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HomeMy WebLinkAbout11 - Approval of PSA for Arroyo Park Synthetic Turf Replacement (Project No. 23P11)Q SEW Pp�T CITY OF z NEWPORT BEACH c�<,FORN'P City Council Staff Report September 13, 2022 Agenda Item No. 11 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Tom Sandefur, Assistant City Engineer, tandefur@newportbeachca.gov PHONE: 949-644-3321 TITLE: Approval of Professional Services Agreement with RJM Design Group, Inc. (Contract No. 8891-1) for Arroyo Park Synthetic Turf Replacement (Project No. 23P11) ABSTRACT: The City of Newport Beach (City) Capital Improvement Program (CIP) includes a project to convert the athletic field at Arroyo Park from grass to a multi -purpose synthetic turf. Staff requests City Council approval to enter into a Professional Services Agreement with RJM Design Group, Inc. to provide design services. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve Professional Services Agreement with RJM Design Group, Inc. of San Juan Capistrano, California, for the Arroyo Park Synthetic Turf Replacement project for a total not -to -exceed amount of $168,425, and authorize the Mayor and City Clerk to execute the Agreement. DISCUSSION: Arroyo Park is generally bounded by MacArthur Boulevard, Bison Avenue and Bonita Canyon Drive. The park is approximately 5 acres in size and provides a lighted playing field, ball diamond, basketball court, picnic tables, playground, restrooms and parking. The proposed project will replace the natural grass soccer field and softball infield with synthetic turf and retrofit the existing lighting system to energy efficient LED. Approval of Professional Services Agreement with RJM Design Group, Inc. for Arroyo Park Synthetic Turf Replacement (Project No. 23P11) September 13, 2022 Page 2 The project area is approximately 2 acres. The proposed improvements are shown on the location map (Attachment A). Staff issued a Request for Proposals (RFP) for design services and received four proposals. The proposals were reviewed by a three -person panel. Three of these proposals earned a minimum of 70%. The scoring for the proposals is as follows: PROPOSER TOTAL SCORE (out of 300) OVERALL RANK RJM Design Group, Inc. 274 1 Verde Design, Inc. 244 2 PBLA, Inc. 235 3 RJM Design Group, Inc. demonstrated that it has the expertise and experience needed to complete the scope of work identified in the RFP. In addition, RJM Design Group, Inc. has successfully completed similar projects for other local agencies and for the City. Therefore, staff recommends approval of a Professional Services Agreement with RJM Design Group, Inc. to provide design services for the project. The scope of work includes providing design engineering services to determine the work necessary to provide design development, construction documents, bid review, and construction administration to install a synthetic turf field system and integrate with the existing park. Also included is the design and construction documents for conversion of the existing lighting system to LED. FISCAL IMPACT: The adopted CIP budget includes sufficient funding for these services. It will be expensed to the Neighborhood Enhancement Fund in the Public Works Department, 53601- 980000-23P11. The Neighborhood Enhancement Fund (536) is used for projects that enhance neighborhood aesthetics and functionality and is funded via surplus general funds. A total of $1,400,000 is budgeted for design and construction. RJM Design Group, Inc. has proposed a not -to -exceed fee of $168,425. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. 11-2 Approval of Professional Services Agreement with RJM Design Group, Inc. for Arroyo Park Synthetic Turf Replacement (Project No. 23P11) September 13, 2022 Page 3 NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Location Map Attachment B — Professional Services Agreement with RJM Design Group, Inc. 11-3 ATTACHMENT A 1411 Arroyo Park Arroyo Park LOCATION MAP Arroyo Park SYNTHETIC TURF C-8891-1 SEW POD NIM% .� 0 40 80 Disclaimer: Every reasonable effort has been made to assure the accuracy of Feet the data provided, however, The City of Newport Beach and its C'4L�pFL N E W P o R T B E A C H employees and agents disclaim any and all responsibility from or relating to any results obtained in its use. 6/22/2022 11-4 ATTACHMENT B I a ag ggg 0 1 A 1W I = 1 *1 :koil] a I F-11 N ZOYLSI [on 11IN W404:2 J] 1:S ki k THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into as of this 26th day of August, 2022 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and RJM DESIGN GROUP, INC., a California corporation ("Consultant"), whose address is 31591 Camino Capistrano, San Juan Capistrano, California 92675, and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City desires to engage Consultant to provide design services related to the Arroyo Park Synthetic Turf Replacement Project ("Project"). C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the professional services described in this Agreement. D. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the Effective Date, and shall terminate on December 31, 2024, unless terminated earlier as set forth herein. Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). City may elect to delete certain Services within the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE 3.1 Time is of the essence in the performance of Services under this Agreement and Consultant shall perform the Services in accordance with the schedule included in Exhibit A. In the absence of a specific schedule, the Services shall be performed to 11-5 completion in a diligent and timely manner. The failure by Consultant to strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely manner may result in termination of this Agreement by City. 3.2 Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the Services to be provided for the Project, each party hereby agrees to provide notice within two (2) calendar days of the occurrence causing the delay to the other party so that all delays can be addressed. 3.3 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator as defined herein not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.4 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by hand -delivery or mail. 4.1 City shall pay Consultant for the Services on a time and expense not -to - exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed One Hundred Sixty Eight Thousand Four Hundred Twenty Five Dollars and 00/100 ($168,425.00), without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.2 Consultant shall submit monthly invoices to City describing the Work performed the preceding month. Consultant's bills shall include the name of the person who performed the Work, a brief description of the Services performed and/or the specific task in the Scope of Services to which it relates, the date the Services were performed, the number of hours spent on all Work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar days after approval of the monthly invoice by City staff. 4.3 City shall reimburse Consultant only for those costs or expenses specifically identified in Exhibit B to this Agreement or specifically approved in writing in advance by City. 4.4 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any Work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. RJM Design Group, Inc. Page 2 11-6 Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 5. PROJECT MANAGER 5.1 Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Larry P. Ryan to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. 5.2 Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of Services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 5.3 If Consultant is performing inspection services for City, the Project Manager and any other assigned staff shall be equipped with a cellular phone to communicate with City staff. The Project Manager's cellular phone number shall be provided to City. 6. ADMINISTRATION This Agreement will be administered by the Public Works. City's Director of Public Works or designee shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator shall represent City in all matters pertaining to the Services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES To assist Consultant in the execution of its responsibilities under this Agreement, City agrees to provide access to and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's Work schedule. 8. STANDARD OF CARE 8.1 All of the Services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the Services required by this Agreement, and that it will perform all Services in a manner commensurate with community professional standards and with the ordinary degree of skill and care that would be used by other reasonably competent practitioners of the same discipline under similar circumstances. All Services shall be performed by qualified and experienced personnel who are not employed by City. By delivery of completed Work, Consultant certifies that the Work conforms to the requirements of this Agreement, all applicable federal, state and local laws, and legally recognized professional standards. RJM Design Group, Inc. Page 3 11-7 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force and effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's Work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. HOLD HARMLESS 9.1 To the fullest extent permitted by law, including Civil Code section 2782.8, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers and employees (collectively, the "Indemnified Parties"), from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, reasonable attorneys' fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim, collectively, "Claims"), and which relate (directly or indirectly) to the negligence, recklessness, or willful misconduct of the Consultant or its principals, officers, agents, employees, vendors, suppliers, subconsultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable, or any or all of them. 9.2 Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence, active negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorneys' fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the Work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. No civil service status or other right of employment shall accrue to Consultant or its employees. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the Work, provided that Consultant is in compliance with the terms of this Agreement. Anything in RJM Design Group, Inc. Page 4 11-8 this Agreement that may appear to give City the right to direct Consultant as to the details of the performance of the Work or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the Services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the Work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement or for other periods as specified in this Agreement, policies of insurance of the type, amounts, terms and conditions described in the Insurance Requirements attached hereto as Exhibit C, and incorporated herein by reference. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the Services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint -venture or syndicate or co -tenancy, which shall result in changing the control of Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -venture. 16. SUBCONTRACTING The subcontractors authorized by City, if any, to perform Work on this Project are identified in Exhibit A. Consultant shall be fully responsible to City for all acts and omissions of any subcontractor. Nothing in this Agreement shall create any contractual RJM Design Group, Inc. Page 5 11-9 relationship between City and any subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. City is an intended beneficiary of any Work performed by the subcontractor for purposes of establishing a duty of care between the subcontractor and City. Except as specifically authorized herein, the Services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 17. OWNERSHIP OF DOCUMENTS 17.1 Each and every report, draft, map, record, plan, document and other writing produced, including but not limited to, websites, blogs, social media accounts and applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Additionally, all material posted in cyberspace by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents, including all logins and password information to City upon prior written request. 17.2 Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant, and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 17.3 Computer Aided Design and Drafting ("CADD") data delivered to City shall include the professional stamp of the engineer or architect in charge of or responsible for the Work. City agrees that Consultant shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the modification or misuse by City, or anyone authorized by City, of CADD data; or (b) any use by City, or anyone authorized by City, of CADD data for additions to this Project, for the completion of this Project by others, or for any other Project, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. All original drawings shall be submitted to City in the version of AutoCAD used by the City in .dwg file format, and should comply with the City's digital submission requirements for improvement plans available from the City's Public Works Department. RJM Design Group, Inc. Page 6 11-10 17.4 All improvement and/or construction plans shall be plotted on standard twenty-four inch (24") by thirty-six inch (36") paper size. Consultant shall provide to City digital 'As -Built' drawings in both AutoCAD and Adobe PDF file format within thirty (30) days after finalization of the Project. 18. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents the Consultant's judgment as a design professional and is supplied for the general guidance of City. Since Consultant has no control over the cost of labor and material, or over competitive bidding or market conditions, Consultant does not guarantee the accuracy of such opinions as compared to Consultant or contractor bids or actual cost to City. 19. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the Services in this Agreement, shall be kept confidential unless City expressly authorizes in writing the release of information. 20. INTELLECTUAL PROPERTY INDEMNITY Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement or alleged infringement of any United States' letters patent, trademark, or copyright, including costs, contained in Consultant's Documents provided under this Agreement. 21. RECORDS Consultant shall keep records and invoices in connection with the Services to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any Services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all Work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 22. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue Work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return RJM Design Group, Inc. Page 7 that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 23. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the Work accomplished by Consultant, the additional design, construction and/or restoration expense shall be borne by Consultant. Nothing in this Section is intended to limit City's rights under the law or any other sections of this Agreement. 24. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 25. CONFLICTS OF INTEREST 25.1 Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et seq., which (1) require such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibit such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. 25.2 If subject to the Act and/or Government Code §§ 1090 et seq., Consultant shall conform to all requirements therein. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 26. NOTICES 26.1 All notices, demands, requests or approvals, including any change in mailing address, to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first- class mail, addressed as hereinafter provided. 26.2 All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Director of Public Works Public Works City of Newport Beach 100 Civic Center Drive PO Box 1768 Newport Beach, CA 92658 RJM Design Group, Inc. Page 8 11-12 26.3 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attn: Larry P. Ryan RJM Design Group, Inc. 31591 Camino Capistrano San Juan Capistrano, CA 31591 27. CLAIMS Unless a shorter time is specified elsewhere in this Agreement, before making its final request for payment under this Agreement, Consultant shall submit to City, in writing, all claims for compensation under or arising out of this Agreement. Consultant's acceptance of the final payment shall constitute a waiver of all claims for compensation under or arising out of this Agreement except those previously made in writing and identified by Consultant in writing as unsettled at the time of its final request for payment. Consultant and City expressly agree that in addition to any claims filing requirements set forth in the Agreement, Consultant shall be required to file any claim Consultant may have against City in strict conformance with the Government Claims Act (Government Code sections 900 et seq.). 28. TERMINATION 28.1 In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non -defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 28.2 Notwithstanding the above provisions, City shall have the right, at its sole and absolute discretion and without cause, of terminating this Agreement at any time by giving no less than seven (7) calendar days' prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for Services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 29. STANDARD PROVISIONS 29.1 Recitals. City and Consultant acknowledge that the above Recitals are true and correct and are hereby incorporated by reference into this Agreement. RJM Design Group, Inc. Page 9 11-13 29.2 Compliance with all Laws. Consultant shall, at its own cost and expense, comply with all applicable statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, in force at the time services are performed. In addition, all Work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 29.3 Waiver. A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 29.4 Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 29.5 Conflicts or Inconsistencies. In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 29.6 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 29.7 Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 29.8 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. 29.9 Controlling Law and Venue. The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange, State of California. 29.10 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, sexual orientation, age or any other impermissible basis under law. 29.11 No Attorneys' Fees. In the event of any dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to attorneys' fees. RJM Design Group, Inc. Page 10 11-14 29.12 Counterparts. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed an original and all of which together shall constitute one (1) and the same instrument. [SIGNATURES ON NEXT PAGE] RJM Design Group, Inc. Page 11 11-15 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTOR EY'S OFFICE Date: 8'123/?/a- CITY OF NEWPORT BEACH, a California municipal corporation Date: B By: -/vY n C. p ��a3(a4 Kevin Muldoon City Attorney ��Mayor ATTEST: Date: CONSULTANT: RJM Design Group, Inc., a California corporation Date: By: Leilani I. Brown Larry P. Ryan City Clerk Chief Executive Officer Date: By: Zachary M Secretary [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Exhibit C — Insurance Requirements Mueting RJM Design Group, Inc. Page 12 11-16 EXHIBIT A SCOPE OF SERVICES RJM Design Group, Inc. Page A-1 11-17 EXHIBIT A SCOPE OF SERVICES ARROYO PARK SYNTHETIC TURF REPLACEMENT PROJECT PHASE 1: SITE INVESTIGATION / PROJECT FAMILIARIZATION AND CONCEPTUAL PLAN A. Meet with City Staff to review and discuss the project scope, schedule, and budget. Conduct visual analysis of existing site conditions including topography, drainage, physical limitations, utilities, vegetation, circulation, external influences, access, and adjacent property relationships. B. Develop proposed project schedule / timeline outlining specific tasks and deliverables to be provided from project inception to completion. C. Review all documentation from the City pertaining to this project including title report, base map, existing water, electrical and irrigation systems plans and "as -built" plans for the site, as available. D. Review State, County, and City Codes and Standards that may be applicable to the site development. E. Prepare project geotechnical report as it relates to the subgrade preparation for the proposed synthetic turf installation. This information will be based upon boring locations, infiltration / percolation tests, soil expansion and plasticity index testing, etc. once the report is complete — it will be utilized and referred to during the preparation of the bid documents. F. Prepare project site survey. This work will provide aerial topographic mapping for the project area, including adjacent edge conditions will be tied to existing monumentation, providing for 1' contours, identification / location of all above grade elements, with the project area (infield edges, existing walls, fences, paving, athletic field lighting stanchions, valve boxes, quick couplers, etc.). Finish grade elevations from a field survey crew will be provided for elements that are immediately adjacent to the limits of the proposed synthetic turf. Consultant's survey scope will also provide for verification of existing invert elevations and pipe sizes at adjacent existing storm drains. Final survey to be plotted in AutoCAD format at 20-scale and include existing property lines. During the course of the site visit, Consultant noted the existing field was saturated with standing water in select areas throughout the play areas. This may have been due to a recent mainline break — a situation easily corrected. Alternatively, the field may be subject to subsurface migration / intrusion of waters from the adjacent offsite HOA slopes. In an attempt to determine the source.— the geotechnical scope has included three hand auger drill holes to a depth of 5' at the project perimeter. While it is an unknown at this time, Consultant's scope of work has not provided for the re-routing / management of these potential off -site waters which may be the cause of the saturated fields. G. Conceptual Plan illustrating extent of proposed synthetic turf installation. The Preliminary Conceptual Design will consider all existing site features such as: existing berming and topography / drainage, trees / vegetation, sun exposure / shade, site programming, circulation, adjacent site uses, utilities and budget. Consultant's proposal has assumed that the new synthetic turf field will be installed to: 11-18 1. Accommodate new synthetic turf soccer field (210' x 360') and adjacent ball field infield. 2. Preserve existing athletic field light standards. 3. Minimize grading impacts and alteration to adjacent natural turf and spectator seating areas. Exhibit A, attached illustrates an understanding of the limits of the proposed synthetic installation to both preserve these existing turf areas as well as provide for the synthetic turf limits requested. 4. Evaluate the cost / benefit of retaining or replacing the adjacent baseball outfield areas not impacted by the proposed soccer field overlay. This evaluation will consider construction costs as ell as maintenance and safety considerations. 5. Retrofit existing Musco athletic field lights to host new LED lights. The Conceptual Plan will indicate the proposed sub -surface drainage system's tie-in to adjacent storm drains. A conceptual section will be provided indicating the proposed field's construction relative to existing grade and adjacent park improvements. Prepare Conceptual Grading Plan for the proposed field improvements. This plan will illustrate proposed 1' contours relative to the existing contours indicated on the project survey. The intent of the proposed grading will be to: Minimize earthwork and related costs required to accommodate the field improvements. Respond / comply with required / Best Management Practices / water quality considerations regarding the management and treatment of storm waters. Consultant's previous work with similarly scaled projects suggest that seasonal storm waters can be treated with an on -site retention system incorporated into the design of the synthetic turf drainage course. As such, Consultant's Scope of Work outline does not provide for an on -site retention / detention basin to accommodate these run-off considerations. Exhibit A LEGEND EVALUATE COS'd BENEFIT OF EXTENDED TURF TO LIMIT OF INFIELD. © PROVIDE SYNTHETIC TURF INFIELD. © PROVIDE 210' X 300' SOCCER FIELD OVERLAY. ® INCORPORATE 10' SAFETY ZONE WITH FIELD OVERLAY. ® PRESERVE EXISTING ADJACENT WALKWAY. © CONSIDER REDUCED OVERLAY SOCCER SIZE TO RETAIN ADJACENT IMPROVEMENTS. H. Prepare Preliminary Statement of Probable Construction Cost Estimate for the field's construction. 11-19 I. Meet with the City to review / discuss the Conceptual Plan, Conceptual Grading Plan, and Cost Estimate. J. Revise the Preliminary Conceptual Design Plan and associated Preliminary Opinion of Probable Construction Costs per City Staff direction. MEETINGS: (1) Kickoff meeting with City Staff to receive all documentation available from the City and refine project schedule. (1) Meetings with City Staff. PRODUCTS: Project Area Base Sheet (digital format) Geotechnical Report Color Conceptual Design Plan Conceptual Grading Plan Preliminary Opinion of Probable Construction Costs II. PHASE 2: CONSTRUCTION DOCUMENTS During this phase, the Contract Documents are prepared setting forth in detail the requirements for the construction of the project. Special provisions regarding 'Amendments' to the 2018 'Greenbook' will be provided for project specific items and all special requirements are defined, and when combined with the various trade specifications, a complete project technical manual is produced. These technical specifications will be bound with the City provided General provisions. Consultant's proposal includes complete landscape architecture, and engineering services required to execute the project. Services during the Construction Document Phase consist of preparation of drawings and specifications based on approved Conceptual Design Documents, setting forth in detail the Final Construction Documents. A. Construction Drawings including: 1. Title Sheet 2. Demolition Plan 3. Precise Grading of Synthetic Turf Areas 4. Drain Layout Sheets for Synthetic Turf 5. Horizontal Control Plan 6. Erosion Control Plan 7. NDPES including NOI & SWPPP 8. Electrical Plans and Details (Musco retrofit) 11-20 9. Irrigation Plan / Details 10. Planting Plan / Details 11. Technical Specifications Consultant's specifications will require that the installation provide for: • Minimum of 6 lbs. of rubber / sand 'fill' per square foot • Sewn' vs. glued seams • Cryogenic rubber • 3rd Party Warranty B. Submit plans to the City at 65% completeness (1st Plan Check) for review and comments. C. Revise plans per City direction, and submit plans, specifications and estimates at 90% completion (2nd Plan Check) to City for review and comment. D. Revise plans and resubmit at 100% for City review and approval. E. Prepare updated Engineer's Estimate for all project elements. F. Submit 100% plans, specifications and cost estimate to City for review and approval. G. Attend two (2) meetings with City to review Plan Check comments. H. Submit final wet stamped and signed Mylar to the City for printing and distribution to prospective bidders. I. Provide digital AutoCAD files of original Plans and Specifications. As the City of Newport Beach is not subject to extremely high seasonal temperatures, our proposal has assumed the new field installation will not require a 'cooling system' for the synthetic turf. This provision can be provided as an additional consideration if the City elects to pursue. MEETINGS: (2) City staff meetings. PRODUCTS: Digital Files of Final Project Plans and Specifications Technical Specification Provisions Digital Copy of Technical Specification Provisions Digital Copy of All Final Project Plans on Disk (in AutoCAD and PDF format) Preliminary Estimate of Probable Construction Costs Final Estimate of Probable Construction Costs 11-21 III. PHASE 3: BIDDING Consultant shall provide the following services as requested by the City in obtaining bids and in awarding and preparing contracts for construction. A. Addenda - Services consist of preparation and distribution of Addenda as may be required during bidding and including supplementary Drawings, Specifications, instructions and notice(s) of changes in the bidding schedule and procedure. B. Bidding/Negotiations Services consist of: 1. Assistance to City in establishing list of Bidders or proposers. 2. Prequalification of Bidders or proposers. 3. Participation in pre -bid conferences. 4. Responses to questions from Bidders or proposers and clarifications or interpretations of the Bidding Documents. 5. Documentation and distribution of bidding results. C. Analysis of Alternates/Substitutions - Services consist of consideration, analysis, comparisons, and recommendations relative to alternates or substitutions proposed by Bidders or proposers either prior or subsequent to receipt of Bids or proposals. D. Bid Evaluation Services consist of: 1. Validation of Bids or proposals. 2. Participation in reviews of Bids or proposals. 3. Evaluation of Bids or proposals. 4. Recommendation on award of Contract(s). 5. Participation in negotiations prior to or following decisions on award of the Contract(s) for Construction. IV. PHASE 4 - CONSTRUCTION SERVICES The Construction Contract Administration Phase shall provide those services necessary for the administration of the construction contract. These services shall be provided for on an as -requested by the City basis. A. Attend pre -construction and construction meetings, as requested for by the City. These site visits will be provided to become generally familiar with the progress and quality of the Work and to determine in general if the Work is proceeding in accordance with the Contract Documents, and preparing related reports and communications. Consultant's proposal has provided for six (6) site visits to be incorporated into the construction schedule as requested for by the City. Prepare a punch list of deficiency items that require completion prior to project 11-22 being determined to be complete. Prepare a final job site review to confirm completeness of punch list items. B. Office Construction Administration 1. Processing of submittals, including receipt, review of, and appropriate action on Shop Drawings, Product Data, Samples and other submittals required by the Contract Documents. 2. Distribution of submittals to Owner, Contractor and/or field representative as required. 3. Maintenance of master file of submittals. C. Supplemental Documents Services consist of: 1. Preparation, reproduction and distribution of supplemental Drawings, Specifications and interpretations in response to requests for clarifications by Contractor(s) or the City and as required by construction exigencies. D. Quotation Requests/Change Orders Services consisting of: 1. Preparation and distribution of Drawings and Specifications to describe Work to be added, deleted or modified. 2. Review and recommendations relative to changes in time for Substantial Completion. E. Review contractor provided "As Built' documents. 11-23 EXHIBIT B SCHEDULE OF BILLING RATES RJM Design Group, Inc. Page B-1 11-24 (City of Newport Beach Arroyo Park Synthetic Turf Replacement Project RJM°°° LEAD CONSULTANT Task Description RJM Design Group Principal -In Charge Principal Landscape Architect Associate Landscape Architect Hourly Rate $210 $190 $1To— Hours Amount Hours Amounr Hours Am unt rHASE I - SITE SURVEY / OEOTECHNICAL REPORT -ask 1 Site Survey $0 $0 4 $680 -ask 2 Geotechnical Report 2 $420 3 3570 5 $850 rask 3 Conceptual Plan 18 $3.780 50 $9,500 50 $8.500 PHASEI-SUBTOTALS 20 $4,200 1 53 $10,070 1 59 $10.030 PHASE I - TOTAL FEES $28,575 SUB -CONSULTANTS civTEC Glasir FBA GMU Admin. Civil Engineer Irrigation Design Electrical Engineer Geotech Engineer PHASE FEE TOTALS $95 Amount Fees Fees I Fees Fees $475 1 $9,000 $190 1 $425 1 $22.040 $36,600 $65,175 PHASE II - CONSTRUCTION DOCUMENTS Prepare Construction Documents 1 14 $2,940 1 55 1 $10.450 1 80 1 $13.600 1 1 $2.945 1 $16,390 1 $6,580 $7,015 $0 PHASE II - SUBTOTALS 1 14 $2,940 1 55 1 $10,450 1 80 1 $13,600 1 31 $2,945 1 $16.390 1 $6,580 1 $7,015 s0 PHASE II - TOTAL FEES $29,935 1$29.985 1 $59.920 PHASE III - BIDDING Bidding services as requested by the City 1 $210 4 $760 7 $1.190 1 4 $380 1 $345 $575 1 $230 30 PHASEIII-SUBTOTALS 1 $210 4 $760 7 $1,190 4 $380 $345 $575 $230 $0 PHASE III - TOTAL FEES $2,540 $1,150 $3,690 PHASE IV -CONSTRUCTION SERVICES Construction administration services 5 $1.050 1 30 1 $5,700 55 1 $9,350 10 $950 $2,530 $4,360 $700 $0 PHASE IV - SUBTOTALS 5 $1.050 30 $5,700 55 $9,350 10 $950 $2.530 $4,360 $700 $0 PHASE IV - TOTAL FEES $17,050 $7,590 $24,640 COMBINED PHASE FEE TOTAL $78,100 $30,190 $14.045 $9,050 $22,040 $153,425 REIMBURSABLE EXPENSES $15.000 FEE GRAND TOTAL $168,425 The above hourly fee breakdown consists of ESTIMATES ONLY. Billings will be based on actual percentage completion of each phase per contracted fixed fee. 11-25 Fee Proposal Pll-kASk / Phase I — TASK Site Survey / Geotechnical Report / Conceptual Plan FEE Task 1 — Site Survey $10,155 Task 2 — Geotechnical Report $24,495 Task 3 — Conceptual Plan $30,525 Phase II — Construction Documents $59,920 Phase III — Bidding $3,690 Phase IV — Construction Services $24,640 TOTAL FOR ALL PHASES $153,425 Reimbursable Expenses $15,000 $168,425 REIMBURSABLE EXPENSES (Estimated Allowance $IS,000) When incurred, the following project expenses will be billed at cost plus 1S% administrative fee in addition to the above professional services fee: • Printing, plotting, copying, scanning, photography, graphic expenses • Delivery, shipping, and handling of documents • Permits, plan check, and inspection fees • City business license • Soils testing 11-26 EXHIBIT C INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES 1. Provision of Insurance. Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. Consultant agrees to provide insurance in accordance with requirements set forth here. If Consultant uses existing coverage to comply and that coverage does not meet these requirements, Consultant agrees to amend, supplement or endorse the existing coverage. 2. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 3. Coverage Requirements. A. Workers' Compensation Insurance. Consultant shall maintain Workers' Compensation Insurance, statutory limits, and Employer's Liability Insurance with limits of at least one million dollars ($1,000,000) each accident for bodily injury by accident and each employee for bodily injury by disease in accordance with the laws of the State of California, Section 3700 of the Labor Code. Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its City Council, boards and commissions, officers, agents, volunteers and employees. B. General Liability Insurance. Consultant shall maintain commercial general liability insurance, and if necessary umbrella liability insurance, with coverage at least as broad as provided by Insurance Services Office form CG 00 01, in an amount not less than one million dollars ($1,000,000) per occurrence, two million dollars ($2,000,000) general aggregate. The policy shall cover liability arising from premises, operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). C. Automobile Liability Insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit each accident. RJM Design Group, Inc. Page C-1 11-27 D. Professional Liability (Errors & Omissions) Insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of one million dollars ($1,000,000) per claim and two million dollars ($2,000,000) in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the Effective Date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the Services required by this Agreement. 4. Other Insurance Requirements. The policies are to contain, or be endorsed to contain, the following provisions: A. Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its City Council, boards and commissions, officers, agents, volunteers and employees or shall specifically allow Consultant or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers from each of its subconsultants. B. Additional Insured Status. All liability policies including general liability, excess liability, pollution liability, and automobile liability, if required, but not including professional liability, shall provide or be endorsed to provide that City, its City Council, boards and commissions, officers, agents, volunteers and employees shall be included as insureds under such policies. C. Primary and Non Contributory. All liability coverage shall apply on a primary basis and shall not require contribution from any insurance or self-insurance maintained by City. D. Notice of Cancellation. All policies shall provide City with thirty (30) calendar days' notice of cancellation (except for nonpayment for which ten (10) calendar days' notice is required) or nonrenewal of coverage for each required coverage. 5. Additional Agreements Between the Parties. The parties hereby agree to the following: A. Evidence of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation and other endorsements as specified herein for each coverage. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least RJM Design Group, Inc. Page C-2 11-28 fifteen (15) days prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced, Consultant shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies. City reserves the right to require complete, certified copies of all required insurance policies, at any time. B. City's Right to Revise Requirements. City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant sixty (60) calendar days' advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant's compensation. C. Right to Review Subcontracts. Consultant agrees that upon request, all agreements with subcontractors or others with whom Consultant enters into contracts with on behalf of City will be submitted to City for review. Failure of City to request copies of such agreements will not impose any liability on City, or its employees. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a format at least as broad as CG 20 38 04 13. D. Enforcement of Agreement Provisions. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any requirement imposes no additional obligations on City nor does it waive any rights hereunder. E. Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. F. Self -insured Retentions. Any self -insured retentions must be declared to and approved by City. City reserves the right to require that self -insured retentions be eliminated, lowered, or replaced by a deductible. Self- RJM Design Group, Inc. Page C-3 11-29 insurance will not be considered to comply with these requirements unless approved by City. G. City Remedies for Non -Compliance. If Consultant or any subconsultant fails to provide and maintain insurance as required herein, then City shall have the right but not the obligation, to purchase such insurance, to terminate this Agreement, or to suspend Consultant's right to proceed until proper evidence of insurance is provided. Any amounts paid by City shall, at City's sole option, be deducted from amounts payable to Consultant or reimbursed by Consultant upon demand. H. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant's performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Consultant's Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. RJM Design Group, Inc. Page C-4 11-30