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HomeMy WebLinkAboutPacific Advanced Civil Engineering, Inc. - 2011-11-21 Council/Agency Meeting Held: / 1 Deferred/Continued to: tjApp ve ❑ Conditionally Approved ❑ Denied City rk's ignat r Council Meeting Date: November 21, 2011 Department Number: PW 11-065 CITY OF HUNTINGTON 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 En ineerin , Inc. (PACE) and VA Consulting, Inc. for On-Call Civil Engineering Design Services in the amount o 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 2011/12. 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. e - of o e e a - e ' e e e 06� Sewer: Design of Lift Stations and Sewer Replacement $200,000 $150,000 f $450,000 Projects Special Projects: Emergency Repair of Facilities/ $75,000 $250,000 Structures, Misc Unanticipated Projects \ \ Water: Reliability Studies including Water System $348,000 $75,000 $225,000 Modelling y� e MR Special Water Projects: Design for Emergency Repairs, $164,000 $100,000 $300,000 Review of Technical Reports Total $2,876,000 $750,000 $2,725,000 Item 8. - 2 HB -146- 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(s): a - o 11 1. Professional Services Contract between the City of Huntington Beach and AECOM Corporation for On-Call Civil Engineering Design Services S� 2. Professional Services Contract between the City of Huntington Beach and Lee and Ro, Inc for On-Call Civil Engineering Design Services y 3. Professional Services Contract between the City of Huntington Beach and Pacific Advanced Civil Engineering, Inc. PACE for On-Call Civil Engineering Design Services lo 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 xB -147- Item 8. - 3 ATTACHMENT #3 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND PACIFIC ADVANCED CIVIL ENGINEERING,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...............................................................................................................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.................................................................................I I PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND PACIFIC ADVANCED CIVIL ENGINEERING,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 Pacific Advanced Civil Engineering, 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 Andrew Komor, PE who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/surfnet/professional svcs mayor I of 11 12/07 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 //L: 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 Five Hundred Thousand Dollars ($500,000.00). 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 agree/surfner/professional svcs mayor 2 of 11 12/07 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 agree/surfnet/professional svcs mayor 3 of 11 12/07 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 agree/surfnet/professional Svcs mayor 4 of 11 12/07 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. agree/surfnet/professional Svcs mayor 5 of 11 12/07 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. agree/surfnet/professional Svcs mayor 6 of 11 12/07 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 parry via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: City of Huntington Beach Pacific Advanced Civil Engineering, Inc. ATTN: James Wagner Attn: Andrew Komor 2000 Main Street 17520 Newhope St., Ste 200 Huntington Beach, CA 92648 Fountain Valley, CA 92708 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. agree/surfnet/professional svcs mayor 7 of 11 12/07 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 agree/surfnet/professional svcs mayor 8 Of 11 12/07 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. agree/surfnet/professional svcs mayor 9 of 11 12/07 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, held by the signatory or is withdrawn. CONSULTANT's initials 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party'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. agree/surfnet/professional sves mayor 10 Of 11 12/07 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, CITY OF HUNTINGTON BEACH, a Pacific Advanced Civil Engineering, Inc. municipal corporation of the State of COMPANY NAME California a� , R yor By: ues�c?,�i 17 Ago-) print name lty Clerk U jjj lie ITS: (circle one)Chairman/Presiden ice President INITIATED AND APPROVED: AND By: Director of Public W rks MAUL Keg-eu , It p7ne ITS: (circle one S hief Financial Officer/Asst. Secretary-Treasur REVI ND APPROVED: i Manager APPROVED AS TO FORM: (% City Attorney agree/sur£net/professional sves mayor 11 of 11 12/07 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) CONSULTANT shall provide consulting services on an'as-needed'basis for STORM DRAIN& SEWER IMPROVEMENT 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 services,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. EXHIBIT A Exhibit A.I City of Huntington Beach On-Call Engineerinlz 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 • Attend pre-construction conference. ® Monitor construction schedule,visit construction site as required for progress and quality of work evaluation. 0 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 'SECTION E: METHODOLOGY Implementation Plan A well-organized project implementation and management strategy is utilized by PACE on these types of public works projects to ensure all technical resources are utilized effectively and all project deliverables are produced on time and within budget. Our project management program provides a comprehensive approach for planning, monitoring and controlling the work performed to assure we meet project milestones within the allowed budgets. We employ state-of- the art Project Management tools and performance measurement techniques to achieve a high standard of performance. Our approach fosters frequent communication and coordination with the Client as well as stakeholders in an open environment to assure all involved parties are knowledgeable of project progress. The different components to our Implementation Strategy include the following: 1. Start-Up Plan 1.1.Scoping/Purpose I Objectives 1.2.Project Deliverables 1.3.Dependencies/Constraints 1.3.1.Internal/External Stakeholders 2. Budget I Manpower Requirements 3. Staffing Plan 3.1.Roles 1 Responsibilities 4. Work Plan 4.1.Activities I Milestones 5. Project Management Plan 6. Data Management 7. Project Tracking 7.1.Schedule Control Plan 7.2.Budget Control Plan/Monitoring 7.3.Progress Monitoring 8. Project Communication Plan 8.1.Stakeholder Participation Plan 8.1.1.Stakeholder Steering Committee 9. Project Reporting/Updates Status 10. Design Criteria I Technical Procedures Guidance Document 10.1. Design Calculations/CAD Standards 11. Documentation Plan I Submittals 12. QAIQC 13. Project Close Out We begin with an initial scoping session with the City held immediately after the Notice-to-Proceed (NTP). Its purpose is to openly discuss project objectives and expectations along with sources of current information. This session is held to assure the project team understands the City's objectives for the work. As part of this process the project deliverables will be defined as well as identifying the external/internal stakeholders as well as any other constraints. This will be #9918EP 8 PACE , immediately followed by the defining the technical basis for our process, procedures and responsibilities for performing each area of the work. A detailed work plan will be developed that defines the required tasks the required tasks and processes involved to achieve the objectives and deliverables. Preparation of Budget and Schedule A detailed work breakdown structure will be prepared and expanded into a task order budget and schedule based on the tasks outlined in the project scope of work. The schedule will portray a well-integrated plan with the tasks and sequence of work clearly and logically drawn out. The duration of each task, the resulting milestones, the deliverables and the overall time frame will be clearly identified. Submittal dates and City review periods or external agency review will also be included. The schedule will not only depict the most efficient flow of work, but also show how the various studies and design elements integrate together. Project Progress Monitoring PACE will use the MS Project scheduling system to continuously monitor project costs, labor, and progress. We will develop a conceptual milestone schedule based upon anticipated needs of the project and major task items. With each monthly progress report, PACE will submit an updated 4-week horizon schedule reflecting planned work. PACE will promptly notify City of any changes in anticipated project progress and will submit an update detailed project schedule to City. Design Management Our approach to the study and design development work will include the following basic elements: • Provide Technical Guidance Document that defines the technical criteria and analysis procedures that govern the particular design • Maintain a close, interactive relationship between the City and Project Design Team. • Provide a cost-effective design which involves evaluating of different alternatives and performing feasibility assessment. • Provide intermediate technical milestone submittals • Assurance that our analyses consider all the critical elements of the project to assure the success of all permit applications, as applicable. Quality Assurance/Quality Control Our team will ensure the quality and accuracy of deliverables through implementation of a Quality Assurance/Quality Control program that will be clearly defined in a quality control plan developed specifically for this project. The plan will include: 1. Use of internal technical peer review made up of technical experts to review recommendations developed by the project team. 2. Regularly scheduled project coordination meetings between City and our project manager and project engineers. 3. Formalized technical submittal checklists to ensure minimum requirements have been achieved. 4. Independent review of each technical work product before its submission to City. 5. Bi-monthly performance assessments from the City. Progress Reporting I Tracking Another key element of the overall schedule includes the progress reporting method. PACE utilizes an integrated schedule and budget monitoring method which involves a graphical expression of actual progress and cost expenditures in relationship to planned schedule and expenditures. This expression of project status is developed through an analysis of data including both computerized cost isolation accounting data and the status of each drawing #9918EP 9 PAC and specification section. With this tool, the Project manager has an updated and current report of planned versus actual schedule and budget status. The consultant team will attend and chair Project Management Team (PMT) meetings with City, stakeholders, and other appropriate local agencies to discuss the work objectives, schedule and progress to date, budget issues and concerns, and other related items in order to resolve issues promptly and to stay on schedule and within budget. This meeting format was used effectively in similar projects through the use of Action Item Matrices (which identified issues and responsible parties)and detailed, timely meeting minutes. Schedule and Budget Control Adherence to the project schedule is achieved by managing the project through a continuous analysis of staffing requirements and production cost/schedule monitoring. Taking into account the information contained in the detailed production schedule and transforming it into staffing requirements results in a staffing requirements plan. During the Final Design Phase,we will employ time-tested techniques of drawing and scope control management. Upon resolution and incorporation of any City review comments on the design, the PACE Team will follow the City's standards for 60%, 90%, and Final Design completion by discipline, and we will design to the cost standard developed in the PDR. Each drawing will be tracked separately in our monthly Drawing Status Report and cost and schedule progress by discipline will be updated. Internal variance thresholds will allow the project team to identify potential issues and to prepare workarounds before they impact the progress of the overall project. External thresholds will be used to ensure timely notification to City of issues requiring their assistance. Coordination and Communication with Public Agencies and Stakeholders The potential complexity and involvement of the community at different levels for each project we have found that communication is the key element through the project process in order to avoid design roadblocks. Separate "partnering" techniques can be implemented at the very beginning of the project that includes relevant agencies and stakeholders. Initial meetings would establish a memorandum of understanding among all team members agreeing on the importance project, mutual goals and objectives, and a commitment to fostering cooperative teamwork to resolve local issues in a timely manner. Subsequent monthly meetings will promote the communication and coordination needed to keep on track in achieving these goals. Other effective techniques we have employed on public works projects include stakeholder participation will be provided at two different levels which include: (1) a general forum with the Workgroup meetings of all interested stakeholders, and (2) a smaller focused Technical Steering Committee, which can assist in technical review, local input, project background, guidance, and specialized technical information. In addition, we have the resources to generated education and outreach through (1) promotional materials, (2) newsletter and local media, and (3)dedicated project website If more involvement is required then a Public participation Plan is developed specifically for the project which requires the community outreach which defines the process through which the community and agency can participate in meaningful and effective ways. Five critical aspects of public involvement as targeted as part of our typical approach would include: (1) identifying stakeholders, (2) consensus building, (3) early involvement, (4) circle of influence, and (5) closure. Expectations of City Staff and Specific City Tasks City will be expected to provide (1) clear definition of the project objectives and deliverables, (2) assist in defining the different project stakeholders, (3) providing baseline technical data and the ability to research the City project database, (4)assist in community involvement and outreach, (5)contracts with the different City departments, (6) involvement with the different City political leaders, (7)environmental documentation and permitting. #9918EP 10 PACE PROJECT IMPLEMENTATION PLAN PROJECT •Objectives • Purpose •Constraints/Requirements •Dependencies/outside agencies WORM ° Deliverables Work Activities z; CONTRAC -&SCOPE-____ _ 0 DEVELOPMENT �4 •Activity Duration BUDGET& stones z` • Manpower ®Technical Resources STAFFI °Project Manager PROJECT M NAGEMENT °Budget Control Gemmunneatmen Plan °-Schedale Control KICKOFF MEETING CRITERIA/REQUIREMENTS PLkN • Database 0 RES z • Mapping z z` J . •Coordination/Communication a -STAKEHOLDER - 0VdFVC11V1UV1,QLVering Committee- Outside Agency Involvement REVISED WORK ---- PIL kN •Technical Analysis Project racking/ °Computer Modeling Moni oring ENGINEER NG WORK °Alternative Formulation PH SE Plans Specifications Communication Cost Estimate Internal/External °0&M Manual z QA QG •Value Analysis 0 Project •Peer Review SUBM X~ Schedul /Budget TTALS w Contro _..____..._. PROJECT LOSE-OUT r City of Huntington Beach On-Call Civil Engineering Design Services E Q Technical Project Approach Front-Loaded Design Strategy with Performance Specifications Provides Max Value During the 30% design stage of a project, the project team �— - shall provide bid specifications and solicit bids from major equipment manufacturers that will be used on the project. Key Elements to Technical Protect Approach This way, the major pieces of mechanical equipment shall ➢ Frequent and clearly-defined meetings,and close be pre-selected in a competitive bid process. The use of performance specifications in the equipment process allows ' Proximity to City will ensure communication is clear i tal and and project direction is in-line with_City's goals evaluate capital clients to get competitive bids, p' operation costs, and operational performance prior to ➢ Proposed assistance withexisting operations putting pencil to paper for engineering construction provides opportunity to gain efficiency and reliability and understand facility properly for, documents. purposes. The advantage of this approach is that each manufacturer i ➢ Sophisticated computer modeling of design can provide their "stock" solution without having to make i alternatives prior to 30%design submittal allows modifications to meet the design engineer's restrictions. good understanding of cost-to-benefit analyses. j Then, once the equipment vendor is selected, the City, the ➢ Performance specifications at 30%design process design engineer, and the contractor know exactly how the k ensures competitive pricing of major equipment equipment will be planned for implementation including and guarantees capital and life-cycle costs early in layouts, plumbing, wiring, and associated components. The design. capital cost and the life cycle costs are also known upfront ➢ Facility site tours allow City to accurately in the design process. If the combined real cost of the experience and gauge proposed alternatives. 3 equipment plus the engineers estimated costs of the I i ➢ Upon selection of major equipment vendors during remaining project components come in over budget at this ; time, it is advantageous to have the opportunity to value- engineer the project at 30% design as opposed to 100% decisions made which increase accuracy and design. This process can be repeated for minimal cost if timeliness of 60%,90%,and 100%design stages. necessary, as opposed to requiring full redesign or value i> ➢ Expertise in DBO offers true cost estimations at engineering at the 100% design stage that would 30%design and beyond,which lowers City risk of G compromise facility quality. The operation of the system repeating detailed engineering work. can also be enhanced using this method because the i ➢'`High'technical competence,hands-on experience, project team knows upfront how certain pieces of and depth of staff offers commitment to advanced equipment will interact between unit processes. Our project N design completed in an aggressive schedule. team has been very successful in this approach, such as ➢ 'Val ue-engineering,an'd QAQC offered early and i the award-winning City of Bisbee WWTP and the recent often by all team members as core protocol. Santa Paula WRF project. In addition, leading water and , . wastewater industry conferences have advocated this - approach in the past few years. Evaluate Bids by Major Equipment Vendors&Tour Existing Facilities The City shall be involved in developing the performance based criteria used in the bid solicitation. Once the major equipment manufacturers respond with their intended equipment, capital cost, and life-cycle cost,the project team shall summarize and evaluate the equipment bids for conformance and relative advantages and present them to the City in the form of a technical memorandum. Major equipment may include screens, pumps, grinders, sluice gates, blowers, mixers, membranes, process filters, media, or power generators. #9918EP 11 PACE ti� f The City and the project team shall work together to review the memo recommendations and select each relevant piece of equipment necessary for the upgrade. The project team shall then organize and take the City on a tour of proposed equipment vendors' existing installations in order to see their real-life condition, discuss their performance with operators, and witness their operational capabilities. For example, the PACE project team recently toured the City of Sierra Vista, AZ to eight treatment facilities in the Central Valley to witness major equipment in operation prior to selecting membrane, UV disinfection, and sludge dewatering equipment for their plant design. The City found these tours to be extremely valuable to the selection process because they better understood the associated plumbing and electrical requirements of equipment, as well as receiving operator insight. The project team will provide an operations technical consultant on the tour to assist the City with determining equipment pros and cons. Select Major Equipment Vendors to Finalize 30%Design and Cost The project team shall respond to the vendors, and use the winning vendors' proposed shop drawings in the project design plans. The preliminary 30% design layouts shall be finalized and a comprehensive cost analysis shall be performed and presented to the City. If the project design at this finalized 30%stage is within the proposed budget and meets the intent of the project, the City shall indicate to the project team to proceed with further design. Forecasting Construction Costs and Schedules Construction cost estimating is critical to the success of the project. Our approach allows the City to gain real-world cost estimates for construction and operation by the completion of the 30% design phase. The acquisition of proposals from the major equipment manufacturers guarantees major component costs early in the design process and allows the project team and City to make design modifications early in the project to ensure our design approach is within the overall project budget. This process is further supported by complete cost estimates for construction and operations prepared with input from licensed contractors and licensed wastewater treatment plant operators on the project team which will produce accurate estimations and ensure no surprises with cost at the end of the design or during the bidding phase. We propose to manage these risks with our project approach. We overcome these common project risks by our approach to the 30% design phase which provides design process selection, equipment procurement with guaranteed costs and life-cycle cost analysis.The life-cycle cost analysis is a key element to risk management. It is easy to become focused on one aspect of a project cost, such as major equipment, construction, or operations and maintenance. The average wastewater treatment plant has a 20-year life expectancy before major system alterations are expected due to a number of factors. At this stage most major equipment manufacturer warranties are expired, operational objectives have changed significantly and equipment requires significant maintenance or replacement. Therefore, a cost estimate that counts for the project cost over 20 years is appropriate. It is common to see the cost of operation of a plant in excess to the plant's construction, so this becomes a significant element to the decision making process. The project team will also perform life cycle cost estimates at several key stages of the project: 1) Alternatives Evaluation, 2) 30% design, 3) 60% design, and 4) 90% design. It is anticipated that life cycle cost estimates will remain fairly consistent following the 30%design phase due to the level of effort to gather accurate cost data by the completion of this stage. Health, Safety, Sustainability and Operational Issues Management Health, safety, sustainability and operational issues management are each important elements. Health and safety can apply to the water quality produced at the plant and the operators' engagement with the treatment plant components on a daily basis. The project team is committed to designing a plant that will produce high quality effluent that meets or exceeds current regulation requirements. A primary focus will be on reducing nitrogen in the effluent so no excess nitrates end up in the aquifer. This objective also speaks to sustainability of the plant from an environmental and social perspective. PACE and the entire project team are dedicating to developing and implementing state-of-the-art design solutions primarily to guarantee the preservation of our water resources and environmental quality for current and future generations. #9918EP 12 ` PACE EXHIBIT "B" Payment Schedule (Fixed Fee Payment) 1. 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.1 —Proposed Hourly Fee Schedule Total fees shall not exceed Five Hundred Thousand Dollars ($500,000.00). 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 PACE Advanced Water Engineering Effective July 13,2011 to July 13,2014 HOURLY LABOR RATES Principal $230.00 Sr. Project Manager/Sr. Consulting Engineer $ 192.00 Project Manager/Consulting Engineer/Sr. Hydrologist $ 182.00 Sr. Project Engineer/Sr. Design Engineer $ 161.00 Project Engineer/Design Engineer 11 $ 140.00 Design Engineer $ 115.00 Sr. CAD Designer/Sr. GIS Analyst $ 121.00 CAD Designer/G IS Analyst $94.00 Graphic Designer $85.00 Project Coordinator/Administrative Support $70.00 Assistant Designer $70.00 G.P.S. Survey Unit w/Operator) $241.00 Expert Witness/Legal Consultation $325.00+Exp. Huitt—Zollars—Surveying Support Services Principal $205.00 Project Manager/Sr. Project Surveyor $160.00 Project Surveyor $ 135.00 Survey Technician $110.00 2 person survey crew $205.00 j i GMU—Geotechnicat/Geology Support Services Principal Engineer/Geologist $225.00 Project Engineer/Geologist $ 160.00 Staff Engineer/Geologist $ 145.00 LaboratorV Testing $ 100.00 CAD Designer $ 100.00 Outside Drilling Services $210.00 i i REIMBURSABLE EXPENSE RATES* Units Cost Travel Mileage Per Mile Mile $0.51 Airfare,Auto Rental,Hotel At Cost Misc.Travel (Parkin ,tax,tolls,meals,etc. At Cost Per Diem Contract Rate DAY Contract Rate Outside Re roduction At Cost Shipping FedEx UPS Courier,etc. At Cost Misc. Review Fees S ecific Charges) At Cost Reproduction In-House Sheet Bond-B/W Prints and Copies—All sizes SF $0.16 8'/2x11 to12x18 Sheet-Color Prints and Copies—All sizes SF $1.20 Sheet-Glossy Color Print/Photo—All sizes SF $2.60 Roll-Plots and Copies Roll Paper) -Bond B/W SF $0.88 -Bond Color SF $1.56 Roll-Vellum or M lar Plots SF $2.60 Roll-Glossy Color Plot Exhibits Roll Paper) SF $3.12 Report 3-Ring Binders <1.5" EA $10.40 1.5"to 3" EA $15.60 3" EA $26.00 Coil or GBC Punch Binding EA $1.04 *Note: All reimbursable expenses will be invoiced at the above rates+ 10% PACE PACIF20 �- CERTIFICATE ®F LIABILITY INSURANCE DATE(MM/DD/YYYY) , 1 10/4/2011 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Maegan KdWCZynS1Cl NAME: Commercial Lines-(949)225-6900 — AHONN Ext: 949-225-6914 a/c No: 949-225-6910 Wells Fargo Insurance Services USA, Inc. CA Lic#:OD08408 E-MAIL o.cokawcz nski@wellsfar 2030 Main Street,Suite 200 ADDRESS: mae gan. Y g INSURER(S)AFFORDING COVERAGE NAIC# Irvine,CA 92614-7253 INSURER A: Catlin Specialty Insurance Company 15989 INSURED Pacific Advanced Civil Engineering, Inc. INSURER B: Mitsui Sumitomo Insurance USA Inc. 17520 Newhope Street INSURER C: Seabright Insurance Company 15563 INSURER D: INSURER E: Fountain Valley,CA 92708 INSURER F: COVERAGES CERTIFICATE NUMBER: 3366224 REVISION NUMBER: See below THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP R LIMITS LTR N WV POLICY NUMBER MM/DD/YYYY MM/DD/YYYY A GENERAL LIABILITY GLA-97803-0412 04/30/11 04/30/12 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED X COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence $ 50,000 CLAIMS-MADE � OCCUR IVIED EXP(Any one person) $ Excluded PERSONAL&ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 2,000,000 POLICY X PE OT- LOC $ B AUTOMOBILE LIABILITY BVR8405776 11/01/10 11/01/11 COMBINED SINGLE LIMIT 1,000,000 Ea accident X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED Per accident PROPERTY DAMAGE $ X HIRED AUTOS X AUTOS A UMBRELLA LIAB X OCCUR XSA-97804-0412 04/30/11 04/30/12 EACH OCCURRENCE $ 1,000,000 X EXCESS LIAR CLAIMS-MADE AGGREGATE $ 1,000,000 DED I I RETENTION$ $ WORKERS COMPENSATION X �RYSTATU LTH- IM T OER C AND EMPLOYERS'LIABILITY Y/N BB1113671 01/01/11 01/01/12 00 ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $ 1,000,000 If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A Professional/Pollution CPL954170412 04/30/11 04/30/12 Per Claim$1,000,000 Liability Aggregate$2,000,000 Retro Date 1/1/95 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (Attach ACORD 101,Additional Remarks Schedule,if more space is required) Evidence of Professional and Pollution Liability coverage for the Named Insured. * � C RATH,pity A fry CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Huntington Beach THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Attn:James Wagner ACCORDANCE WITH THE POLICY PROVISIONS. 2000 Main Street AUTHORIZED REPRESENTATIVE Huntington Beach,CA 92648 The ACORD name and logo are registered marks of ACORD ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010/05) PACIF20 '` ebREPP CERTIFICATE F LIABILITY INSURANCE DATE(/14/2011 1�,,,,.�' 11/14/2011 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Maegan Kawczynski Commercial Lines-(949)225-6900 PHONN Ex : 949-225 6914 aC No: 949 225-6910 Wells Fargo Insurance Services USA,Inc.-CA Lic#:OD08408 E-MAIL o.corf ll ki an.kawcz ns wesa ADDRESS: mae 9 y @ 9 2030 Main Street,Suite 200 INSURERS AFFORDING COVERAGE NAIC# Irvine,CA 92614-7253 INSURERA: Mitsui Sumitomo Insurance USA Inc. INSURED INSURER B Pacific Advanced Civil Engineering,Inc. INSURER C: 17520 Newhope Street INSURER D INSURER E: Fountain Valley,CA 92708 INSURER F: COVERAGES CERTIFICATE NUMBER: 3529940 REVISION NUMBER: See below THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR POLICY NUMBER MMIDDIYYYY MMIDDIYYYY GENERAL LIABILITY EACH OCCURRENCE $ COMMERCIAL GENERAL LIABILITY DAMAGE (RENTED PREMISESS Ea occurrence) $ CLAIMS-MADE 1:1OCCUR MED EXP(Any one person) $ PERSONAL&ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ POLICY F7 PRO LOC $ A AUTOMOBILE LIABILITY BVR8405776 11/01/11 04/30/12 CEa acO MBINED SINGLE LIMIT c id ent 1,000,000 X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE X HIRED AUTOS X AUTOS Per accident $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB HCLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS'LIABILITY Y I NY LIMI_ ANY PROPRIETOR/PARTNER/EXECUTIVE❑ E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101,Additional Remarks Schedule,if more space is required) Certificate holder is named as Additional Insured. ED A TO F 3E IF ,&GRAT , City p y `col! CERTIFICATE HOLDER CANCELLATION City of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Attn:Jim Slobojan THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 2000 Main Street Huntington Beach,CA 92648 AUTHORIZED REPRESENTATIVE �y f! .r... The ACORD name and logo are registered marks of ACORD ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010/05) ( f F k POLICY NUMBER: GLA-97803-0412 COMMERCIAL GENERAL LIABILITY CG 20 37 07 04 i THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED — nvs�NERS, LESSEES i. CONTRACTORS -- COMPLETED OPERATIONS i 11 This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Location And Description Of Completed Opera- I Or Or anization s : tions Blanket as required by written contract I { f j i . i Information required to complete this Schedule, if not shown above,will be shown in the Declarations. Section ii—Who is An Insured is amended to include as an additional insured the person(s) or organiza- tion(s) shown in the Schedule, but only with respect to liability for"bodily injury" or"property damage"caused, i in whole or in part, by"your work"at the location desig- nated and described in the schedule of this endorse- ment performed for that additional insured and included in the"products-completed operations hazard i f f i f.. . i L i- L- I { CG 20 V 07 04 ©ISO Properties, Inc.,2004 Page 1 of 1 ❑ i I . I i= POLICY NUMBER: GLA-97803-0412 COMMERCIAL GENERAL LIABILITY CO 2010 07 04 1. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR � CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: ' COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE i 1 Name Of Additional Insured Person(s) E. Or Organization s : Locations Of Covered Operations j Blanket as required by written contract 11 i r I yy� 1 Information required to complete this Schedule, if not shown above,will be shown in the Declarations. r. A. Section If — Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or additional insureds, the following additional exclu- organization(s) shown in the Schedule, but only sions apply: with respect to liability,for'"bodily injury", "property This damage" or "personal and advertising injury" "pro insurance does not apply to"bodily injuryF,or "property damage"occurring after: caused,in whole or in part, by: 1. All work, including materials, parts or equip- ment furnished in connection with such work, 2. The acts or omissions of those acting on your on the project(other than service,maintenance behalf; or repairs) to be performed by or on behalf of in the performance of your ongoing operations for the additional insured(s) at the location of the the, additional insured(s) at the location(s) desig- covered operations has been completed;or nated above. 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor 1 engaged in performing operations for a princi- pal as a part of the same project. I l f t t F i 1 CG 20 10 07 04 ©ISO Properties, Inc., 2004 Page 1 of 1 11 j i THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY NON CONTRIBUTORY ENDORSEMENT In consideration of the premium charged, it is hereby understood and agreed that the following changes are made a part of this policy: It is agreed and understood that such insurance as is provided to the person or organization named below and on the Additional Insured Endorsement attached to this policy, shall be considered primary to such person or organization as respects any claim, loss, or liability arising directly from the Named Insured's operations, and any other insurance maintained by this Additional Insured shall be excess and non-contributory of the insurance provided by this policy. This Endorsement applies only with respect to liability for"bodily injury", "property damage"or"personal and advertising injury" caused in whole or in part by: 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf, in the performance of"your work"for the additional insured(s). Schedule Blanket as per executed written contract prior to a loss. All other terms, conditions and exclusions remain unchanged. This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated. (The information below is required only when this endorsement is issued subsequent to preparation of the policy.) Endorsement Effective: 04/30/11 Policy No.:GLA-97803-0412 Endorsement No._ 2 Insured. Pacific Advanced Civil Engineering, Inc. Premium:$1,000.00 Insurance Company: Catlin Specialty Insurance Company Authorized Signature: CAGL 426 0909 Page 1 of 1 WORKERS COMPENSATION AND EMPLOYERS LIABILITY INSURANCE POLICY WC 04 03 06 (Ed. 4-84) WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT—CALIFORNIA We have the right to recover our payments from anyone 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.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be % of the California workers' compensation premium otherwise due on such remuneration. Schedule Person or Organization Job Description WHERE YOU ARE REQUIRED BY WRITTEN CONTRACT TO OBTAIN I THIS AGREEMENT FROM US, PROVIDED THE CONTRACT IS SIGNED AND DATED PRIOR TO THE DATE OF LOSS TO WHICH THIS WAIVER APPLIES. IN NO INSTANCE SHALL THE PROVISIONS AFFORDED BY THIS ENDORSEMENT BENEFIT ANY COMPANY OPERATING AIRCRAFT FOR HIRE. *The premium charge for this endorsement shall be 2% of the premium developed in the State of California, but not less than $500 policy minimum premium. This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated. (The information below is required only when this endorsement is issued subsequent to preparation of the policy.) Endorsement Effective 01/01/11 Policy No. BB1113671 Endorsement No. 12 Insured Pacific Advanced Civil Engineering, Inc. Policy Effective Date 01/01/11 Insurance Company SeaBright Insurance Company J� Countersigned By f WC040306 (Ed. 4-84) OO 1998 by the Workers'Compensation Insurance Rating Bureau of California.All rights reserved. Mitsui Sumitomo Insurance Group THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ENHANCED COMMERCIAL AUTO COVERAGE ENDORSEMENT This endorsement modifies Insurance provided under the following: BUSINESS AUTO COVERAGE FORM GARAGE COVERAGE FORM COMMON POLICY CONDITIONS This endorsement broadens coverage and provides additional limits of insurance that enhances your insurance program. The limits of insurance for coverages stated below are granted by us as additions to your insurance program and are subject to the terms and conditions of this endorsement and the applicable Coverage Form. If these limits of insurance are not sufficient, you may purchase additional limits of insurance for one or more coverages. The premium charge will be based on the additional limits of insurance you purchase. When you purchase additional limits of insurance for any coverage, the limit of insurance stated in the Declarations will be in addition to any limit of insurance we have granted below. Summary Of Coverage 1. Broad Form Named Insured 2. Automatic Additional Insureds—By Contract,Agreement Or Permit 3. Employees As Insureds 4. Coverage Extensions—Supplementary Payments Bail Bonds—Up To $5,000 Loss Of Earnings—Up To $500 Per Day 5. Deletion Of Fellow Employee Exclusion 6. Limited Waiver-Glass Breakage Deductible 7. Physical Damage Coverage-Coverage Extensions Transportation Expenses Per Day Limitation $50 Maximum Limit $1,500 Loss Of Use -Expenses Per Day Limitation $20 Maximum Limit $600 Loss Of Use—Hired Auto Physical Damage Actual Financial Loss—Any One Accident $750 Maximum Annual Limit—All Accidents Or Losses $3,500 Hired Auto Physical Damage Maximum Days 30 Days Maximum Limit—Any One Loss $60,000 Physical Damage -Personal Effects $500 8. Physical Damage-Accidental Discharge Of Airbag Coverage 9. Rental Reimbursement Coverage Per Day Limitation $30 MS 1401 01 02 Page 1 of 5 (Includes copyrighted material of Insurrance Services Offices, Inc.with its permission) Copyright, Insurance Services Offices, Inc.,2001 Mitsui Sumitomo Insurance Group Maximum Days 45 Days 10. Unintentional Failure To Disclose All Hazards 11. Duties In The Event Of Accident, Claim, Suit Or Loss 12. Cancellation Condition—Any Other Reason 90 Days Notice 13. Additional Definitions 1. Broad Form Named Insured 3. Employees As Insureds 1.Who Is An Insured of SECTION It— Throughout this policy the words"you" and LIABILITY COVERAGE is amended to "your" refer to the Named Insured shown in include as an "insured" any"employee" of the Declarations and any"controlled yours while using a covered"auto"you do business entity". As used in this not own, hire or borrow in your business or endorsement, the term "controlled business your personal affairs. entity" refers to any business entity in which the Named Insured owns, during the policy 4. Coverage Extensions—Supplementary period, an interest of more than 50 percent Payments and for which similar coverage is not otherwise more specifically provided. Subparagraphs a. (2)and a. (4) of However, we will not pay any sums such a Paragraph a.Supplementary Payments of2. Coverage Extensions of SECTION II— "controlled business entity" must pay as LIABILITY COVERAGE are deleted in their damages because of"bodily injury"or"property damage"to which this insurance entirety and replaced by the following: applies caused by an "accident" that (2) Up to$5,000 for the cost of bail bonds occurred before the Named insured (including bonds for related traffic law acquired or formed the"controlled business violations) required because of an entity and resulting from the ownership, " maintenance or use of a covered"auto" accident cover. . do not have to furnish thhee owned or hired by the"controlled business se bonds. entity". In addition, we will not pay any (4) All reasonable expenses incurred by "loss"to a covered "auto"owned or hired by the"insured"at our request, including the"controlled business entity"or its actual loss of earnings up to$500 a equipment that occurred before the Named day because of time off from work. Insured acquired or formed the"controlled business entity." 5. Deletion Of Fellow Employee Exclusion 2. Automatic Additional Insureds—By Paragraph 5.Fellow Employee of B. Contract,Agreement Or Permit Exclusions of SECTION II—LIABILITY 1. Who Is An Insured of SECTION II— COVERAGE does not apply if"bodily injury" LIABILITY COVERAGE is amended to results from the use of a covered"auto"you include as an "insured" any person or own or hire. This insurance is excess over organization with whom you agreed, in a any other collectible insurance. written contract, agreement or permit, to 6. Limited Waiver-Glass Breakage provide insurance such as afforded under this Coverage Part, but only with respect to Deductible your ownership, maintenance or use of a covered "auto." The following is added to paragraph 3. Glass Breakage—Hitting A Bird Or This provision applies only if the written Animal—Failing Objects Or Missiles of contract or agreement has been executed or A. Coverage of SECTION III—PHYSICAL permit issued prior to the"bodily injury"or DAMGAGE COVERAGE in the Business "property damage." Auto Coverage Form and SECTION IV-- MS 1401 01 02 Page 2 of 5 (includes copyrighted material of Insurrance Services Offices, Inc. with its permission) Copyright, Insurance Services Offices, Inc.,2001 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 CITY OF HUNTINGTON BEACH Professional Service Approval Form PART I Date: 5/11/2011 Project Manager Name: James Wagner �P_U-) 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. Op ❑ MC 3.03.08 - Contract Limits of$30,000 or less exempt procedure will be utilized. epa m Head Signature Date ector inance s I ial Dote �Z l Deputy City Administrator's Initials Date APPROVED, IED ❑ 5_Z5-/, i 7 ministrator's Signature Date >: CITY OF I• UNTINGTON 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 & Il MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Pacific Advanced Civil Engineering, Inc. (PACE) 2) Contract Number: PWK (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $ 500,000.00 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. - Lj _ (o -'L%f -, , Director of Finance (or designee) Signature Date n City ®f Huntington Beach = 2000 Main Street ® Huntington Beach, CA 92648 (714) 536-5227 ® www.huntingtonbeachca.gov p - f817190s° Office of the City Clerk Joan L. Flynn, City Clerk November 28, 2011 Pacific Advanced Civil Engineering, Inc. Attn: Andrew Komor 17520 Newhope St., Ste. 200 Fountain Valley, CA 92708 Dear Mr. Komor: Enclosed for your records is a fully executed duplicate original of the "Professional Services Contract Between the City of Huntington Beach and Pacific Advanced Civil Engineering, Inc. for On Call Civil Engineering Services." Sincerely, Joan L. Flynn, CMC City Clerk JF:pe Enclosure &followup.agrmtltr Sister Cities: Anjo,Japan ® Waitakere, New Zealand