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HomeMy WebLinkAboutRuth Hasell AIA Architect 1:"W ,kr wEEMENNUMERAINHAti-QU -FORM th , - qgreement and all is the atlaclowd c s'fec' an g-�ments (ff OPY! �-e �10 10rIger i�-! p - R Of A 3C 'et�sn faf,, , to the ��Iee4 of the Crxj��,a Mc:e (M-U). Call 647-6523iff yt:gj &,aeve any cpenbm, The agreement with �!oyc this Van, Clay A k No, was compisied on CrA�j find payrnent has been rnade. (iki of �Grnenlnenkl' US& vace wav v needsm DepWhment �C,� �eVLA Phone/Ext.: ViggrmVjra� Dow Rwied=2110 ,livsUR0,; . WORK N%-'t i a, `- '� i:,:c�Zlaa�o91 A-2005-276 CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this 21" day of November, 2005 by and between Ruth Hasell AIA Architect, a sole proprietor (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of architectural design services. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: SCOPE OF SERVICES Consultant shall perform those services as set forth in City's Request for Proposal dated September 14, 2005, attached as Exhibit A to this Agreement and Consultant's Proposal dated October 3, 2005, attached as Exhibit B to this Agreement. 2. CITY OBLIGATIONS City shall provide Consultant with all records in the possession of City which will be of assistance to Consultant in the performance of this Agreement. 3. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit C. The total sum to be expended under this Agreement shall not exceed $200,000.00 during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 4. TERM This Agreement shall commence on the date first written above and terminate on expenditure of funds allocated to this Agreement, unless terminated earlier in accordance with Section 12, below. 5. OWNERSHIP OF MATERIALS, SUPPLIES, DRAWINGS, SPECIFICATIONS, PROGRAMS AND SYSTEMS Any and all records, papers, drawings, specifications, programs, systems and other materials prepared by Consultant pursuant to this Agreement (hereinafter "Work Product") shall be the property of City. Consultant agrees to provide City with any such materials whenever requested to do so. City shall reimburse Consultant for reproduction costs. Said Work Product shall be submitted in a hard copy and in a form compatible with City's computer system, as agreed between the Project Manager and Consultant. In regard to all copyrightable Work Product produced as part or result of this project, the Consultant understands and shall ensure that all of Consultant's affected officers, employees, agents, contractors, and volunteer workers also understand that (a) such Work Product may not be copyrighted without prior review from the City: (b) the authors of all such Work Product, whether copyrighted or not, award to the City, and to its officers, agents and employees acting within the scope of their official duties, as a condition of payment to the Consultant, a royalty - free, nonexclusive, irrevocable license throughout the world for governmental purposes to disclose, publish, translate, reproduce, and use such Work Product. City shall indemnify and hold harmless Consultant from liability arising from the use of such work product without Consultant's involvement. 6. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 7. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit D upon execution of this Agreement and shall be approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may arise from the negligent acts, errors or omissions of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 9. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 10. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 11. NOTICE Any communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 telefacsimile (714) 647-6956 With courtesy copies to: Executive Director of Public Works City of Santa Ana 20 Civic Center Plaza (M-36) P.O. Box 1988 and Santa Ana, California 92702 telefacsimile (714) 647-5622 City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 telefacsimile (714) 647-6515 To Consultant: Ruth Hasell AIA Architect 455 West First Street, Suite B Tustin, California 92780 Telefacsimile (714) 242-2027 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 12. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 13. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 14. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 15. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 16. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 17. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: PATRICIA E. HEALN� Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By:Ce., Laura Sheedy Assistant City Attorney CITY OF SANTA ANA �z I �.� � DAVID N. REAM City Manager RUTH HASELL AIA ARCHITECT ph4eAazea UTH AS ' L Principal Tax ID# 'Cj �j, ¢ !�% 40u EXHIBIT D ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers, employees, agents, volunteers and representatives are named as additional insureds ("additional insureds") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective Policy # Issued to this endorsement form as a part of Named Insured Countersigned by Authorized Representative REQUEST FOR PROPOSAL ON -CALL CONTRACT FOR ARCHITECTURAL SERVICES CITY OF SANTA ANA PUBLIC WORKS AGENCY SANTA ANA, CALIFORNIA 92702 PROJECT DIRECTOR Souri Amirani Principal Civil Engineer Phone (714) 647-5640 REQUEST FOR PROPOSAL ON -CALL CONTRACT FOR ARCHITECTURAL SERVICES CcT�rf�:7_ll The City is soliciting proposals from professional architectural firms to provide architectural design services to prepare contract documents (plans, specifications and "Opinions of Probable Cost") and to provide limited field observation and construction support on an as needed basis. The total amount of each contract shall not exceed $200,000. A detailed scope of work will be outlined when specific project is assigned to a consultant. Upon receiving this Request for Proposal (RFP), consultant shall notify the City regarding its intent to respond to the RFP. From the proposals received, the City will enter into an agreement with the selected firms. The work, in general, consists of general architectural design projects of City owned facilities citywide. The projects may include new construction or retrofitting of existing structures, landscaping and irrigation systems; and other related projects as required. In addition, City may need mechanical, electrical, structural, or geotechnical services for smaller projects. The consultant must be able to assist the City through this contract to provide the services needed. The consultant shall utilize in-house staff and/or sub - consultants satisfactorily to the City to complete the assignments. For specialized work for which the prime consultant will require a sub - consultant, the prime consultant shall serve as an administrative liaison between the City and the sub -consultant. The prime consultant mark-up for sub -consultants shall not exceed 10%. The proposal shall be limited to fifteen (15) pages, excluding any appendices material. A cover letter shall summarize key factors and guarantee that key personnel shall be committed to perform the required tasks throughout the duration of the contract. A fee schedule described in the section "Supplied to Offeror" is to be included. PROPOSED SCOPE OF SERVICES In general, the Consultants shall perform architectural design, civil engineering, and landscaping services resulting in contract documents (plans, specifications and cost estimates) for various projects on an as -needed basis. The Consultants shall also provide all field survey work required to complete the designs. The Consultant's services shall include, but not be limited to, the following: 2 1. Research existing utility company and City records and coordinate proposed improvements with existing field conditions. 2. Provide all field survey and topographic work necessary to complete the design effort. All survey field notes shall be submitted to the City and shall become property of the City upon completion of the project. 3. Assess and incorporate all design criteria and construction requirements conforming to the City of Santa Ana and other governmental agency requirements including, but not limited to handicapped requirements, safety provisions, CBC, seismic considerations, orientation, mechanical, electrical, maintenance factors, flood zone requirements, fire and security codes. 4. Complete design of projects including plans, specifications, and "Opinions of Probable Cost". Consultant shall contact manufacturers and/or contractors to verify these costs prior to submitting to the City. Specifications shall be written in Microsoft Word and an electronic copy of the final version shall be furnished to the City. The City will provide the specification boiler plate to the Consultants. 5. All preliminary and bid sets of plans shall be plotted on bond paper. All drawings shall be 24" x 36" on City standard title block and title sheet. 6. All original plan sheets, the title sheet of the specifications, calculations, and reports shall be signed and stamped by the Consultant's licensed professional architect/engineer in responsible -charge of the project. These signed originals shall then become the property of the City. 7. Upon completion of construction, as-builts shall be submitted to Consultant. Consultant shall incorporate all changes to the plans electronically with all necessary revision notations. Once plans have been updated, a signed set of as -built mylars shall be submitted to the City with an electronic copy of the final as -built drawings via CD or e-mail. 8. Consultant shall tightly control the quality of the work performed by in-house staff and/or sub -consultants. Incomplete (not meeting targeted % completion) or poor quality work will not be accepted. The consultant shall need to revise the documents within a revised schedule set by the City, which may require overtime. No additional regular or overtime hours shall be approved for the required revisions. 9. Attend meetings with City's staff as required. 10.Coordination with other Agencies as required. 11.Plan check coordination with the City of Santa Ana and other agencies as required. 12.Consultant shall provide construction support and be required to review and approve addenda and clarifications to plans and specifications. Consultant K shall attend pre -construction meetings, attend initial job walk, final walk- through and assist with preparation of punch list, and attend final inspection as requested by City staff. CITY RESPONSIBILITIES In general, the City will be responsible for the following items: • Providing copies of available plans and existing documentation on file. • Providing standard City boilerplate spec. • Acting as a liaison with the appropriate decision making bodies. • Furnish electronic design file with City title block and title sheet (24" x 36") • Process plans for governmental agency approvals having jurisdiction over the project and pay for all plan check fees. • Reproduce final Contract Documents for bidding purposes. All reproduction costs prior to bid documents are the responsibility of the consultant. TENTATIVE SCHEDULE Issue Request for Proposal (RFP) 09-14-05 Submit Proposal 10-04-05 Select Consultants 10-21-05 Award Contract 11-21-05 Proposals are due in the office of the Executive Director, Public Works Agency, at 20 Civic Center -Ross Annex (M-83), 4th Floor, Santa Ana, Attn: Souri Amirani on or before 5:00 p.m., September 29, 2005. ISSUING OFFICE Santa Ana Public Works Agency at 20 Civic Center -Ross Annex M-36, Third Floor, Santa Ana, California 92701. Telephone (714) 647-5640. CONTRACT CONSIDERATION Since total actual cost cannot be pre -determined, a fee for each assigned project shall be negotiated. The Consultant shall be paid based upon hourly rates, unit costs or fixed fee for services rendered. PROPOSAL REJECTION The City reserves the right to reject any or all proposals submitted, and is not liable for any pre -contractual expenses: Pre -contractual expenses are defined as expenses incurred by the offeror in: (a) preparing the proposal in response to this RFP; (b) submitting that proposal to the City; (c) negotiating with the City in any matter related to this proposal; (d) any other expenses incurred by offeror prior to date of award, if any, of the Eli contract. Offeror shall not include any such expenses as part of the price as proposed in response to this RFP. ADDENDA Any subsequent changes in the RFP from the date of issuance to the date of submittal will result in an addendum by the issuing office to those parties who have provided the proper notice of interest in responding to the RFP. PROPOSAL CONTENT AND SIGNATURE Five (5) copies of the proposal shall be required with all copies having been signed by the individual or, if a company, the company official with the power to bind the company in its proposal. To be considered, all proposals shall be completely responsive to the RFP. ACCEPTANCE OF CONTRACT The contents of the proposal of the successful consultants shall become a contractual obligation if a contract ensues. Failure of a consultant to accept this obligation shall result in the cancellation of any award. Any damage accruing to the City as a result of a failure to contract may be recovered from the consultant. A sample agreement is attached for reference. PRIME CONSULTANT RESPONSIBILITIES The selected consultants shall be required to assume responsibility for all services offered in their proposals. The selected consultants shall be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contracts. DISCLOSURE Any information, other than cost and price, which a consultant does not wish to have disclosed, other than for the purpose of evaluation, should have each applicable sheet or part marked "Confidential' — this data shall not be disclosed or duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the response; provided that: the contract is awarded to this offeror, or as a result of or in connection with the submission of such information, the City shall have the right to duplicate, use or disclose this information to the extent provided in this contract. This restriction shall not limit the City the right to use information contained herein if it is obtained from another source. DELAYS The City reserves the right to delay scheduled dates if it is to the advantage of the City. 5 RULES FOR PROPOSALS The signer of the proposals must declare in writing that the only person, persons, company or parties interested in the proposal as principals, are named therein; that the proposal is made without collusion with any other person, persons, company, or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud, and that the signer of the proposal has fully authority to bind the principal proposer. METHOD OF PAYMENT The consultant shall submit a monthly invoice to the City for the service rendered in that month. The invoice shall include a detailed breakdown of the services, project title and limits, the tasks, the hours, and the unit costs or the hourly rates or percentage completed. Monthly payments will be made for work completed during the preceding month, except that no more than 85 percent of the total contract price shall be paid until the work is considered by the City to be 100 percent complete. REGULATIONS The selected consultants shall be expected to comply with all applicable federal, state and local regulations, building codes, and contract provisions. The ensuing contract shall contain such contractual provisions and conditions necessary to define a sound and complete agreement. INFORMATION REQUIRED FROM CONSULTANTS Proposals shall be submitted in the format as described below: Organization and Credentials Provide a synopsis of the consultant's qualifications and past experience. Provide a narrative rendition of the technical work plan. Show how all required tasks are to be completed. Staffing The consultant shall identify their Project Manager as well as other key personnel to be assigned to the project, their qualifications, education, representative experience, and their capability to explore and resolve problems. N Subconsultants Identification is required of any contemplated subconsultants to be used during the project, with the identification of personnel to be assigned, their qualifications, education, and representative experience. SUPPLIED TO OFFEROR The offeror shall furnish a fee schedule for the proposed service. The offeror shall also complete Attachment "A" (Consultant Rate Comparison Form) located at the end of the Request for Proposal and include it with the fee schedule. The fee schedule (3 copies) and Attachment "A" shall be separately bound, sealed, and submitted to the City. The fee schedule shall include the following: A. Hourly rate for each personnel category. B. Any other direct charges. C. Indirect cost or overhead. D. Cost of supplies and materials (itemized). Consultant may submit a revised fee schedule at the beginning of the calendar year for any adjustments to the hourly rates. The City must approve the revised hourly rates in writing prior to the revised rates taking effect. The consultant may be required to submit supporting back-up documentation for the revised fee schedule changes. Total cost for the contract shall not exceed $300,000. ADDITIONAL INFORMATION AND COMMENTS The contents under this heading are left to the discretion of the consultant. Material shall be pertinent to the proposal, but not otherwise requested in the RFP. CRITERIA FOR SELECTION An evaluation committee appointed by the Executive Director of the Public Works Agency will review the proposals. The criteria for evaluating the proposals submitted will take the following items into consideration: • Experience and reputation of the firm including a verification of data and references. • Experience and credentials of key personnel assigned to the project. • Understanding of project objectives and work tasks as evidenced in the written narratives and oral interview. 7 • Adherence to Schedule: Demonstrate that the present workload of the firm and the availability of staff for the project shall enable staying on schedule. • Consultant's past record of performance in similar projects related to control of costs, quality of work and meeting schedules. • Familiarity with City design and construction specifications and procedures. • The City's prior experience with the consultant. • Familiarity with the geographical area of the project. • Fee (separate sealed envelope). The ultimate consultant selections shall be based upon both technical merit and cost competitiveness. THE CITY'S AFFIRMATIVE ACTION PROGRAM The City has an affirmative action program. The purpose of the affirmative action program is to encourage certified minority business enterprises and women business enterprises. All submitting firms must have established affirmative action programs approvable by the City. The attached "Certification of Non -Discrimination by Contractors" shall be completed by each submitting firm and included in the proposal (Attachment "B"). INSURANCE REQUIREMENTS A certificate of insurance is enclosed for your reference (Attachment "C"). Please refer to the sample agreement for the necessary amounts of general liability, automotive, worker's compensation and professional liability insurance. The appropriate endorsements are also shown within the sample contract agreement (Attachment "D"). The certificate shall include the City of Santa Ana, its officers and employees as insured or additional insured. II R U T H H A S E L L ® a r c h i t e c t 10/03/05 Souri Amirani Office of the Executive Director Public Works Agency City of Santa Ana 20 Civic Center M-36 4th floor Santa Ana, California 92702 re: request for on -call architectural services Ms. Amirani: We are pleased to submit the following proposal for your consideration in choosing a team for the design services. In your choice of consulting team, some variables you might consider: • fit, comfort - is there a chemistry of culture, listening, communication, trust with the design team that you are considering? • design and construction experience — do they have enough experience to expose opportunities and evaluate tradeoffs in the decision making process? • design management experience — with the design process, the programming process and the management of participants to articulate the City's vision? • appropriate tools / contacts to support the process — do they have the methodology, tools and relationships needed to get the job done? • intellectual perspective — can they creatively express diverse objectives, needs and resources? • intangibles - heart, talent, energy, tenacity? We guarantee that the key personnel identified in the attached proposal will be committed to perform the required tasks for the duration of the project. If enthusiasm alone were qualification enough, we know that you could choose no better. Best regards, 041�_ A,4� Ruth Hasell AIA � t� �7 M I S S I O N To work with the City of Santa Ana on an on -call basis to provide architectural design services. ORGANIZA)TION AND CREDENTIALS What defines our practice is our belief that design excellence starts with understanding and involving people — their aspirations, institutions, activities, program needs, values, associations and references. We listen passionately and then design for an appropriate fit. The quest for design excellence — that critical thinking that synthesizes the material, intellectual and spiritual — is both motivation S and goal. i PROJECT TEAM We have assembled the following project team and suggest the following organizational diagram. Staff Design Review Team Client Project coordinators Users Stake - Holders Ruth Hasell AIA architect coordinator Burton & Company landscape architects JRV engineering civil engineers TKSC M/P engineers RH AIA studio Tony Dormanesh structural engineer code consultant Cummings,LLC cost consulting RUTH HAS ELL AIA architect T. Foothill House We are a full service architecture and design practice, established in 2001, with many years of experience working together on noteworthy Orange County projects. We believe that architecture is essentially placemaking. From warehouse to playhouse, regardless of scale, size or use, the buildings around us provide the setting for our lives. The quality of the places that we live in directly affects us, whether in the workplace, at home or the wide variety of pubic spaces in between. We offer our clients end to end services for: Feasibility Studies / Programming / Branding Strategic Space Planning Master Planning / Urban Design / Architectural Concept Generation 3D Computer Modeling / Animation Interior Design Services / Furniture Selection & Specification/ Custom Furniture Design Full Construction Documentation Materials Research and Specification Permitting / Approvals / Contractor Bidding / Negotiation Construction Administration / Post Occupancy Services RELEVANT PROJECTS Chiarini Properties Professional Office Building complete site planning and schematic design for a 1500 sf professional office building in Santa Ana (Ruth Hasell AIA architect) 19" Street Craftsman Remodel complete schematic design & construction documents for a 2000 sf residential remodel- Floral Park Santa Ana (Ruth Hasell AIA architect) LeBlanc House design and construction documents for 2000 sf custom residential remodel — Santa Ana (Ruth Hasell AIA architect) Day House design and construction documents for 5000 sf addition/ remodel, 1500sf guest house, and site / landscape design for one -acre property (Ruth Hasell AIA architect) Notre Dame de France School complete programming, site planning and schematic design for a 50,500 sf private parochial school in North Tustin (Ruth Hasell AIA architect) Zeigler House design and construction documents for 2500 sf addition/ remodel (Ruth Hasell AIA architect) Foothill House design and construction documents for 4000 sf custom house (Ruth Hasell AIA architect) Jones House design and construction documents for 2500 sf remodel (Ruth Hasell AIA architect) Holloway House design and construction documents for 2500 sf remodel (Ruth Hasell AIA architect) Quiksilver Corporate Headquarters design and project architect through all design phases for 110,000 sf corporate headquarters (Bauer and Wiley Architects) CSUF Band Room design and project architect for the acoustical, systems and interior renovation of 4000 sf classroom/performance space (Bauer and Wiley Architects) Ocean Institute project architect for schematic design (Bauer and Wiley Architects) Burton & C pe architecture Pamela Burton & Company, established in 1975, is a Santa Monica based corporation offering comprehensive landscape, urban design, and master planning services to civic, institutional, commercial, and residential clients. The firm integrates the disciplines of art, architecture, and landscape in order to extend conventional notions of landscape architecture and lend meaning to the environment. D O R M A N E S H ENGINEERING / structural engineering Dormanesh Engineering is located at 137 South Prospect Avenue in the City of Tustin, California. They provide services in the field of building inspection, plan review, structural and civil engineering, project management, and other related services on a contract basis. relevant projects Edward's Theaters complexes at ParamounS Irvine and Norwalk Irvine Spectrum Entertainment Center 900,000 square feet 47 acres grading and budding plan check Kell Center Irvine 6 high rise building 1,500,000 square feet building with post tensioned parking structures. jamboree Center Irvine 2,000,000 square feet high rise buildings grading and building plan check Development of computerized plan check project for the City of Irvine. UCI Center 500,000 square feet of retail, office and entertainment TKSC/MP engineering Tsuchiyama Kaino Sun & Carter is a Consulting Mechanical Engineering firm that draws upon over 25 experience in a diverse range of projects. TKSC provides technical expertise, construction documents and construction administration services with a commitment to comprehensive consulting toward progressive and practical design solutions Understanding that energy efficiency and environmental quality is a whole -building effort, a keen awareness of Architectural, Structural, Electrical, and Acoustical programming requirements is of utmost importance in their daily activities. Ultimately, the firm strives to provide design services for highly efficient and well -integrated mechanical systems, while meeting functional, aesthetic, cost and schedule requirements for every project. CUMMINGS LLC/ cost consulting Established in 1996, Cumming, LLC provides cost estimating and value engineering services to design professionals and owners. We offer our clients the latest in aggressive time and cost control methods available in the industry. By combining the most advanced database, graphic and spreadsheet capabilities with exceptional professional expertise and experience, we create estimates that become valuable management tools. reIevamt projects World of Birds, Los Angeles Zoo Heart of the Zoo 111, San Diego Zoo Quiksilver Headquarters, Huntington Beach Ocean Institute, Dana Point Discovery Pavilion (Education/Conference Center) W O R K P L A N/ PROCESS Our design process is rigorous - essentially the same steps regardless of scope or scale. But the questions are never the same. Each project - and each problem - demands fresh attention. Good design and a successful project require a thorough understanding of the issues and a step-by-step analytical procedure. • establish goals - where do we want to go? • collect and analyze facts - where are we now? • uncover and test concepts - how can we get there? • determine needs - what can we afford ? when should we do it? synthesis - state the problem — what are the critical factors? priorities? To uncover answers to these questions, we research existing conditions and applicable codes, survey existing examples and involve key stakeholders. We continue active collaboration with clients and stakeholders until a concept emerges that resolves the identified issues - and that captures the vision and aspirations of the project. We work closely with our consultant team at every stage of the process. Cost management is of great importance, and value engineering begins in program analysis. A wide range of supporting skills underpins the work at every phase, including model -making, 3D CAD drawing and visualization. ACTIVITIES AND TASKS TASK 1 / project initiation 1.1 project initiation /organization This will be a meeting to review project approach/ schedule; confirm client participants, their roles and responsibilities; to review information needs; field initial questions regarding the objectives of the City; and initiate preparation for the next steps. TASK 2/ program analysis - design development 2. 1 goal setting We shall conduct a goal/ vision setting meeting with City staff (and any stakeholders that they would like to include) to establish the overall goals and discuss aspirations for the project. These goals and aspirations become the criteria by which the project concepts and recommendations can be measured. 2.2 information gathering We will assemble, analyze and synthesize facts pertaining to the project. 2.3 assess and document requirements We will assess requirements, develop concepts, review facts, and identify issues. 2.4 verify / document utility design requirements We will plot all known utilities within the affected area, review our findings with appropriate City Staff and work with the City to resolve conflicts. 2.5 assess / document existing systems and performance criteria 2.6 topographic survey for the site 2.7 perform assessment of existing facilities We will develop an ADA review checklist and review it with Santa Ana Building and Safety prior to performing the assessment of the existing conditions. We will supplement our field survey documentation with digital photographs. 2.8 site analysis 2.9 prepare site concepts Based on the farts we have gathered and on input from our meetings, we shall develop and refine alternate concepts addressing the site, building and systems. 2.10 schematic design We will develop the approved concept into a schematic building design, which will include schematic landscape, structural, systems, civil and cost analysis input. We will document the schematic designs with plans, sections, elevations and sketches as appropriate to communicate the design for the City's approval. 2.11 design development Working closely with our consultant team, we will prepare, for the City's' approval, documents (plans, sections, elevations, sketches, wall sections, preliminary details, outline specs) which further refine and explain the drawings approved to date. 2.12 coordination We will attend meetings with the City at intervals deemed appropriate by the City. We will document all team and client meetings in a database that tracks meeting minutes, action items and issues. With this tool, we can identify open items and track the history of issues before they become a problem. We will furnish the City two copies of any minutes, reports, estimates or analysis that we prepare. We will furnish monthly Progress Reports (two copies) to the City at least four days before the monthly project meeting. TASK 3/ construction documents 3. 1 construction documents kick-off meeting At this meeting we will review client and in-house coordination and comments; confirm project schedule; confirm consultant roles and responsibilities; review information needs; field questions; and initiate preparation for the next steps. 3.2 50% CD's We will prepare architectural, landscape, civil, structural, mechanical, electrical, and plumbing documents (plans, sections, elevations, wall sections, details, schedules and specifications as appropriate to each discipline) to 50% completion for review and coordination. This allows us to identify and resolve conflicts and to perform a quality and coordination check on the documents. 3.3 opinion of probable cost The 50% set will be submitted to the Cost Consultant to initiate his opinion on the probable cost. At this point there is enough information to get meaningful results, yet time enough left to make value engineering modifications if required. His opinion will be updated with the 95% complete set and submitted with that set to the City. 3.4 95% CD's We will prepare architectural, landscape, civil, structural, mechanical, electrical, plumbing and cost documents (plans, sections, elevations, wall sections, details, schedules and specifications as appropriate to each discipline) to 95 % completion for submittal to the City (10sets) for interagency review and approval. We will also use this milestone for in-house review, coordination and quality check. 3.5 100% CD's We will revise the submitted documents as required for approvals and to incorporate any in-house review comments. We will submit stamped and signed originals as required by the City. 3.6 bid and negotiation We will assist with clarifying any questions during the bid process. 3.7 coordination We will attend meetings with the City at intervals deemed appropriate by the City. We document all team and client meetings in the database described previously. We will coordinate and review all work performed in-house and by sub -consultants. We will furnish monthly Progress Reports (two copies) to the City at least four days before the monthly project meeting. f� TASK 41 construction administration 4.1 pre -construction meeting 4.2 field observation We will review the construction schedule and identify milestones for field observation by appropriate members of the project design team. 4.3 submittals and RFI's We will review the Contractor's submittal schedule to help identify any conflicts that might arise. We will review submittals and respond to RFI's. We will keep records of submittals, RFI's, field observations, etc. in a data base that tracks issue responsibility, when and to whom the submittal is routed and when a response is due. 4.4 final walk-through/ punch list Design team members from all participating disciplines will attend the final walk- through and prepare punch lists. 4. S final inspection We will attend the final inspection. STAFFING/ Ruth Hasell AIA architect Ruth Hasell AIA, principal Ruth has 25 years of educational, residential and commercial architectural experience working in senior positions with well recognized architectural firms. She founded this practice in 2001. She has acquired expertise in all phases of the design process, from preliminary planning and programming to completion of construction. She will be directly involved in all aspects of the projects. PROFESSIONAL AFFILIATIONS Member AIA /Registered Architect, CA #17962 EDUCATION Bachelor of Architecture, Carleton University Ottawa, Canada 1979 PROFESSIONAL EXPERIENCE Ruth Herself aia architect Principal, 2001-present Bauer and Wiley Architects Senior Architect, 1997-2001 R. L Binder, FAIA Architecture and Planning Associate and Senior Architecq 1984-1996 Joint Venture/Arthur Erikson Architects / Kamnitzer Cotton Vreeland I Gruen Architects, 1980-1981 Kamnitzer Cation Vreeland, 1979-1980 REPRESENTATIVE PROJECTS Chiarini Properties Professional Office Building complete site planning and schematic design for a I S00 sf professional office building in Santa Ana (Ruth Hasell AIA architect) 19th Street Craftsman Remodel complete schematic design & construction documents for a 2000 sf residential remodeF Floral Park, Santa Ana (Ruth Hasell AIA architect) LeBlanc House design and construction documents for 2000 sf custom residential remodel — Santa Ana (Ruth Hasell AIA architect) Notre Dame de France School, programming/ schematic design for a 50500 sf private parochial school (Ruth Hasell, aia architect) Foothill House, design/construction documents for 4000 if custom residence in Cowan Heights. (Ruth Hasell, aia architect) Dennis and Deanna Holloway House, design/construction documents/ for a 3000 if remodel. (Ruth Hasell, aia architect) Ziegler House, design/construction documents/ for remodel/ addition. (Ruth Houel( aia architect) CSUF Band Room, design/project architect for renovation of 4000sf classroom/performance space. (Bauer and Wiley Architects) CSUF Humanities Building, design/project architect for addition/seismic upgrade of Humanities Building (Bauer and Wiley Architects) Fletcher Jones Management Heodquarters, design/project architect - renovation corporate headquarters (Bauer and Wiley Architects) Quiksilver Corporate Headquarters, design/project architect, a 110,000 sf corporate headquarters for a leading Orange county surhvear manufacturer. (Bauer and Wiley Architects) Quiksilver Distribution Center, architecture/design - renovation of a 225,000 sf distribution center. (Bauer and Wiley Architects) CSUF Vsuol Arts Lecture Hall, design and project management for renovation of a large lecture hall. (Bauer and Wiley Architects) Ocean Institute, Dana Point California, project architect for programming /conceptual design of new 30,000 if Marine Learning Center. (Bauer and Wiley Architects) LAUSD Eagle Rock Elementary School, design /project architect, for a 16,000 if stand-alone classroom/multipurpose room building at a 125 year old campus. (RL Binder FAIA Architecture & Planning) UCLA Ackerman Student Union Addition and Renovation, team member for programming, concept design, design development and interior design of 50,000 sf mixed use program. Architectural services for the seismic upgrade of the entire building. (RLBinder FAIA Architecture & Planning) UCSD Visual Arts Facility, programming /concept design for 71,500 sf academic arts campus. (RL Binder FAIA Architecture & Planning) UCI Humanities & Arts Campus, programming, seismic /accessibility upgrade 7campus buildings (RLBinder FAIA Architecture & Planning) UCI Social Sciences Campus, programmingiseismic /accessibility upgrade 3campus buildings. (RL. Binder FAIA Architecture & Planning) UCI Satellite Food Service Facility, concept /interior design for 6,000 sf campus dining facility (RL Binder FAIA Architecture & Planning) UCLA Seismic Assessments, A&E assessments 7campus buildings(2 historical) (RL Binder FAIA Architecture & Planning) USC Seismic Assessments, A&E assessments for 5 general campus buildings. (RL Binder FAIA Architecture & Planning) LAUSD Kennedy High School, ABE assessments for 12 general campus buildings. (RL Binder FAIA Architecture & Planning) LAUSD Kennedy High School Performance Arts Bldg, design/project architect for renovation (RL Binder FAIA Architecture & Planning) LAUSD Kennedy High School LAb/Classroom Bldgs design/project architect for renovation (RL Binder FAIA Architecture & Planning) Beth House, compete architectural services 4,500 sf custom residence in Villa Park. (Ruth Hasell, AIA) California Center, Bunker Hill Competitor, design team participant for winning entry (AEAIGruen1KCV/ faint Venture Architects) STAFFING/ Ruth Hasell AIA architect ADRIENNE D A N E T, senior associate Adrienne combines thoughtful analysis, a very strong design orientation, and emergent management capabilities. Adrienne was responsible for extensive coordination with user groups for the NDDF elementary school and currently manages a number of the firms projects. Prior to joining RHA, Ruth and Adrienne worked together for years on a number of significant Orange County projects; Quiksilver Headquarters; Ocean Institute; Cal State Fullerton Visual Arts renovation. Education Bachelor of Architecture, cum laude Cal Poly San Luis Obispo/ San Luis Obispo, CA 1996 Associates Degree in Architectural Technology Orange Coast College, Costa Mesa CA 1994 Professional Experience Ruth Hosell AIA architect, associate, 2002-present Bauer and Wiley Architects, associate, 1996-2002 Lang Lampert Architects, architectural assistant 1989-1995 SUBCONSULTANTS BURTON & COMPANY/ landscape architecture ANGIE C O Y I E R, Associate Angie Coyier has a varied urban design and planning background, having been involved in a wide range of projects that include healthcare facilities, streetscapes, community outreach efforts and numerous institutional projects. Angie is interested in incorporating sustainable concepts into the design as well as creating memorable, human -scale spaces. She is currently working on the Glendale Narrrows Riverwalk and the University of California, Irvine Arts Plaza with Maya Lin Studio. Education: Master in Landscape Architecture Iowa State University, 1994 Bachelor in Landscape Architecture Iowa State University, 1994 Bachelor in Psychology University of Iowa, 1988 License: Landscape Architect, State of California #4534 Memberships: American Society of Landscape Architects CUMMING L L C/ cost consulting services ALASTAIR M C P H A I L, senior vice-president Alastair McPhail has thirty years of experience managing projects throughout the world, including design, contract bidding or negotiation, construction and budget responsibilities. Alastair is knowledgeable in all aspects of the estimating process including detailed quantity take -off, obtaining price quotes, and coordinating and incorporating estimates from all disciplines. He has a proven track record of providing accurate and timely services for his clients. Education: BSc, Quantity Surveying Caledonian University, Glasgow, Scotland Professional Affifiations: Royal Institution of Chartered Surveyors (RICS)Founding Member, American Institute of Construction Economists *AICE) 8 D O R M A N E S H ENGINEERING / structural engineering T O N Y D O R M A N E S H, principal A Professional State Registered Engineer with extensive building, grading, engineering. plan check and design experience. Education: B.S. Degree in Civil Engineering California Polytechnic University Pomona 1974. Certificate in management of Hazardous Materials UCI. Continuing Education in Building Codes, structural engineering and performing Codes at CS Long Beach, CS Fullerton, UCI.... etc. Experience: Private structural design, 39 years. Principle Engineer Certified Inspection & Code Consultant, 16 years Acting Chief Building Official City of Morgan Hill / Senior Engineer, City of Irvine Public Works and Community Development Departments, 20 years Public Works construction surveyor, City of Garden Grove3 years Structural Design, Bristol Industry, 4 years T KS C / MP engineering Bob Scully, CPD, Associate and Plumbing Project Engineer has 17 years of experience in engineering and construction in a wide range of projects with emphasis on plumbing, fire protection and fluid piping systems design. Since joining Tsuchiyama & Kaino in 1986 Bob has participated in the engineering for various new and remodel construction projects. Named an Associate in 1998, Bob has been a team leader for a plumbing department of 9 staff. Related project highlights include: Relevant Projects: Dos Lagos Golf Course, Corona, C4 Tiger Woods Learning Center at Dad Miller Golf Course, Anaheim, CA El Sol Science & Arts Academy, Santa Ana, CA Anaheim Community Center, Anaheim, CA San Juan Capistrano Community Center, San Juan Capistrano, CA REFERENCES References are separately attached. SUPPLIED TO OFFEREIR A fee schedule for the personnel listed in this proposal is separately attached. The only person, persons, company or parties interested in the proposal as principals, are named herein. The proposal is made without collusion with any other person, persons, company, or parties submitting a proposal. It is in all respects fair and in good faith without collusion or fraud. The signer below has full authority to bind the principal proposer. We are pleased to submit this proposal for your consideration. Offered by: Ruth Hasell AIA Date 9 S U PPLI E D TO OFFERER A. PROFESSIONAL SERVICES BILLING RATES The following are our hourly billing rates. RUTH HASELL AIA architect Level/Category Rate/Hour Principal $125.00 Ruth Hasell AIA Professional $80.00 Adrienne Danet Junior / Clerical $35.00 B. DIRECT CHARGES • Fedex / Deliveries / Postage for the project cost + 10% Presentation Renderings / Models requested by Client cost + 10% Copies $ 0.15 I sf + delivery charges + 10% • Color copies (depends on size and medium) cost + 10% C. INDIRECT COSTS OR OVERHEAD • Additional insurance costs to meet City insurance requirements. $1300 D. COST OF SUPPLIES/MATERIALS Plots $10 1 each + 10% • Copies $ 0.15 / sf + delivery charges + 10% • Xerox copies $ 0.20 / ea + delivery charges + 10% Respectfully submitted, Ruth Hasell AIA Date p 10 ATTACHMENT "A" For the design and drafting of a 2500 sf playground; Description of service Quantity Unit Cost Total Survey I Lump sum $2000.00 Architectural — design principal 6 $125 $750.00 Architectural — senior associate 32 $80 $2560.00 Civil I Lump sum $3000.00 The above incudes (2) alternates and (1) revision of the design. Meetings are at the discretion of the City and client and will be charged hourly.