HomeMy WebLinkAbout13 - Underground Assessment District 95CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 13
April 13, 2004
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Patrick Arciniega, Associate Engineer
949 - 644 -3311
parciniega@city.newport-beach.ca.us
SUBJECT: REQUEST FOR FUNDING FOR PROPOSED UNDERGROUND
ASSESSMENT DISTRICT NO. 95 (AREA BOUNDED BY: L STREET,
BALBOA AVENUE, CHANNEL ROAD, AND OCEAN BOULEVARD)
RECOMMENDATION:
Appropriate $19,290.00 for assessment engineering services of proposed Assessment
District No. 95 (Area bounded by: L Street, Balboa Avenue, Channel Road, and Ocean
Boulevard). The District's preliminary formation and design funding is advanced from
General Fund reserves unless the District is approved and formed by voting property
owners in which case the District is wholly funded by property owner contributions.
DISCUSSION:
The property owners of Proposed Underground Assessment District No. 95 have
submitted petitions to the City requesting a special Assessment District be formed to
finance and underground overhead utilities. The boundaries of the proposed District are
shown on Exhibit "A ".
One of the initial steps in the District formation process is the circulation of the Petition for
Special Assessment Proceedings. Proponents of the District circulated a petition to the
property owners and have submitted the signed petition to the City. The submitted
signatures represent approximately 65 percent (65 %) of the assessable area within the
proposed District. The City's guidelines require a minimum of 60 percent (60 %) in favor of
the District in order to proceed with the formation of a District. In anticipation that the District
would move forward, staff called for proposals from qualified firms to provide assessment
engineering services. Staff negotiated a not to exceed fee of $19,290.00 for services with
the firm Hall & Foreman, Inc. A Professional Services Agreement with Hall & Foreman,
Inc. was entered into on March 2, 2004.
The assessment engineering services to be provided by Hall & Foreman, Inc. are detailed
in the attached Professional Services Agreement and include identifying, analyzing, and
determining the correct apportionment of costs in addition to preparing the Assessment
SUBJECT: Request For Funding For Proposed Underground Assessment District No. 95 (Area bounded by: L Street,
Balboa Boulevard, Channel Road, and Ocean Boulevard)
April 13, 2004
Page 2
Engineer's Report. Hall & Foreman, Inc. will also prepare the voting ballots in accordance
with the requirements of Proposition 218. The ballots are weighted by "financial
obligation" (the amount of the property's assessment). The District formation proceedings
are pursuant to the "Municipal Improvement Act of 1913" (Division 12 of the Streets and
Highways Code of the State of California). Bonds will be sold pursuant to the
"Improvement Bond Act of 1915," Division 10 of said Code.
Environmental Review:
This project qualifies for a Class 2 California Environmental Quality Act (CEQA) exemption
under Section 15302, item "d" of the Implementing Guidelines as follows: "Conversion of
overhead electric utility distribution system facilities to underground including connection
to existing overhead electric utility distribution lines where the surface is restored to the
condition existing prior to the undergrounding."
Public Notice:
Not Applicable at this time.
Funding Availability:
Upon approval of the recommended Budget Amendment, sufficient funds are available in
the following account:
Description Account No. Amount
74095 -9812 Assessment District No. 95 $19,290.00
Prepared by: Submitted by:
Patrick L. Ar niega ¢hen G. �dum
Associate Engineer �blic Works Director
Attachments: Exhibit "A ", Boundary Map of Proposed District
PSA — Hall & Foreman Inc.
Budget Amendment
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PROFESSIONAL SERVICES AGREEMENT WITH
HALL & FOREMAN, INC. FOR
CONSULTING SERVICES IN CONNECTION WITH FORMATION OF
UNDERGROUND UTILITIES ASSESSMENT DISTRICT NO. 95
THIS AGREEMENT is made and entered into as of this day o7 A rC &—
2004, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation
( "City "), and HALL & FOREMAN, INC. a corporation whose address is 420 Exchange,
Suite 100, Irvine, California, 92602 -1301 ( "Consultant'), and is made with reference to
the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City is planning to establish a Rule -B Underground Utility Assessment District
No. 95 for the City of Newport Beach in accordance with Proposition 218
requirements, as described in Exhibit A.
C. City desires to engage Consultant to assist the City in the formation of the
proposed Assessment District No. 95 including the preparation of a Preliminary
Engineer's Report, execution of a ballot vote in accordance with Proposition 218, •
preparation of a Final Engineer's Report, and District Formation, as described
more fully in Exhibit A ('Project ").
D. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the services described in this Agreement.
E. The principal members of Consultant for purposes of Project shall be Deborah
Cobb (Project Manager /Daily Point of Contact), Jon E. Bourgeois, P.E.
(Assessment Engineer), and Cheryl Martinez (Analyst).
F. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the,�"`fday of ` " 1 2004,
and shall terminate on the 24th day of February, 2007, unless terminated earlier
as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference. The
City may elect to delete certain tasks of the Scope of Services at its sole
discretion.
3. TIME OF PERFORMANCE
Time is of the essence in the performance of services under this Agreement and
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
may result in termination of this Agreement by City.
Notwithstanding the foregoing, Consultant shall not be responsible for delays due
to causes beyond Consultant's reasonable control. However, in the case of any
such delay in the services to be provided for the Project, each party hereby
agrees to provide notice to the other party so that all delays can be addressed.
3.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days
after the start of the condition that purportedly causes a delay. The
Project Administrator shall review all such requests and may grant
reasonable time extensions for unforeseeable delays that are beyond
Consultant's control.
3.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the
circumstances, by either telephone, fax, hand - delivery or mail.
3.3 The parties agree that it is extremely difficult and impractical to determine
and fix the actual damages that City will sustain should the Consultant fail
to complete the work called for in this Agreement. Should Consultant fail
to complete the work called for in this Agreement, Consultant agrees to
the deduction of actual and reasonable damages.
4. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Fee Schedule
attached hereto as Exhibit B and incorporated herein by reference. In no event
shall Consultant's compensation exceed Nineteen Thousand Two - Hundred
Ninety Dollars and no /100 ($19,290.00) without additional authorization from
City. No billing rate changes shall be made during the term of this Agreement
without the prior written approval of City.
4.1 Consultant shall submit monthly invoices to City describing the work
performed the preceding month. Consultant's bills shall include the name
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of the person who performed the work, a brief description of the services
performed and /or the specific task in the Scope of Services to which it
relates, the date the services were performed, the number of hours spent
on all work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty
(30) days after approval of the monthly invoice by City staff.
4.2 City shall reimburse Consultant only for those costs or expenses
specifically approved in this Agreement, or specifically approved in
advance by City. Unless otherwise approved, such costs shall be limited
and include nothing more than the following costs incurred by Consultant:
A. The actual costs of subconsultants for performance of any of the
services that Consultant agrees to render pursuant to this
Agreement, which have been approved in advance by City and
awarded in accordance with this Agreement.
B. Approved reproduction charges.
C. Actual costs and /or other costs and /or payments specifically
authorized in advance in writing and incurred by Consultant in the
performance of this Agreement.
4.3 Consultant shall not receive any compensation for Extra Work without the
prior written authorization of City. As used herein, "Extra Work" means
any work that is determined by City to be necessary for the proper
completion of the Project, but which is not included within the Scope of
Services and which the parties did not reasonably anticipate would be
necessary at the execution of this Agreement. Compensation for any
authorized Extra Work shall be paid in accordance with the Fee Schedule
as set forth in Exhibit B.
PROJECT MANAGER
Consultant shall designate a Project Manager, who shall coordinate all phases of
the Project. This Project Manager shall be available to City at all reasonable times
during the Agreement term. Consultant has designated Deborah Cobb to be its
Project Manager. Consultant shall not remove or reassign the Project Manager or
any personnel listed in Exhibit A or assign any new or replacement personnel to the
Project without the prior written consent of City. City's approval shall not be
unreasonably withheld with respect to the removal or assignment of non -key
personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
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If Consultant is performing inspection or construction management services for
City, the Project Manager and any other assigned staff shall be equipped with a
Nextel Plus type cellular /direct connect unit to communicate with City staff.
Consultant's Nextel Direct Connect I.D. number will be provided to City to be
programmed into City Nextel units, and vice versa.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. Patrick
Arciniega shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his /her authorized
representative shall represent City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
A. Provide access to, and upon request of Consultant, one copy of all
existing relevant information on file at City. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's
work schedule.
B. Provide blueprinting and other services through City's reproduction
company for bid documents. Consultant will be required to coordinate the
required bid documents with City's reproduction company. All other
reproduction will be the responsibility of Consultant and as defined above.
C. Provide usable life of facilities criteria and information with regards to new
facilities or facilities to be rehabilitated.
8. STANDARD OF CARE
8.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and
technical personnel required to perform the services required by this
Agreement, and that it will perform all services in a manner commensurate
with community professional standards. All services shall be performed
by qualified and experienced personnel who are not employed by City, nor
have any contractual relationship with City.
8.2 Consultant represents and warrants to City that it has or shall obtain all
licenses, permits, qualifications, insurance and approvals of whatsoever
nature that are legally required of Consultant to practice its profession.
Consultant further represents and warrants to City that Consultant shall, at
its sole cost and expense, keep in effect or obtain at all times during the
term of this Agreement, any and all licenses, permits, insurance and other
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approvals that are legally required of Consultant to practice its profession.
Consultant shall maintain a City of Newport Beach business license during
the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by
reason of strikes, lockouts, accidents, or acts of God, or the failure of City
to furnish timely information or to approve or disapprove Consultant's work
promptly, or delay or faulty performance by City, contractors, or
governmental agencies.
8.4 The term Construction Management or Construction Manager does not
imply that Consultant is engaged in any aspect of the physical work of
construction contracting. Consultant shall not have control over or be in
charge of and shall not be responsible for the project's design, City's
project contractor ( "Contractor"), construction means, methods,
techniques, sequences or procedures, or for any health or safety
precautions and programs in connection with the work. These duties are
and shall remain the sole responsibility of the Contractor. Consultant shall
not be responsible for the Contractors' schedules or failure to carry out the
work in accordance with the contract documents. Consultant shall not
have control over or be responsible for acts or omissions of City, Design
Engineer, Contractor, Subcontractors, or their Agents or employees, or of
any other persons performing portions of the work.
9. HOLD HARMLESS
To the fullest extent permitted by law, Consultant shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents
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,
reasonable attorney's fees, disbursements and court costs) of every kind and
nature whatsoever (individually, a Claim; collectively, "Claims'), which may arise
from or in any manner relate (directly or indirectly) to any work negligently
performed or services provided under this Agreement (including, without
limitation, defects in workmanship or materials and /or design defects [if the
design originated with Consultant]) or Consultant's presence or activities
conducted on the Project (including the negligent and /or willful acts, errors and /or
omissions of Consultant, its principals, officers, agents, employees, vendors,
suppliers, consultants, subcontractors, anyone employed directly or indirectly by
any of them or for whose acts they may be liable or any or all of them).
Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the
participatory active negligence or willful misconduct of the Indemnified Parties.
Nothing in this indemnity shall be construed as authorizing any award of
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attorney's fees in any action on or to enforce the terms of this Agreement. This
. indemnity shall apply to all claims and liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon
the amount of indemnification to be provided by the Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis and
Consultant is not an agent or employee of City. The manner and means of
conducting the work are under the control of Consultant, except to the extent they
are limited by statute, rule or regulation and the expressed terms of this Agreement.
Nothing in this Agreement shall be deemed to constitute approval for Consultant or
any of Consultant's employees or agents, to be the agents or employees of City.
Consultant shall have the responsibility for and control over the means of
performing the work, provided that Consultant is in compliance with the terms of
this Agreement. Anything in this Agreement that may appear to give City the right
to direct Consultant as to the details of the performance or to exercise a measure of
control over Consultant shall mean only that Consultant shall follow the desires of
City with respect to the results of the services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated Project
Administrator and any other agencies that may have jurisdiction or interest in the
work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points
in order to ensure the Project proceeds in a manner consistent with City goals
and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator and /or his /her
duly authorized designee informed on a regular basis regarding the status and
progress of the Project, activities performed and planned, and any meetings that
have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and ,prior to commencement
of work Consultant shall obtain, provide and maintain at its own expense during
the term of this Agreement, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
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A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by •
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Si nature. A person -authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. Acceptable Insurers. All insurance policies shall be issued by an
insurance company currently authorized by the Insurance Commissioner
to transact business of insurance in the State of California, with an
assigned policyholders' Rating of A (or higher) and Financial Size
Category Class VII (or larger) in accordance with the latest edition of
Best's Key Rating Guide, unless otherwise approved by the City's Risk
Manager,
D. Coverage Requirements.
Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation •
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor's
employees. Any notice of cancellation or non - renewal of all
Workers' Compensation policies must be received by City at least
thirty (30) calendar days prior to such change. The insurer shall
agree to waive all rights of subrogation against City, its officers,
agents, employees and volunteers for losses arising from work
performed by Consultant for City.
ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than one million
dollars ($1,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice "the required occurrence limit.
iii. Automobile Liability Coverage. Consultant shall maintain
automobile insurance covering bodily injury and property damage
for all activities of the Consultant arising out of or in connection with .
work to be performed under this Agreement, including coverage for
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any owned, hired, non -owned or rented vehicles, in an amount not
less than one million dollars ($1,000,000) combined single limit for
each occurrence.
iv. Professional Errors and Omissions insurance. Consultant shall
maintain professional errors and omissions insurance, which covers
the services to be performed in connection with this Agreement in
the minimum amount of one million dollars ($1,000,000).
E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
i. The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either party
except after thirty (30) calendar days written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
. G. Additional Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
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judgment may be necessary for its proper protection and prosecution of
the work.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS 0
Except as specifically authorized under this Agreement, the services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following
shall be construed as an assignment: The sale, assignment, transfer or other
disposition of any of the issued and outstanding capital stock of Consultant, or of
the interest of any general partner or joint venturer or syndicate member or
cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy,
which shall result in changing the control of Consultant. Control means fifty
percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more
of the assets of the corporation, partnership or joint- venture.
16. SUBCONTRACTING
The parties recognize that a substantial inducement to City for entering into this
Agreement is the professional reputation, experience and competence of
Consultant. Assignments of any or all rights, duties or obligations of the
Consultant under this Agreement will be permitted only with the express written
consent of City. Consultant shall not subcontract any portion of the work to be
performed under this Agreement without the prior written authorization of City.
17. OWNERSHIP OF DOCUMENTS i
Each and every report, draft, map, record, plan, document and other writing
produced (hereinafter "Documents °), prepared or caused to be prepared by
Consultant, its officers, employees, agents and subcontractors, in the course of
implementing this Agreement, shall become the exclusive property of City, and
City shall have the sole right to use such materials in its discretion without further
compensation to Consultant or any other party. Consultant shall, at Consultant' s
expense, provide such Documents to City upon prior written request.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for
reuse by City or others on any other project. Any use of completed Documents
for other projects and any use of incomplete Documents without specific written
authorization from Consultant will be at City's sole risk and without liability to
Consultant. Further, any and all liability arising out of changes made to
Consultant's deliverables under this Agreement by City or persons other than
Consultant is waived against Consultant and City assumes full responsibility for
such changes unless City has given Consultant prior notice and has received
from Consultant written consent for such changes.
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18. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer or
architect in charge of or responsible for the work. City agrees that Consultant shall
not be liable for claims, liabilities or losses arising out of, or connected with (a) the
modification or misuse by City, or anyone authorized by City, of CADD data; (b) the
decline of accuracy or readability of CADD data due to inappropriate storage
conditions or duration; or (c) any use by City, or anyone authorized by City, of
CADD data for additions to this Project, for the completion of this Project by others,
or for any other Project, excepting only such use as is authorized, in writing, by
Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for
damages and liability resulting from the modification or misuse of such CADD data.
All original drawings shall be submitted to City in the version of AutoCAD used by
City in ".dwg" file format on a CD, and should comply with the City's digital
submission requirements for Improvement Plans. The City will provide AutoCAD
file of City Title Sheets. All written documents shall be transmitted to City in the
City's latest adopted version of Microsoft Word and Excel.
19. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the services in this Agreement, shall be kept
confidential unless City authorizes in writing the release of information.
0 20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
judgment as a design professional and is supplied for the general guidance of
City. Since Consultant has no control over the cost of labor and material, or over
competitive bidding or market conditions, Consultant does not guarantee the
accuracy of such opinions as compared to contractor bids or actual cost to City.
21. INTELLECTUAL PROPERTY INDEMNITY
The Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement of any
United States' letters patent, trademark, or copyright infringement, including costs,
contained in Consultant's drawings and specifications provided under this
Agreement.
22. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any services,
expenditures and disbursements charged to City, for a minimum period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant under this Agreement. All such records and invoices shall be clearly
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identifiable. Consultant shall allow a representative of City to examine, audit and
make transcripts or copies of such records and invoices during regular business
hours. Consultant shall allow inspection of all work, data, Documents, proceedings .
and activities related to the Agreement for a period of three (3) years from the date
of final payment to Consultant under this Agreement.
23. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction
of the dispute with respect to such payment. Such withholding shall not be
deemed to constitute a failure to pay according to the terms of this Agreement.
Consultant may discontinue work after 60 days as result of such withholding.
Consultant shall have an immediate right to appeal to the City Manager or his /her
designee with respect to such disputed sums. Consultant shall be entitled to
receive interest on any withheld sums at the rate of return that City earned on its
investments during the time period, from the date of withholding of any amounts
found to have been improperly withheld.
24. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what
would have resulted if there were not errors or omissions in the work
accomplished by Consultant, the additional design, construction and /or
restoration expense shall be borne by Consultant. Nothing in this paragraph is •
intended to limit City's rights. under any other sections of this Agreement.
25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
26. CONFLICTS OF INTEREST
The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose any financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits such
persons from making, or participating in making, decisions that will foreseeably
financially affect such interest.
If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Consultant shall indemnify and hold
harmless City for any and all claims for damages resulting from Consultant's
violation of this Section.
0
11
27. NOTICES
All notices, demands, requests or approvals to be given under the terms of this
Agreement shall be given in writing, to City by Consultant and conclusively shall
be deemed served when delivered personally, or on the third business day after
the deposit thereof in the United States mail, postage prepaid, first -class mail,
addressed as hereinafter provided. All notices, demands, requests or approvals
from Consultant to City shall be addressed to City at:
Attn: Patrick Arciniega
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Phone: 949- 644 -3347
Fax: 949 - 644 -3318
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Attn: Jon E. Bourgeois, P.E.
Hall & Foreman, Inc.
420 Exchange, Suite 100
Irvine, CA 92602 -1301
Phone: (714) 665 -4500
Fax: (714) 665 -4501
28. TERMINATION
In the event that either party fails or refuses to perform any of the provisions of this
Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a
period of two (2) calendar days, or if more than two (2) calendar days are
reasonably required to cure the default and the defaulting party fails to give
adequate assurance of due performance within two (2) calendar days after receipt
of written notice of default, specifying the nature of such default and the steps
necessary to cure such default, the non - defaulting party may terminate the
Agreement forthwith by giving to the defaulting party written notice thereof.
Notwithstanding the above provisions, City shall have the right, at its sole
discretion and without cause, of terminating this Agreement at any time by giving
seven (7) calendar days prior written notice to Consultant. In the event of
termination under this Section, City shall pay Consultant for services satisfactorily
performed and costs incurred up to the effective date of termination for which
Consultant has not been previously paid. On the effective date of termination,
Consultant shall deliver to City all reports, Documents and other information
developed or accumulated in the performance of this Agreement, whether in draft
or final form.
12
29. COMPLIANCE WITH ALL LAWS
Consultant shall at its own cost and expense comply with all statutes,
ordinances, regulations and requirements of all governmental entities, including
federal, state, county or municipal, whether now in force or hereinafter enacted.
In addition, all work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
30. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
31. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations
and agreements of whatsoever kind or nature are merged herein. No verbal
agreement or implied covenant shall be held to vary the provisions herein.
32. CONFLICTS OR INCONSISTENCIES
In the event there are any conflicts or inconsistencies between this Agreement and
the Scope of Services or any other attachments attached hereto, the terms of this
Agreement shall govern.
33. 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.
34. 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.
35. 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.
0
13
f�
36. EQUAL OPPORTUNITY EMPLOYMENT
Consultant represents that it is an equal opportunity employer and it shall not
discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
4yf 4 C h
City Attorney
for the City of Newport Beach
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:Z "l
N' n
for the City of Newport Beach
HALL & FOREMAN, INC.:
i 1
By: i6
Jo E. Bour Bois, P.E.
Pr sident -South Coast Div. /Principal
Attachments: Exhibit A — Scope of Services
Exhibit B — Fee Schedule
f: \users \pbw \shared \agreements \fy 03 -04 \hall- foreman- ad- 95.doc
14
r
I I
Engineering• Surveying •Planning • Landscape Architecture
EXHIBIT A
CITY OF NEWPORT BEACH
ASSESSMENT DISTRICT NO. 95
SCOPE OF WORK
HFI has developed the following Scope of Services to provide the City of Newport Beach with
complete Assessment Engineering services for the formation of the proposed Assessment
Districts. Please see Section 7, 1913/191S Formation Checklist that HFI follows to ensure all
deadlines are met and for Quality Control.
Completion of the tasks outlined in the Scope of Services will ensure the City that all statutory
requirements are met to establish the Districts, and allow the City to levy assessments on
properties within the Districts.
Under Basic Services, HFI will provide all Assessment Engineering services to prepare the
necessary reports, maps, and documentation required by the "Municipal Improvement Act of
1913" and "Improvement Bond Act of 1915' of the State of California Streets and Highway Code,
and the "Special Assessment Investigation, Limitation and Majority Protest Act of 1931" and
Proposition 218 of the State of California Constitution in order for the City to conduct the
proceedings and hearings to form the proposed Assessment District.
Under Extended Services, HFI will provide such additional services as may be required and
authorized by the City for the project.
Basic Services
These Basic Services will be provided for the Assessment District proposed to be formed:
TASK 1: Preliminary Engineer's Report
Project Coordination
Meet with City staff to discuss the proposed boundary the assessment
methodology, the project schedule, and the team distribution list. Meet and
coordinate with utility companies. The public utilities will prepare plans and cost
estimate to underground the existing overhead utilities.
■ Research
Gather maps, Assessor's parcel information, direct and indirect costs, and related
data required to confirm the District boundary. HFI has contracted with Real
Quest (Metroscan Online) for parcel data.
■ Site Review
Review the district boundaries, existing and proposed improvements, and special
benefit vs. general benefit. Field review the project site with city staff, utility
representatives and property owners.
Hall & Foreman, Inc. Page 1
9
EXHIBIT A — SCOPE OF WORK
CITY OF NEWPORT BEACH AD NO. 95
• ■ Database Preparation
Update property owner /parcel database information from the County. The
database will be used for the assessment roll and required mailings and will
include the following:
- Assessment Number
- Assessor's Parcel Number (APN)
- Tract and Lot Number
- Area of Lot in acres
- Area signing petition
- Relative front footage
- Property Owner
- Situs Address
- Property Owner's Mailing Address
- Parcel and Building Square Footage
Land Use
Assessed Valuation
Existing Liens
Deliverable: Database file will be provided electronically to the City.
■ Determine Petition Sufficiency
. Initially prepare a database of property owners to review and confirm the
petitions. Determine if the petitions were signed by property owners representing
more than sixty percent (60 %) of the assessable area of lands. Prepare and sign
the Certificate of Sufficiency of Petition.
■ Prepare Cost Estimate
Prepare cost estimate, including improvement costs, incidental costs, bond costs,
and contributions (if any), as supplied by others. Construction costs will be based
upon the construction bid. The City will coordinate the construction bid process
with the utilities.
■ Prepare Benefit Assessment Methodology and Assessment Roll
a. Discuss the benefit assessment methodology with the City, agree upon
one benefit assessment methodology and calculate the assessments for
each parcel.
b. Submit the assessment roll to City staff for approval.
■ Conduct Property Owner Information Meetings
Conduct three (3) property owner information meetings to discuss the preliminary
assessments, methodology, and formation process.
■ Attend Project Coordination Meeting
Attend staff meetings with City staff, bond counsel, financial advisor, bond underwriter,
and /or appraiser.
Hall & Foreman, Inc. Page 2
EXHIBIT A — SCOPE OF WORK
CITY OF NEWPORT BEACH AD NO. 95
■ Prepare Preliminary Engineer's Report •
a. The Preliminary Engineer Report preparation is proposed to begin in
February of 2007. And, at that time, HFI will update the parcel data
information. Prepare Preliminary Engineer's Report detailing the costs
and proposed assessments. The Report will be prepared by a Registered
Civil Engineer, and shall contain at least the following information:
- Plans and Specifications, to be prepared by others
- Description of Works of Improvement
- Preliminary Estimate of Costs
- Assessment Diagram
- Method of Benefit Assessment Spread
- Assessment Roll including:
Assessor Parcel's Number
1931 Act Information Total Assessed Value, Existing
Liens, Value to Lien Ratio
Benefit Units
Formation Assessment (1st bond sale)
Federal Income Tax component of contribution
(2nd bond sale)
- Right -of -Way Certificate (executed by Superintendent of
Streets) and the Certificate of Completion on Environmental
Proceedings (executed by Director of Public Works)
b. Coordinate with Special Counsel, City Attorney, Financial Advisor, Under-
writers, Property Owners, and other City Staff as required for the project.
c. File Preliminary Engineer's Report with the Superintendent of Streets and
with the City Clerk prior to adoption of the Resolution of Intention by the
City Council.
■ City Council Meeting
Attend one (1) City Council meeting involving adoption of the Resolution of
Intention, approval of the Preliminary Engineer's Report, approval to provide
Notice of Public Hearing and mail Ballots to property owners. Provide technical
support to the City staff, present the Engineer's report and respond to questions
as directed by City staff.
■ Prepare Proposed Boundary Map
a. Prepare and deliver two (2) original and one (1) copy of the Proposed
Boundary Map to the City for signature.
b. Record the Boundary Map at the County after the Resolution of Intention
is adopted by Council.
TASK 2! Proposition 218 Ballot Vote
■ Notice of Public Hearing /Ballot
Accomplish printing and mailing of Notice of Assessment, Notice of Public Hearing,
and Ballot to all assessed property owners of record within the proposed District.
HFI has extensive experience in preparing the cover letter, legal notice, and ballot
for submittal to the City and legal counsel for review and approval. The Notice of
Hall & Foreman, Inc. Page 3
•
EXHIBIT A — SCOPE OF WORK
CITY OF NEWPORT BEACH AD NO. 95
Assessment will clearly indicate payment options available, first bond issue
amount, second bond issue amount and the ITCC component. This includes
printing of the cover letter, Notices and Ballots and stuffing in envelopes (City is to
provide letterhead, envelopes, and postage). HFI will mail the notices or will
provide the stuffed envelopes to the City for posting.
■ Declaration of Mailing
HFI will provide the City with signed declarations certifying that the above Notices
were mailed forty-five (45) days prior to Public Hearing.
■ Property Owner Information Meeting
Conduct two (2) property owner information meetings to discuss preliminary
assessments.
■ Public Meeting
Attend one (1) City Council Public Meeting to make presentations and respond to
questions as directed by City staff.
■ Attend Project Coordination Meeting
Attend staff meetings with City staff, bond
and /or appraiser.
TASK 3: Final Engineer's Report
counsel, financial advisor, bond underwriter,
■ Prepare Final /Amended Engineer's Report
a. Prepare Final / Amended Engineer's Report with the confirmed
assessments based on final approved estimate of fees to be financed,
including incidental costs and financing costs.
b. File Final Engineer's Report with the Superintendent of Streets and with
the City Clerk prior to the Public Hearing.
■ Prepare Assessment Diagram
a. Prepare and deliver two (2) original and one (1) copy of the Assessment
Diagram. The Diagram will show the boundaries and each property with
its assigned Assessment Number.
■ City Council Meeting - Public Hearing
a. Attend one (1) City Council meeting involving a Public Hearing for the
District formation. Provide technical support to City staff, present
the Engineer's Report and respond to questions as directed by staff. At
the Public Hearing, HFI will tabulate the ballots and report the final
percentages weighted by dollar amount to the City prior to the end of the
Public Hearing. If a simple majority of the ballots counted by assessment
weight are in favor of forming the District, recommend formation to
City Council.
Hall & Foreman,
Page 4
EXHIBIT A- SCOPE OF WORK
CITY OF NEWPORT BEACH AD NO. 95
TASK 4: District Formation
■ Notice of Assessment
After the Public Hearing, accomplish printing and mailing of the Notice of
Assessment lien confirmed to each property owner. This includes City- provided
envelopes and postage and an explanation of payments options of either (1) the
thirty (30) days cash collections or (2) the twenty (20) years bond issuance and
payment of the assessment yearly on the property tax bill.
a. Notice of Assessment will clearly indicate payment options including
1st bond issue and 2nd bond issue with ITCC portion.
b. Provide the City with signed declarations certifying that the Notice of
Assessments have been mailed.
■ Record Assessments at County
Record the Assessment Diagram and the Notice of Assessment with the property
owner's names at the County.
■ Revise Final Engineer's Report
Make any revisions to the Final Engineer's Report, as directed by City Council.
■ Review the Preliminary and Final Official Statements
1]
■ Project Team Coordination Meeting •
Staff meeting to coordinate with special counsel, City attorney, financial advisor,
underwriters, property owners, and other City staff, as required for the project.,
Extended Services
HFI will provide Extended Services, if requested and authorized by the City of Newport Beach, as
negotiated at the time services are requested and in accordance with the Schedule of Hourly
Rates current at the time of providing services. Extended Services may include:
• Preparation of additional displays and /or audio /visual materials (besides the
boundary map and assessment diagram);
• Attendance at property owner meetings and Council meetings in addition to those
included in the scope of services;
• Prepare the Debt Service /Amortization Schedules;
• Submit the annual assessments to the Auditor - Controller;
• Construction Management;
• Coordinate private property conversions during construction.
Responsibilities of the City and /or Other Consultants
• Preparation of Certificate of Sufficiency of Petition;
• Preparation of execution of Notice of Exemption;
• Designate a Project Manager to manage and coordinate the project;
• Obtain complete design plans, and construction bid from utility companies;
• Right -of -way services;
• Coordinate right -of -way entry onto private property, as required;
Hall & Foreman, Inc.
EXHIBIT A— SCOPE OF WORK
CITY OF NEWPORT BEACH AD NO. 95
•
•
Provide letters of introduction and authorization to other agencies and utilities to
secure information, as required for the project;
•
Retain qualified legal counsel and financial advisor to provide guidance during
District formation proceedings;
•
Schedule, administer, and accomplish the publishing and /or posting of required
notices in accordance with the Government Code;
•
Provide all resolutions required by the City Counsel;
•
Schedule and agendize Council meetings and hearings as required under the Act;
•
Provide letterhead, envelopes, and postage for mailing of notices;
•
Provide AutoCad map file of assessment district with parcels and boundary.
•
J
Hall & Foreman, Inc. Page 6
EXHIBIT B
CITY OF NEWPORT BEACH
ASSESSMENT DISTRICT NO. 95
FEE SCHEDULE
01/09/2004
•
is 04189 /admin /c0ntr3ctsl0401D6 Exhibit B Fee Schedule
SUMMARY OF SCOPE
..
Project
TOTAL EST.
TOTAL EST. TERMINATION
SCHEDULEI-TASK 4
Engineer
Manager
Analyst
Drafter
Jsn.2004- Feb.2004
Billing Rate Fm FY 2003-2004
TASK 1: Preliminary Engineer's Report
$160
$140
1 $65
$00
1 $65
1
Tvo (2) Meetings. City staff and ltti6ly Agency
6 his
6 hrs
12 hm
ft 90D.D0
2
ResearuJDelabass PreparatioryPetilion Sufficiency
Tonninabon Clause if District
1 hrs
4 hrs
6 hrs
i] his
111,41)(1.1111
Billing Rates to be Negotiated for Tasks Beginning in Feb 2007
Feb. 2007 -Aug. 2007
Prepare Preliminary Engineers Report
]
1 his
4 his
20 has
2hrs
27 hrs
112,55 11.110
4
Prepare Boundary Map/Record at County
2 hrs
4 hrs
lifts
1153(1X(1
5
Conduct Three (3) Property Owner Meetings
3hrs
9firs
6hrs
to hrs
112,250.1)(1
6
Attend Coonul Meeting (ROI)
2 hrs
2 has
4 hrs
1161)(1.1)(1
7
One (1) Prciect Team Coordination Meeting
2hrs
2 his
112611.1)1)
Sublets! Task 1 Preliminary Engineers Report
TASK 2: Proposition 218 Ballot Vote
82 his
f9 ,41 (1.(111
6
Prepare and Mail Notice 8 Ballot
I 2 hrs
4 hrs
8 hrs
14 his
111,140.1)(1
B
Conduct Two (2) Property Owners Meetings
2 hrs
4 has
2 hrs
2 hrs
10 his
111,1611.01)
10
Attend Public Meeting - Courvol Meeting
t his
t his
a hre
11600 no
11
One (1) Project Team Coordination Meeting
2 hrs
El
2 hrs
112811.1)1)
Subtotal Task 2 Proposition 216 Ballot
TASK3: Final Engineer's Report
]O hrs
f3,2110.D11
12
Prepare Final Engineers Report
this
I 4 his
6 hrs
2 hrs
15 his
111,530.00
13
Prepare Assessment Diagram
2 hrs
2 has
4 hre
(]50.00
74
Conduct Two (2) Property Owners Meetings
2 hrs
4 hrs
2h.
lifts
111,050.1)1)
15
Attend Public Meeting - Council Meeting
2 has
2 has
4 his
11600.00
Attend Public Hearing - Ccurlul Meeting
16
and Ballot Tabulation
2 his
2 hrs
2 hrs
6 hm
$77D.110
17
Oft (1) Project Team Coordination Meeting
2 hrs
2,1h rs
1126(1X(1
Subtotal Task ] Final Engineers Report
Tani Clause it District
3 hrs
f 4.too do
t6
TASK 4: District Formation
Amend Engineers Report as directed by Council
1 hrs
2 hrs
1 hrs
4 hrs
11375.1)(1
19
Mail Notice of Assessment
2 hrs
2 hrs
4 hrs
ohm
11710.00
Record Asmt Diagram and List of Assessed Property
20
Owner names
2hrs
ihm
3hm
11236.00
21
Review Prelim. and Final Official Statements
2 his
2 his
(260.00
Subtotal Task District Formation
17 hrs
111600110
Raimburaables (mileage, County recording fees, postage for mailings, Plotting exhiCits for m rstings)
TOTAL FEE - District Formed to Completion 24 him 56 has 62 firs 6 has
20 has
168 firs
(500.00
$19,29D.CD
is 04189 /admin /c0ntr3ctsl0401D6 Exhibit B Fee Schedule
City of Newport Beach NO. BA- 04BA -047
BUDGET AMENDMENT
2003 -04
FECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: �19,z9o.00
NIncrease in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations related to engineering services for Assessment District No. 95.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
4095 3605
VENUE ESTIMATES (360 1)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Amount
Description Debit Credit
Assessment District #95 Fund Balance $19,290.00
Description
Signed
Financial Approval: Administrative Services Director
Signed: •Od4, / 47�
Administrative App val: City Manager
foigned:
City Council Approval: City Clerk
$19,290.00
/ Date
' bate
Date
Description
Division
Number
74095 Assessment District #95
Account
Number
9812 Engineering Services
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed
Financial Approval: Administrative Services Director
Signed: •Od4, / 47�
Administrative App val: City Manager
foigned:
City Council Approval: City Clerk
$19,290.00
/ Date
' bate
Date
i rityof - Piewp✓Ort Sea h NO- t'sA= - -04BA- 047 _. -._.
BUDGET AMENDMENT
2003 -04 AMOUNT: $1s,zso.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AAfD �X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations related to engineering services for Assessment District No. 95.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
4095 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Amount
Description Debit
Assessment District #95 Fund Balance $19,290.00
Description
Signed
Signed:
Signed:
Financial Approval: Administrative Services Director
City Council Approval: City Clerk
Credit
$19,290.00
i J - -el
Date
bate
( /V
Date
Description
Division
Number
74095 Assessment District #95
Account
Number
9812 Engineering Services
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed
Signed:
Signed:
Financial Approval: Administrative Services Director
City Council Approval: City Clerk
Credit
$19,290.00
i J - -el
Date
bate
( /V
Date