HomeMy WebLinkAboutLee and Ro, Inc. - 2011-11-21Council/Agency Meeting Held:
Deferred/Continued to:
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Council Meeting Date: November 21, 2011 Department Number: PW 11-065
CITY OF HUNT➢NGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Travis K. Hopkins, PE, Director of Public Works
SUBJECT: Approve Professional Services Contracts for On -Call Civil Engineering
Design Services with AECOM Corp., Lee and Ro, Inc., Tetra Tech,
Inc., Pacific Advanced Civil Engineering, Inc. (PACE), and VA
Consulting, Inc.
Statement of Issue: The Public Works Department requires professional civil engineering
services on an on -call or as -needed basis to support staff for the design and construction of
capital improvement projects.
Financial Impact: Funds are available within the budgeted capital improvement projects.
Additional City Council authorization will be requested for unbudgeted projects if necessary.
Recommended Action: Motion to:
A) Approve and authorize the Mayor and City Clerk to execute Professional Services
Contracts between the City of Huntington Beach and AECOM Corporation, Lee and Ro, Inc.,
and Tetra Tech, Inc. for On -Call Civil Engineering Design Services in the amount of $750,000
each;
B) Approve and authorize the Mayor and City Clerk to execute Professional Services
Contracts between the City of Huntington Beach and Pacific Advanced Civil Engineering, Inc.
(PACE) and VA Consulting, Inc. for On -Call Civil Engineering Design Services in the amount of
$500,000 each; and
C) Authorize the City Manager to approve a one-year time extension.
Alternative Action(s):
Do not authorize the contracts and direct staff with an alternate action. Budgeted Capital
Projects could be delayed until new contracts are approved.
HB -145- Item 8. - 1
REQUEST FOR COUNCIL ACTION
MEETING DATE: 11/21/2011 DEPARTMENT ID NUMBER: PW 11-065
Analysis: The City's Capital Improvement Program (CIP) is approximately $35 million in
Fiscal Year 2011112. Water improvement projects are the largest expenditure category
followed by sewer improvement projects, street improvement projects, and storm drain
improvement projects. Design for the projects is assigned to firms specializing in these
disciplines, as it is not possible to complete this large workload with just City staff. It is in the
City's interest to retain qualified firms for capital improvement project design and engineering.
Project assignments are rotated among the consultants, taking advantage of each
consultant's specializations. Project assignments over $50,000 associated with these on -
call contracts will require City Manager approval.
Proposals were requested and submitted in compliance with Chapter 3.03 of the Huntington
Beach Municipal Code. Thirty (30) proposals were received, and ranked based on
qualifications listed in the proposals. The proposed new contracts allow for a three-year term
with a total not to exceed amount per contract. Funding sources will be from capital
improvement project accounts, using the approved project budgets.
Staff does its best to align expected design schedules with the terms of the consultant
agreement. However, there are circumstances such as availability of grant funds that result
in project completion going past contract terms. Therefore, staff is requesting City Council to
also authorize the City Manager to discretionarily approve a one-year time extension to allow
consultants to complete assigned projects.
An evaluation has been completed to estimate the services required for the next three years
and is provided in the following chart. In addition to the projected services required the chart
also provides the previous three years use of consultant services.
Item 8. - 2 xB -146-
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SO
REQUEST FOR COUNCIL ACTION
MEETING DATE: 11/21/2011 DEPARTMENT ID NUMBER: PW 11-065
Environmental Status: Not Applicable
Public Works Commission Action: Not required.
Strategic Plan Goal: Maintain, improve, and obtain funding for infrastructure and
equipment.
Attachment(sl:
0 betper0 •
1. Professional Services Contract between the City of Huntington Beach and AECOM
Corporation for On -Call Civil Engineering Design Services
2.
Professional Services Contract between the City of Huntington Beach and Lee and Ro, Inc
for On -Call Civil Engineering Design Services
3.
Professional Services Contract between the City of Huntington Beach and Pacific
Advanced Civil Engineering, Inc. PACE for On -Call Civil Engineering Design Services
4.
Professional Services Contract between the City of Huntington Beach and Tetra Tech, Inc
for On -Call Civil Engineering Design Services
5.
Professional Services Contract between the City of Huntington Beach and VA Consulting,
Inc for On -Call Civil Engineering Design Services
HB -147-
Item 8. - 3
ATTACHMENT #2
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
LEE & RO, INC.
FOR
ON CALL CIVIL ENGINEERING SERVICES
Table of Contents
1
Scope of Services.....................................................................................................1
2
City Staff Assistance................................................................................................2
3
Term; Time of Performance..................:..................................................................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.........................................................................................7
17
Consent....................................................................................................................8
18
Modification.............................................................................................................8
19
Section Headings.....................................................................................................8
20
Interpretation of this Agreement..............................................................................8
21
Duplicate Original....................................................................................................9
22
Immigration...................................................................................................I............9
23
Legal Services Subcontracting Prohibited................................................................9
24
Attorney's Fees..........................................................................................................10
25
Survival.....................................................................................................................10
26
Governing Law.........................................................................................................10
27
Signatories.................................................................................................................10
28
Entirety......................................................................................................................10
29
Effective Date.................................................................................11
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
LEE & RO, INC.
FOR
ON CALL CIVIL ENGINEERING SERVICES
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 LEE & Ro, Inc., a California corporation, hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide civil
engineering services on an as -needed basis; 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 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."
CONSULTANT hereby designates
who
shall represent it and be its sole contact and agent in all consultations with CITY during the
performance of this Agreement.
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2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in
the performance of this Agreement.
3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are
to commence on /%j Y -P144A W , 20// (the "Commencement Date"). This
Agreement shall automatically terminate three (3) years from the Commencement Date,
unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A"
shall be completed no later than three (3) 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 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 Seven Hundred and Fifty Thousand Dollars
($750,000.00).
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
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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."
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, data 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
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) 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 failure 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
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insurance policies are applicable. The policy limits do not act as limitation upon the amount
of indemnification to be provided by CONSULTANT.
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
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.
If CONSULTANT fails or refuses to produce or maintain the insurance
required by this section or fails or refuses to furnish the CITY with required proof that
insurance has been procured and is in force and paid for, the CITY shall have the right, at the
CITY's election, to forthwith terminate this Agreement. Such termination shall not effect
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Consultant's right to be paid for its time and materials expended prior to notification, of
termination. CONSULTANT waives the right to receive compensation and agrees to
indemnify the CITY for any work performed prior to approval of insurance by the CITY.
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:
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.
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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 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 any financial interest in this Agreement in violation of the applicable
provisions of the California Government 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:
City of Huntington Beach
ATTN: James Wagner
2000 Main Street
Huntington Beach, CA 92648
17. CONSENT
TO CONSULTANT:
Lee & Ro, Inc.
Attn: Dhiru Patel
1199 S. Fullerton Rd.
Industry, CA 91748
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 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
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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 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
the scope 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 party
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
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 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, hel b t signatory or is withdrawn.
CONSULTANT's initial
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 parry's
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
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized officers. This Agreement shall be effective on the
date of its approval by the City Council. This Agreement shall expire when terminated as
provided herein.
CONSULTANT,
LEE & RO, INC.
COMPANY NAME
By:
print name
ITS: (circle one) Chainn residen ice President
CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
California
.A
ayor
ity Clerk
AND INITIATED AND APPROVED:
By: Director of Public W rks
print name
ITS: (circle one) Secretary/Chief Financial Office /Asst.
ecretary - er REVIED APPROVED:
APPROVED AS TO FORM:
to
f--City Attorney
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EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
CONSULTANT shall provide consulting services on an 'as -needed' basis for SEWER &
WATER projects to be determined during the term of the agreement. During the term of this
agreement, CITY may electe to solicit proposals from CONSULTANT. CITY shall issue task
order for each project based upon the scope of servces, work shcedule, and fee proposal
submitted to CITY for its review and approval.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
CONSULTANT's duties and responsibilities shall follow provisions specified in the City of
Huntington Beach On -Call Civil Engineering Services Scope of Work (Exhibit A.1). Detailed
services shall include but is not limited to the following scope of work shown in Exhibit A.2
Upon award and the contract period, if CONSULTANT chooses to assign different personnel to
the project, CONSULTANT must submit_ the names and qulaification of these staff to CITY for
approval before commencing work.
C. CITY'S DUTIES AND RESPONSIBILITIES:
1. Furnish scope of work request for each project assigned.
2. Furnish construction plans and specifications to the consultant.
D. WORK PROGRAM/PROJECT SCHEDULE:
A project schedule will be developed for each project assigned by CITY.
Surfnet Exhibit A
Exhibit A.1
City of Huntington Beach On -Call Engineering Services Scope of Work
In general, the Consultant shall perform civil engineering services on an "on call or as -
needed" basis for various projects assigned by the City. The scope of work for any one
project may involve all phases of project development and may include but not be limited
to the following:
Preliminary Engineering
• Prepare alternative preliminary layouts, surveying, geotechnical services, and
estimates of probable cost for alternatives.
• Prepare engineering details and calculations.
• Present alternatives and provide recommendations and analyses of the advantages
of each alternative.
Permits
• Assist the City in obtaining approvals from applicable agencies including County
of Orange, CALTRANS, City of Huntington Beach Planning Department for
environmental, and/or other permits as may be required.
• Construction Documents
• Prepare engineering calculations and designs, plans, specifications, cost estimates,
and contract bidding documents. The City will provide the General Provisions and
bid forms in a Microsoft Word and/or Excel Version 2003 format; the Consultant
shall modify the documents by adding the necessary special provisions and
project bid schedule. The City shall review the construction documents at the
preliminary engineering, sixty (60%), ninety percent (90%), and final documents
stages or as deemed necessary by the City. All project calculations,
supporting/reference information, correspondence, photos, Microsoft office files,
etc. shall be provided to City with the final submittal or upon request.
• Drawings shall be prepared in a standard engineering scale using AutoCAD
version 2007. All drawings shall have their bearings based upon and translated to
be consistent with the California Coordinate System (Zone 6). Final Drawings
shall be wet signed and stamped on 24-inch by 36-inch Mylar media. 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 2007.
Bidding Stage
• Assist the City in answering bidders' questions, attend pre -bid conferences and
job walks, perform constructability review of other firms or own plans and
specifications, prepare addenda, analyze bids, and recommend award.
Construction Stage
a Attend pre -construction conference.
® Monitor construction schedule, visit construction site as required for progress and
quality of work evaluation.
® Assist the engineer, contractor, and construction manager/contract administrator
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.
• Upon completion of construction, the Consultant shall prepare "as -built" drawings
to the satisfaction of the City. Additionally, the Consultant may also be
required to perform construction staking.
Special Requirement: Due to the fact that some of the City projects will be funded by
Federal or State grants, the selected consulting firm must comply with requirements of
Caltrans' Local Assistance Procedures Manual and the City of Huntington Beach Quality
Assurance Plan for Federal and State Funded Projects and all applicable prevailing wage
laws.
EXHIBIT A.2
The City of Huntington Beach is the third
largest city in Orange County and is an
established seaside community incorporated
in 1909. It is a premier seaside vacation
destination known for its beaches and
surfing. The City is responsible for the
design, construction, maintenance, and
operation of public facilities and
infrastructure within the City of Huntington
Beach, such as maintenance of sewer, streets,
parks, transportation, and water operations.
Most of the City's infrastructure was built in
the 1960s and 1970s. Much of it is 30 to 40
years old and is at or beyond its useful life.
The City has implemented a CIP to address
selected components of this deteriorating
infrastructure, targeted according to need
and available funding.
The City's Three Year CIP will focus on
maintaining and enhancing the City's ability
to provide critically needed water and sewer
services to its residents and businesses. CIP
task orders will therefore have to:
The City wishes to contract with
approximately six civil engineering firms for
on -call consulting services to supplement
the City's engineering staff in the
preparation of preliminary designs, detailed
construction plans, specifications, and cost
estimates, permitting assistance, bidding
assistance, and engineering services during
construction for various kinds of projects
under the City's CIP.
LEE & RO has recently completed several
assignments for the City. Each of the
assignments required a full range of
technical experts.
Edwards Hill Reservoir and Pump Station
The City has been experiencing problems
with flow capacity, electrical controls, and
the inability to drain the reservoir down to
full capacity. LEE & RO evaluated the
entire pump station including mechanical,
electrical, structural, and controls, and
developed a technical memorandum
outlining specific recommendations to
improve this key facility. As a result of the
analysis new VFD's were installed in the
station to improve pump motor efficiency
and provisions were included for future
energy recovery at the station. The
recommended hydraulic changes are
pending but should allow for the use of
almost the full depth of the reservoir at
minimal cost to the City.
.Ranger 16 Sewer Lift Station
This assignment included reviewing and
updating a previous design to function as the
City's standard lift station design package.
LEE & RO produced a final package that
met all building codes, functional
LEE &1 RID, Inc.
LAPROPOSAL\11-PROPS\11-68\FINAL PROPOSAL.doc
requirements, and then provided
construction management support for the
upgrades.
Welt .10 - In June 2010, the City issued a
task order authorizing LEE & RO to develop
final plans and specifications necessary to
rehabilitate the Water Well #10 Pump
Station, which had been severely damaged
as a result of a fire.
LEE & RO designed a new concrete roof to
replace the original wood roof burned as a
result of the fire, a new muffler room,
redesigned the natural gas engine controls
and SCADA system and relocating these
new systems to a new electrical controls
room to facilitate remote operation and
monitoring of the engine. LEE & RO's new
design eliminated the problems which
caused the fire and provided operational
upgrades to the well that will allow for
easier operator control and emergency
backup.
With our recent track record with the City
on the current on -call contract, we are
confident that LEE & RO has the
understanding, skills and resources to
successfully execute these assignments.
The contract duration for these on -call
services will be for a 3-year term. LEE &
RO has elected to pursue sewer and water
improvements assignments under the on -call
services contract. Although particular task
order assignments with specific scopes of
work have not yet been identified, in general,
the required engineering services scope of
work is anticipated to include the following
phases of project development:
Preliminary Design Phase
• Review existing as -built drawings and
specifications, existing environmental
reports, geotechnical reports,
topographical data, survey records, maps,
utility plans reports, studies, standard
plans and other pertinent information
provided by the City, as applicable
• Develop project design criteria
• Prepare base maps in AutoCAD 2007,
preliminary layouts, estimates of
probable costs, and alternatives as
requested
• Provide necessary surveying and
geotechnical services
• Prepare engineering details and
calculations
• Present alternatives and provide
recommendations and analyses of the
advantages of each alternative in a
preliminary design report
• Conduct a preliminary design workshop
to review and discuss alternatives
presented and receive comments from
the City
Permits
Provide assistance to the City in
obtaining approvals from applicable
agencies for encroachment permits,
environmental permits, and other
permits as may be required including
County of Orange and CALTRANS at
the discretion of City Staff
E LEE & R®, Inc.
L \PROPOSAL\11-PROPS\11-68\FINAL PROPOSAL.doc
Detailed Design Phase
• Develop selected alternative into the
detailed design
• Prepare engineering calculations and
designs, plans, specifications, and
engineer's cost estimate
o Submit design documents to the City
for review and comment at 60%,
90%, and at the final design stage.
o Design review meetings will be held
following each submittal to receive
the City's review comments and
input.
o The City's standard specifications
and general provisions along with
the required bid forms will be
included in the final bid package
o All drawings will be in AutoCAD
2007, have bearings based on the
CA Coordinate System (Zone 6),
and be wet signed and stamped on
24" X 36" 4-mil Mylar
Upon acceptance of final plans and
specifications by the City, provide one
final master set including specifications
(paper and digital), plans (mylar and
digital), calculations bound for
permanent storage, and Engineer's
estimate of construction cost. All
project AutoCAD files (i.e. drawing, x-
refs, blocks, fonts, pen styles, etc.) will
be provided to the City on CD, DVD
format or via email at the discretion of
the City.
Bidding Assistance
• Attend pre -bid conference and job walks
at City's request
• Interpret plans and specifications when
directed by the City and assist the City in
answering bidders' questions
• Conduct constructability review of other
firms' plans and specifications, as
requested by the City.
• Prepare addenda, as necessary
• Analyze contractors' bids and make a
recommendation of award to the City
EnZineering Services During
Construction
• Attend the pre -construction conference
• Monitor contractor's construction
schedule, visit construction site as
requested by the City for evaluation of
progress and quality of work
• Assist the engineer, contractor, and
construction manager/contract
administrator with interpretation of the
contract documents
• Conduct analysis of claimed changed
conditions and develop corrective
actions
• Review shop drawing submittals, review
and respond to RFIs, and review and
negotiate contractor's change order
requests, and provide peer review of
other submittals per City Staff
Engineering Services Post -Construction
• Prepare "as -built" drawings for the City
upon completion of construction
D
The City of Huntington Beach's Three Year
CIP has been developed to address
significant problems in the City's water and
sewer systems. Because of the age of the
City's water and sewer systems, many of the
distribution and collection facilities are now
at the end of their effective lives and must
either be rehabilitated or replaced. It is
critical that the methodology employed by
the consultant team reflect an understanding
of all of the issues affecting the City
including:
• Budget constraints. City revenues are
limited and will be supplemented where
possible with State and Federal grants.
It is critical that the City maximize the
benefit for each dollar spent. The LEE
and RO team will meet this objective by
t- LEE & RO, Inc.
LAPROPOSAL\11-PROPS\11-68\FINAL PROPOSAL.doc
providing cost effective and performance
appropriate designs. LEE and RO will
ensure that the designs fully comply with
the requirements of any supplemental
funding.
Service interruptions. The projects
must be designed and constructed in a
way that minimizes interruptions to
residents and businesses. The LEE and
RO team will coordinate closely with
City staff to schedule projects to
minimize impacts on business during
holiday shopping periods and the
summer months when visitor traffic to
the beach areas is the highest.
Maintaining Council and Community
support. Advance notices to City
Council, business associations,
homeowner groups, and other affected
parties will be a key element in our
management plan. Planning meetings
with key representatives for each project
during preliminary design will be
important to address concerns of all
parties. This will avoid costly redesign
or change orders.
Based on our experience in providing design
engineering services on many on -call as -
needed task order type multi -year contracts
over the years, LEE & RO has formulated
specific technical and project management
approaches that not only provide tools and
techniques for effective planning, design,
construction, and start-up services, but that
are also responsive to project issues and
challenges.
LEE & RO's management approach is a
team concept approach focusing on:
Specific key elements of our approach
include (1) Organization, (2) Project
Management Plan, (3) Communications, (4)
Quality Management, (5) Cost and
Schedule Management, and (6) Anticipation
of Project Challenges.
1. Organization
Appropriate organization of the project team
is essential to efficiently maintain both
schedule and quality. We believe that in
order for this program to be successful you
must have a qualified Program Director to
manage the program level elements, and a
team of well qualified key project managers
and engineers along with sub consultant
professionals with the requisite skills and
experience to effectively execute the tasks
necessary to complete the task order
assignments under this as -needed services
contract, on time and under budget.
We have created a Program Director/Task
Order Project Manager team to work as an
extension of City staff on the Three Year
CIP, The Program Director will serve as the
liaison between City staff and LEE and RO
design teams. It will be his responsibility to
oversee the delivery of all services under the
contract and ensure that the City is satisfied
with the service and performance of the LEE
and RO team. We have assigned a senior
manager, Tom Holliman, PE, with extensive
experience managing engineering projects as
Chief Engineer in a coastal community and
who is a former ten year resident of the City
of Huntington Beach. He has the local
experience and appreciation for the
community issues necessary to assist the
City in reaching its goals.
Once a task is identified under an on -.call
contract, the Task Order Project Manager's
role is to understand the project goals,
facilitate all work activities, and keep the
City informed of progress and potential
issues associated with the project. LEE &
RO's Project Manager and key staff
members have all worked with small and
large municipal organizations and are
�n LEE & RO, Inc.
L:\PROPOSAL\11-PROPS\11-68\FINAL PROPOSAL.doc
experienced in helping to define project
needs, and in working with groups to reach
consensus. Once the project goals and
requirements have been defined, our
Principal -In -Charge ensures that the project
is allocated the appropriate resources to
successfully execute the project tasks.
2. Project Management Plan
An early objective of the planning process is
to define a clear and concise scope of work
and schedule. LEE & RO's Project
Manager will develop a Project
Management Plan for each task order
assigned. The Project Management Plan is a
written document that defines how the
project will be planned, executed, monitored,
controlled, and closed. The Project
Management Plan will:
3. Communications
Project communication is the lifeblood of a
project. Timely, frequent and detailed
communication is an essential tool for
project success. LEE & RO's Program
Director will be responsible for overall
program communications, ensuring that city
staff and the LEE & RO teams are talking to
each other.
The Task Order Project Manager will be
responsible for managing the project
communication requirements, both within
the project team and among all of the project
stakeholders. Asa subset of the Project
Management Plan, the Communications
Plan will:
Effective communication is required to
ensure appropriate generation, collection,
distribution, storage, retrieval, and ultimate
disposition of project information, such as
information gathering, status reporting,
progress measurement, and forecasting.
LEE & RO will establish clear lines of
communication and document that
communication in order to assure that all
project stakeholders, especially the City's
project manager, are kept well informed.
Comments and decisions will be
documented using email for less formal
communication, but directives and more
formal definition of project direction will be
via written memoranda. Where project
development requires coordination with
external stakeholders and other interested
parties or agencies, the LEE & RO team will
formally catalog and document all
correspondence and will maintain a decision
log regarding status of issues.
Examples of communication tools include:
Preliminary Design Technical
Memorandum. Prior to developing
detailed design drawings, LEE & RO
defines the work in a technical
memorandum that essentially represents
a 10% to 30% preliminary design.
Face-to-face review meetings with the
City Is project team. These meetings are
conducted following key milestone
design submittals. These face-to-face
meetings facilitate timely decision
making and help to keep the project on
schedule.
4. Quality Management
Quality Control is emphasized in our
management concept as a continuous
process throughout the duration of the
LEE & RO, Inc.
LAPROPOSAL\11-PROPS\11-68\FINAL PROPOSAL.doc
project's development. We assign senior
personnel as the Quality Control Officer,
who functions independently of the Program
Director and Task Order Project Managers,
to ensure that our designs will accomplish
the following:
LEE & RO will plan and implement a
QA/QC program that will focus on:
• Meeting the project requirements in a cost
effective manner
• The quality of our services and deliverables
• A thorough comprehensive and independent
review of the designs for accuracy and practicality.
Our project QA/QC Technical Advisors
will develop a QA/QC checklist that is a
dynamic working document, updated as the
project progresses. The checklist includes
items and ideas to validate key assumption
criteria, correct common mistakes, deal
with regulatory and code compliance issues,
and verify coordination issues.
LEE & RO will perform technical and
design reviews before each milestone
deliverable is submitted. Our QA/QC
reviews will include checks of relevant
calculations, memoranda, drawings,
specifications, and construction cost
estimates.
Opportunities occur throughout the design
process to enhance the design and
potentially reduce costs. The LEE & RO
team will be proactive in taking advantage
of these opportunities by conducting value
engineering assessments of the design, and
performing constructability and biddability
reviews on those designs.
This process yields not only better designs,
but also promotes better construction bids
with fewer change orders, minimizes
construction delays and project risk, and
ultimately less overall cost.
5. Cost and Schedule Management
LEE & RO's computerized cost tracking
system provides manpower and incurred
cost data to the Project Manager on a weekly
basis. Effective management of engineering
budgets and schedules is critical to a project
of any size and scope. Actual costs
incurred are compared to planned costs and
tracked relative to project progress.
This information is plotted against the cost
and schedule baselines and is regularly
reported totheCity along with written
descriptions of work completed during the
report period, anticipated work during the
next report period and, in the case of budget
or schedule non-compliance, descriptions of
recovery plan activities.
6. Anticipation of Project Challenges
Throughout the life of a project, situations
often arise that can adversely affect original
plans. Activities identified as being on the
critical path will be closely and continuously
monitored. The LEE & RO team will
always look ahead in an attempt to identify
and proactively address potential road-
blocks that might impact the critical path.
This involves not only internal challenges
such as staffing requirements and conflicting
project schedules, but also external
challenges such as site and construction
constraints, permitting requirements, and
community concerns regarding work in
environmentally sensitive areas.
GNEMEMMM
LEE & RO will thoroughly review all
relevant and available existing construction
plans and specifications provided by the
City for a particular task order assignment.
. ; LEE & RO, Inc.
LAPROPOSAL\11-PROPS\11-68\FINAL PROPOSAL.doc
Additionally, in conjunction with our own
QA/QC program, we will also carefully
review and appropriately apply relevant City
standards, guidelines, and procedures.
Designs will be in accordance with the
requirements of relevant regulatory codes,
industry standards, and statutory provisions
applicable to the work.
Technical Support
LEE & RO is a full -service multi -discipline
engineering consulting firm. Currently,
LEE & RO's organizational structure is
made up of nearly 90 employees, including
over 40 registered professional engineers.
The expertise of the professionals in our
firm includes not only civil design, but also
disciplines such as mechanical and structural
engineering, electrical and instrumentation
system design, utility engineering,
construction management, facility start-up,
and cost estimating.
The LEE & RO team is also supported by a
well qualified team of subconsultants to
provide task order project services such as
surveying, potholing and utility location
service, traffic control, geotechnical services
and landscape design, as necessary. Many
of these subconsultant team members are
known to the City and have provided similar
services to the City, either directly or
indirectly.
Computer Aided Design (CAD) is used
extensively in our engineering design
projects. With fifteen CAD stations, we
have no difficulty delivering graphic and
non -graphic data in the City's format.
The LEE & RO Program Director, Task
Order Project Managers, and key personnel
proposed for this assignment are all
credentialed professionals with extensive
local engineering experience and multi-
discipline project histories. We are
confident that, at any given time, these
individuals will be able to arrange their
schedules to be available to meet project
task order schedules. LEE & RO
understands that the City will have specific
project execution needs, and we have
proposed a streamlined organization that
will be responsive and flexible to meet those
needs.
We have included a sample schedule
(Exhibit E-1) for a water replacement
project which outlines all of the necessary
components of preliminary design, final
design, bidding, and construction. The
sample schedule assumes the pipeline to
5,000 linear feet with construction being
complete with two months.
Working
Days
Start
Date
End
Date
A. Kickoff Meeting
1
10/11/11
10/11/11
B. Preliminary Design
10% TM
38
10/12/11
12/02/11
C. 60% Design
32
12/05/11
01/17/12
D. 90% Design
27
01/18/12
02/23/12
E. Final 100% Design
15
02/24/12
03/15/12
F. Bidding30
03/15/12
04/25/12
G. Services During
Construction 2 months
40
04/26/12
06/20/12
H. Post Construction
Assistance As-Builts
10
06/21/12
07/04/12
Because LEE & RO expects to function as
an extension of City Staff we have identified
several tasks which we will need the City
Staff to complete for each assignment.
These include:
LEE & RO, Inc.
LAPROPOSAL\11-PROPS\11-68\FINAL PROPOSAL.doc
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
I. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules.
See Exhibit B. I — Proposed Hourly Fee Schedule
Total fees shall not exceed Seven Hundred and Fifty Thousand Dollars ($750,000.00).
CONSULTANT agrees to inform the CITY when CONSULTANT is at the point of reaching the
maximum limit. CONSULTANT shall not continue with any work effort over the amount of the
maximum limit unless first authorized in writing by City authorized representative(s).
2. Delivery of work product: A copy of every memorandum, letter, report, calculation
and other documentation prepared by CONSULTANT shall 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.
3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment
due. Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due and remaining balance;
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.
4. 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
EXHIBIT B
Fixed Fee Payment
LEE & RO, Inc.
HOURLY BILLING RATE SCHEDULE
Effective For 3-Year Contract Duration
PERSONNEL CLASSIFICATION
BILLING
($/DOU
R112
ENGINEERS
En ineer 8
E8
Managing Engineer
Engineer 7
7
Supervising Engineer
Engineer 6
E6
Principal Engineer
Engineer 5
E5
Senior Engineer
Engineer 4
E4
Engineer
Engineer 3
E3
Associate Engineer
Engineer 2
E2
Assistant Engineer
110
Engineer 1
E1
Junior Engineer
97
DESIGNERS/CAD DRAFTSPERSONS
Technician 7
T7
Supervising Designer
151
Technician 6
T6
Principal Designer
137
Technician 5
T5
Senior Designer
123
Technician 4
T4
Designer
110
Technician 3
T3
Associate Desi ner
97
Technician 2
T2
Drafts erson
84
Technician 1
T1
Junior Draftsperson
75
RESIDENT ENGINEERS / CONSTRUCTION INSPECTORS
Field Professional 6
F6
Principal Resident Engineer
166
Field Professional 5
F5
Senior Resident Engineer
151
Field Professional 4
F4
Principal Inspector/Resident Engineer
137
Field Professional 3
F3
Senior. Inspector
123
Field Professional 2
F2
Inspector
110
Field Professional 1
F1
jAssistant Inspector
97
ADMINISTRATIVE
Administrative 5
A5
Contract Manager
137
Administrative 4
A4
Administrative Professional
97
Administrative 3
A3
Sr. Word Processor
84
Administrative 2
A2
Word Processor
75
Administrative 1
Al 1
Clerical/Office Aide
62
(a) Three-year contract term is anticipated to run from November 2011 through October 2014
(b) Engineer classification generally conforms to "ASCE Professional Grade Descriptions".
LAPROPOSAL\11-PROPS\11-68\Contract Billing Rate Schedule (2012 - 2014).xis LEE & RO, Inc.
LEE & RO, Inc.
Direct Expense Schedule
(From November 2011 to October 2014)
Automobile Mileage
In-house Reproduction
Vellum Original
Mylar Original
Outside Charges (Subs, Reproduction)
Other Direct Expenses
Current IRS published rate
$ 0.12 / sheet (8-1/2xl 1 Bond)
$ 0.24/ sheet (1 lx17 Bond)
$ 0.36/ sheet (color, 8-1/2xl1)
$ 0.60 / sheet (color, 1 lxl7)
$ 1.80 / sheet (2406 Bond)
$ 8.50/ sheet (2406)
$16.50/ sheet (2406)
Invoice Amount plus 10% handling
charge (or per contract provisions)
Overnight mailing, equipment rental,
materials/supplies, etc. - Cost plus
10% handling charge (or per contract
provisions)
laproposal\I1-props\11-68\direct exp rates. doc
AD A (ED
SURVEY
sulm- AN]
Larry E. Barnes
Principal
July 12, 2011
Ms. Donna Smith
Business Development Coordinator
LEE & RO, Inc.
1199 S. Fullerton Rd.
City of Industry, CA 91748
Subject: 3 year Rate schedule for the City of Huntington Beach
Dear Ms. Smith:
Advanced Survey Concepts Inc. is pleased to submit a current Rate
schedule that would be aplicaple for a 3 Years contract.
Thank you for including A.S.C. on your team, and we look forward to being
of Service to LEE & RO, Inc.
A.S.C. can provide additional information upon request.
Sincerely,
17
C�
Larry E. Barnes, P.L.S. 7766, President
A,)Gnced Survey Concepts Inc.
I
SURVEYING . MAPPING • CONSTRUCTION STAKING
470 Wald, Irvine, CA 92618 • TEL (949)727-9546 ® FAX (949)713-4750
Larry E. Barnes
Principal
HOURLY RATE SCHEDULE
OFFICE PERSONNEL
FEE
Principal - Licensed Land Surveyor
$ 125.00
Survey CALC'S / CAD Operator
$ 85.00
Specification Typist
$ 45.00
FIELD PERSONNEL FEE
2 Person Survey Crew
2 Person Survey Crew - Overtime
$ 190.00
$ 285.00
TRAVEL RELATED- REEMBURSEMENT FEE
2 Person Survey Crew — Travel Time Per Hour Fee $ 100.00
Perdiem Per Day Person $ 75.00
Mileage Per mile $ 0.65
• ASC reserves the right to provide a 1 (one) man robotic Survey crew in lieu
of a 2 (two) man Survey crew when applicable.
• Survey Crew hours are from 6:30 a.m. to 3:00 p.m. Monday through Friday
unless Requested or required by Project.
• All Survey requests will be subject to a (4) four hours minimum cost.
• Travel costs will not apply unless approved prior to approval of contract.
• Travel time will apply ONLY when traveling back to office and after 8 hour of
field surveying.
• All billable time is Portal to Portal (Office to Office)
• Non -contract survey services with prior authorization by client will be billed at a time and
material rate, and will be a minimum of (4) four hours per request.
• NOTE: Blueprinting, reproduction, computer plotting, messenger service and other
direct expenses will be charged at cost plus 10%. No additional charges for mileage,
supplies, or telephone expenses will be included.
SURVEYING - MAPPING - CONSTRUCTION STAKING
SOILS ENGINEERING, INC.
Consulting Geotechnical Engineers
2860 WALNUT AVE. - SIGNAL HILL. CALIF. 90755 - PHONE 56?J426-7990 - FAX 562r426-1842
JANUARY 2011 FEE SCHEDULE
ENGINEER®ING AND TECHNICAL SERVICES
(Hourly Rates)
Principal Geotechnlcal Engineer/Geologist
$160.00
Pile Inspector (Drilled/DriveniTleback)
Project Engineer/ Geologist
$120.00
Registered Deputy Inspector
Staff EnginsedGeologlet
$100.00
Laboratory Technician
Supervising Technician (Lab/Fleld)
$85.00
Technical Typist
Field Technician
$65.00
Technical Illustrator
Field Technician (Prevailing Wage)
$90.00
Flefd/LabAssistant
Field Support Services
$50.00
Expert 1Mtneas (Preparation & Court - 4 hr. min.)
Office Services
$50.00
LA O� RATORY
TESTING
AND CORING SERVICES
(Rate Per Test)
CLASSIFICATION AND INDEX TEST
COMPACTION fi R-VALUE TER
Sand Equivalent (Cal 217 or ASTM D2419)
$60.00
Max DensiV/Opt. Moisture ASTM D1557 (Method A end B)
Atterberg Limit (LL&PL per ASTM D4318-D84)
$126.00
Max Denelty/Opt. Moisture ASTM D1557 (Method C)
Shrinkage Factors (ASTM 0427)
$90.00
Max Denslty/Opt. Moisture California 216
Sieve Analysis Including Hydro (ASTM D422)
$130.00
R-Value Natural Sol (Cal 301 or ASTM 2844)
Sieve Analysis - retained 200 mesh
$75.00
R-Value Cement or Lima treated Soll(Cal 301 or ASTM 2844)
200 Wash
$40.00
R-Value Aggregate Base (Cal 301 or ASTM 2844)
Moisture Content (ASTM D2218)
$10.00
CBR (ASTM O1883) - Soil
Moisture Content & Dry Density -- Ring (D2937)
$15.00
CBR - Base
Moisture Content Dry Density - Shelby Tube
$25,00
CONSOLIDATION AND EXPANSION TEST
Specific Gravity - Soil
$100.00
Consolidalon ASTM D2436 {Method A)
ITRENGTH TEST
Direct Shear UU (1 point)
Direct Shear UU (3 points)
Direct Shear CD (3 points)
Unconfined Compression
Residual Shear (3 Sheer)
SOIL CHEMISTRY
Sulfatea
Chlorides
PH
Resistivity
Corroalvity Suite (So4, Cl, pH, Resistivity)
DIAMOND CORING
2" to 6" Diameter
8" to 9" Diameter
Hourly Charge Portal-to-Portal/Standby Time
Minimum Charge
Compression Test 6)(12" Cylinders Incl. Hold
(ASTM 039) each
Sample Pickup each (set of 4) (per hour rate)
Compression Test, 2", 4" and 6" Cores
(ASTM C42) each
Mortar Compression
Grout Compression
Masonry Prisms
Consolidation ASTM D2435 (Method e)
Time Rate per Load Increment
$75.00
Expansion Index (2,5° DlemeterSpecimen)
$150.00
Expansion Index (4.0" Diameter Specimen)
$190.00
Single Load Swell or Collapse Test
$235.00
ASPHALT CQNCRETE TEST
$20D.00
Mix Design by Marshall or Stabilometer Method
Field Density for Compacted Mix (Cal 308)
$60.00
Thickness of Compacted Mix
$60.00
Theoretical Max. Sp. Gravity& Density of Bituminous Mbdume
(ASTM D 2071)
$50.00
Extraction of Bitumen Met, % Oil in mix (ASTM D2172, Meth. A)
$80.00
Maximum Density Determination (Cal 304, 2 pt. Average)
$225.00
Stability Value (Cal 306)
Extraction of Bitumen Material by Ignition Method
$50.00
AGGREGATE AND SASE COURSE TEST
$65.00
Durability of Aggregate (Cal 229)
$126.00
Slave Analysis, Fines Only (ASTM C136)
$250.00
Sieve Analysis, Fines and Coarse (ASTM C136) &/or (Cal 202)
Cleanness Value CTM 227
Sp. Gravity, Fine aggregate Incl. % Absorption (ASTM 0128)
$20.00
Sp. Gravity, Coarse Aggregate Ind. %Absorption
(ASTM C127)
$50.00
Abrasion Resistance -LA Rattler,100-500 rev. (ASTM C131)
$35.00
Centrifuge Kerosene Equivalent (Cal 303)
$20.00
$30.00
$100.00
1A,§I§ QF CHARGES
Regular Hours: Monday to Friday-7:00 AM to 4:00 PM Laboratory test rates do not Include sampling time or cost of equipment to secure
0yartlme Houra: 1.5 times regular rate over 8 hours per the samples.
day, night shifts and Saturdays. Double time regular rate on
Sundays, Holidays and work days over 12 hours.
Minimum Charge: 2-hour minimum for show -up if not
oancetied two (2) hours prior to arrival. 4-hour minimum if
Inspection Is equal to or less than four (4) hours.
Mileages Mileage shall be billed at $0.55 per mile from office
to project site and back.
$85.00
$85.00
$60.00
$45.00
$00.00
$50.00
$300.00
$140,00
$150.00
$1180,00
$210.00
$225.00
$250.00
$270.00
$380.00
$170.00
$328.00
$35.00
$85.00
$100.00
$100.00
By Quotation
By Quotation
$25.00
$110.00
$130.00
$170.00
$100.00
$170.00.
$200.00
$75.00
$90.00
$115.00
$100.00
$76.00
$120.00
$200.00
Charges for all field work will be computed on a portal-to-portal
beats with a minimum of two (2) hour show -up.
Field work wll be billed on a time and material basis unless
quoted otherwise.
Outside equipment/services, 0 applicable, will be billed on the basis of our cost
plus 15%.
Engineering reports (up to 5 copies) shall be billed on a time and material basis
with a minimum charge of $350.00. Additional copies Will be furnished at a cost
of $0.50 per page, plus $6.00 for binding.
Fees charged are for professional and technical services and are due upon
presentation. If not paid within thirty (30) days of Invoice, they are considered
peat due and a finance charge of 1 %% per month will be added to the unpaid
balance (18% annual -percentage rate).
Rates Valid Through December 31, 2011
KOA CORPORATION
PLANNING & ENGINEERING
BILLING RATES
These billing rates will be in effect for the duration of the contract. Our billing rates are generally based upon direct
salaries, a 167.50% overhead, and a 10% profit. No Annual adjustments will be made for these fees during the 3-year
contract duration.
CEO / President
$23 5/hour
Firm Principal / Vice President
$190/hour
Senior Designer
$185/hour
Senior Transportation Engineer / Planner
$155/hour
Accounting Management
$145/hour
Senior Civil Engineer
$135/hour
Construction Manager
$13 5/hour
Resident Engineer
$125/hour
Associate Engineer / Planner
$120/hour
Assistant Construction Manager
$115/hour
Office Engineer
$115/hour
Project Controls
$105/hour
Senior Construction Observer
$95/hour
Construction Observer
$90/hour
Public Works Inspector
$90/hour
Assistant Transportation Engineer / Planner
$80/hour
CAD Technician
$70/hour
Administrative Assistant
$65/hour
Messenger/Intern
$45/hour
Additional Costa
➢
Telephone, equipment, and fax are normally included in above hourly
costs.
➢
Direct expenses including blacklining, commercial CAD plotting, commercial
printing, subconsultant expenses
(if any), issuance of specially endorsed insurance certificate, and direct
costs, are billed at cost plus 5% unless
stated otherwise.
➢
Mileage is charged at the federally allowed rate.
➢
Public meetings and public hearings will be billed as extra work at the
rates above. There is a four-hour
minimum for nighttime public hearings.
➢
Expert Witness Rates in court, in the field, or at depositions are not shown.
➢
Invoices would be submitted monthly based upon project progress (percentage). Accounts are past due after
30 days. A finance charge.of 1.5% per month, after invoice date, may
be assessed on.accounts more than 60
days past due.
L-\PROPOSAL\ 11-PROPS\ 11-68\Srwbs\KOA\KOA Rates.dot
SAP- DIG A wBE Firm SAF-r-DIGBM Utility Surveys, Inc.
S/NCE 1994
P.O. Box 1478, Palm Desert, CA 92261
41-905 Boardwalk, Ste A, Palm Desert, CA 92211
(800) 326-0446 760-776-8274 Fax 760-776-8278 www.safrdig.com
® SPOT -ROLE TM by SAF-r-DIG sm is
Men%=CA— 71492, AZ.106645 - "Your Safe and Accurate Window to the Underground"
Fee Schedule
Southern California
LEE & RO, Inc.
Effective Date of July 1, 2011 to June 30, 2012
Billable
Professional Staff
Corporate Officer
$
360.00
Project Manager*
$
220.53
Office Manager
$
81.49
Administration
$
125.75
Journeyperson**
$
220.53
"* Note: The above items are based on Prevailing Wage Determination Compliance
Prevailing Wage will be increased (but unknown at this time) Therefore, for each year after said date
It will be increased by approx. 4.6% for At Site Time ONLY
Pre-Paid/Other Direct Costs (substantiated with receipts) - Actual +15%
Bonding
$
Cost +15%
Subcontractor Equipment & Supplies
$
Cost +15%
Encroachment Permits
$
Cost +15%
Mobilization and Demobilization -Per Mile Vacuum Truck
$
1.22
Mobilization and Demobilization - Per Mile Support Truck
$
.61
Per Diem - Hotel & Subsistence (2-man Crew) Per Day
$
250.00
Reprographics
$
Cost +15%
Sub -Contracted traffic control / permits / plans
$
Cost +1511/0
Vacuum Equipment —per hr.
$
145.00
Support Vehicle — per hr.
$
80.00
An additional charge of $95.00 per foot after six (6) feet will be required
$
95.00
QPR/Supplies — Per Spothole
$
20.00
Water Jetting (if applicable) /Back Hoe Equipment (if applicable)
$
Cost +15%
NOTE:
In the absence of known quantities and conditions, it is suggested that Pre -bid and Pre -interview "Estimate
Proposals" are based on 32 Spot-holesTm or $40,000. Adverse Soil Conditions could require a "Change Order"
As the Owner/Consultant discussions evolve and mature, the Consultant is expected to decide priorities for
them to be performed. If priority, SPOT-HOLETM's at the 75% stage, indicates that $40,000 amount
will be exceeded, the Consultant has the choice of requesting a Change Order to complete the priority
SPOT-ROLIrTm's or have the remaining potholing requirements left over for the "Construction Stage"
of the project.
Serving Major Cities in: CALIFORNIA AND ARIZONA
"3-Dimensional Information" "Using Non -Destructive Vacuum Soil Extraction Technology" "Performed with Surgical Skill'
We Designate, Locate and Physically VerNy actual depths of existing subsurface utilities and Infrastructure.
•
3-Year Billing Rate Schedule
Effective from November 2011 to October 2014
Principal $175
Project Manager $125
Associate Landscape Architect $ 95
Clerical $ 40
'B® CERTIFICATE OF LIABILITY INSURANCE OP ID Bli
DATE(MWDDNYYY)
10 25 11
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.
IMP R Aid a certl Date o er is an ADDITIONAL INSURED, the po c es must be endorsed. B GATT IS WAUVED. 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
NAME:
PHONE
1AJCP No Ext : AIC, No):
ACEC/MARSH
ADDRESS:
701 Market St., Ste. 1100
CUSTOMER ID #: LBRAN- i
St. Louis MO 63101
-8hone:800-338-1391. Fax:888-621-3173
INSURER(S) AFFORDING COVERAGE
NAICii
INSURED
INSURER A: Hartford Underwriters Ins. co.
LEE tic RO TNC.
1199 S. Pullerton. Rd.
City Of Industry CA 91748
INSURER B
INSURERC:
INSURER D
INSURER E
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS 1S 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 LTR
TYPE OF INSURANCE
lNSR
WVD
POLICY NUMBER
(MMIDD
MMOA D
LIMITS
A
GENERALLIABILiTY
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE ® OCCUR
X CONTRACTUAL
84SBWEG2776
88PERATIOH OF INaoxaos
PAoassezoMAL Lau sxcz,
11/01/11
11/01/22
EACH OCCURRENCE
S1,000,000
PREMI3 SOEaolccurrence
$ 1, 000, 000
MEDEXP(AnyonDpO(30n)
$ 10, 000
PERSONAL dADVINJURY
s1,000400
X
XCU COVERAGE
GENERAL AGGREGATE
s2,000,000
GENI_ AGGREGATE LIMIT APPLIES PER:
POLICY X JECOT LOG
PRODUCTS •COMP/OP AGG
$ 2, 000, 000
$
A
AUTOMOBILE
X
X
X
LIABILITY
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
HIRED AUTOS
NON-OWNEDAUT05
84UEGPH2347
11/Ol/11
11/01/12
{ COMBINEDSINGLE LIMIT
$ 1, 000, 000
BODILY INJURY (Per person)
$
BODILY INJURY (Per eccident)
$
PROPERTY DAMAGE
(Per accident)
$
$
$
A
UMSRELLALIAB
EXCESS LIAB
NOCCUR
CLAIMS -MADE
848BWRG2776
11/01/11
11/01/12
EACH OCCURRENCE
s4,000,000
AGGREGATE
s4,000,000
X
DEDUCTIBLE
RETENTION $ 10,000
$ _
$
A
WORKERSCOMPENSATI N
AND EMPLOYERS' LIABILITY
YIN OFFICERIMEM ER EXCLUDED? ECUTIVf
(Mandatory in NH)
if yyes, describe under
OESCRIPTIONOFOPERATIONSbelow
l A
84WBGBH
e e y�� ®
1`".. V
11/14/11
®� A
RM
11/01/12
X TATU
I TORY LIMITS ER
^.
E.L. EACH ACCIDENT
$1, 0 0 0 , 000
E.L. DISEASE- EA EMPLOYEE[
$1,000,000
E.L.D]SEASE-POLICVLIMIT
$1,000,000
C
Ity,
ey
DESCRIPTION OF OPERATIONS I LOCATIONf I VEHICLES (Attach ACORD 101. Additional Remarks Schedule, H more space is requ ed)
RE: On -Call Civil Engineering Services; ob #1109-
30 Mayas notice of cancellation will be given to the certificate holder per
policy endorsement.
CERTIFICATE HOLDER CANCELLATION
City of Huntington Beach
Attn.. James Wagner
2000 Main Street
CZTYaF I SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WRH THE POLICY PROVISIONS.
O 1988-2009 ACORD CORPORATION. All rights reserved.
ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD
— D,. CERTIFICATE OF LIABILITY INSURANCE
DATE(MMIODIYY)
1 14 1
PRODUCER
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Dealey, Renton & Associates
199 S Los Robles Ave Ste 540
Pasadena, CA 91101
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE
626 844-3070
INSURED
INSURER A: American Automobile Ins. Co.
INSURERS: ACE American can Insurance Company
Lee & Ro, Inc.
1199 S. Fullerton Road
City of Industry, CA 91748-1232
INSURERC:
INSURER D:
626 912-3391
INSURER E:
nnVFRAGFS
E POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.
OTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
ERTIFICATE 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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTRDATE
TYPE OF INSURANCE
POLICYNUMBER
POLICYEFFECTIVE
POLICY EXPIRATION
fMWDDfM
LIMITS
GENERAL LIABILITY
EACH OCCURRENCE
$
FIRE DAMAGE (Anyone fire)
$
COMMERCIAL GENERAL LIABILITY
CLAIMS MADE OCCUR
MEO EXP An one person
$
PERSONAL & ADV INJURY
$
GENERAL AGGREGATE
$
GENT AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG
$
POLICY PRO- LOC
JeCT
AUTOMOBILE
LIABILITY
ANY AUTO
COMBINED SINGLE LIMIT
(Ea accident)
$
BODILY INJURY
(Per Parson)
$
ALL OWNED AUTOS
SCHEDULED AUTOS
BODILY INJURY
(Per accident)
$
HIRED AUTOS
NON -OWNED AUTOS
PROPERTYDAMAGE
(Per accident)
$
GARAGE LIABILITY
AUTO ONLY -EA ACCIDENT
$
OTHER THAN EAACC
$
ANY AUTO
$
rj7)
AUTOONLY: AGG
EXCESS LIABILITY
OCCUR CLAIMS MADE
�TA� A �b'
IIII ����1111 ,( lYl i\L 4.
,1O
EACHOCCURRENCE
$
AGGREGATE
$
$
DEDUCTIBLE
/ /
$
RETENTION $
A
WORKERS COMPENSATION AND
WZP80987325
11/14/2010.
11/14/2011
X I TORY'NiMINF• OTH-
EMPLOYERS' LIABILITY
aiver Of Sub
E.L. EACH ACCIDENT
$1 000 OOO
E.L. DISEASE - EA EMPLOYEE
$1 000 000
E.L. DISEASE -POLICY LIMIT
$1 000 000
B
OTHER
Professional Liability
G23634983005
10/17/2011
10/17/2012
$2,000,000 Per Claim
$2,000,000 Annual Aggr
DESCRIPTION OF OPERATIONSA NSIVEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS
On- ngii: ering Services; Job #1109
*NOTE: Certificate has 'the amended cancellation wording to serve as the 30 day notice of cancellation for all of
policies listed.
IaK I R IGA I t MULL1tK I I ADDITIONAL INSURED; INSURER LETTER: 9,AIV11CLLA I IVIV
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER
City of Huntington Beach WILL MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER
Attn: James Wagner NAMED TO THE LEFT.
2000 Main Street
Huntington Beach CA 92648
AUTHORIZED REPRE$ENTATiV a ai.i
ecnRn 219c 171971 a ACORD
J
Workers' Compensation and Employers' Liability Insurance Policy
Waiver of Our Right to Recover From Others Endorsement - California
WC 04 03 06
If the following information is not complete, refer to the appropriate Schedule attached to the policy.
Insured: Lee & Ro, Inc.
Producer: Dealey, Renton & Associates
Schedule
Person or Organization
City of Huntington Beach
Attn: James Wagner
2000 Main Street
Huntington Beach CA 92648
Additional Premium %
We have the right to recover our payments from any-
one liable for an injury- covered by this policy. We
will not enforce our right against the person or
organization named in the Schedule. (This agreement
applies only to the extent that you perform work
under a written contract that requires you to obtain
this agreement from us.)
Authorized Representative
Policy Number WZP80987325
Effective Date 10 / 14 / 2 011
Job Description
RE: On -Call Civil Engineering Services; Job
#1109 -- The City of Huntington Beach, its
directors, officials, officers, employees,
agents and volunteers
You must maintain payroll records accurately segre-
gating the remuneration of your employees while en-
gaged in the work described in the Schedule.
The additional premium for this endorsement shall be
the percentage, as shown in the Schedule applicable
to this endorsement, of the California workers'
compensation premium otherwise due on such
remuneration.
WC040306
Workers' Compensation and Employers' Liability Insurance Policy
Waiver of Our Right to Recover From Others Endorsement - California
WC 04 03 06
If the following information is not complete, refer to the appropriate Schedule attached to the policy.
Insured: Lee & Ro, Inc.
Producer: Dealey, Renton & Associates
Schedule
Person or Organization
City of Huntington Beach
Attn: James Wagner
2000 Main Street
Huntington Beach CA 92648
Additional Premium %
We have the right to recover our payments from any-
one liable for an injury- covered by this policy. We
will not enforce our right against the person or
organization named in the Schedule. (This agreement
applies only to the extent that you perform work
under a written contract that requires you to obtain
this agreement from us.)
Authorized Representative
Policy Number WZP80987325
Effective Date 10 / 4 / 2 011
Job Description
RE: On -Call Civil Engineering Services; Job
#1109 -- The City of Huntington Beach, its
directors, officials, officers, employees,
agents and volunteers
You crust maintain payroll records accurately segre-
gating the remuneration of your employees while en-
gaged in the work described in the Schedule.
The additional premium for this endorsement shall be
the percentage, as shown in the Schedule applicable
to this endorsement, of the California workers'
compensation premium otherwise due on such
remuneration.
WC040306
Workers' Compensation and Employers' Liability Insurance Policy
Waiver of Our Right to Recover From Others Endorsement - California
WC 04 03 06
If the following information is not complete, refer to the appropriate Schedule attached to the policy.
Insured: Lee & Ro, Inc.
Producer: Dealey, Renton & Associates
Schedule
Person or Organization
City of Huntington Beach
Attn: James Wagner
2000 Main Street
Huntington Beach CA 92648
Additional Premium %
We have the right to recover our payments from any-
one liable for an injury- covered by this policy. We
will not enforce our right against the person or
organization named in the Schedule. (This agreement
applies only to the extent that you perform work
under a written contract that requires you to obtain
this agreement from us.)
Authorized Representative
WC040306
Policy Number WZP80987325
Effective Date 10 / 4 / 2 011
Job Description
RE: On -Call Civil Engineering Services; Job
#1109 -- The City of Huntington Beach, its
directors, officials, officers, employees,
agents and volunteers
You must maintain payroll records accurately segre-
gating the remuneration of your employees while en-
gaged in the work described in the Schedule.
The additional premium for this endorsement shall be
the percentage, as shown in the Schedule applicable
to this endorsement, of the California workers'
compensation premium otherwise due on such
remuneration.
Form W=9
Request for Taxpayer
Give form to the
(Rev. October2007)
Identification Number and Certification
requester. Do not
Department of the Treasury
send to the IRS.
Internal Revenue Service
Name (as shown on your income tax return)
m
LEE & RO Inc.
CD
Business name, If different from above
c
0
m C
Check appropriate box: ❑ Individual/Sole proprietor ® Corporation ❑ Partnership
Exempt
,.,.
0
❑ Limited liabil' corn an .Enter the tax classification D=disr arded ent' C=cor oration, P= artnershi ► _ _ _ _ _ _ _
liability company. ( e9 entity, P P p)
❑ payee
p 2
❑ Other (see instructions) ►
Address (number, street, and apt. or suite no.)
Requester's name and address (optional)
a,,
1199 S. Fullerton Road
City, state, and ZIP code
0
co
City of Industry, CA 91748
List account number(s) here (optional)
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid Social security number
backup withholding. For individuals, this is your social security number (SSN). However, for a resident
alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is
your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose Employer Identification number
number to enter. 95 ; 3443396
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) 1 have not been notified by the Internal
Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has
notified me that I am no longer subject to backup withholding, and
3. 1 am a U.S. citizen or other U.S. person (defined below).
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.
For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement
arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must
provide your correct TIN. See the instructions on page 4.
Sign Signature of
Here I U.S. person 0-
General Instructions
Section references are to the Internal Revenue Code unless
otherwise noted.
Purpose of Form
A person who is required to file an information return with the
IRS must obtain your correct taxpayer identification number (TIN)
to report, for example, income paid to you, real estate
transactions, mortgage interest you paid, acquisition or
abandonment of secured property, cancellation of debt, or
contributions you made to an IRA.
Use Form W-9 only if you are a U.S. person (including a
resident alien), to provide your correct TIN to the person
requesting it (the requester) and, when applicable, to:
1. Certify that the TIN you are giving is correct (or you are
waiting for a number to be issued),
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S.
exempt payee. If applicable, you are also certifying that as a
U.S. person, your allocable share of any partnership income from
a U.S. trade or business is not subject to the withholding tax on
foreign partners' share of effectively connected income.
Note. If a requester gives you a form other than Form W-9 to
request your TIN, you must use the requester's form if it is
substantially similar to this Form W-9.
Date ► J
Definition of a U.S. person. For federal tax purposes, you are
considered a U.S. person if you are:
• An individual who is a U.S. citizen or U.S. resident alien,
• A partnership, corporation, company, or association created or
organized in the United States or under the laws of the United
States,
• An estate (other than a foreign estate), or
• A domestic trust (as defined in Regulations section
301.7701-7).
Special rules for partnerships. Partnerships that conduct a
trade or business in the United States are generally required to
pay a withholding tax on any foreign partners' share of income
from such business. Further, in certain cases where a Form W-9
has not been received, a partnership is required to presume that
a partner is a foreign person, and pay the withholding tax.
Therefore, if you are a U.S. person that is a partner in a
partnership conducting a trade or business in the United States,
provide Form W-9 to the partnership to establish your U.S.
status and avoid withholding on your share of partnership
income.
The person who gives Form W-9 to the partnership for
purposes of establishing its U.S. status and avoiding withholding
on its allocable share of net income from the partnership
conducting a trade or business in the United States is in the
following cases:
• The U.S. owner of a disregarded entity and not the entity,
Cat. No. 10231X Form W-9 (Rev. 10-2007)
Form W-9 (Rev. 10-2007)
• The U.S. grantor or other owner of a grantor trust and not the
trust, and
• The U.S. trust (other than a grantor trust) and not the
beneficiaries of the trust.
Foreign person. If you are a foreign person, do not use Form
W-9. Instead, use the appropriate Form W-8 (see Publication
515, Withholding of Tax on Nonresident Aliens and Foreign
Entities).
Nonresident alien who becomes a resident alien. Generally,
only a nonresident alien individual may use the terms of a tax
treaty to reduce or eliminate U.S. tax on certain types of income.
However, most tax treaties contain a provision known as a
"saving clause." Exceptions specified in the saving clause may
permit an exemption from tax to continue for certain types of
income even after the payee has otherwise become a U.S.
resident alien for tax purposes.
If you are a U.S. resident alien who is relying on an exception
contained in the saving clause of a tax treaty to claim an
exemption from U.S. tax on certain types of income, you must
attach a statement to Form W-9 that specifies the following five
items:
1. The treaty country. Generally, this must be the same treaty
under which you claimed exemption from tax as a nonresident
alien.
2. The treaty article addressing the income.
3. The article number (or location) in the tax treaty that
contains the saving clause and its exceptions.
4. The type and amount of income that qualifies for the
exemption from tax.
5. Sufficient facts to justify the exemption from tax under the
terms of the treaty article.
Example. Article 20 of the U.S.-China income tax treaty allows
an exemption from tax for scholarship income received by a
Chinese student temporarily present in the United States. Under
U.S. law, this student will become a resident alien for tax
purposes if his or her stay in the United States exceeds 5
calendar years. However, paragraph 2 of the first Protocol to the
U.S.-China treaty (dated April 30, 1984) allows the provisions of
Article 20 to continue to apply even after the Chinese student
becomes a resident alien of the United States. A Chinese
student who qualifies for this exception (under paragraph 2 of
the first protocol) and is relying on this exception to claim an
exemption from tax on his or her scholarship or fellowship
income would attach to Form W-9 a statement that includes the
information described above to support that exemption.
If you are a nonresident alien or a foreign entity not subject to
backup withholding, give the requester the appropriate
completed Form W-8.
What is backup withholding? Persons making certain payments
to you must under certain conditions withhold and pay to the
IRS 28% of such payments. This is called "backup withholding."
Payments that may be subject to backup withholding include
interest, tax-exempt interest, dividends, broker and barter
exchange transactions, rents, royalties, nonemployee pay, and
certain payments from fishing boat operators. Real estate
transactions are not subject to backup withholding.
You will not be subject to backup withholding on payments
you receive if you give the requester your correct TIN, make the
proper certifications, and report all your taxable interest and
dividends on your tax return.
Payments you receive will be subject to backup
withholding if.
1. You do not furnish your TIN to the requester,
2. You do not certify your TIN when required (see the Part If
instructions on page 3 for details),
3. The IRS tells the requester that you furnished an incorrect
TIN,
Page 2
4. The IRS tells you that you are subject to backup
withholding because you did not report all your interest and
dividends on your tax return (for reportable interest and
dividends only), or
5. You do not certify to the requester that you are not subject
to backup withholding under 4 above (for reportable interest and
dividend accounts opened after 1983 only).
Certain payees and payments are exempt from backup
withholding. See the instructions below and the separate
Instructions for the Requester of Form W-9.
Also see Special rules for partnerships on page 1.
Penalties
Failure to furnish TIN. If you fail to furnish your correct TIN to a
requester, you are subject to a penalty of $50 for each such
failure unless your failure is due to reasonable cause and not to
willful neglect.
Civil penalty for false information with respect to
withholding. If you make a false statement with no reasonable
basis that results in no backup withholding, you are subject to a
$500 penalty.
Criminal penalty for falsifying information. Willfully falsifying
certifications or affirmations may subject you to criminal
penalties including fines and/or imprisonment.
Misuse of TINs. If the requester discloses or uses TINS in
violation of federal law, the requester may be subject to civil and
criminal penalties.
Specific Instructions
Name
If you are an individual, you must generally enter the name
shown on your income tax return. However, if you have changed
your last name, for instance, due to marriage without informing
the Social Security Administration of the name change, enter
your first name, the last name shown on your social security
card, and your new last name.
If the account is in joint names, list first, and then circle, the
name of the person or entity whose number you entered in Part I
of the form.
Sole proprietor. Enter your individual name as shown on your
income tax return on the "Name" line. You may enter your
business, trade, or "doing business as (DBA)" name on the
"Business name" line.
Limited liability company (LLC). Check the "Limited liability
company" box only and enter the appropriate code for the tax
classification ("D" for disregarded entity, "C" for corporation, "P"
for partnership) in the space provided.
For a single -member LLC (including a foreign LLC with a
domestic owner) that is disregarded as an entity separate from
its owner under Regulations section 301.7701-3, enter the
owner's name on the "Name" line. Enter the LLC's name on the
"Business name" line.
For an LLC classified as a partnership or a corporation, enter
the LLC's name on the "Name" line and any business, trade, -or
DBA name on the "Business name" line.
Other entities. Enter your business name as shown on required
federal tax documents on the "Name" line. This name should
match the name shown on the charter or other legal document
creating the entity. You may enter any business, trade, or DBA
name on the "Business name" line.
Note. You are requested to check the appropriate box for your
status (individual/sole proprietor, corporation, etc.).
Exempt Payee
If you are exempt from backup withholding, enter your name as
described above and check the appropriate box for your status,
then check the "Exempt payee" box in the line following the
business name, sign and date the form.
TABLE 1. ON -CALL CIVIL ENGINEERING DESIGN SERVICES PROPOSALS RECEIVED
No.
Proposers In Alphabetical Order
City and State
1
A & E Consultants Group, Inc.
Brea, CA
2
AECOM
Newport Beach, CA
3
AKM Consulting Engineers
Irvine, CA
4
APA Engineering, Inc.
Irvine CA
5
Civil Source, Inc.
Irvine, CA
6
Civil Works Engineers
Costa Mesa, CA
7
CNC Engineering
Irvine, CA
8
Duca-McCoy, Inc.
Corona Del Mar, CA
9
Dudek
San Juan Capistrano, CA
10
Engineering Alignment Systems, Inc.
Santa Ana, CA
11
FPL and Associates, Inc.
Irvine, CA
12
Harris & Associates
Concord CA
13
Huitt-Zollars, Inc.
Irvine, CA 92602
14
Hunsaker & Associates Irvine, Inc.
Irvine, CA
15
Kabbara Engineering
Orange, CA
16
KOA Corporation/CBM Consulting, Inc.
Gardena, CA
17
Lee & Ro, Inc.
City of Industry, CA
18
Mead & Hunt, Inc.
Sacramento, CA
19
Pacific Advanced Civil Engineering, Inc. (PACE)
Fountain Valley, CA
20
PENCO Engineering, Inc.
Irvine, CA
21
PSOMAS
Los Angeles, CA
22
RBF Consulting, Inc.
Irvine, CA
23
RKA Consulting Group
Walnut, CA
24
SA Associates
Arcadia, CA
25
Stantec Consulting Inc.
Irvine, CA
26
Tetra Tech, Inc.
Pasadena, CA
27
VA Consulting, Inc.
Irvine, CA
28
VCA Engineers, Inc.
Los Angeles, CA
29
W.G. Zimmerman Engineering, Inc.
Huntington Beach, CA
30
Winzler & Kelley
Santa Ana, CA
ON CALL PROPOSALS RECEIVED ON JULY 14, 2011 1 of 1 11/2/2011
0D-
��� TINGTpCITY BEACH
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Professional Service Approval Form
PART
Date: 5/11/2011 Project Manager Name: James Wagner d P_V-3
Requested by Name if different from Project Manager:
Department: Public Works
PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY
ADMINISTRATOR, 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:
Request to advertise RFP for On -Call Civil Engineering Services. Civil Engineering firms have
assisted the PW Staff in projects where either manpower or expertise is required to design the
city's infrastructure including arterials, water and sewer. The current three-year contracts for
On -Call Civil Engineering Services are due to expire on November 17, 2011 and an RFP and
selection of the best qualified consultants (usually 3 to 6 firms) is required to ensure that the PW
staff has the ability to hire an approved firm when the CIP budget allows such expenditures.
These will be 3 year with a 2 year written extension contracts.
2) Estimated cost of the services being sought: $ 500,000 - $750,000 depending on firm's
capabilities and City's needs. (See Attachment for the existing and projected civil engineering
consultant needs)
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
If no, please explain:
4) Is this contract generally described on the list of professional service contracts approved by the
City Council? If the answer to this question is "No," the contract will require approval from the
City Council.) ❑ Yes ® No
5) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted:
$ $
6) 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.
Deputy City Administrator's Initials
R-1 101 owl IN
WIM
nistrator's Signature
Date
Diate
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Date
SZs- /)
Date
CITY OF HUNTINGTON BEACH
Professional Service Approval Form
PART 11
Date: 10/19/2011 Project Manager: James Wagner
Requested by Name if different from Project Manager:
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
& 11 MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant: Lee & Ro, Inc.
2) Contract Number: PWK
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this contract: $ 750,000.00
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.
Director o fFinance(or designee) Signature Date
City of Huntington Beach
2000 Main Street ♦ Huntington Beach, CA 92648
(714) 536-5227 ♦ www.huntingtonbeachca.gov
Office of the City Clerk
Joan L. Flynn, City Clerk
November 28, 2011
Lee & Ro, Inc.
Attn: Dhiru Patel
1199 S. Fullerton Rd.
Industry, CA 91748
Dear Mr. Patel:
Enclosed for your records is a fully executed duplicate original of the "Professional
Services Contract Between the City of Huntington Beach and Lee & Ro, Inc. for On Call
Civil Engineering Services."
Sincerely,
Joan L. Flynn, CIVIC
City Clerk
JF:pe
Enclosure
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