HomeMy WebLinkAboutR.M. WHEELDON & ASSOCIATES - 1999-01-29 CITY OF HUNTINGTON BEACH
2000 MAIN STREET CAI_I FOR NIA 92648
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HU TINGTON BEACH
DATE:
TO: . - /Y S ATTENTION: ,L' hu w z �Ie �nr�
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City,SlAte,lip
See Attached Action Agenda Item Date of Approval
Enclosed For Your Records Is An Executed Copy O:The Above Referenced Agenda Item.
Remarks:
Connie Brockway
City Clerk
Attachments: Action Agenda Page Agreement Bonds Insurance
RCA Deed Other
CC:
Name Department RCA Ageemert Insurance other
Name Department RCA Agreenicni Insurance Other
Name Department RCA Agreement insurance Other
Name Department RCA A6-retment Insurance outer
Risk Manaeemer:Dept. Insurance
Received by Name - Company Name - Date
G:Followuptcovcrltr
(Telephone:714-636-5227)
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
R. M. WHEELDON &ASSOCIATES FOR TECHNICAL SPACE PLANNING
DESIGN AND OFFICE ANALYTICAL SERVICES TO INCORPORATE
THE BUILDING AND SAFETY DEPARTMENT, PLANNING DEPARTMENT,
PUBLIC WORKS DEPARTMENT AND THE TREASURER'S OFFICE ON THE
FIRST FLOOR OF CITY HALL
THIS AGREEMENT is made and entered into this 2 9 t h day of January
1999, by and between the City of Huntington Beach, a municipal corporation of the State of
California, hereinafter referred to as "CITY," and R. M. WHEELDON& ASSOCIATES, a sole
proprietorship, hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide technical
space planning design and office analytical services to incorporate the Building and Safety
Department, Planning Department, Public Works Department and the Treasurer's Office on the
first floor of City Hall; 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 said services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. WORK STATEMENT
CONSULTANT shall provide all services as described in the Request for
Proposal ("RFP"), and CONSULTANT's Proposal (except the"Addendum—General
Provisions") dated June 30, 1998 and revised August 17, 1998 (both of which are hereinafter
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referred to as Exhibit "A"), which are attached hereto and incorporated into this AGREEMENT
by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates Lynne Wheedon who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance of this AGREEMENT.
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this AGREEMENT.
3. TIME OF PERFORMANCE
Time is of the essence of this AGREEMENT. The services of CONSULTANT
are to commence as soon as practicable after the execution of this AGREEMENT and all tasks
specified in Exhibit "A", including the completion of Phase I, II, and III of the PROJECT, shall
be completed no later than twelve (12)months from the date of this AGREEMENT. These times
may be extended with the written permission of CITY.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT for CONSULTANT's services, costs and expenses on a time and
materials basis,which total fee for services, costs and expenses shall not exceed nine thousand
nine hundred ninety dollars ($9,990.00) for the entire PROJECT.
5. PRIORITIES
In the event there are any conflicts or inconsistencies between this
AGREEMENT, the CITY's RFP, or the CONSULTANT's Proposal, the following order of
precedence shall govern: 1) AGREEMENT, 2) the CONSULTANT's Proposal, and 3) the
CITY's RFP.
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6. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A," or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
work only after receiving written authorization from CITY. Additional compensation for such
extra work shall be allowed only if the prior written approval of CITY is obtained.
7. METHOD OF PAYMENT
A. CONSULTANT shall be entitled to progress payments toward the fixed
fee set forth herein in accordance with the progress and payment schedules set forth in
Exhibit "A."
B. 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. Any
such product which has not been formally accepted or rejected by CITY shall be deemed
accepted.
C. CONSULTANT shall submit to CITY an invoice for each progress
payment due. Such invoice shall:
1) Reference this AGREEMENT;
2) Describe the services performed;
3) Show the total amount of the payment due;
4) 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
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5) 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 promptly 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 within seven (7) calendar days of receipt of the invoice, and the
schedule of performance set forth in Exhibit "A" shall be suspended until the parties agree that
past performance by CONSULTANT is in, or has been brought into compliance, or until this
AGREEMENT is terminated as provided herein.
D. Any billings for extra work or additional services authorized 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.
8. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that all materials prepared hereunder, including all
original drawings, designs, reports, both field and office notices, calculations, maps, memoranda,
letters and other documents, shall be turned over to CITY upon termination of this
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AGREEMENT or upon PROJECT completion, whichever shall occur first. In the event this
AGREEMENT is terminated, said materials may be used by CITY in the completion of the
PROJECT or as it otherwise sees fit. Title to said materials shall pass to CITY upon payment of
fees determined to be earned by CONSULTANT to the point of termination or completion of the
PROJECT, whichever is applicable. CONSULTANT shall be entitled to retain copies of all data
prepared hereunder.
9. HOLD HARMLESS
CONSULTANT shall protect, defend, indemnify and save and hold harmless
CITY, its officers, officials, and employees, and agents from and against any and all liability,
loss, damage, expenses, costs (including without limitation, costs and fees of litigation of every
nature) arising out of or in connection with CONSULTANT's performance of its services under
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.
10. WORKERS' COMPENSATION INSURANCE
CONSULTANT certifies that it is a sole proprietorship with no employees.
CONSULTANT will submit a certificate to CITY of its non-employer status, which certificate
must be approved by CITY prior to commencement of the work hereunder. CONSULTANT
shall obtain a blank copy of this certificate from CITY.
11. GENERAL LIABILITY INSURANCE
In addition to CONSULTANT's covenant to indemnify CITY, CONSULTANT
shall obtain and furnish to CITY, a policy of general public liability insurance. Said policy shall
indemnify CONSULTANT, its officers, agents and employees, while acting within the scope of
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their duties, against any and all claims arising out of or in connection with the PROJECT, and
shall provide coverage in not less than the following amount: combined single limit bodily
injury and property damage, including products/completed operations liability and blanket
contractual liability, of 51,000,000 per occurrence. If coverage is provided under a form which
includes a designated general aggregate limit, the aggregate limit must be no less than
$1,000,000 for this PROJECT. Said policy shall name CITY, its agents, its officers, employees
and volunteers as Additional Insureds, and shall specifically provide that any other insurance
coverage which may be applicable to the PROJECT shall be deemed excess coverage and that
CONSULTANT's insurance shall be primary.
Under no circumstances shall the abovementioned insurance contain a self-
insured retention, or a"deductible" or any other similar form of limitation on the required
coverage.
12. CERTIFICATES OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY certificates of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverages as required by this AGREEMENT; said certificates shall:
A. provide the name and policy number of each carrier and policy;
B. shall state that the policy is currently in force; and
C. shall promise that such policies shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty days
prior written notice; however, ten days prior written notice in the event of
cancellation for nonpayment of premium.
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CONSULTANT shall maintain the foregoing insurance coverages in force until
the work under this AGREEMENT is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverages shall not derogate
from the provisions for indemnification of CITY by CONSULTANT under the AGREEMENT.
CITY or its representative shall at all times have the right to demand the original or a copy of all
said policies of insurance. CONSULTANT shall pay, in a prompt and timely manner, the
premiums on all insurance hereinabove required.
13. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
AGREEMENT as an independent contractor.' CONSULTANT shall secure at its 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
services to be performed hereunder.
14. 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 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. Payment for satisfactory work performed pursuant to Section 7 shall not be
paid to the date of termination.
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15. ASSIGNMENT AND SUBCONTRACTING
This AGREEMENT is a personal service contract and the supervisory work
hereunder shall not be delegated by CONSULTANT to any other person or entity without the
consent of CITY.
16. 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.
17, 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.
18. NOTICES
Any notice or special instructions required to be given in writing under this
AGREEMENT shall be given either by personal delivery to CONSULTANT's agent (as
designated in Section 1 hereinabove) or to CITY's Director of Building & Safety 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, addressed as follows:
TO CITY: TO CONSULTANT:
Director of Building & Safety R. Michael Wheeldon
City of Huntington Beach R. M. Wheeldon &Associates
2000 Main Street 4630 Campus Drive, Suite 107
Huntington Beach, CA 92648 Newport Beach, CA 92660
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19. 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.
20. 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.
21. ATTORNEY'S FEES
In the event suit is brought by either party to enforce the terms and provisions of
this AGREEMENT or to secure the performance hereof, each party shall bear its own attorney's
fees.
REST OF PAGE NOT USED
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22. ENTIRETY
The foregoing, and Exhibit "A" attached hereto, set forth the entire
AGREEMENT between the parties.
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be
executed by and through their authorized offices the day, month and year first above written.
R. M. WHEELDON &ASSOCIATES, CITY OF HUNTINGTON BEACH, A
A sole proprietorship municipal corporation of the State of
California
B r Ivy /vry
WAP
print name City Adm' istrator
ITS: Owner
APPROV O AS TO FORM:
Ci1[y Attorney
INITIATEED AND APPROVED: f
'Al— 13 "—�
EJirector of Building& Safety
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DECLARATION of NON-EMPLOYER STATUS
In ordtr to comply with City Council Resolution No. 6277, you are required to provide pr iof of
Workers' Compensation insurance. If you have no employees, this form must be signed and re urned
to:
City of Huntington Beach
Risk Management Division
2000 Main Street
Huntington Reach, CA 921248
I certify that in the performance of the activity or wor`."c for which this permit is issued, I shalt nor i mploy
any person in any manner so as to become subject to Calitorn;a Workers' Compensation ins trance
MgUireme.,nr9.
I authorize the City of Huntington Beach to irnmediately and retrcactivaly revoke the license or permir
issued under this declars,tion if I hire any employee;sf or become subject to the provisions of tl'� laws
requiring Workers' Corn�pensation Insurance,
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REQUEST FOR PROPOSALS
FOR
CONSULTANT SERVICES
Invitation to Submit Proposals:
The City of Huntington Beach is issuing a Request for Proposal for consultant services from
firms to provide Space Planning for the Community Development and Public Works
Departments.
Brief descrilgion of the Request
Currently the City of Huntington Beach is in the process of reviewing the development
processing services, located in both Public Works Department and Community Development
Department. One of our goals is to provide one location for the public to obtain all
Development Services functions.
The Community Development Department, now located on the third floor of City Hall,
would be relocated to the first floor of City Hall along with the City Treasurers Office and
the development services function of the Public Works Department. All other functions now
currently located on the first floor would be relocated to the third floor.
Scope of Work for Space Planning Consultant Services
1. Provide a conceptual plan for the entire first floor of City Hall that includes all
Community Development, City Treasurer, and the development services function of the
Public Works Department. This is to include all office space, conference rooms, counter
space, lavatory, and kitchen area. The plan should be both functional and esthetically
pleasing to the personnel and public.
2. Evaluate and determine the office space layout of each employee with work space needed
3. Determine the appropriate number of conference rooms for all functions
4. Determine the actual counter space needed to efficiently provide Development Permit
Services and the Treasurers Office functions.
5. Review current lavatory and kitchen size based on the number of individuals using that
facility.
G. Determine if the area allocation is too small; provide an outline of proposed changes,
solutions and some priority order with potential cost estimates.
Upon request, we will provide copies of the Department Organizational Charts, current floor
plans, etc.
Interviews will be granted to top candidates and will be conducted by Department staff. The
Department reserves the right to reject any or all RFP's and to waive any irregularities
present in any response. Further, all costs associated with a response and all expenses
incurred through final selection of a consultant is the responsibility of the proponent firm.
Any material submitted will not be returned.
The deadline for the proposal is May 28, 1998 and should include all the following
information:
A. Experience and History. A brief description of the company
B. Staff Experience. Include the educational and professional experience
C. Client List. Provide a minimum of three clients your firm represented within the
last three years.
D. Cost Estimates and Rate Schedule for Professional Services. Work shall be
performed on a "not to exceed" (NTE) fee with billings for actual expenses on a
time and materials basis.
E. Insurance Information. As required by Resolution No. 6277, consultant must
provide Workers Compensation Insurance for its employees and provide
$1,000,000 general liability insurance and professional liability insurance
naming the City of Huntington Beach as additional insured.
F. Huntington Beach Business License, The Huntington Beach Ordinance Code
requires that all contractors and subcontractors engaging in business within the
City must have a valid Huntington Beach business license. Please provide your
Huntington Beach business license number or a statement that if selected your
firm will obtain a Huntington Beach business license.
Submit Proposal to:
Debra Gilbert
Department Analyst
Community Development Department
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Thank you for your interest in the City of Huntington Beach. If you have any questions,
please contact me at(714) 374-1643.
A Technical Space Planning,Dc,ign and Olrice Analytic Services Group
Ofl-we Hnrtrownrex&and Human System Planning and Development
• Airport KIZIL 4630 Campus Drive, Suite 107 Telephone: (949) 260-9460
Center Newport Beach, Calirornia 92660 Facsimile: (949) 955-3420
SERVICE CONTRACT PROPOSAL
(Revised 8-17-98)
PROJECT NO. 8CHBO630
CITY OF HUNTINGTON BEACH
June 30, 1998
City of Huntington Beach
Department of Community Development
2000 Main Street
Huntington Beach, California 92648
Attn: Ms. Debra Gilbert, Department analyst
Dear Ms. Gilbert:
R.M. Wheeldon & Associates is pleased to submit the following service contract proposal for technical
space planning., design and office analytic services to The CITY OF HUNTINGTON BEAH in connection with
the City's facilities for the purpose of planning, organizing, and generally improving the work place conditions
.and public access areas described as:
Public Works, Engineering Division; and the Community Development Department and
Treasurer's Office.
We understand the subject office area(s) will involve approximately 120 employees inclusive of part-time
personnel, contractors, interns, volunteer workers and proposed personnel planned for positions currently
designated as apen. Additionally, this will include various Conference Rooms, Restrooms, Lunchroom,
Co ter/Storage Room and Public Counters. Per the discussion with Merlynne Wheeldon on .10ay 5, 1998, and
RF letter of May 26. 1998, it is understood the Scope of the project will entail:
(1) Provision of a conceptual plan for the entire first floor of City Hall inclusive
of all Community Development, City Treasurer, and development services
function of the Public Works Department.
(2) Evaluation resulting in determination of office space allocation required for
each employee in support of_joh/task function.
(3) Determination of the appropriate number and size of conference rooms
supportive of all functions.
(4) Determination of actual counter space required to efficiently provide
Development Permit Services ant] functions of the Treasurer's Office.
(5) Review of current lavatory and kitchen size based on the number of
individuals acing these facilities.
(6) Determination of whether area allocation is undersized providin& an outline
of proposed changes and solutions, if and when required, with priority order
guidelines and potential cost estimates.
It is further understood a goal of the Project IS to provide one location for the public: to obtain all
Development Services functions entailing relocation of the Community Development Departments to the first floor
project area together with the City Treasurer's Office and Public Works Department, and that Technical Space
Planning services are for the development of a work environment that is filnctional, user friendly, timely and
efficient which supports communication, interaction and creative collaboration.
After review of the above information, we conclude that technical planning and specifying services to he
Service Contract Proposal (Revised 8-17-98)
Project No.: 8CHBO630
CITY OF HUNTINGTON BEACH
• Attn: Ms. Debra Gilbert
June 30. 1998
Page ... 2
rendered for the stated project should he provided on the basis set forth below.
PHASE I - WORK SPACE AND PUBLIC ACCESS AREA EVALUATION AND ANALYSIS:
Our technical services will consist of all necessary conferences and travel, workstation design typicals
and technical drawings. In detail this would cover:
(a) Opera" Center evaluation including compilation of space planning data of
tar et office population with study and analysis of job/task tunctions, traffic
ang work flow, organization structure, and such pertinent information
required to develop a comprehensive space plan including allowances for
future growth.
(h) Compilation of a general inventory inclusive of office furniture and
equipment currently employed within the target area, and identification of
material used by personnel within individual work areas which are required
for incorporation into space and furniture plans.
(c) Evaluation of organization requirements relating to furniture, equipment,
conference, storage, communication and work flow rocedures commensurate
with individual and group task functions as it repates to overall operation
center performance.
. (d) Analysis of current traffic flow and the need for verbal/non-verbal/visual
COMMUnication as defined by Job task function and adjacency locations.
(e) Preparation of a status report summarizing The CITY OF HUNTINGTON
BEACH's requirements and compiled data for review approval.
PHASE 11 - BLOCK PLAN DEVELOPMENT:
Upon review and approval of PHASE I documentation we will:
(f) Prepare a Block Chart illustrating traffic patterns within the target project
area.
(g) Development of workstation typicals.
(h) Prepare a Block Plan depicting proposed space allocation within the subject
department/office areas.
PHASE III - CONCEPTUAL PLAN DEVELOPMENT:
Upon review and approval of PHASE II illustrations and documentation we will:
(i) Prepare final conceptual space plan drawings with coding.
(j) Create general Space and Occupancy analysis and recommendations report
summary.
(k) Prepare workstation block plan with confirmed adjacencies and include all
furniture in open areas and enclosed offices and rocuns. (Revision 8-17-99)
All phases of the above work will he suhmitted to you at each stage.
R-1 1. VAl 'e-If'an ^
Service Contract Proposal (Revised 8-17-98)
Projlect No.: 8CHBO630
CITY OF HUNTINGTON BEACH
• Attn: Ms. Debra Gilbert
June 30. 1998
Page ... 3
OUR FEE FOR THESE SERVICES ON AN OPEN CONTRACT BASIS SHALL BE AS FOLLOWS:
For the rendering and coordination of all services as outlined, clauses (a) through (k), our fee has been estimated
at $9,075.00. Our estimate represents approximately 121 hours as specified below. Charges made shall he based upon the
actual time spent on this proposal whether lesser or greater than the hours estimated. Any and all amounts in excess of ten
percent (10%)over our total estimate is sub`ject to your specific approval. Service fees shall he invoiced on a weekly basis
until completion of this proiect. Our rates per hour for the services rendered hereunder are as follows:
TECHNICAL }IRLY TIME ACTIVITIES $ TOTAL
ANALYST RATE $ EST'D.
Phase 1 L Wheeldon 75.00 38 Individual Survey interviews 2,850.00
Phase II L Wheeldon 75.00 47 Block Plan Development 3,525.00
Phase IH L Wheeldon 75.00 36 Conceptual Plan Development 2,700.00
121.00 TECHNICAL SERVICES 9,075.00
133.10 TOTAL NOT TO EXCEED 9,982.50
RECORDS
We agree to maintain separate project accounting records and to make such records available for
inspection by an authorized representative of your company at mutually convenient times.
. REIMBURSABLE EXPENSES
The items set forth below, when applicable, shall he charged to you at our cost in addition to the tee for
services as specified.
(a) The uOst of all reproduction and reprographic material.
(b) The expense of all long distance telephone calls resulting from our design
development and implementation of activities relating to this project.
(c) All travel expenses out of the Southern California area if required by you and
accordingly approved.
(d) Automobile mileage resulting from travel relating to the performance of
services specified herein at the applicable rate in effect for mileage
reimbursement within Southern California.
(e) All messenger, courier and express mail charges when and if required.
(f) Special artist renderings if required and approved by you.
TERMS
All payments due under this agreement shall be due and payable in full TEN (10) DAYS after the date
of invoice. On all delinquent amounts, a service charge of ONE AND ONE HALF (1-112%) percent per month,
or part thereof, shall be added.
GENERAL PROVISIONS
. Refer to the General Conditions of Agreement appended hereto and incorporated into this agreement as
part hereof.
Service Contract Proposal (Revised 8-17-98)
Project No.: 8CHRO630
CITY OF HUNTINGTON REACH
Attn: Ms. Debra Gilbert
June 30. 1998
Page ... 4
TERMINATION
This agreement may he terminated by you upon seven days' written notice. In the event of such
termination, we shall be paid for services performed on your behalf to date pursuant to this contract and according
to the rates specified herein, less any payment you have made prior to termination.
Please acknowledge your acceptance of this agreement through returning a signed copy to this office with
a copy of your purchase order for verification.
Our concept of the defined project as outlined above is based on our knowledge of your requirements at
the present time.
ADDENDUM ATTACHED
Date: �/ R.M. WHEELDON & ASSOCIATES
By:
. Michael�Wheeldon
Date: The CITY OF HUNTINGTON BEACH
By:
Title:
Service Contract Proposal (Revised 8-17-98)
Project No.: 8CHB0630
CITY OF HUNTINGTON BEACH
. Attn: Ms. Debra Gilhert
June 30. 1998
Page ... 5
ADDENDUM - GENERAL PROVISIONS
1. NO OTHER AGREEMENTS. R.M. Wheeldon & Associates in accessing product application specialists
of various manufacturers maintains a posture of manufacturer and dealer independence when evaluating the
needs and requirements for systems and case goods furniture. This position in intended to maximize the
technical and design analysts's ability to objectively define office environment furniture needs and requirements
for systems and case goods furniture. No agreements, financial or otherwise, except those disclosed herein,
exist between the technical/design analyst and the manufacturer, vendor, or agent, regarding the purchase or
procurement of furniture by The CITY OF HUNTINGTON BEACH. All specifications remain subject to
verification by the authorized dealer/manufacturer. The CITY OF HUNTINGTON BEACH is aware that R.M.
Wheeldon & Associates's furnishings dealer affiliate is FX HARMONI. Any agreement entered into regarding
procurement of furnishings from FX HARMONI remains separate, apart, and outside the scope of this
agreement.
2. PRICES AND TERMS OF FURNITURE. Prices and terms of furniture procured for the project as stated
remain negotiable between The CITY OF HUNTINGTON BEACH and the authorized dealer/representative of
furniture brands under consideration.
3. ENDORSEMENTS. No endorsements of manufacturer, vendor, agent, brands of furniture, prices or
terms, are expressed or implied. Nothing within this agreement shall be construed to the contrary.
4. OWNERSHIP OF DESIGN. All designs, plans, drawings, depictions, illustrations, project furniture
specifications and samples are instruments of service and shall remain the property of R.M. WHEELDON &
ASSOCIATES whether or not the work for which such materials are compiled is executed, PROVIDED,
HOWEVER, that any copies thereof delivered to The CITY OF HUNTINGTON BEACH shall become the property
of The CITY OF HUNTINGTON BEACH upon payment in accordance with the contract.
5. PUBLICITY. R.M. Wheeldon & Associates is permitted to make photographs or other reproductions
• of the work, or any portion thereof, at a time or times satisfactory to The CITY OF HUNTINGTON BEACH , and
to thereafter publicly display the same through the news media or otherwise, with permission to enter The
CITY OF HUNTINGTON BEACH's premises for the purpose of making photographs or other reproductions.
6. DELAYS. In the event that construction delays or other causes not within our control force
postponement or implementation of the plan delineated herein, the furnishings involved will be stored by The
CITY OF HUNTINGTON BEACH until installation can be resumed.
DUE TO THE UNPREDICTABILITY OF THE ABILITY OF MANUFACTURERS, SUPPLIERS AND
CONTRACTORS TO OBTAIN SUCH ITEMS AS CONSTRUCTION MATERIALS, FABRICS, CARPET, DRAPERY
ETC., R.M.WHEELDON & ASSOCIATES CANNOT BE HELD RESPONSIBLE FOR ANY UNFORESEEN CHANGES
SUCH AS DELIVERY PROMISES AND AVAILABILITY OF ITEMS ORDERED FOR PROCUREMENT BY THE CITY
OF HUNTINGTON BEACH.
7. ABANDONMENT. Should The CITY OF HUNTINGTON BEACH elect at any time to abandon any or all
portions of the project outlined, terminate or defer the described services for a substantial or indefinite period
of time, R.M. Wheeldon & Associates shall be paid for all services performed to the date of notifications to
terminate or abandon the project, up to the full amount of the fees as provided within this agreement. In
addition, R.M. Wheeldon & Associates shall be paid reimbursable expenses incurred on behalf of The CITY OF
HUNTINGTON BEACH through rendering of services described plus any additional compensation due from
charges processed, or extra services performed. In such event R.M. Wheeldon & Associates shall provide The
CITY OF HUNTINGTON BEACH with a copy of all documents completed prior to cession of work. Upon revival
of the project at later date, this agreement shall be restored to full force and effect.
8. RESPONSIBILITY. It is mutually understood and agreed that services and obligations are limited in
scope to those items of service described within this proposal. R.M. Wheeldon & Associates does not assume
responsibility for the services performed by other parties.
9. ADDITIONAL SERVICES. In the event that additional service support by R.M. Wheeldon & Associates
is desired, or a major change or revision to the work place space plan design layout occurs that affects work
already performed, or is in the process of being performed resulting in technical/design analysts of R.M.
Wheeldon & Associates re-doing the work, upon approval of The CITY OF HUNTINGTON BEACH, we will
institute the changes invoicing for the additional services at the rate of SEVENTY-FIVE ($75.00) dollars per
. hour prorata.
10. AGREEMENT. This agreement shall be governed by the laws of the State of California and services
rendered shall be performed in compliance with the applicable laws, governmental regulations, building codes,
ordinances and requirements of the governing authorities holding jurisdiction over the project(si in effect at
the date of this agreement.
CITY OF HUNTINGTON 13EACH
APPLICATION FOR INSURANCE REQUIREMENTS WAIVER OR MODIFICATION
• 1. Name/Title/Departnlent of Requesting Staff',4ember aV rk-Adbtirf IU47+. law Id, 4 S.1#C
2. Date of Request Z
3. :Warne of Contractor/Permittee • M . Vi U 0li dAtezeciaic.
4. Description of work to be performed LC jut Pt h.# Y 0 d Q 0
a R,0 C DYK
&d d' ,c,f c
5. Length of Contract
6. T%pe of Insurance Waiver or I`iodification Requested: W tf VGY 0 f�(551 0 kw
(a)Limits; (b) Coverage
7. Reason for Request for Waiver or Reduction of Lir~Sts_6&w ffimA-ddxS tL/Ptfiw•ec�VOV�?IOW�{
l Y f Yrwt / i?C &/5
aA iq&�. -rkt fir—w'�Ltd wow krodActl'�-ml
i t P"/
8. Idendf.-the risks to the City if this request for we-liver or mode cations granted Vu oyg t>riqdv, -
1 he d ` Cie cl 5%D N kvqo an lu• a Vigm r rpdvGf
. w1w be y,W �- A.h �_ jGGI{UAV1 fird fl1 gGlcGt�tt C eon 7D/?
Ri,c4 f D � &� is Very
—�^_
Deparunent Head Signature
(This section to be completed by the Risk Manager)
Recommendation:
Approve Deny Risk Itifanager's Signature:Date I
{This section to be completed by the City Attorney)
Recommendation:
Approve Den}, City Anorney's Signature/Date I 1 I
Sen_'emert Cornmirw app,ov ' [is] is :got] requirra fcr t:tis waiver. El St-We:nent Co.�trriinee approv 1 is required,
submit form to City Attorneys a to be placed on tk:agenda. Recommendation: Appr( Denv
City Council appro •al (i (t required for this�vai�•er. if City Council approval is required, attach this form to the
RCA after considera _ the Se ement Commiree. This insurance u-aiver (is] (is not] on City Council agenda.
JmpAUresoWorVhsreg19111197
7
HBMC S. 3.03 documentation pursuant
to page 1 of tract
P n n r m
� z 3
R.M.Wheeldon& Martinez/Kuch CAL Partitions
Associates Architects
Bid Not to Exceed S 9.982.50 S 12,900+1,500 stud} 1$ 6,500
Serious attention to Develop Standards Develop Standards
Interview's work flow, adjacencies. "Class" "Class"Interview
Supervisors only
Furniture&File I Yes, strength Not included in bid, Yes
Inventory 52,500 additional cost
I
Architects roll Contracted On staff Contracted
Conceptual space plan Building as is
Schematic Floor Plans Space occupancy anal. (3)alternative floor Building with expansion
Block plan w/adjacency plans
Meetings(not including What is needed (4) What is needed
interviews)
Large Project exper. Major Large Project Exp Medium size Exper.
Past Experience(Wk MCI, Silicon Systems, Irvine,City Hall,Avco, Done a lot of small jobs
w/other Cities) f Emulex Corp. McDonnell Douglas for the City of HB
End Product I CAD Bubble Diagrams, CAD Bubble Diagrams, CAD Bubble Diagrams,
architect additional cost architect review verified by architect
@ going rate included in cost $2,200 additional
End Product Sample on
Hand Yes Yes Yes
ADA Included Additional cost Included
Weakness . Soft spoken • General Bid,very • 1 man space
• Architect is not little detail planning firm,
involved through availability?
entire process • Involved with a
brought in @ end to I furniture vendor
make construction
drawings
• Strong focus on • No attachment to • Strong,opinionated
Strengths interviewing I furniture sales . Very detailed bid
process. • Both architects.
• Firm dealing I • ADA strengths
w/space planning
only.
• Detailed Bid
G:.GILBER'P•:SPACPLR\'.SL'h1SPPL.DOC
r V
D f31 K
Yes No NIA
1 Are all blanks filled In on agreement?
[] [3 Has contractor signed agreement?
[] [] We Wall signatures(e.g., City Attorney Approval As To Form)on
agreement?
0 Does agreement have Exhibits andforAttachments?
If Yes, -
Are Exhibits/Attachments marked?
Are Exhibits/Attachments attached?
Yes No NIA
is insurance required?
If Yes,
s Insurance attached?
i Is Insurance Approved As To Form by City Attorney
If waived, Is Settlement Committee approval attached?-
Iwo If waived, has agreement been initiated by contractor or revised to remove
insurance requirement from text of agreement?
Yes No NIA
[] If this agreement requires dgcymentatlon to be on free regarding Requests .
for RFPs, have you attached this documentation(see Page 'i of agreement
to determine If this requirement a lies)?
Please complete the section below so the City Clerk's Office can enter your agreement on the
computer so that it Is retrievable by keyword search (termination date is required for Clerk's
computer program to flag for microfilming/destruction purposes).
Aescrintion of Agreement (Purpose) (such as Perform Soil Analysis Waterfrpnt
Hilton/PCH/Atlanta):
�5 et J)r , {�v A Vilpft-441Sscyyi I;cS
Termination Date: Z$
09810rmslagrmts r� - A Ir
41,As
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