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Black O'Dowd & Associates dba BOA Architecture - 2016-03-01
CONTRACT SUBMITTAL TO CITY CLERK'S OFFICE To: JOAN FLYNN, City Clerk Name of Contractor: BOA Architecture (Black O'Dowd Assoc) Purpose of Contract: PD Lobby Architectural Services Amount of Contract: $30,000 Copy of contract distributed to The original insurance c rtificate/waiver distributed to Risk Management Initiating Dept ® (duplicate original) Finance Dept ❑ ORIGINAL bonds sent to Treasurer ❑ ® Copy of current insurance and/or waiver (approved by attorney) ❑ Proof of Liability Insurance ❑ If over $30,000— 3 03 List or Intraagency Agreement attached ❑ If over $50,000 — has City Manager's signature ® Contract dated and signed by all parties 3P ® All Exhibits complete and attached ❑ Any changes initialed by both parties U Sandie Frakes, ext 5249 Date: 3/29/16 Name/Extension City Attorney's Office G AttyMisc/Contract Forms/City Clerk Transmittal PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BLACK O'DOWD & ASSOCIATES DBA BOA ARCHITECTURE FOR DESIGN SERVICES RELATED TO THE POLICE DEPARTMENT LOBBY RENOVATION THIS AGREEMENT("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY, and Black O'Dowd & Associates, dba BOA Architecture, a California corporation, hereinafter referred to as "CONSULTANT " WHEREAS, CITY desires to engage the services of a consultant to provide design services for the Police Department Lobby Renovation Project, and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with, and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows. 1. SCOPE OF SERVICES CONSULTANT shall provide all services as set forth in Exhibit "A," attached hereto and incorporated by this reference as though fully set forth herein CONSULTANT hereby designates Edward Ng, who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement 2 CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement 16-5117/132240 1 3 TERM, TIME OF PERFORMANCE Time is of the essence of this Agreement The services of CONSULTANT are to commence on March 1, 2016 (the "Commencement Date") This Agreement shall automatically terminate one (1) year from the Commencement Date, unless extended or sooner terminated as provided herein All tasks specified in the Scope of Services shall be completed no later than six (6) months from the Commencement Date The time for performance of the tasks identified in the Scope of Services are generally to be shown in the Scope of Services This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT In the event the Commencement Date precedes the date of final execution, CONSULTANT shall be bound by all terms and conditions as provided herein 4 COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Thirty Thousand Dollars ($30,000 00) 5 EXTRA WORK In the event CITY requires additional services not included in the Scope of Services or changes in the scope of services described in the Scope of Services, CONSULTANT will undertake such work only after receiving written authorization from CITY Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained 16-5117/132240 2 6 METHOD OF PAYMENT CONSULTANT shall be paid on a time and materials basis as set forth on Exhibit "B," attached hereto and incorporated by this reference as though fully set forth herein 7 DISPOSITION OF PLANS. ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, date or programs, maps, memoranda, letters and other documents, shall belong to CITY. and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first These materials may be used by CITY as it sees fit 8 HOLD HARMLESS To the fullest extent permitted by law (including, without limitation, California Civil Code Sections 2782 and 2782.6), CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including. without limitation, costs and fees of litigation of every nature or liability of any kind or nature) ansing out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligence, recklessness or willful misconduct related to performance of this Agreement or its failure to comply with any of the obligations contained in this Agreement by CONSULTANT, its officers, agents or employees CITY shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable The policy 16-5117/132240 3 l limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT 9 PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall furnish a professional liability insurance policy covering the work performed by it hereunder This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000 00) per occurrence and in the aggregate The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY, however, an insurance policy "deductible" of Ten Thousand Dollars ($10,000 00) or less is permitted A claims-made policy shall be acceptable if the policy further provides that A The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements) B CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion If insurance is terminated for any reason. CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement 10 CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement, the certificate shall 16-5117/132240 4 A provide the name and policy number of each carrier and policy; B. state that the policy is currently in force, and C promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice, however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY The requirement for carrying the foregoing insurance coverage shall not derogate from the provisions for indemnification of CITY by CONSULTANT under the Agreement CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance CONSULTANT shall pay, in a prompt and timely manner,the premiums on the insurance heremabove required 11 INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security. state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder 12 TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner CITY may terminate CONSULTANT's services hereunder at any time with or without 16-5117/132240 5 cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing. notice of which shall be delivered to CONSULTANT as provided herein In the event of termination, all finished and unfinished documents, exhibits, reports and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT 13 ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove 14 COPYRIGHTSMATENTS CITY shall own all rights to any patent or copyright on any work; item or material produced as a result of this Agreement 15 CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official or any regular CITY employee in the work performed pursuant to this Agreement No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code 16 NOTICES Any notices, certificates, or other commumcations hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 heremabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified 16-5117/132240 6 below, provided that CITY and CONSULTANT, by notice given hereunder, may designate different addresses to which subsequent notices, certificates or other communications will be sent TO CITY TO CONSULTANT City of Huntington Beach Edward Ng, President ATTN Public Works Director BOA Architecture 2000 Main Street 1511 Cota Avenue Huntington Beach, CA 92648 Long Beach, CA 90813 17 CONSENT When CITY's consent/approval is required under this Agreement. its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event 18 MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties 19 SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement 20 INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties If any 16-5 117/132240 7 provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void. illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement No covenant or provision shall be deemed dependent upon any other unless so expressly provided here As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law 21 DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original Each duplicate original shall be deemed an original instrument as against any parry who has signed it 22 IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification 23 LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of'services contemplated hereunder CONSULTANT understands that pursuant to 16-5117/132240 8 Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY, and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT 24 ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorneys fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the non-prevailing party 25 SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive 26 GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California 27 SIGNATORIES Each undersigned represents and warrants that its signature herembelow has the power, authonty and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn 28 ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement The parties also acknowledge and agree that no representations, inducements, promises, agreements or l 6-5117/132240 9 warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, mducement, promise; agreement, warranty, fact or circumstance not expressly set forth m this Agreement This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or m writing between the parties respectmg the sublect matter hereof IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on 199A&V - D.Z. 2016 CONSULTANT, CITY OF HUNTINGTON BEACH, BOA ARCHITECTURE a municipal corporation of the State of California By I�- � ( •- Edward Ng; Press nt Director of Public orks (Pursuant to HBMC§3 03 100) REVIEWED AND APPROVED AS TO CONTENT 1✓/"I- City Manager (onlyfoi contracts$50,000 00 and over) APPROVED AS T. ORM Receive and File Crty Attorney 11,0 Cliff►Clark 3 30 16 16-5117/132240 10 EXHIBIT "A" Police Department Secure Lobby Improvements Architectural Services A STATEMENT OF WORK The consultant shall perform architectural services for the Police Department Secure Lobby Improvements project as set forth in this Exhibit "A." B CONSULTANT'S DUTIES AND RESPONSIBILITIES The scope of work for the project may involve all phases of pro)ect development and may include, but not be limited to. the following 1 Preliminary Plans and Desien Alternatives Prepare preliminary layouts. provide all necessary measurements and surveying. and prepare details and calculations Identify alternatives, prepare estimates of probable costs and present, as needed, at staff and/or public meetings, including recommendations and analyses with respect to the advantages of each alternative 2. Entitlements/Permits Assist CITY in obtaining entitlements and approvals from applicable agencies for environmental and/or other permits, as may be required 3 Construction Documents Prepare designs.plans, specifications cost estimates, and contract bidding documents Final drawings shall be wet signed and stamped on 30 x 42 inch ink on Mylar media Drawings shall be prepared inAutoCAD 2000, 2004, or 2007 All project AutoCAD files (i e drawings, x-refs, blocks, fonts, etc) shall be provided to the City on CD or DVD format Construction specifications and bidding documents shall be provided in Microsoft Word Version 2003 The City will provide a Microsoft Word 2003 version of the General Provisions and bid forms,the Consultant shall modify the documents by adding the necessary special provisions and bid items 16-5117 4 Bidding Assist the city in answering bidders' questions, attending pre-bid conferences and job walks, preparing addenda, analyzing bids, and recommending award, as may be required 5. Construction Attend pre-construction conference Monitor construction schedule, visit construction site as required for progress and quality of work Assist the contract manager, contractor, and inspector with interpretation of the plans and specifications, analysis of changed conditions, development of corrective action,review of shop drawings and other submittals, and the review and negotiation of change orders. Prepare"as-built" drawings C CITY'S DUTIES AND RESPONSIBILITIES 1 Furnish scope of work request for each project assigned 2 Furnish available record drawings and specifications to CONSULTANT 3 Review construction documents at various stages of completion prior to final documents being issued D WORK PROGRAM/PROJECT SCHEDULE A project schedule will be developed by and between CONSULTANT and CITY for each project assigned by CITY As Needed Architectural Services Exhibit A 2 EXHIBIT "B" Payment Schedule (Hourly Payment) A Hourly Rate CONSULTANT'S fees for such services shall be based upon the hourly rate and cost schedule set forth in Exhibit "A." B Travel Charges for time during travel are not reimbursable C Billing 1 All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it 2 Each month's bill should include a total to date That total should provide, at a glance, the total fees and costs incurred to date for the project 3 A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion 4 CONSULTANT shall submit to CITY an invoice for each monthly payment due Such invoice shall A) Reference this Agreement, B) Describe the services performed, C) Show the total amount of the payment due, D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement, and E) For all payments include an estimate of the percentage of work completed Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY Such approval shall not be unreasonably withheld If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein SurMet Exhibit B hourly 1 S Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement Surfnet Exhibit B hourly 2 EXHIBIT A 1511 Cola Ave E mad boaarch(cwahoo coin ` 16, ID) O� Architecture e Long each,CA 90813 `\ Government Services Telephone 310 832-2631 Websde ; Facsimile 310 831-4656 vnA, bomchilectofe corn Mr Jerry Thompson, General Services Manager Feb 5, 2016 City of Huntington Beach, 2000 Main St Huntington Beach, CA 92648 I Re: I Fee for Architectural/Engineering Design Services at Police Dept.for Combining Phase 1&2,Secure Lobby Improvements and Traffic Dept. Improvements Based on our meeting on 1-22-16 with you and Captain Russ Reinhart and recent phone conversations, we are pleased to submit our Scope of Work and Fee Proposal to combine current Phase 1(Secure Entrance Lobby-Front Counter Improvements) and Phase 2 (Traffic Dept Tenant Improvements) into one single project Our design fee for this will be $26,000 See attached itemized spreadsheet For clarification, currently we have completed and have been paid$20,300 of the$22,000 original Phase 1 Purchase Order, with$1700 un-spent that was reserved for construction support As you know, Phase 1 design drawings were completed but we did not go into construction Below is a fee summary FEE PROPOSAL j $25,000 Design Fee to combine Phase 1 &2 $ 1,700 un-spent Fee from Phase 1 for construction support $26,700 SCOPE OF WORK Given that the total Phase 1 & 2 project budget will be $500,000 (about $400,000 for construction) BOA will perform architectural services to provide the following j Secure Lobby Front Counter and Traffic Dept. Improvements 1 Revise drawings and design to resolve ADA compliance public counters and omit raised floor/stair/ramp 2 Revise and refine Phase 1 floor plan design to integrate into Phase 2 and first floor master plan j 3 Design open office layout and only have enclosed offices/conference rooms where needed in Traffic Dept j 4 Provide Architectural, Electrical, Mechanical drawings 5 Obtain Building/Safety Dept approval for revised drawings for Building, Electrical, Mechanical disciplines j 6 See attached sketch floor plan for graphic representation of Scope of Work FEE AND DESCRIPTION OF SERVICES- BOA will perform architectural/engineering design services with Schematic Design, Construction Documents and j Construction Support The following design disciplines will be included 1 Architecture 2 Structural Engineering (minor effort) 3 Mechanical/Plumbing Engineering 4 Electrical Engineering The following services are NOT Included a Civil engineering i b Land Survey c Soils/Geology Engineering d Presentations to committees or public hearings or City Council e Reproduction or blueprinting cost for Bid documents to Contractors f Hazardous Materials report g Destructive testing of concrete, columns, walls, etc h As-built drawings of the existing facility(provided by City) EXPECTED TIME SCHEDULE: To be efficient in the design of this project,we will adhere to the following schedule Schematic Design 10 month Construction Documents 2 0 months City review/clearances, 100%doc 2 0 months TOTAL 5 0 months BOA Architecture Edward Lok Ng,Architect, LEED AP FIXED FEE for arch lte' TA§I/engineering Huntington Beach, Police Dept, Phase 2 Traffic Dept, Tenant Improvement for Jerry Thompson by Edward Lok Ng,Archttect BOA Architiecturlob#16- date Feb 5,2016 Project Budget $500,000 HOURS UNIT HR RATE COST TOTAL TOTAL PRE-DESIGN existing conditions„measurements,photos 6 hrs 100 600 examine Owner's dwgs ,CADD of existing conditions 2 hrs 100 200 client mtg 2 hrs 150 300 project management 2 hrs 150 300 12 1,400 SCHEMATIC DESIGN floor plan design 10 hrs 150 1,500 CADD 10 hrs 100 1,000 project management 3 hrs 150 450 1-meeting with Client 2 hrs 150 300 prelim mtg w City plancheck 2 hrs 150 300 compile cost estimate 3 hrs 150 450 30 4,000 ARCHITECTURAL CONSTRUCTION DOCUMENTS Construction Document CADD drawings 60 hrs 100 6,000 project management&cabinet/security detailing 12 hrs 150 1,800 compile drawings at 50%,95%,submittal to bldg dept 5 hrs 100 500 bldg dept correction s/subm ittals/resubm ittal 8 hrs 150 1,200 client meeting/coordination 3 hrs 150 450 compile specifications 7 hrs 150 1,050 quality control review of all documents at 95% 8 hrs 150 1,200 i 103 12,200 SUB-CONSULTANTS structural 500 mechanical, minor HVAC modifications 3,000 plumbing 0 electrical 3,000 civil engineering 0 survey, elevation points(provided by Owner) 0 soils engineering (not needed) 0 6,500 EXPENSES project coordination blueprints - 150 photos, photocopy of specifications, misc photocopies, courier, mail/delivery 150 300 ASSIST OWNER IN BIDDING& CONSTRUCTION ADMINISTRATION allowance for meetings, RFI's, punchlist, and techical support 4 hrs 150 600 600 TOTAL FEE $25,000 2 � EXHIBIT P� _ I � l f - tSTr�'6 I r }� ' `,4 ACOOR" CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 3/2/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER IMPORTANT If the certificate holder is an ADDITIONAL INSURED,the policy(fes) must be endorsed If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s) PRODUCER CONTACT Tina, COwie NAME Cornerstone Specialty Insurance Services, Inc. PH ONE (714)731-7700 FAN Exit. INCX, No (714)731-7750 14252 Culver Drive, A299 ADE-MADREIL SS tina@cornerstonespecialty com IN S AFFORDING COVERAGE NAIC# Irvine CA 92604 INSURERANatl Fire Ins. Co. of Hartford 20478 INSURED INSURERS-Continental Casualty Company 20443 BOA ARCHITECTURE INSURERCHartford Accident & Indemnity Cc 1511 Cota Avenue INSURER D Wesco Insurance Company INSURER E Long Beach CA 90813 INSURER i d COVERAGES CERTIFICATE NUMBER 15/16 COVERAGES REVISION NUMBER THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR I TYPE OF INSURANCE DDL SUER POLICY NUMBER MWDD EFF POLICY MMD EXP LIMITS LTR X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 DAMAGE TO RENTED A CLAIMS-MADE � OCCUR PREMISES Ea occurrence $ 300,000 X ADD I L INSD/PRIMARY 4017856049 11/20/2015 11/20/2016 MED EXP(Any one person) $ 10,000 X BLKT WAIVER OF SUBRO PER HNDIT Foxe# PERSONAL&ADV INJURY $ 2,000,000 GEN L AGGREGATE LIMIT APPLIES PER SB-300176B AS REQUIRED GENERAL AGGREGATE $ 4,000,000 POLICY a JECT ❑LOC BY WRITTEN CONTRACT PRODUCTS-COMP/OP AGG $ 4,000,000 OTHER Employee Benefits I$ 2,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 1,000,000 A ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED 4017856048 11/20/2015 11/20/2016 BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS X X Per accident $ X UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 1,000,000 B EXCESS LIAB HCLAIMS-MADE AGGREGATE $ 1,000,000 DED RETENT ION$ 4017856633 11/20/2015 11/20/2016 $ WORKERS COMPENSATION X I PER OTH- AND EMPLOYERS LIABILITY STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE Y/N E L EACH ACCIDENT $ 1,000,000 C OFFICER/MEMBER EXCLUDED? El 111 A (Mandatory in NH) 72WIlCLS9821 11/20/2015 11/20/2016 E L DISEASE-EA EMPLOYE $ 1,000,000 If yes describe under DESCRIPTION OF OPERATIONS below E L DISEASE-POLICY LIMIT i$ 1,000,000 D Professional Liability ARA1119367-02 11/20/2015 11/20/2016 EachGarn $2,000,000 Claims Made Annual Aggregate $2,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached ff more space is required) Certificate Holder is Additional Insured for General Liability but only if required by written contract with the Named Insured prior to an occurrence and as p we tF�y. Coverage is subject to all policy terms and conditions. 30 days Notice of Canceller ion xcept !� 17d 11te of Cancellation for non-payment of premium. For Professional Liability coverage, the ag to limit is the total insurance available for all covered claims reported within the po11Cy pert CERTIFICATE HOLDER CA S 0ULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Huntington Beach THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Public Works Department ACCORDANCE WITH THE POLICY PROVISIONS Attn: Debra Jubinsky 200 Main Street AUTHORIZED REPRESENTATIVE Huntington Beach, CA 92648 Tina Cow1e/TCOWIE ©1988-2014 ACORD CORPORATION All rights reserved ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD I N S025 t90t 40t 1 CNA INSURED: BOA Architecture POLICY PERIOD: 11/20/2015 to 11/20/2016 POLICY NUMBER: 4017856048 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED ENDORSEMENT WITH PRODUCTS- COMPLETED OPERATIONS COVERAGE & BLANKET WAIVER OF SUBROGATION/AGGREGATE LIMIT (PER PROJECT) This endorsement modifies insurance provided under the following BUSINESSOWNERS LIABILITY COVERAGE FORM BUSINESSOWNERS COMMON POLICY CONDITIONS The following is added to Section C., -Who is an Insured: damage," "personal and advertising injury" arising out of an architect's, engineers, or A The Businessowners Liability Coverage form is surveyor's rendering of or failure to render any amended to include as an insured, any person or professional services, including organization whom you are required to add as an additional insured on this policy under a written a. The preparing, approving, or failing to contract or written agreement, but the written prepare or approve maps, shop drawings, contract or written agreement must be opinions, reports, surveys, field orders, change orders or drawings and 1 Currently in effect or becoming effective during specifications by any architect, engineer or the term of this policy, and surveyor performing services on a project of 2 Executed prior to the "bodily injury," "property which you serve as a construction manager, damage," or"personal and advertising injury" or B. The insurance provided to the additional insured is b. Inspection, supervision, quality control, limited as follows engineering or architectural services done by you on a project of which you serve as 1 That person or organization is an additional construction manager insured solely for liability due to your negligence 5. This insurance does not apply to "bodily injury," specifically resulting from "your work" for the "property damage," or "'personal and advertising additional insured which is the subject of the injury" arising out of written contract or written agreement No coverage applies to liability resulting from the a The construction or demolition work while sole negligence of the additional insured you are acting as a construction or 2 The Limits of Insurance applicable to the demolition contractor This exclusion does additional insured are those specified in the not apply to work done for or by you at your written contract or written agreement or in the premises Declarations of this policy, whichever is less D. Other Insurance (Section H 2. and H.3.) of the These limits of Insurance are inclusive of, and Businessowners Common Policy Conditions are not in addition to, the Limits of Insurance shown deleted and replaced with the following in the Declarations 2. This insurance is excess over any other 3 The coverage provided to the additional insured insurance naming the additional insured as an within this endorsement and section titled insured whether primary, excess, contingent or Liability and Medical Expenses Definitions — on any other basis unless a written contract or "Insured Contract" (Section F , item 9 ), within written agreement specifically requires that this the Businessowners Liability Coverage Form, insurance be either primary or primary and does not apply to "bodily injury" or "property noncontributing to the additional insured's own damage" arising out of the "products-completed coverage This insurance is excess over any operations hazard" unless required by the other insurance to which the additional insured written contract or written agreement has been added as an additional insured by 4. The insurance provided to the additional insured endorsement does not apply to "bodily injury," "property SB-300176-B Includes copyrighted material of the Insurance Services Office,Inc,with its permission Page 1 of 2 (Ed 01/08) Copyright,Insurance Services Office,Inc %o� damage" included in the "products-completed 3 When this Insurance is excess, we will have no operations hazard," and for medical expenses duty under Coverages A or B to defend the payable under Coverage A 2 regardless of the additional Insured against any "suit" if any other number of Insurer has a duty to defend the additional a Insureds, Insured against that "suit" if no other Insurer b. Claims made or"suits"brought, or defends, we will undertake to do so, but we will be entitled to the additional insured's rights c Persons or organizations making claims or against all those other insurers bringing"suits" When this insurance is excess over other 3 Any payments made under Coverage A.I. for insurance, we will pay only our share of the damages or under Coverage A 2 for medical amount of the loss, if any, that exceeds the sum expenses shall reduce the Construction Project of General Aggregate limit for the applicable (a) The total amount that all such other construction project Such payments shall not insurance would pay for the loss in the reduce the General Aggregate limit shown in the absence of this insurance, and Declarations nor shall they reduce any Construction Project General Aggregate limit (b) The total of all deductible and self-insured applicable to other construction projects amounts under all that other insurance 4. The limits shown in the Declarations for Liability We will share the remaining loss, if any, with any and Medical Expenses, Damage to Premises other insurance that is not described in this Rented to You, and Medical Expenses continue Excess Insurance provision and was not bought to apply However, instead of being subject to specifically to apply in excess of the Limits of the General Aggregate limit shown in the Insurance shown in the Declarations of this Declarations, such limits will be subject to the Coverage Part applicable Construction Project General E. Transfer of Rights of Recovery Against Others Aggregate limit To Us (Section K.2.) of the Businessowners B. For all sums which the insured becomes legally Common Policy Conditions is deleted and obligated to pay as damages caused by replaced with the following "occurrences," and for all medical expenses caused 2 We waive any right of recovery we may have by accidents, which cannot be attributed only to against any person or organization against ongoing operations at a single construction project whom you have agreed to waive such right of 1 Any payments made under Coverage A.I. for recovery in a written contract or agreement damages or under Coverage A 2 for medical because of payments we make for injury or expenses shall reduce the amount available damage arising out of your ongoing operations under the General Aggregate limit or the or "your work" done under a contract with that Products/Completed Operations Aggregate limit, person or organization and included within the whichever is applicable, and "products-completed operations hazard" 2, Such payments shall not reduce any 9 Amendment- Aggregate Limits of Insurance (Per Construction Project General Aggregate limit Project) C When coverage for liability arising out of the A For all sums which the insured becomes legally "products-completed operations hazard" is provided, obligated to pay as damages caused by any payments for damages because of "bodily "occurrences" under Coverage Al., and for all injury" or "property damage" included in the medical expenses caused by accidents under "products-completed operations hazard" will reduce Coverage A.2., which can be attributed only to the Products/Completed Operations Aggregate limit, ongoing operations at a single construction project and not reduce the General Aggregate limit nor any 1 A separate Construction Project General Construction Project General Aggregate limit Aggregate limit applies to each construction D If a construction project has been abandoned, project The Construction Project General delayed, or abandoned and then restarted, or if the Aggregate limit is equal to the amount of the authorized contracting parties deviate from plans, General Aggregate limit shown in the blueprints, designs, specifications or timetables, the Declarations project will still be deemed to be the same 2 The Construction Project General Aggregate construction project limit is the most we will pay for the sum of all E The provisions of the Limits Of Insurance section damages payable under Coverage A.1., except not otherwise modified by this endorsement shall damages because of "bodily injury' or "property continue to apply as stipulated SB-300176-B Includes copyrighted material of the Insurance Services Office,Inc,voth its permission Page 2 of 2 (Ed 01/08) Copyright,Insurance Seances Office, Inc CNA INSURED: BOA Architecture POLICY PERIOD: 11/20/2015 to 11/20/2016 POLICY NUMBER: 4017856048 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED ENDORSEMENT WITH PRODUCTS- COMPLETED OPERATIONS COVERAGE & BLANKET WAIVER OF SUBROGATION/AGGREGATE LIMIT (PER PROJECT) This endorsement modifies Insurance provided under the following BUSINESSOWNERS LIABILITY COVERAGE FORM BUSINESSOWNERS COMMON POLICY CONDITIONS The following is added to Section C., -Who is an Insured: damage," "personal and advertising injury" arising out of an architects, engineers, or A The Businessowners Liability Coverage form is surveyor's rendering of or failure to render any amended to include as an insured, any person or professional services, including organization whom you are required to add as an additional insured on this policy under a written a The preparing, approving, or falling to contract or written agreement, but the written prepare or approve maps, shop drawings, contract or written agreement must be opinions, reports, surveys, field orders, change orders or drawings and 1 Currently in effect or becoming effective during specifications by any architect, engineer or the term of this policy, and surveyor performing services on a project of 2 Executed prior to the "bodily injury," "property which you serve as a construction manager, damage," or"personal and advertising injury" or B The insurance provided to the additional insured is b Inspection, supervision, quality control, limited as follows engineering or architectural services done by you on a project of which you serve as 1 That person or organization is an additional construction manager insured solely for liability due to your negligence 5. This insurance does not apply to "bodily injury," specifically resulting from "your work" for the "property damage," or"personal and advertising additional insured which is the subject of the injury" arising out of written contract or written agreement No coverage applies to liability resulting from the a. The construction or demolition work while sole negligence of the additional insured you are acting as a construction or 2. The Limits of Insurance applicable to the demolition contractor This exclusion does additional insured are those specified in the not apply to work done for or by you at your written contract or written agreement or in the premises Declarations of this policy, whichever is less D Other Insurance (Section H 2. and H 3 ) of the These limits of Insurance are inclusive of, and Businessowners Common Policy Conditions are not in addition to, the Limits of Insurance shown deleted and replaced with the following in the Declarations 2 This insurance is excess over any other 3 The coverage provided to the additional insured insurance naming the additional insured as an within this endorsement and section titled insured whether primary, excess, contingent or Liability and Medical Expenses Definitions — on any other basis unless a written contract or "Insured Contract" (Section F , item 9), within written agreement specifically requires that this the Businessowners Liability Coverage Form, insurance be either primary or primary and does not apply to "bodily injury" or "property noncontributing to the additional insured's own damage" arising out of the "products-completed coverage This insurance is excess over any operations hazard" unless required by the other insurance to which the additional insured written contract or written agreement has been added as an additional insured by 4 The insurance provided to the additional insured endorsement does not apply to "bodily injury," "property SB-300176-B Includes copyrighted material of the Insurance Services Office, Inc,voth its permission Page 1 of 2 (Ed 01/08) Copyright, Insurance Services Office, Inc VIAlp � damage" included in the "products-completed 3 When this insurance is excess, we will have no operations hazard," and for medical expenses duty under Coverages A or B to defend the payable under Coverage A 2 regardless of the additional insured against any "suit" if any other number of insurer has a duty to defend the additional a Insureds, insured against that "suit" if no other insurer defends, we will undertake to do so, but we will b. Claims made or"suits"brought, or be entitled to the additional insured's rights c Persons or organizations making claims or against all those other insurers bringing "surfs" When this insurance is excess over other 3 Any payments made under Coverage A 1 for insurance, we will pay only our share of the damages or under Coverage A 2 for medical amount of the loss, if any, that exceeds the sum expenses shall reduce the Construction Project of General Aggregate limit for the applicable (a) The total amount that all such other construction project Such payments shall not Insurance would pay for the loss in the reduce the General Aggregate limit shown in the absence of this insurance, and Declarations nor shall they reduce any Construction Project General Aggregate limit (b) The total of all deductible and self-Insured applicable to other construction projects amounts under all that other insurance 4 The limits shown in the Declarations for Liability We will share the remaining loss, if any, with any and Medical Expenses, Damage to Premises other insurance that is not described in this Rented to You, and Medical Expenses continue Excess Insurance provision and was not bought to apply However, instead of being subject to specifically to apply in excess of the Limits of the General Aggregate limit shown in the Insurance shown in the Declarations of this Declarations, such limits will be subject to the Coverage Part applicable Construction Project General E Transfer of Rights of Recovery Against Others Aggregate limit To Us (Section K 2.) of the Businessowners B For all sums which the insured becomes legally Common Policy Conditions is deleted and obligated to pay as damages caused by replaced with the following "occurrences," and for all medical expenses caused 2. We waive any right of recovery we may have by accidents, which cannot be attributed only to against any person or organization against ongoing operations at a single construction project whom you have agreed to waive such right of 1 Any payments made under Coverage A 1 for recovery in a written contract or agreement damages or under Coverage A 2 for medical because of payments we make for injury or expenses shall reduce the amount available damage arising out of your ongoing operations under the General Aggregate limit or the or "your work" done under a contract with that Products/Completed Operations Aggregate limit, person or organization and included within the whichever is applicable, and "products-completed operations hazard" 2, Such payments shall not reduce any 9 Amendment- Aggregate Limits of Insurance (Per Construction Project General Aggregate limit Project) C When coverage for liability arising out of the A For all sums which the insured becomes legally "products-completed operations hazard" is provided, obligated to pay as damages caused by any payments for damages because of "bodily "occurrences" under Coverage A 1., and for all injury' or "property damage" included in the medical expenses caused by accidents under "products-completed operations hazard" will reduce Coverage A.2., which can be attributed only to the Products/Completed Operations Aggregate limit, ongoing operations at a single construction project and not reduce the General Aggregate limit nor any 1 A separate Construction Project General Construction Project General Aggregate limit Aggregate limit applies to each construction D. If a construction project has been abandoned, project The Construction Project General delayed, or abandoned and then restarted, or if the Aggregate limit is equal to the amount of the authorized contracting parties deviate from plans, General Aggregate limit shown in the blueprints, designs, specifications or timetables, the Declarations project will still be deemed to be the same 2 The Construction Project General Aggregate construction project limit is the most we will pay for the sum of all E. The provisions of the Limits Of Insurance section damages payable under Coverage A.1., except not otherwise modified by this endorsement shall damages because of "bodily injury" or "property continue to apply as stipulated SB-300176-B Includes copyrighted material of the Insurance Services Office,Inc,with its permission Page 2 of 2 (Ed 01/08) Copyright,Insurance Services Office,Inc BOA Architecture 72WECLS9826 11/20/2015 to 11/20/2016 EXTENDED OPTIONS 1. Employers' Liability Insurance 4. Foreign Voluntary Compensation and Item 3.13. of the Information Page is replaced by Employers' Liability Reimbursement the following A. How This Reimbursement Applies B. Employers' Liability Insurance: This reimbursement provision applies to bodily 1 Part Two of the policy applies to work in injury by accident or bodily injury by disease each state listed in Item 3.A Bodily injury includes resulting death 1. The bodily injury must be sustained by an The Limits of Liability under Part Two are officer or employee the higher of 2 The bodily injury must occur in the course of employment necessary or incidental to Bodily Injury work in a country not listed in Exclusion by Accident $500,000 Each Accident C 1. of this provision. 3. Bodily injury by accident must occur Bodily Injury during the policy period by Disease $500,000 Policy Limit 4. Bodily injury by disease must be caused or aggravated by the conditions of your Bodily Injury employment The officer or employee's by Disease $500,000 Each Employee last exposure to those conditions of your employment must occur during the policy OR period B. We Will Reimburse 2 The amount shown in the Information We will reimburse you for all amounts paid by Page• you whether such amounts are This provision 1 of EXTENDED OPTIONS does not 1. voluntary payments for the benefits that apply in New York because the Limits Of Our would be required of you if you and your Liability are unlimited. officers or employees were subject to any In this provision the limits are changed from workers' compensation law of the state of $500,000 to$1,000,000 in California hire of the individual employee 2. Unintentional Failure to Disclose Hazards 2. sums to which Part Two (Employers' If you unintentionally should fail to disclose all Liability Insurance) would apply if the existing hazards at the inception date of your Country of Employment were shown in Item 3 A of the Information Page policy, we shall not deny coverage under this policy because of such failure. C. Exclusions 3. Waiver of Our Right To Recover From Others This insurance does not cover: A. We have the right to recover our payments 1. any occurrences in the United States, from anyone liable for an injury covered by this Canada, and any country or jurisdiction policy We will not enforce our right against which is the subject of trade or economic any person or organization for whom you sanctions imposed by the laws or perform work under a written contract that regulations of the United States of requires you to obtain this agreement from us America in effect as of the inception date This agreement shall not operate directly or of this policy indirectly to benefit anyone not named in the 2 any obligation imposed by a workers' agreement. compensation or occupational disease B. This provision 3 does not apply in the states law, or similar law of Pennsylvania and Utah. 3. bodily injury intentionally caused or aggravated by you Form WC 99 03 03 B Printed in U.S.A (Ed.MO) Page 4 of 6 CITY OF HUNTINGTON BEACH RECEIVED Professional Service Approval Form FEB 112016 PART I Finance DepartmeV Date 9/22/2015 Project Manager Name Jerry Thompson/Russell Reinhardt Requested by Name if different from Project Manager �Debra Jubmsky Department Public Works PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED , BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement Provide Architectural Services to design PD Lobby Security Phase II renovation project using same architect that designed Phase I and ADA improvements in order to preserve project continuity and oversight 2) Estimated cost of the services being sought $30,000 3) Are sufficient funds available to fund this contracts ® Yes ❑ No If no, please explain 4) Check below how the services will be obtained ❑ A Bid solicitation process in accordance to the MC 3 03 060 procedures will be conducted ❑ MC 3 03 08(b)—Other Interagency Agreement procedure will be utilized ® MC 3 03 08—Contract Limits of$30,000 or less exempt procedure will be utilized 5) Is this contract generally described on the list of professional service contracts approved by the City Council'? If the answerPhis question is "No," the contract will require approval from the City Council ) ® Yes ❑ No Fiscal Servi s M a r Signature(Purchasing Approval) Date 6) Amount, Business Unit(8 digits) and Object Code(5 digits)where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit object# Fiscal Year Fiscal Year Fiscal Year 15/16 10040314 82200 $30,000 $ $ Budget p val Date De p m Head Si ature(s) Date Director f:FinanncSignature Date 3- 1 Assistant City Manager's Signature Date APPROVER"% DENI Al ty nager's Signature Date pd lobby part 1 professional svice approval form doe REV February 2015 • - CITY OF HUNTINGTON BEACH Professional Service Approval Form RECEIVED '•- ° � PART II FEB 2 5 2016 ' Finance Department Date 2/8/2016 Project Manager Jerry Thompson/Russell Reinhardt Requested by Name if different from Project Manager Debra Jubinsky Department Public Works PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I& II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant BOA Architecture 2) Contract Number PWK (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract $30,000 Account number Contractual Dollar Amount Business unit object# Fiscal Year Fiscal Year Fiscal Year 15/16 10040314 82200 $30,000 $ $ 4) Is this contract less than $50,000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ❑ Yes ® No (Note Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk Make sure the appropriate signature page is attached to the contract ) 7) Were formal written proposals requested from at least three available qualified consultants? ❑Yes ® No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number) 9) Attach Exhibit A, which describes the proposed scope of work 10) Attach Exhibit B, which describes the payment terms of the contract z-2 3 Fiscal ana er(Purchasing) Date a1� �z1(� Budget Maria r Approval Signature Date Director o Finance(o esignee) Signature Date boa prof svcs approval form-part a doc REV February 2015 EXHIBIT "A" Police Department Secure Lobby Improvements Architectural Services A. STATEMENT OF WORK. The consultant shall perform architectural services for the Police Department Secure Lobby Improvements project as set forth in Exhibit B. B CONSULTANT'S DUTIES AND RESPONSIBILITIES The scope of work for the project may involve all phases of project development and may include, but not be limited to, the following• 1. Preliminary Plans and Design Alternatives Prepare preliminary layouts, provide all necessary measurements and surveying, and prepare details and calculations. Identify alternatives, prepare estimates of probable costs and present, as needed, at staff and/or public meetings, including recommendations and analyses with respect to the advantages of each alternative 2 Entitlements/Permits Assist CITY in obtaining entitlements and approvals from applicable agencies for environmental and/or other permits, as may be required. 3 Construction Documents Prepare designs, plans, specifications, cost estimates, and contract bidding documents Final drawings shall be wet signed and stamped on 30 x 42 inch ink on Mylar media Drawings shall be prepared in AutoCAD 2000, 2004, or 2007. All project AutoCAD files (i e drawings, x-refs, blocks, fonts, etc ) shall be provided to the City on CD or DVD format Construction specifications and bidding documents shall be provided in Microsoft Word Version 2003 The City will provide a Microsoft Word 2003 version of the General Provisions and bid forms, the Consultant shall modify the documents by adding the necessary special provisions and bid items. As Needed Architectural Services Exhibit A 1 4. Bidding Assist the city in answering bidders' questions, attending pre-bid conferences and job walks, preparing addenda, analyzing bids, and recommending award, as may be required 5 Construction Attend pre-construction conference. Monitor construction schedule, visit construction site as required for progress and quality of work Assist the contract manager, contractor, and inspector with interpretation of the plans and specifications, analysis of changed conditions, development of corrective action, review of shop drawings and other submittals, and the review and negotiation of change orders Prepare "as-built" drawings C. CITY'S DUTIES AND RESPONSIBILITIES• 1. Furnish scope of work request for each project assigned. 2 Furnish available record drawings and specifications to CONSULTANT 3. Review construction documents at various stages of completion prior to final documents being issued. D. WORK PROGRAM/PROJECT SCHEDULE• A project schedule will be developed by and between CONSULTANT and CITY for each project assigned by CITY. As Needed Architectural Services Exhibit A 2 • EXHIBIT B 1511 Cola Ave E-mail boaarch -yahoo com � \ c Old Architecture LongBeach,CA 90813 \ © Government Se►wces Telephone 310-832-2681 Websde Facsimile 310 831-4656 %v�vw boaarchdeclure com Mr Jerry Thompson, General Services Manager Feb 5, 2016 City of Huntington Beach, 2000 Main St Huntington Beach, CA 92648 Re: Fee for Architectural/Engineering Design Services at Police Dept.for Combining Phase 1&2, Secure Lobby Improvements and Traffic Dept. improvements Based on our meeting on 1-22-16 with you and Captain Russ Reinhart and recent phone conversations, we are pleased to submit our Scope of Work and Fee Proposal to combine current Phase 1(Secure Entrance Lobby-Front Counter Improvements) and Phase 2 (Traffic Dept Tenant Improvements) into one single project Our design fee for this will be $25,000 See attached itemized spreadsheet For clarification, currently we have completed and have been paid $20,300 of the$22,000 original Phase 1 Purchase Order, with $1700 un-spent that was reserved for construction support As you know, Phase 1 design drawings were completed but we did not go into construction Below is a fee summary FEE PROPOSAL $25,000 Design Fee to combine Phase 1 &2 $ 1,700 un-spent Fee from Phase 1 for construction support $26,700 SCOPE OF WORK: Given that the total Phase 1 & 2 project budget will be $500,000 (about $400,000 for construction) BOA will perform architectural services to provide the following Secure Lobby Front Counter and Traffic Dept. Improvements 1 Revise drawings and design to resolve ADA compliance public counters and omit raised floor/stair/ramp 2 Revise and refine Phase 1 floor plan design to integrate into Phase 2 and first floor master plan 3 Design open office layout and only have enclosed offices/conference rooms where needed in Traffic Dept 4 Provide Architectural, Electrical, Mechanical drawings 5 Obtain Building/Safety Dept approval for revised drawings for Building, Electrical, Mechanical disciplines 6 See attached sketch floor plan for graphic representation of Scope of Work FEE AND DESCRIPTION OF SERVICES: BOA will perform architectural/engineering design services with Schematic Design, Construction Documents and Construction Support The following design disciplines will be included 1 Architecture 2 Structural Engineering(minor effort) - 3 Mechanical/Plumbing Engineering 4 Electrical Engineering The following services are NOT included a Civil engineering b Land Survey c Soils/Geology Engineering d Presentations to committees or public hearings or City Council e Reproduction or blueprinting cost for Bid documents to Contractors f Hazardous Materials report g Destructive testing of concrete, columns, walls, etc h As-built drawings of the existing facility(provided by City) EXPECTED TIME SCHEDULE, To be efficient in the design of this project,we will adhere to the following schedule Schematic Design 10 month Construction Documents 2 0 months City review/clearances, 100%doc 2 0 months TOTAL 5.0 months BOA Architecture Edward Lok Ng, Architect, LEED AP FIXED FEE for arch it to/engineering Huntington Beach, Police Dept. Phase 2 Traffic Dept. Tenant Improvement E for Jerry Thompson by Edward Lok Ng, Architect BOA Architiectur job#16- date Feb 5, 2016 Project Budget $500,000 i HOURS UNIT HR RATE COST TOTAL TOTAL PRE-DESIGN existing conditions„measurements,photos 6 hrs 100 600 examine Owner's dwgs ,CADD of existing conditions 2 hrs 100 200 client mtg 2 hrs 150 300 project management 2 hrs 150 300 12 1,400 SCHEMATIC DESIGN floor plan design 10 hrs 150 1,500 CADD 10 hrs 100 1,000 project management 3 hrs 150 450 1-meeting with Client 2 hrs 150 300 prelim mtg w City plancheck 2 hrs 150 300 compile cost estimate 3 hrs 150 450 30 4,000 ARCHITECTURAL CONSTRUCTION DOCUMENTS Construction Document CADD drawings 60 hrs 100 6,000 project management&cabinettsecurity detailing 12 hrs 150 1,800 compile drawings at 50%,95%,submittal to bldg dept 5 hrs 100 500 bldg dept corrections/submittals/resubmittal 8 hrs 150 1,200 client meeting/coordination 3 hrs 150 450 compile specifications 7 hrs 150 1,050 quality control review of all documents at 95% 8 hrs 150 1,200 103 12,200 SUB-CONSULTANTS structural 500 mechanical, minor HVAC modifications 3,000 plumbing 0 electrical 3,000 civil engineering 0 survey, elevation points(provided by Owner) 0 soils engineering (not needgd) 0 I 6,500 EXPENSES project coordination blueprints 150 i photos, photocopy of specifications, misc photocopies, courier, mail/delivery 150 300 ASSIST OWNER IN BIDDING&CONSTRUCTION ADMINISTRATION allowance for meetings, RFI's, punchlist, and techical support 4 hrs 150 600 600 i TOTAL FEE $26,000 Jt- • EXHIBIT B I M Of c _ w � FiL -11 orow -_hl- I=IPZT FLOZ)C---- f LAQ Zia 0-4-5 E, 2 To b-e- CaM ,13I NO RESOLUTION NO. 20 15—4 7 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ADOPTING A BUDGET FOR THE CITY FOR FISCAL YEAR 2015/16 WHEREAS, Article VI of the Huntington Beach City Charter requires the City Manager to present and the City Council to adopt an annual City Budget; and The City Council has received and considered the Proposed Budget for Fiscal Year 2015/16, staff reports, and public testimony and infoimation received in a noticed public hearing on the City Budget, NOW, THEREFORE, the City Council of the City of Huntington Beach does resolve as follows: SECTION 1. That the Proposed Budget foi Fiscal Year 2015/16, a copy of which is attached hereto as Exhibit"A" and incorporated by this reference as though fully set forth hei ein, is hereby approved and adopted. SECTION 2: That the Estimated Revenue and Transfers In for Fiscal Year 2015/16, a copy of which is attached hereto as Exhibit"B" and incorporated by this reference as though fully set forth herein, is hereby approved and adopted. When combined with reserves, the Estimated Revenue and Transfers In for Fiscal Year 2015/16 are sufficient to fund the appropriations set forth in Proposed Budget for Fiscal Year 2015/16. SECTION 3: That the Proposed Appropriations and Transfers Out for Fiscal Year 2015/16, a copy of which is attached hereto as Exhibit"C" and incorporated by this ►eference as though fully set forth herein,providing appropriations summaries of details currently contained in the City's accounting system, including technical adjustments related to Transfers In and Transfers Out, and detail of estimated revenue, is hereby approved and adopted. SECTION 4: That the Tables of Organization, a copy of which is attached hereto as Exhibit "D" and incorporated by this reference as though fully set forth herein, is hereby approved and adopted The City Manager, subject to compliance with the City Charter Section 403, may revise the Tables of Organization provided that the authorized number of personnel within the same department, office or agency is not exceeded SECTION 5: That from the effective date of the budget, the several amounts stated therein as proposed expenditures shall be and become appropriated to the several departments, offices and agencies for the respective objects and purposes therein named; provided, however, that the City Manager may transfer funds from one object or purpose to another within the same department, office or agency. The City Manages may also tiansfei non-depaitmental funds fiom one expenditure type to another within the same fund provided the►e is no increase in approval total appropriations contained in the budget. 15-4859/12443 8 1 SECTION 6- Acquisition of new capital items shall be limited to the specific items included in the approved budget. Acquisition of capital items to replace existing capital equipment shall not exceed the total appropriation foi the funding source. The City Managet may authorize changes to the procurement of specific items as long as the total appr opt iation for any department, ftnnd or agency is not exceeded. However the City Manager must obtain City Council approval for items that exceed Five Hundied Thousand Dollars ($500,000.00). SECTION 7: That the Capital Imptovement Program contained in the Proposed Budget for Fiscal Year 2015/16 (Exhibit A) is hereby approved in concept, and the Ditector of Public Works is authotized to publicly advertise for bids on these projects in accordance with Section 503 and Section 614 of the City Charter. SECTION 8: That construction of Capital Improvement Projects requites the use of professional services such as geo-technical, water testing, engineering oversight,project management, design, survey, and other required studies Funding for these professional setvices is included within each Capital Improvement Project's budget as set forth in the Proposed Budget for Fiscal Year 2015/16 (Exhibit A). Consistent with the City Council's policy regarding ptofessional services agreements, the City Council hereby authorizes the City Manager, or designee, to enter into any necessary professional ser vices agr eements to facilitate the completion of an appt oved Capital Improvement Ptoject. SECTION 9: That the City Manager or Finance Director may, as necessary, appropriate donations and grants received during the fiscal year up to $100,000 per source or grantor. Donations and grant awards with matching tequirements, or exceeding$100,000 from a single source or grantor, require City Council approval. Any resolutions authorizing budget amendments related to donations and grants in conflict herewith are hereby repealed. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 8`t' day of September, 2015. Mayor REVIEWED AND APPROVED: APPROVED AS FORM: City Manager Cit ttorney �( is INITIATED AND APPROVED: Finance Director 15-4859/124438 2 CITY OF HUNTINGTON BEACH CAPITAL IMPROVEMENT PROJECT INFORMATION (Continuing Project PROJECT TITLE: Police Department Lobb PROJECT DESCRIPTION. This project will secure the front desk area and provide restricted access to the Security Prolec inside area of the Police Department. The Second phase will be integrating the existing office space Into the new secure lobby area for functional use. PROJECT NEED: There is a need to secure the front desk and lobby of the Police Department to FUNDING DEPARTMENT: assist in providing a safer working environment for the department employees Police and others who use the building on a regular basis. DEPT. PROJECT MGR: SOURCE DOCUMENT: January 2014 Strategic Plan Goal Russell Reinhart/Jerry Thompson STRATEGIC PLAN GOAL: Enhance and maintain public safety Approved Requested SCHEDULE: PROJECT COSTS Prior FY 15116 FY 161117 FY 11116 FY 18/19 Design Complete. FY 2014/15 Design/Environmental Construction Complete: FY 2015116 Construction S 25O 000 S 2tin )wl Project Management Supplementals Right of Way r: PROJECT LOCATION Other Police Department L TOTAL $L!P250,000 $ 250,000 FUNDING SOURCES Pnor FY 15o16 FY /6.11 FY 17'16 FY 16,19 General Fund(100) S 2W oon S zso.'a)U TOTAL $ 250,000 $ 250.000 MAINTENANCE COST IMPACT: 11TOTAL PROJECT COST: $ 500,000 Additional annual cost Non(- ..,. PROJECT TYPE: New 3 Rehabilitation CATEGORY: Facilities COMMENTS ON GRANTS /OTHER FUNDS: