beach Lifeguard Headquarters CERTIFICATE HOLDER CANCELLATION Newport Beach Lifeguard Headquarters SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE City of Newport Beach - Public Works 3300 Newport Blvd Newport Beach CA 92658 -8915 EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL MfitU2i Ab MAIL _30 - -DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT' (K F AW1Xt�xv(MKK4iLi4ifdNaE4�2fx�� if t��V. X, A�f�iiC �C> D4' x)< 14HY�2' i14FSX�fdFHlOi' Y11S�;. �XoR3(MJkK#�(A�'E1ft'i1S%h16PCX 1f7 - l0DeySfor NomPeylnontoIPremium. AUTHORIZED REPRESENTATIVE n Jon Kimbrellu ACORD 25.5 (7/97) . 0 ACORD CORPORATION 1988 CENT o.. 4`.69961 CLIENT COPE' GRFFN Steve Walley ) /4/0009 11:59:54 AH Page : 00 5 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 -S (7/97) created at www.e CertsONLINE.COm CENT NO.: 9569961 CL16N" CODE: GRPFN $[eve W11 =ey 1/4110 .1.59 19 A. IA,a ] Of I POLICY NUMBER: GLP2267664 Griffin Structures, Inc., Eta] 385 Second St. COMMERCIAL GENERAL LIABILITY CG 20 37 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - COMPLETED OPERATIONS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): Location And Description Of Completed Operations City of Newport Beach - Public Works 3300 Newport Blvd Newport Beach CA 92658 -8915 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. Section 11 — Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury" or "property dam- age" caused, in whole or in part, by "your work" at the location designated and described in the sched- ule of this endorsement performed for that additional insured and included in the "products- completed operations hazard ". CG 20 37 07 04 © ISO Properties, Inc., 2004 Page 1 of 1 ❑ CERT NO. 9569961 CL' ENT CODE: aRFFN 5(PVn Walley 3/4/20 9 11 54 54 N Page 3 of 5 Policy Number: GLP2267664 3/4/2009 COMMERCIAL GENERAL LIABILITY CG 20 10 10 01 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifes insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: Any person or organization that the insured is required by written contract to name as an additional insured. It is further agreed that such insurance as is afforded by this policy for the benefit of the above Additional Insured(s) shall be primary insurance as respects any claim, loss or liability arising out of the Named Insured(s) operations, and any other insurance maintained by the Additional insured(s) shall be excess and non - contributory with insurance provided hereunder (If no entry appears above, information required to complete this endorsement will be shown in the Ueclarauons as applicable to this endorsement,) A. Section II — Who Is An Insured is amended to include as an insured the person or organization shown in the Schedule; but only with respect to liability arising out of your ongoing operations performed for that insured. B. With respect to the insurance afforded to these additional insureds, the following exclusion is added: 2. Exclusions This insurance does not apply to "bodily injury" or "property damage" occurring after: CC 20 10 10 01 ME, WO 9169ti61 CLIENT CODE 'RFFN Steve Walley 11912009 1::59:59 " 13,P 9 (f I All work, including materials, parts or equipment furnished In connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the site of the covered" operations has been completed; or That :portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a pan of the same project. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY PRIMARY NON - CONTRIBUTORY INSURANCE ENDORSEMENT It is hereby noted and agreed that effective upon inception, this policy shall be considered primary to any similar insurance held by third patties In respect to work performed by you under written contractual agreement(s) with said third parties and other insurance which may be available to such other third parties will be non - contributory. Section IV., Condition 4., of this policy is amended accordingly. The third party to whom this endorsement applies Is: AS REQUIRED BY WRITTEN CONTRACT CENT NO 4565961 CLIENT COLE. GRFFN Steve Wdlley 3/9/2009 11:59:49 AM page 5 of 5 Fax #: CERTIFICATE OF INSURANCE CHECKLIST City of Newport Beach This checklist is comprised of requirements as outlined by the City of Newport Beach. Dale Received: 3/4/09 Dept. /Contact Received From: Shauna Oyler Date Completed: 3/4/09 Sent to: Shauna Oyler By: Jessica Scherer Company /Person required to have certificate: Griffin Structures. Inc. Etal f. GENERAL LIABILITY A. INSURANCE COMPANY: Great American Assurance Company B. AM BEST RATING (A: VII or greater): AXIII C. ADMITTED Company (Must be California Admitted): AM BEST RATING (A: VII or greater) AXV 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 N Yes ❑ No include): Is it included? ® Yes ❑ No F. ADDITIONAL INSURED WORDING TO INCLUDE (The What is limits provided? City its officers, officials, employees and volunteers): Is it E. included? N Yes ❑ No G. PRIMARY & NON - CONTRIBUTORY WORDING (Must be officers, officials, employees and volunteers): Is it included? ❑ Yes included): Is it included? ❑ Yes N 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 N No I. NOTIFICATION OF CANCELLATION: Although there is a provision that requires G. notification of cancellation by certified mail; per Lauren Farley, the City will accept the endeavor wording. II. AUTOMOBILE LIABILITY A. INSURANCE COMPANY: Danford Casualty Insurance B. AM BEST RATING (A: VII or greater) AXV C. ADMITTED COMPANY (Must be California Admitted): Is Company admitted in California? N Yes ❑ No D. LIMITS (Must be $1 M min. BI & PD and $500,000 UM): What is limits provided? $1.000.000 E. ADDITIONAL INSURED WORDING TO INCLUDE (The City its officers, officials, employees and volunteers): Is it included? ❑ Yes ❑ 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: ACE American Insurance Company 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? ❑ Yes ® No IF NO, WHICH ITEMS NEED TO BE COMPLETED? GL: primary and noncontributory coverage not included.