HomeMy WebLinkAboutICF Jones & Stokes - 2013-07-10JjH
CONTRACTS SUBMITTAL TO
--- _ -------- CITY CLERK'S OFFICE
To: JOAN FLYNN, City Clerk
Name of Contractor: ICF Jones & Stokes
Purpose of Contract: For Example: Audit Services or Water Quality Testing Huntington Lake —Huntington Central Park
Finish existing environmental documentation on Warner -Nichols Project, requested by
Planning Commission.
Amount of Contract: $30,000
Copy of contract distributed to: The original insurance certificate/waiver distributed
to Risk Management ❑
Initiating Dept. ❑�
Finance Dept. ORIGINAL bonds sent to Treasurer ❑
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Name/Extension
City Agorney's Office
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
ICF JONES & STOKES, INC
FOR
ENVIRONMENTAL DOCUMENTATION FOR WARNER-NICHOLS PROJECT
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 ICF JONES & STOKES INC a Delaware corporation hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to prepare
environmental documentation for the Warner -Nichols Project; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
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Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service
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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 described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the "PROJECT."
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CONSULTANT hereby designates Charles Smith 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.
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3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on , 20 ?_ (the "Commencement Date"). This Agreement
shall automatically terminate three (3) years from the Commencement Date, unless extended or
as provided herein. All tasks specified in Exhibit "A" shall be completed no
later than two (2) years from the Commencement Date. The time for performance of the tasks
identified in Exhibit "A" are generally to be shown in Exhibit "A." 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 Effective Date,
CONSULTANT shall be bound by all terns 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).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," 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.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
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7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
wit.liout limitation, all original drawings, designs, reports, both field and office notices,
zr iions, computer code, language, data or programs, maps, memoranda, letters and other
x`=« 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
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
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or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's
subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its
F ailaffe to comply with any of its obligations contained in this Agreement by CONSULTANT, its
officers, agents or employees except such loss or damage which was caused by the sole
negligence or willful misconduct of CITY. 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 limits do not act as limitation upon the amount of indemnification to be
provided by CONSULTANT.
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9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY 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
Dollzrs ($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.
If CONSULTANT fails or refuses to produce or maintain the insurance required
by this section or fails or refuses to furnish the CITY with required proof that insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to
forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be
paid for its time and materials expended prior to notification of termination. CONSULTANT
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waives the right to receive compensation and agrees to indemnify the CITY for any work
performed prior to approval of insurance by the CITY.
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10. CERTIFICATE OF INSURANCE i
Prior to commencing performance of the work hereunder, CONSULTANT shall
l E'`T a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement; the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall 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 CONSULTANT's defense, hold harmless and indemnification obligations as set forth in
this 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 hereinabove 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
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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.
1?. 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
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,
report, 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. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this Agreement.
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15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee
in the work performed pursuant to this Agreement. No officer or employee of CITY shall have
y iivancial interest in this Agreement in violation of the applicable provisions of the California
t Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either
by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) 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
below. CITY and CONSULTANT may designate different addresses to which subsequent
notices, certificates or other communications will be sent by notifying the other party via
personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested:
TO CITY:
1rN, of Huntington Beach
AT -IN: Scott Hess
2000 Main Street
Huntington Beach, CA 92648
TO CONSULTANT:
ICF JONES & STOKES, INC
Charles Smith
1 Ada Parkway, Suite 100
Irvine, CA 92618
(949)333-6600
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.
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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
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
n an other unless so expressly provided here. As used in this Agreement, the
dependent upon y p y
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
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contrary to which the parties have no right to contract, then the latter shall prevail, and the
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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
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 party 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
1;": �-A'Pe of services contemplated hereunder. CONSULTANT understands that pursuant to
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 parry shall
bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its
attorney's fees from the nonprevailing party.
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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
'phis 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 hereinbelow has the
power, authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify CITY fully 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
warranties, oral or otherwise, have been made by that party or anyone acting on that party
behalf, which are not embodied in this Agreement, and that that party has not executed this
Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or
circumstance not expressly set forth in 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 in writing
between the parties respecting the subject matter hereof.
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29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Attorney.
This Agreement shall expire when terminated as provided herein.
ITN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
:Lt c'ugh their authorized officers.
CONSULTANT,
ICF JONES & STOKES, INC
COMPANY NAME
a Delaware Corporation
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By: ,
x
print name
ITS: (circle one) Chairman/Presiden ice President)
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p
print name -
-1-i i4 (-ircle one) Secretary/Chief Financial Officer/Amt—
(ern. Secretary Treasurer
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CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
California
rl
OF r jS L06 Director/Chief
(Pursuant To 11BMC §3. 03.100)
APPROVED AS T� F ,
'J � "i
Date
City A#orney
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
ICF JONES & STOKES, INC
FOR
PREPARE ENVIRONMENTAL DOCUMENTATION FOR WARNER NICHOLS
Table of Contents
Secipe of Services.....................................................................................................1
2 City Staff Assistance................................................................................................2
3 Term; Time of Performance ............... ..................................................... I .... I ........... 2
4 Compensation..........................................................................................................2
5 Extra Work..............................................................................................................2
6 Method of Payment..................................................................................................3
7 Disposition of Plans, Estimates and Other Documents...........................................3
8 Hold Harmless.........................................................................................................3
9 Professional Liability Insurance.............................................................................4
10 Certificate of Insurance............................................................................................5
11 Independent Contractor............................................................................................6
12 Termination of Agreement.......................................................................................6
13 Assignment and Delegation......................................................................................6
14 Copyrights/Patents...................................................................................................7
15 City Employees and Officials..................................................................................7
16 Notices.........................................................................................
17 Consent....................................................................................................................8
18 Modification.............................................................................................................8
19 Section Headings.....................................................................................................8
20 Interpretation of this Agreement..............................................................................8
21 Duplicate Original....................................................................................................9
22 Immigration...............................................................................................................9
23 Legal Services Subcontracting Prohibited................................................................9
24 Attomey's Fees..........................................................................................................10
25 Survival ..................................................................................................................... to
26 Governing Law.........................................................................................................10
27 Signatories.................................................................................................................10
28 Entirety ....................... ......... ..... .......................... .......................................... I...., ....... 10
29 Effective Date................................................................................. I I
EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
Please see the two attachments dated: February 13, 2013 and May 14, 2013
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
See attached
C. CITY'S DUTIES AND RESPONSIBILITIES:
See attached
D. WORK PROGRAM/PROJECT SCHEDULE:
See attached
EXHIBIT A
x btl el i 1 /4
IIIIIIIIINEWEX-
1CF
INTERNATIONAL
ebruary 13, 2013
Mr, Ricky Ramos
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Subject: Augment Request for the Warner -Nichols Focused EIR
Dear Mr. Ramos:
Thank you for continuing to work with ICF International on the Warner/Nichols Project. Per your
request, ICF is submitting this augment request to cover the completion of the Final EIR, including
responses to comments, and attendance of the project manager and architectural historian at public
hearing. This request is based on the approximate cost of previous work for the land use and
planning chapter and the alternatives analysis during the Draft EIR phase of the project. At the time
of this work, you authorized ICF to utilize funds previously allocated for later phases of the project
(specifically the Final EIR, including responses to comments), resulting in the need to replenish the
budget for this phase in order to complete the project.
ICF understands that the applicant has agreed to this augment. We are ready to proceed with the
work as soon as we have written authorization to proceed. (Authorization may be in the form of an
email citing this proposal and specifying the budget amount.)
The scope of work for this augment includes the following previously scoped work, for which
additional funds are now needed:
Task 3. ®raft Environmental Documentation
Subtask 3.6. Presentations at Public Meetings and Hearings. ICF's Project Manager and
architectural historian will be available for presentations at all public meetings and
hearings on the project. This scope of work assumes one study session and one public
hearing each with Planning Commission and City Council (in the event of an appeal)
during preparation of the draft document in order to convey preliminary results and to
gather input from commissioners and council members. The presentation will be
drafted in PowerPoint by ICF. We will meet with the City to review and finalize the
presentation. ICF will also provide strategic advice related to key messages, Q&A
preparation, and meeting format. We will prepare other meeting related items,
including two foam core presentation boards, sized 2'x3' in color and sign -in sheet.
1 Ada Parkway, Suite 100 — Irvine, CA 92618 � 949.333.6600 —, 949.333,6601 fax icfi.com
T
Mr. Ricky Ramos
February 13, 2013
Page 2 of 3
Task 4. Final Environmental Documentation
Subtask 4.1. Preparation of Responses to Comments. ICF has completed the organization
and evaluation of comments from the public and other agencies. We have scanned all
comment letters and annotated comments to cross reference responses in the Final EIR.
We have coordinated with the City to discuss the issues prior to drafting responses to
comments.
ICF will draft responses to all comments received during the public review period. We
will submit up to 10 screencheck copies of the Draft Response to Comments to the City,
and will distribute responses to commenting parties and agencies at least 10 days prior
to the public hearings on the Final EIR.
Subtask 4.2. Preparation Final EIR. ICF will prepare a Final EIR, which will include all
comments, Responses to Comments, technical appendices, and other related
documentation. The Final EIR will include an errata to the Draft EIR, with revisions
provided in a redline/strikeout format, based on comments received and other changes
that may be necessary between the Draft EIR and Final EIR. We do not anticipate
reproduction of the Draft EIR in its entirety, and assume that the Final EIR would not
require significant new analyses to address comment received on the Draft EIR. We will
produce up to 40 bound copies of the Final EIR containing Response to Comments, plus
one unbound reproducible copy, an electronic copy in Microsoft Word, and an indexed
searchable PDF version of the Final EIR.
Subtask 4.3. Preparation of Certification Documents. ICF will prepare Findings of Fact and a
Statement of Overriding Considerations (if necessary) for the project. The Findings of
Fact will document any significant environmental impacts and explain how the decision
makers address the significant environmental impacts and alternatives evaluated in the
EIR. These documents will 1) provide conclusions regarding each significant impact; 2)
explain whether the project has been changed (mitigation incorporated) to reduce or
avoid impacts, or whether significant impacts remain; and 3) explain whether any
benefits outweigh significant environmental impacts. We will prepare two screencheck
copies of the certification documents and one reproducible final electronic copy.
Subtask 4.4. Preparation Mitigation Plan. Although the mitigation plan will define the
terms of mitigation measures, this scope does not include implementation of such
mitigation. ICF will prepare a mitigation monitoring and reporting plan (MMRP) in
conjunction with the Final EIR to identify mitigation measures, timing, responsibility for
implementation, and monitoring methods. We will submit up to four screencheck
copies of the MMRP and one reproducible final copy. ICF will work with City staff to
Mr. Ricky Ramos
February 13, 2013
Page 3 of 3
identify appropriate responsible parties, methods, and timing. The plan will include all
accepted mitigation measures and an indication of the following:
® The project time period to which the measure applies (e.g., construction,
operation, pre -/post -occupancy);
• Future review or reporting requirements involved in a measure;
• Responsible party for cost of mitigation;
• Responsible party for implementing and enforcing the mitigation;
• Requirements for monitoring by outside agencies; and
• Monitoring and reporting frequency.
Subtask 4.5. Prepare Notice of Determination. Following the certification of the Final EIR,
ICF will prepare a Notice of Determination for the project, and will file the NOD with the
County Clerk within five days of the decision on the project. The Applicant will be
responsible for paying any fees to the County Clerk.
ICF estimates that the above modifications to the scope of work result in an increase of $13,555 over
the authorized budget $74,051, resulting in a new overall contract of $87,606. If you have any
questions or concerns regarding this request, please feel free to contact the project manager, Donna
McCormick, at (949) 333-6611.
Sincerely,
Charles Smith, AICP
Vice President
0
Table 1. Cost Estimate for Warner Nichols FEIR Augment
Consulting Staff
Employee Name
McCormick D Jones T Robinson M Moruzzi P
Assoc Consult
Direct
Task Labor Classification
Proj Dir III Sr Tech Analyst Sr Consult II
Labor Total
Expenses
Total Price
3. Draft Environmental Documentation
:
$0
3.6 Presentation at Public Meetings & Hearings 4 session, .
------------------------------------------------------
4 } { 16
---------------------------
$3.040
--
4. Final Environmental Documentation
------------------------------------------------------------
$0
-------------
------------------------------------------------------------------------
4.1 Preparation of Response to Comments
12 : 32 : 2 : 30
$10,240
-------------
Total hours
16 32 2 46
ICF E&P 2013 Billing Rates
1 $200 $105 $140 $140
Subtotals
$3,200 $3,360 $280 $6,440
$13,280
Direct Expenses
523.05 Travel, Auto, incld. Mileage at current IRS rate (.555/mile)
$250
Mark up on all non -labor costs and subcontractors: 10%
$25
Direct expense subtotal
$275
Total price $13,555
Date printed 2/14/2013 9:26 AM Approved by Finance { sh ) HuntingtonBeach_WamerNichols_Augment _021313(client).xls
a
0
,Fx1t-rb1T A'
1CF
INTERNATIONAL
May 14, 2013
Mr. Ricky Ramos
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Subject: Augment Request for Warner -Nichols Focused EIR
Dear Mr. Ramos:
Thank you for continuing to work with ICF International on the Warner -Nichols Project. Per your
request, ICF is submitting this augment request to cover the completion of the Final EIR, including
revisions in accordance with direction from the Huntington Beach Planning Commission. ICF
understands that the applicant has agreed to this augment. We are proceeding with the work in order to
meet your deadlines. Please provide written authorization in the form of an email citing this proposal
and specifying the budget amount.
Task 3. Draft Environmental Documentation
Subtask 3.6. Presentation at Public Meetings and Hearings. ICF's architectural historian
will attend a second planning commission meeting (May 28) to address issues related to
the historic structures on the site.
Task 4. Final Environmental Documentation
Subtask 4.1. Preparation of Responses to Comment. ICF will respond to requests for
more information by the Planning Commission, and make revisions to the Final EIR and
associated documents, as necessary (assuming 8 hours each for the project manager and
architectural historian, and 4 hours for an editor).
ICF estimates that the above modifications to the scope of work result in an increase of $5,055 over the
previously authorized budget of $87,606, resulting in a new overall contract amount of $92,661. If you
have any questions or concerns regarding this request, please feel free to contact the project manager,
Donna McCormick at (949) 333-6611.
Sincerely,
Charles Smith, AICP
Senior Vice President
Attachment: Cost Proposal
1 Ada Parkway, Suite 100 Irvine, CA 92618 — 949.333.6600 � 949.333.6601 fax ®"— icfi.com
Table 1. Cost Estimate for Warner Nichols FEIR Augment #2
Consulting Staff
Production Staff
Employee Name
McCormick D Moruzzi P
Direct
Task Labor Classification
Proj Dir Sr Consult II
Subtotal
Editor
I Subtotal
Labor Total
Expenses
Total Price
tal............................................ocu
3. Draft Environmental Documentation
$0
$0
$0
....... ----
--••••........pe
3.6 Presentation at Public Meetings_&•Hearin
-- - ---------•----
; 12
------------ -
.......................-•
$0
$1,680
---------- ---- ----- ------
4. Final Environmental Documentation
...............................
----------•----
.................:................. I
.......$1,680
$0
------- ••-----
---------
----------
$0
-•-----------
$0
-----------
••••••-••••••••....••••.....•••••
4.1 Preparation of Response to Comments
8 ; 8
_._ $2,720
4
.,.... $380_
. $3,100
Total hours
8 20
4
ICF E&P 2013 Billing Rates
$200 $140
$95
Subtotals
$1,600 $2,800
$4,400
$380
1 $380
1 $4,780
Direct Expenses
523.05 Travel, Auto, incld. Mileage at current IRS rate (.555/mile)
$250
Mark up on all non -labor costs and subcontractors: 10%
$25
Direct expense subtotal
$275
Total price $5,055
Date printed 5/14/2013 3:25 PM Approved by Finance { sh } WarnerNichols_FEIR_Augment2_Cost _rev _051413(client).xls
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Hourly Rate
CONSULTANT'S fees for such services shall be based upon the following hourly rate and
cost schedule:
Project Director
$200/hr
Associate Consultant III
$105/hr
Sr. Tech Analyst
$140/hr
Senior Consultant II
$140/hr
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
1
Exhibit B
CITY OF HUNTINGTON BEACH RECEIVED
Professional Service Approval Form
PART I
Date: 5/20/2013 Project Manager Name: Debra Gilbert d,Er:,
Requested by Name if different from Project Manager:
Department: Planning and Building``
�;
PARTS 1 OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL F`C3RM MUST BE
BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER,
At7VAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT
4,C)CESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS.
iy provide the purpose for the agreement:
Finish existing environmental documentation on Warner -Nichols Project, requested by Planning
Commission
2) Estimated cost of the services being sought: $ not to exceed $30,000
3) Are sufficient funds available to fund this contract? ® 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 _ pswer to this..question is "No," the contract will require approval from the
City Council.) ® Yet-, ❑ No
Fiscal; Services Manager Signature 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):
10060201.6936 $ 11,390Gheek cklcre'
��o�p2ol 10,000
Deputy City Managers Signature
k
APPROVED AIED ❑
r`f rty anager's Signature
$ 5, 055
Date
Ddte
ate
Date
Date
CITY OF HUNTINGTON BEACH
INTER -DEPARTMENT COMMUNICATION
Planning and Building Department
Carol Molina -Espinoza, Budget Manager
Debra Gilbert, Senior Administrative Analyst
DATE: May 23, 2013
SUBJECT: ICF Jones & Stokes $30,000 contract
The request for a $30,000 contract with ICF Jones & Stokes is for completion of environmental
documents for the Warner -Nichols Project. The work will be funded by an existing
reimbursement agreement with Rainbow Disposal. Please seethe attached agreement. [have
contacted the City Attorneys office and they have confirmed that the reimbursement agreement
is still valid.
To date l have received two checks totaling $13,555 from Rainbow (see attached copies) and
will receive an additional check for $5,550. Any additional work requested by the Planning
Commission will be covered by Rainbow, not to exceed the $100,000 stated in the original RCA.
\/le can also cover the remaining $11,390 through our Professional Services Account #
10060201.69365