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Contract 1614
toq AGREEMENT FOR DESIGN PROFESSIONAL SERVICES This Agreement is made and entered into as of the 11th day of February, 2015, by and between the City of Cathedral City, a municipal corporation("City")and Engineering Resources of Southern California, Inc., a California Corporation, ("Design Professional"): RECITALS A. Design Professional is specially trained,experienced and competent to perform the special services which will be required by this Agreement; and B. Design Professional possesses the skill,experience,ability,background,certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein. AGREEMENT SERVICES OF CONSULTANT 1. Scope of Services; Extra Work. A. Design Professional shall furnish the services described in the Scope of Services, attached hereto as Exhibit "B" and incorporated herein by this reference. Design Professional shall provide said services at the time,place,and in the manner specified in the Scope of Services. B. At any time during the term of this Agreement,City may request that Design Professional perform Extra Work. As used herein, Extra Work means any work that is determined by City to be necessary for the proper completion of the services, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Design Professional shall not perform, nor be compensated for, Extra Work without written authorization from City. Design Professional shall perform the Extra Work in the manner specified in the Scope of Services. 2. Familiarity with Work. A. Design Professional warrants that it has thoroughly investigated and considered the scope of services has carefully considered how the services should be performed and fully understands the facilities,difficulties and restrictions attending performance of the services under this Agreement. B. If the services involve work upon any site,Design Professional warrants that it has,or will,investigate the site and is or will be fully acquainted with the existing conditions,prior to commencement of services hereunder. Should the Design Professional discover any latent or unknown conditions that may materially affect the performance of the services hereunder, it shall immediately inform the City of such fact and shall not proceed without written instructions from the City except at its own risk. Page 1 Design Professional Services Agreement 3. Standard of Care. Services shall be performed by Design Professional in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by members of Design Professional's profession currently practicing in California. By delivery of completed work, Design Professional certifies that the work conforms to the requirements of this contract and all applicable federal,state and local laws and the professional standard of care in California. Design Professional shall perform such services and duties in conformance to and consistent with that degree of care and skill consistent with the generally accepted professional standards prevailing at the time the work is performed. In addition, Design Professional represents that its work product does not infringe on any other copyrighted work. If Design Professional's work does infringe on any other copyrighted work,this constitutes willful misconduct under this Agreement. 4. Independent Evaluation. Design Professional is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work,including without limitation site conditions,existing facilities,seismic,geologic,soils,hydrologic,geographic, climatic conditions, applicable federal, state and local laws and regulations, and all other contingencies or design considerations. Data calculations, opinions, reports, investigations, and other similar information provided by the City relating to site, local or other conditions is not warranted or guaranteed, either expressly or impliedly, by the City. 5. Licenses. A. Design Professional represents and warrants to City that it has all licenses, permits,qualifications,insurance and approvals of whatsoever nature,which is legally required to practice its profession as well as perform the services as set forth herein. B. Design Professional represents and warrants to City that it shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Design Professional to practice its profession. C. Design Professional shall maintain a valid City business license. 6. Special Requirements. Additional terms and conditions of this Agreement,if any,which are made part hereof are set forth in the Special Requirements, attached hereto as Exhibit"A" and incorporated herein by this reference. In the event of a conflict between the provisions of the Special Requirements and any other provisions of this agreement,the Special Requirements shall govern. COMPENSATION 7. Contract Sum. Compensation to be paid to Design Professional shall be in accordance with the Schedule of Charges set forth in Exhibit "C", which is attached hereto and incorporated herein by reference. No work or payment will be made by the City for future phases without the prior written approval of the City. Page 2 Design Professional Services Agreement 8. Payment. A. Design Professional shall submit monthly billings to City describing the work performed during the preceding month. Design Professional's bills shall include a brief description of the services performed,the date the services were performed,the number of hours spent and by whom, and a description of any reimbursable expenditures. B. City shall pay Design Professional no later than 30 days after approval of the monthly invoice by City staff. PERFORMANCE SCHEDULE 9. Time of Performance. The Design Professional shall perform those services set forth in the Scope of Services pursuant to the"Performance Schedule"set forth in its Proposal,and incorporated herein by this reference as though set forth at length. 10. Time of Essence. Time is of the essence in the performance of this Agreement. COORDINATION OF WORK 11. Independent Design Professional. Neither the City nor any of its employees shall have any control over the manner, mode or means by which Design Professional, its agents or employees, perform the services required herein, except as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision or control of Design Professional's employees,servants,representatives or agents,or in fixing their number,compensation or hours of service. It is understood that Design Professional, in the performance of the work and services agreed to be performed, shall act as and be an independent consultant and shall not act as an agent or employee of the City. Design Professional shall obtain no rights to retirement benefits that accrue to City's employees,and it hereby expressly waives any claim it may have to any such rights. 12. Conflicts of Interest. A. Design Professional (including principals, associates and professional employees)covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest,direct or indirect,in the area covered by this Agreement or any other source of income,interest in real property or investment which would be affected in any manner or degree by the performance of Design Professional's services hereunder. Design Professional further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement. B. The City has determined that Design Professional is not a designated employee within the meaning of the Political Reform Act. 13. Assignment and Subcontracting. The parties recognize that a substantial Page 3 Design Professional Services Agreement inducement to City for entering into this Agreement is the professional reputation, experience and competence of Design Professional. Assignments of any or all rights, duties or obligations of the Design Professional under this Agreement will be permitted only with the express consent of the City. Design Professional shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract,Design Professional shall be fully responsible to City for all acts or 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 the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. RECORDS AND REPORTS 14. Ownership of Documents. All plans,studies,documents and other writings prepared by and for Design Professional,its officers,employees and agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Design Professional for such work,and the City shall have the sole right to use such materials in its discretion without further compensation to Design Professional or to any other party. Design Professional shall, at their expense, provide such reports, plans, studies,documents and other writings to City upon written request. 15. Licensing of Intellectual Property. A. This Agreement creates a nonexclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans,specifications, studies,drawings,estimates,and other documents or works of authorship fixed in any tangible medium of expression,including but not limited to,physical drawings or data magnetically or otherwise recorded on computer diskettes,which are prepared or caused to be prepared by Design Professional under this Agreement(°Documents and Data"). B. Design Professional shall require all subcontractors to agree in writing that City is granted a nonexclusive and perpetual license for any Documents and Data the subcontractor prepares under this Agreement. C. Design Professional represents and warrants that it has the legal right to license any and all Documents and Data it provides to the City under this Agreement. 16. Confidentiality. All ideas,memoranda,specifications,plans,procedures,drawings, descriptions,computer program data,input record data,written information,and other Documents and Data either created by or provided to Design Professional in connection with the performance of this Agreement shall be held confidential by Design Professional. Design Professional shall not, without the prior written consent of City, use such materials for any purposes other than the performance of the services under this Agreement nor shall such materials be disclosed to any person or entity not connected with the performance of the services under this Agreement. Design Professional shall not use the City's name or insignia, photographs relating to project for which Design Professional's services are rendered,or any publicity pertaining to the Design Professional's services under this Agreement in any magazine, trade paper, newspaper, television or radio Page 4 Design Professional Services Agreement production or other similar medium without the prior written consent of City. 17. Books and Records. A. Design Professional shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services,or 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 Design Professional to this Agreement. B. Design Professional shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three(3)years,or for any longer period required by law,from the date of termination or completion of this Agreement. C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon,the records shall be available at Design Professional's address indicated for receipt of notices in this Agreement. D. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution,disbandment or termination of Design Professional's business,City may,by written request by any of the above-named officers,require that custody of the records be given to the City and that the records and documents be maintained in City Hall. Access to such records and documents shall be granted to any party authorized by Design Professional, Design Professional's representatives,or Design Professional's successor-in-interest. INSURANCES 18. Insurance Requirements. A. Policies. Design Professional,at its own cost and expense,shall procure and maintain,for the duration of the contract,the following insurance policies. 1. Workers Compensation Coverage. Design Professional shall maintain Workers Compensation Insurance and Employer's Liability Insurance for his/her employees in accordance with the laws of the State of California. In addition, Design Professional 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 the City at least thirty(30)days 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 Design Professional for City. This provision shall not apply if Design Professional has no employees performing work under this Agreement Page 5 Design Professional Services Agreement 2. General Liability Coverage. Design Professional 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. If a commercial general liability insurance form 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. 3. Automobile Liability Coverage. Design Professional shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Design Professional arising out of or in connection with the work to be performed under this Agreement,including coverage for owned,hired and non-owned vehicles,in an amount of not less than one million dollars ($1,000,000)combined single limit for each occurrence. 4. Professional Liability Coverage. Design Professional shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Design Professional's operations under this Agreement, whether such operations by the Design Professional or by its employees, subcontractors,or sub consultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) per occurrence. B. Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no less than A:VII and shall be endorsed with the following specific language: 1. The City,its elected or appointed officers,officials,employees,agents and volunteers are to be covered as additional insured's with respect to liability arising out of work performed by or on behalf of the Design Professional, including materials, parts or equipment furnished in connection with such work or operations. 2. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have shall be considered excess insurance only and shall not contribute with it. 3. 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. 4. The insurer waives all rights of subrogation against the City,its elected or appointed officers, officials, employees or agents. 5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City,its elected or appointed officers,officials,employees,agents or volunteers. 6. The insurance provided by this policy shall not be suspended,voided, Page 6 Design Professional Services Agreement canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the City. C. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Design Professional shall demonstrate financial capability for payment of such deductibles or self-insured retentions. D. Certificates of Insurance. Design Professional shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. 19. Indemnity. To the fullest extent permitted by law, the Design Professional shall indemnify,defend(with independent counsel approved by the City)and hold harmless the City,and its directors, officers, and employees from and against all liabilities (including without limitation all claims, losses, damages, penalties, fines and judgments, associated investigation and administrative expenses,and defense costs,including but not limited to reasonable attorneys'fees, court costs and costs of alternative dispute resolution)regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless,or willful misconduct of the Design Professional or the acts or omissions of an employee, agent or subcontractor of the Design Professional. The provisions of this paragraph survive completion of the services or the termination of this contract. The provisions of this section are not limited by the provisions of section 18 relating to insurance. ENFORCEMENT OF AGREEMENT 20. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the City and Design Professional. All prior written and oral communications, including correspondence,drafts,memoranda,and representations,are superseded in total by this Agreement. 21. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provisions under this Agreement. Payment by City under this Agreement shall not be deemed a waiver of defects,even if such defects were known to the City at the time of payment. 22. Rights and Remedies. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times,of any other rights or remedies for the same default or any other default by the other party. 23. Controlling Law 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 held exclusively in a state court in the County of Riverside. Page 7 Design Professional Services Agreement 24. Litigation Expenses and Attorneys Fees. If either party to this Agreement commences any legal action against the other party arising out of this Agreement, the prevailing party shall be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, discovery expenses, and attorneys fees. 25. Execution. This Agreement may be executed in several counterparts,each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement,it shall not be necessary to produce or account for more than one such counterpart. 26. Authority to Enter Agreement. Design Professional has all requisite power and authority to conduct its business and to execute,deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party. 27. Termination. City may terminate this Agreement immediately for cause. City may terminate this Agreement without cause upon fifteen days written notice of termination. Upon termination,Design Professional shall be entitled to compensation for services performed up to the effective date of termination. MISCELLANEOUS 28. Notices. Any notice required to be given under this Agreement shall be in writing and either served personally or sent prepaid,first class mail. Any such notice shall be addressed to the other party at the address set forth below. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section. If to City: Charles P. McClendon, City Manager City of Cathedral City 68-700 Avenida Lab Guerrero Cathedral City,CA 92234 If to Consultant: Brian Thomas, P.E. Engineering Resources of Southern California 1820 Commercenter Circle San Bernardino, CA 92408-3430 29. Amendments. This Agreement may be modified or amended only by a written document executed by both Design Professional and City and approved as to form by the City Attorney. 30. 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. 31. Interpretation. The terms of this Agreement shall be construed in accordance with Page 8 Design Professional Services Agreement the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. CITY OFFICERS AND EMPLOYEES 32. Non-liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Design Professional, or any successor in interest, in the event of any default or breach by the City or for any amount,which may become due to the Design Professional or to its successor, or for breach of any obligation of the terms of this Agreement. 33. Prohibited Interests. Design Professional maintains and warrants that it has not employed nor retained any company or person,other than a bona fide employee working solely for Design Professional,to solicit or secure this Agreement. Further,Design Professional warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Design Professional, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. 34. Equal Opportunity Employment. Design professional represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor,employee or applicant for employment because of sex,marital status,race,color,religion,ancestry,natural origin,physical handicap,sexual orientation or domestic partnership status. Such nondiscrimination shall include, but not be limited to, all activities related to initial employment upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 35. Period of Performance.The period of performance for each specific project shall be in accordance with the Task Order for that project. If work on a Task Order is in progress on the expiration date of this contract,the terms of the contract may be extended by contract amendment. 36.Allowable Costs and Payments. A.The method of payment for this contract shall be based on the amount negotiated and agreed to for each Task Order.The total price paid the Design Professional shall include compensation for all work and deliverables,including travel and equipment described in Exhibit"B,"Scope of Services of the original contract agreement. No additional compensation shall be paid to the Design Professional, unless there is a change in the scope of the work or the scope of the project. In the instance of a change in the scope of work or scope of the project, adjustment to the agreed upon compensation will be negotiated between the Design Professional and the City. Adjustment in the compensation will not be effective until authorized by contract amendment and approved by the City. B.Progress payments may be made monthly in arrears based on the work completed by the Design Professional. If Design Professional fails to submit the required deliverable items according to the schedule set forth in the Scope of Services,the City shall have the right to delay payment and/or terminate this Agreement in accordance with the provisions of Agreement Paragraph 27, "Termination." Page 9 Design Professional Services Agreement 3 C.The Design Professional shall not commence performance of work or services until this contract has been approved by the City and notification to proceed has been issued by the City's Contract Manager.No payment will be made prior to approval of any work,or for any work performed prior to approval of this contract. D.The Design Professional will be reimbursed,as promptly as fiscal procedures will permit, upon receipt by the City's Contract Manager of itemized invoices.Invoices shall be submitted no later than Forty Five (45) calendar days after the performance of work for which the Design Professional is billing. Invoices shall detail the work performed on each milestone,on each project as applicable. Invoices shall follow the format stipulated for the Cost Proposal and shall reference this contract number and project title. Final invoice shall contain the final cost and all credits due the City that include any equipment purchased under the provisions of Paragraph 40,"Equipment Purchase"of this contract. The final invoice shall be submitted within Sixty(60)calendar days after completion of the Design Professional's work. Invoices shall be mailed to the City's Contract Manager at the following address: City of Cathedral City Contract Manager/City Engineer:John A. Corella, P.E. 68-700 Avenida Lab Guerrero Cathedral City, CA 92234 37. Cost Principles. A. The Design Professional agrees that the Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System,Chapter 1,Part 31.000 et seq.,shall be used to determine the allowability of cost individual items. B.The Design Professional also agrees to comply with federal procedures in accordance with 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. C. Any costs for which payment has been made to Design Professional that are determined by subsequent audit to be unallowable under 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31.000 et seq., are subject to repayment by Design Professional to the City. 38. Retention of Records/Audit. For the purpose of determining compliance with Public Contract Code 10115, et seq. and Title 21, California Code of Regulations, Chapter 21, Section 2500 et seq., when applicable and other matters connected with the performance of the contract pursuant to Government Code 8546.7;the Design Professional,subcontractors,and the City shall maintain all books, documents, papers, accounting records, and other evidence pertaining to the performance of the contract,including but not limited to,the costs of administering the contract. All parties shall make such materials available at their respective offices at all reasonable times during the contract period and for three years from the date of final payment under the contract. The State, the State Auditor,City,FHWA,or any duly authorized representative of the federal government shall have access to any books,records,and documents of the Design Professional that are pertinent to the contract for audit, examinations, excerpts, and transactions, and copies thereof shall be furnished if requested. Subcontracts in excess of$25,000 shall contain this provision. Page 10 Design Professional Services Agreement 39. Subcontracting. A.The Design Professional shall perform the work contemplated with resources available within its own organization;and no portion of the work pertinent to this contract shall be subcontracted without written authorization by the City's Contract Manager,except that,which is expressly identified in the approved Cost Proposal. B.Any subcontract in excess of$25,000 entered into as a result of this contract,shall contain all the provisions stipulated in this contract to be applicable to subcontractors. C. Any substitution of subconcontractors shall be approved in writing by the City's Contract Manager. 40. Equipment Purchase. A. Prior authorization in writing,by the City's Contract Manager shall be required before the Design Professional enters into any unbudgeted purchase order, or subcontract exceeding $5,000 for supplies, equipment, or Design Professional services. The Design Professional shall provide an evaluation of the necessity or desirability of incurring such costs. B. For purchase of any item, service or consulting work not covered in the Design Professional's Cost Proposal and exceeding$5,000 prior authorization by the City's Contract Manager;based on three competitive quotations shall be submitted with the request,or in the absence of bidding must be adequately justified. C. Any equipment purchased as a result of this contract is subject to the following: "The Design Professional shall maintain an inventory of all nonexpendable property. Nonexpendable property is defined as having a useful life of at least two years and an acquisition cost of$5,000 or more. If the purchased equipment needs replacement and is sold or traded in,the City shall receive a proper refund or credit at the conclusion of the contract, or if the contract is terminated, the Design Professional may either keep the equipment and credit the City in an amount equal to its fair market value, or sell such equipment at the best price obtainable at a public or private sale,in accordance with established City procedures; and credit the City in an amount equal to the sales price. If the Design Professional elects to keep the equipment, fair market value shall be determined at the Design Professional's expense, on the basis of a competent independent appraisal of such equipment. Appraisals shall be obtained from an appraiser mutually agreeable to the City and the Design Professional. If it is determined to sell the equipment,the terms and conditions of such sale must be approved in advance by the City." D. All subcontracts in excess$25,000 shall contain the above provisions. 41. Confidentiality of Data. A. All financial, statistical, personal, technical, or other data and information relative to the City's operations, which are designated confidential by the City and made available to the Design Professional in order to carry out this contract,shall be protected by the Design Professional from unauthorized use and disclosure. B.Permission to disclose information on one occasion,or public hearing held by the City relating to the contract, shall not authorize the Design Professional to further disclose such information, or disseminate the same on any other occasion. Page 11 Design Professional Services Agreement C.The Design Professional shall not comment publicly to the press or any other media regarding the contract or the City's actions on the same,except to the City's staff, Design Professional's own personnel involved in the performance of this contract, at public hearings or in response to questions from a Legislative committee. D.The Design Professional shall not issue any news release or public relations item of any nature, whatsoever,regarding work performed or to be performed under this contract without prior review of the contents thereof by the City, and receipt of the City's written permission. E.Any subcontract entered into as a result of this contract shall contain all of the provisions of this Article. F.All information related to the construction estimate is confidential,and shall not be disclosed by the Design Professional to any entity other than the City. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Page 12 Design Professional Services Agreement IN WITNESS WHEREOF,the parties have caused this Agreement to be executed on the date first written above. CITY OF CATHEDRAL CITY CONSULTANT 101° Charles P. McClendon City Manager titglicT . -,Prfidgig'+'.'+*' John . Brudin, PE, President ATTEST: ary F, Howell, City Clerk' APPROVED AS TO FORM: °- Charles R. Green, City Attorney Page 13 Design Professional Services Agreement EXHIBIT A SPECIAL REQUIREMENTS NONE Page 14 Design Professional Services Agreement 2 EXHIBIT"B" SCOPE OF SERVICES See attached Page 15 Design Professional Services Agreement NGINEERIIIG ESOURCES OF .IE. 100.00/P January 28, 2015 Bill Simons,P.E., City Engineer City of Cathedral City 68-700 Avenida Lalo Guerrero Cathedral City CA 92234 SUBJECT: PROFESSIONAL ENGINEERING SERVICES FOR DESIGN OF SAN JOAQUIN DRIVE SIDEWALK Dear Mr. Simons: In response to the City's request,Engineering Resources of Southern California,Inc. (ERSC) hereby submits our engineering services proposal concerning design for construction of sidewalk on the east side of San Joaquin Drive northerly from Mission Drive. Included in our proposal is a description of the project understanding as well as our site observations,proposed project tasks and approach,personnel and related experience, preliminary schedule,and cost proposal contained in a separate envelope. A. PROJECT UNDERSTANDING AND SITE OBSERVATIONS Project, as defined by the City, entails the design for construction of the sidewalk on the east side of San Joaquin Drive from Mission Drive northerly across San Jose Drive to the last developed lot, a distance of approximately 3,400 linear feet. Objective is to provide a safer pedestrian access in the area and in the vicinity of a neighborhood park and to provide ADA access. City sidewalk standards are those of the County of Riverside,per Ordinance 461. Funding for the project is provided by a grant from the Community Development Block Grant program administered by the City. As with all Federal funding, specific requirements need to be included in the specifications and per our experience with recent projects CDBG grant funding administrators have required additional provisions to enforce payment of prevailing wages as well as other stipulations. 1820 COMMERCENTER CIRCLE,SAN BERNARDINO CAUFORNIA 92408-3430 PHONE(909)890-1255-Fax(909)890-0995 ► f 100.00/P Bill Simons,P.E.,City Engineer January 28,2015 Page 2 The east side of San Joaquin Drive is located within a 40-foot half right-of-way with paved width of approximately 13 feet bounded by a rolled curb on the east side. Area between the curb and right-of-way is uneven and nonuniform and is intersected in numerous instances by driveway approaches and homeowner improvements,including hardscape, fences,block walls/pilasters,planters,trees/shrubs and other features. Sidewalk design and installation will, therefore,need to address and accommodate utility boxes,power poles and the homeowner improvements and will need to intersect and traverse driveway approaches with ADA compliance required.Three handicap ramps will need to be installed-a replacement at Mission Drive and two at the intersection with San Jose Drive. It is also observed that north of San Jose Drive there exists sidewalk on parts of the route. Project design then will need to accommodate or replace, if necessary. City has indicated that the sidewalk will be curb-adjacent which will avoid many obstructions observed.Existing ground surface may require a stem wall or grading modifications in some locations. Site observation,buoyed by past and recent experience, indicates that significant detailing for the sidewalk construction will likely be required in portions congested by improvements, common in older neighborhoods for the unimproved area between property line and curb or edge of paving. This requirement will then include instructions for removals,replacements, modifications and even elevation grades to assure proper match-ups. Also necessary will be coordination and negotiation meetings with property owners,particularly those with the significant hardscape and/or structural improvements evident. B. PROJECT TASKS AND APPROACH ERSC will conduct the design services requested by the City utilizing and implementing the following tasks and approach to effect 100%submittal of plans,specifications, and estimates (PS&E). 1. Coordinate with the City issue first utility notice to request records. 2. Schedule a meeting and site visit with the City's Project Manager to review the scope,establish construction budget per the grant amount,and identify possible issues.This interface with the City will also include a site walk with ERSC's Project Manager ante Project Engineer to identify and discuss possible methods of constructing the sidewalk to avoid or accommodate the various obstacles that exist. The walk will include note-taking and pictures. 100.00/P Bill Simons,P.E., City Engineer January 28, 2015 Page 3 3. Licensed surveyor and/or team members will research County and City records, conduct topo survey of the site which will include cross-sections at the east side driveways only to right-of-way at 40 feet from centerline; location and identification of all features and surfaces between the curb and fence/wall or to 15 feet including tree diameter and type; water meter boxes and inside elevations of meters;utility boxes and vaults; hydrants, and securing of elevations of paved surfaces at 10-foot intervals from back-of-curb to right-of- way within the subject area. 4. With the use of the survey data,ERSC design staff,then,will prepare base sheets of the project site from centerline of San Joaquin Drive to right-of-way including all utilities in the street and all visible features in the area between the street and right-of-way; three sheets at a scale of 1"=20'are anticipated, with two plan strips per sheet. 5. Base sheets will then be submitted to the utility companies for verification of ownership and location of facilities, as a second utility notice. 6. With the base sheets,then, a preliminary design of the sidewalk will be made for a six-foot side sidewalk. Scale of 1"=20'will allow for the detailing anticipated to be required. Design will need to provide for required ADA access both horizontally and vertically,that is object clearance and limiting slope grades. 7. Submit a preliminary conceptual plan layout, and preliminary cost estimate to the City for review; schedule and attend a review meeting at the City to identify and resolve issues that become apparent. Also sought at this meeting will be input and experience of the City staff concerning an issue often overlooked in design of sidewalks, that of preparation of the subgrade and possible need for installation of root barrier. Adequate preparation of subgrade is essential to prevent cracking and settlement of the sidewalk;root barrier may be necessary where the sidewalk is in close proximity to trees to prevent uplift of the sidewalk from the tree roots. 8. Upon adoption of a conceptual design by the City,ERSC team will then proceed with design and preparation of final PS&E. Specifications preparation by ERSC will include technical specifications and bid schedule. 100.00/P Bill Simons,P.E.,City Engineer January 28,2015 Page 4 In preparation of the plan,attention will be given to detailing of the handicap ramps and ADA clearance to objects; also there is a need to adhere to a longitudinal and cross-slope limitations and design criteria for ADA accessibility; this aspect will be particularly needed at intersections with driveway approach and existing hardscape. Submittal of plans, specifications,and estimates will then be made at the 65% and 95%completion stages and revisions made as identified by the City. 9. With ERSC assistance and coordination, should it be necessary, City will then coordinate with utility companies to effect any relocations required. Of particular note is the observed instance of a power pole,hydrant, and fence in close proximity. 10. ERSC will assist the City in meetings and negotiations with property owners by preparation of plans,enlarged for specific areas for City's use. 11. ERSC's Project Manager will, if necessary,coordinate with the City's CDBG Administrator and City staff to assure that required CDBG provisions are included in the specification documents; the specifications will be submitted to the Administrator for review, if required. 12. Upon completion of the aforementioned tasks,ERSC will then complete the PS&E and will submit the 100%plans and specifications to the City for approval and signature and for use in the addition of the general conditions and for advertising for bids for the project. C. PERSONNEL AND RELATED EXPERIENCE Proposed project team will be composed of project management and design staff from ERSC and survey expertise from subconsultant,The Prizm Group of Corona.Project team members have a rich experience in projects utilizing CDBG funding and prior experience in working with the proposed subconsultant survey firm. Proposed team members are the following: ► Project Manager assigned is John Egan,P.E., a Principal Engineer with ERSC, and Licensed Civil Engineer No. 14853. Mr. Egan has overseen and/or 100.00/P Bill Simons,P.E., City Engineer January 28, 2015 Page 5 directed design for numerous public works projects entailing design for street widening and sidewalk construction,utilizing CDBG grant funding. ► Proposed Project Surveyor,Vince Kleppe,P.E.,PLS, is both a Licensed Civil Engineer,No. 55750,and a Licensed Surveyor,No. 7131. He and his staff will utilize state-of-the-aft data gathering equipment for the cross-sectioning and topographic survey of San Joaquin Drive. ► Project Engineer for the project,Etta Pulce,who recently sat for the P.E. exam,will be responsible to direct and oversee detailed design of the plans and cost estimate,prepare technical specifications and bid schedule, and maintain coordination with the City's Project Manager. ► Brian Thomas,P.E.,Principal Engineer and San Bernardino office Managing Engineer, is a Licensed Civil Engineer No. 60907.Mr. Thomas' role will be to review and assure scheduled milestones are met and provide quality assurance/quality control reviews of the documents before submittals. ► Detailed design and plan submittals will be completed by experienced senior designer and CADD technicians,John Patterson and Jazz Goodie. Related projects for which design was completed by the proposed team members include design and preparation of PS&E and/or construction services for the following projects: • 2011-2012 Article I1I Transit and Pedestrian Access Improvements completed for the City of Highland include 9,000 square feet of new sidewalk and 4,000 square feet of bus stop and sidewalk improvements in the City, estimated cost of$548,000. • Article III Base Line Sidewalk Gap Closure Project for the City of Highland includes approximately 23,000 square feet of fill-in sidewalk and 12 handicap ramps,on the±12,500 linear-foot length of Base Line in the City. Estimated construction cost is$371,000. Copy of a very recently completed plan accompanies indicating the detailing that can be required to accommodate existing features. • 2012 CDBG Pavement Rehabilitation Project entailed preparation of construction documents for the grant-funded pavement rehabilitation of several streets in the City of Highland. 100.00/P Bill Simons,P.E., City Engineer January 28,2015 Page 6 • Two CDBG-funded pavement rehabilitation projects are underway for the City of Highland for repairs to nine streets at various areas with grant funding totaling$639,000. • Prior and closely related projects includes preparation of design documents for the 2007-2008 and 2009 CDBG-grant funded pavement repair projects in the City of Highland. Copy of one sheet of the latter project accompanies, a good example and illustrative of the detailing that is common for sidewalk insertion to an established neighborhood, including specific elevations required. • Design for the City of San Bernardino entailed street widening of Victoria Avenue including signals, sound walls, and a meandering sidewalk of approximately 17,000 square feet and 10 handicap ramps. • Article III Sidewalk Project for the City of Highland resulted in the construction of 10,000 square feet of sidewalk and driveway approaches and 10 handicap ramps. D. PRELIMINARY SCHEDULE AND TIME OF COMPLETION Estimated time of completion for preparation of the PS&E for the San Joaquin Drive sidewalk is approximately 95 calendar days following receipt of the City's Notice to Proceed. Anticipated major milestone tasks and time of completion referenced in the Notice to Proceed are as follows, all in calendar days. • Meeting with City's Project Manager and site visit; review and verify scope and budget scope 3 Days • Research records and conduct topographic and cross- section survey of the site route and data management file preparation 25 Days • Prepare base plan and profile sheets 35 Days • Design and submittal of preliminary plan of sidewalk and review meeting 60 Days 100.00/P Bill Simons, P.E., City Engineer January 28,2015 Page 7 • Prepare PS&E submittals through 95%completion stage 80 Days • Coordinate with EDA and complete 100%PS&E 95 Days E. COST PROPOSAL Cost proposal with detailed estimates by personnel category tasks is enclosed in a separate envelope accompanying this proposal. Very truly yours, Brian Thomas,P.E. 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(ERSC)proposes to complete the engineering design services as requested by the City and described in detail in our accompanying proposal for a lump sum amount of$43,329. Derivation of this fee is displayed on the accompanying spreadsheet detailed by personnel classification and task. Should there be any questions,please contact me. Very truly yours, Brian Thomas,P.E. Principal Engineer BT:ma S:\10000000 Proposals\City of Cathedral City\Proposal-Cost-Sidewalk.wpd 1820 COMMERCENTER CIRCLE,SAN BERNARDINO CALIFORNIA 92408-3430 PHONE(909)890-1255-Fax(909)890-0995 in • W o' - 0) N W J o) 0 CO Q co =~O w cci ea a 1- U) o 0) o )n o Cr) J co N R 0)). 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