HomeMy WebLinkAboutVA Consulting, Inc. - 2008-11-17u
Council/Agency Meeting Held:
Deferred/Continued to:
Ap oved ❑ o tionall Approved ❑Denied
- - F-
Ci 1 S Sign re
Council Meeting Date: 11/17/2008
Department ID Number: PW 08-73
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNr,1L MEMBERS
SUBMITTED BY: FRED A. WILSON, CITY ADMINIST
PREPARED BY: TRAVIS K. HOPKINS, PE, DIRECTOR UBLIC WO K
SUBJECT: Approve Professional Services Contracts for As Needed Civil
Engineering Services
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: The Public Works Department requires professional civil engineering
services on an as needed basis to support staff for the design and construction of capital
improvement projects.
Funding Source: 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:
1. Approve and authorize the Mayor and City Clerk to execute Professional Services Contract
between the City of Huntington Beach and AKM Consulting Engineers for As -Needed Engineering
Services;
2. Approve and authorize the Mayor and City Clerk to execute Professional Services Contract
between the City of Huntington Beach and Boyle Engineering Corporation for As -Needed
Engineering Services;
3. Approve and authorize the Mayor and City Clerk to execute Professional Services Contract
between the City of Huntington Beach and Harris & Associates for As -Needed Engineering
Services;
4. Approve and authorize the Mayor and City Clerk to execute Professional Services Contract
between the City of Huntington Beach and Lee & RO, Inc. for As -Needed Engineering Services;
5. Approve and authorize the Mayor and City Clerk to execute Professional Services Contract
between the City of Huntington Beach and PSOMAS Consulting Engineers for As -Needed
Engineering Services; and
6. Approve and a 1,1 orize e ayor an I y erk to execute Professional Services Contract
between the City of Huntington Beach and VA Consulting, Inc. for As -Needed Engineering
Services.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 11/17/2008 DEPARTMENT ID NUMBER: PW 08-73
Alternative Action(s): Do not authorize the contracts and direct staff to request proposals
from other engineering firms for design services for various capital projects. Projects could
be delayed up to one year.
Analysis: The City's Capital Improvement Program (CIP) exceeds $38 million in Fiscal
Year 2008/09. Additionally, $15 million of continuing appropriations for projects approved
last year will be brought forward into the new fiscal year. Transportation, water, sewer and
park improvements are the largest expenditure categories. Projects include street, sewer,
and water improvement projects. Design for these 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 benefit to retain qualified firms for capital improvement project design and
engineering.
The contract would be for a three-year term with task order assignments awarded such that
they do not exceed the specified duration and the dollar amount of the contract. Project
assignments are rotated among the consultants, taking advantage of each consultant's
specializations. Proposals were requested and submitted in compliance with Chapter 3.03 of
the Huntington Beach Municipal Code. Thirty-four J34) 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 $2 million per contract. Funding sources will be
from capital improvement project accounts, using the approved project budgets.
Public Works Commission Action: Not required.
Strategic Plan Goal:
(1-1) Improve the City's plan for funding and completing infrastructure needs, and develop
strategies for resolving crucial infrastructure problems to preserve the physical foundation of
the community and enable to community's value to grow.
(C-2) Provide quality public services with the highest professional standards to meet
community expectations and needs, assuring that the city is sufficiently staffed and equipped
overall.
Environmental Status: Not Applicable.
-2- 11/3/2008 4:18 PM
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 11/17/2008 DEPARTMENT I® NUMBER: PW 08-73
Attachment(s):
pim
1. Professional Services Contract between the City of Huntington Beach
and AKM Consulting Engineers for As -Needed Engineering Services
2.
Professional Services Contract between the City of Huntington Beach
and Boyle Engineering Corpfor As -Needed Engineering Services
3.
Professional Services Contract between the City of Huntington Beach
and Harris & Associates for As -Needed Engineering Services
4.
Professional Services Contract between the City of Huntington Beach
and Lee & RO, Inc. for As -Needed Engineering Services
5.
Professional Services Contract between the City of Huntington Beach
and PSOMAS for As -Needed Engineering Services
6.
Professional Services Contract between the City of Huntington Beach
and VA Consulting, Inc. for As -Needed Engineering Services
-3- 11/3/2008 4:18 PM
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
VA CONSULTING, INC. FOR
AS NEEDED 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...................................................................I.........4
10
Certificate of Insurance............................................................................................5
11
Independent Contractor............................................................................................6
12
Termination of Agreement.........................................................................
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
.Entirety......................................................................................................................10
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
VA CONSULTING, INC. FOR
AS NEEDED 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 VA CONSULTING, INC., a California corporation., hereinafter
referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide
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, on an "as -needed" basis, engineering services
such as the itemized tasks set forth in Exhibit "A," which is attached hereto and incorporated
by this reference. These services shall sometimes hereinafter be referred to as the
"PROJECT." All engineering services shall, prior to the commencement of any work, be set
forth in a written Scope of Work to be provided by CITY in advance of each PROJECT.
CONSULTANT hereby designates Mohammad Heiat, P.E., who shall
represent it and be its sole contact and agent in all consultations with CITY during the
performance of this Agreement.
08-1814.005/26552 1
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 . 20 0a (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 the Scope of
Services shall be completed no later than 3 years from the Commencement Date; however, if
any tasks are not completed 3 years from the Commencement Date, the parties may mutually
agree to extend this Agreement for such time as is necessary to complete such tasks. In no
event shall this Agreement be extended more than two additional years from the original
termination date. The time for performance of the tasks identified in the Scope of Services
are generally to be shown in the Scope of Services. This schedule may be amended to benefit
the PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the date of final execution,
CONSULTANT shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY
agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit
"B," which is attached hereto and incorporated by reference into this Agreement, a fee,
including all costs and expenses, not to exceed Two Million Dollars ($2,000,000.00).
08-1814.005/26552 2
5. EXTRA WORK
In the event CITY requires additional services not included in the Scope of
Services or changes in the scope of services described in the Scope of Services
CONSULTANT will undertake such work only after receiving written authorization from
CITY. Additional compensation for such extra work shall be allowed only if the prior
written approval of CITY is obtained.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to 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
To the fullest extent permitted by law (including, without limitation,
California Civil Code Sections 2782 and 2782.6), CONSULTANT hereby agrees to
protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed
officials, employees, agents and volunteers from and against any and all claims, damages,
losses, expenses, 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)
08-1814.005/26552 3
negligence, recklessness or willful misconduct related to 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. CITY shall be reimbursed by
CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this
obligation. CONSULTANT will conduct all defense at its sole cost and expense, and
CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to
all claims and liability regardless of whether any insurance policies are applicable. The
policy limits do not act as a limitation upon the amount of indemnification to be provided
by CONSULTANT.
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall furnish a professional liability insurance policy
covering the work performed by it hereunder. This policy shall provide coverage for
CONSULTANT's professional liability in an amount not less than One Million Dollars
($1,000,000) per occurrence and in the aggregate. The above -mentioned insurance shall
not contain a self -insured retention, "deductible" or any other similar form of limitation on
the required coverage except with the express written consent of CITY. 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.
08-1814.005/26552 4
CONSULTANT will make every effort to maintain similar insurance during
the required extended period of coverage following PROJECT completion. If insurance is
terminated for any reason, CONSULTANT agrees to purchase an extended reporting
provision of at least two (2) years to report claims arising from work performed in
connection with this Agreement.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT
shall furnish to CITY a certificate of insurance subject to approval of the City Attorney
evidencing the foregoing insurance coverage as required by this Agreement; the certificate
shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. promise that such policy shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty
(30) days' prior written notice; however, ten (10) days' prior written
notice in the event of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force
until the work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not
derogate from the provisions for indemnification of CITY by CONSULTANT under the
Agreement. CITY or its representative shall at all times have the right to demand the
original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and
timely manner, the premiums on the insurance hereinabove required.
08-1814.005/26552 5
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of
this Agreement as an independent contractor herein and not as an employee of CITY.
CONSULTANT shall secure at its own cost and expense, and be responsible for any and
all payment of all taxes, social security, state disability insurance compensation,
unemployment compensation and other payroll deductions for CONSULTANT and its
officers, agents and employees and all business licenses, if any, in connection with the
PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or
without 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.
08-1814.005/26552 6
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.
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; provided that CITY and CONSULTANT, by notice given
hereunder, may designate different addresses to which subsequent notices, certificates or
other communications will be sent:
TO CITY:
City of Huntington Beach
ATTN: Director of Public Works
2000 Main Street
Huntington Beach, CA 92648
TO CONSULTANT:
VA Consulting, Inc.
Attn: Mohammad Heiat, P.E.
17801 Cartwright Road
Irvine, CA 92614
08-1814.005/26552 7
17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval
to any subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive
and are included solely for convenience of reference only and are not representative of
matters included or excluded from such provisions, and do not interpret, define, limit or
describe, or construe the intent of the parties or affect the construction or interpretation of
any provision of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed
as a whole, according to its fair meaning, and not strictly for or against any of the parties.
If any 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.
08-1 a 14.005/26552 8
Nothing contained herein shall be construed so as to require the commission of any act
contrary to law, and wherever there is any conflict between any provision contained herein
and any present or future statute, law, ordinance or regulation contrary to which the parties
have no right to contract, then the latter shall prevail, and the provision of this Agreement
which is hereby affected shall be curtailed and limited only to the extent necessary to bring
it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been
prepared and signed in counterparts as duplicate originals, each of which so executed shall,
irrespective of the date of its execution and delivery, be deemed an original. Each
duplicate original shall be deemed an original instrument as against any 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.
08-1814.005/26552 9
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 prevailing party shall not be entitled
to recover its attorney's fees from the nonprevailing party.
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context
survive the expiration or termination of this Agreement shall so survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the
laws of the State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature 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.
27. 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
08-1814.005/26552 10
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 supersedes all
prior understandings and agreements whether oral or in writing between the parties
respecting the subject matter hereof.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized officers on 6 ,(�, , 20Or.
VA CONSULTING, INC.
By:
Max a i
LI-11 1-1 print name
ITS: (circle one) Chairrnresiden ice President
AND
By:
Michael S. Carter
print name
ITS: (circle one Secretary hief Financial Officer/Asst.
Secretary - Treasurer
CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
Califo
Mayor
ity Clerk L
INITIATED AND APPROVED:
irector Public WoXs
REVIEWED �TDfPROVED AS TO
CONTENT: //�.
APPROVED AS TO FORM:
-s �B
e-City Attorney � �k
qo fo �
08-1814.005/26552 11
EXHIBIT A
A. STATEMENT OF WORK:
CONSULTANT shall provide consulting services on an "as -needed" basis for Street, Storm
Drain, Sewer and Water Improvement projects to be determined during the term of the
agremeent. During the term of this agreement, CITY may elect to solicit proposals from
CONSULTANT. CITY shall issue task orders for each project based upon the scope of services,
work schedule, 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 during the contract period, if CONSULTANT chooses to assign different
personnel to the project, CONSULTANT must submit the names and qualifications of those 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.
VA Exhibit A
Rxhihit A 1
City of Huntington Beach On -Call Engineering Services Scope of Work
In general, the Consultant shall perform civil engineering services on an "on call or as -
needed" basis for various projects assigned by the City. The scope of work for any one
project may involve all phases of project development and may include but not be limited
to the following:
PreliminM Engineering
o Prepare alternative preliminary layouts, surveying, geotechnical services, and
estimates of probable cost for alternatives.
Prepare engineering details and calculations.
6 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
2000, 2004, or 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 2003.
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
O Attend pre -construction conference.
® Monitor construction schedule, visit construction site as required for progress and
quality of work evaluation.
s 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.
i
City of Huntington Beach
On -Call Civil Engineering Services
BACKGROUND AND PROJECTI�A_���
The City of Huntington Beach is the third largest city in Orange County, with a population of
approximately 200,000 residents. The City roadway system consists of 1,120 lane miles of public
streets and its Capital Improvement Program budget for recent years was approximately $42 million.
VA Consulting, Inc. (VA) understands that the City of Huntington Beach (City) needs to engage a
professional engineering firm for a variety of Capital Improvement Project assignments. The City will
benefit from VA's extensive experience in the anticipated capital project categories: street
improvements, storm drain improvements, sewer improvements, and water improvements. Our
experience and expertise with Capital Improvement Projects similar to those forthcoming projects as
listed on the City's website will benefit the City.
VA has the ability to provide survey and mapping, traffic engineering, and structural design services
in-house. VA can also supplement City staff, provide plan check services, and assist the City in the
update, maintenance, and modifications to its Pavement Management System. In addition, the VA
Team is committed to sustainable designs which address "green" issues such as energy
consumption, water resources, transportation needs, urban development, recreational assets, and
the exceptional natural environment in "Surf City".
We have reviewed the Request for Proposal (RFP), Section 3 - Scope of Work, and are confident
that we can successfully perform the services required for each of the anticipated project categories.
Our Team is familiar with and will comply with the following design standards and specifications: City
of Huntington Beach, Caltrans, Standard Plans and Specifications for Public Works Construction,
Orange County Standards, Army Corps of Engineers requirements, and the California Building Code.
For City projects being funded by Federal or State Grants, the VA Team will comply with
requirements of Caltrans Local Assistance Procedures Manual, the City of Huntington Beach Quality
Assurance Plan, and all applicable prevailing wage laws.
VA encompasses the technical and management skills for the required services and has a reputation
for producing high quality work and maintaining good communications. As a well -established local
firm, VA has the resources and abilities to provide personalized service to the City while keeping the
work on schedule and within budget. Provided in Section III - Staffing and Section IV — Qualifications
is a summary of the highly qualified staff, technical capabilities and knowledgeable local experience
that VA can offer to the City.
If selected, VA will perform consulting services on an as -needed basis. The Scope of Work for any
one project may involve all phases of project development and may include scope items as
described in the City's RFP. For most general on -call engineering services requests, VA will prepare
engineering and landscape design plans, specifications, and estimates (PS&E) for construction. The
City will benefit from our four -step approach for providing these engineering and landscape design
services. The phases of work for a typical project will include Preliminary Engineering, Design
Development, Final Contract Documents, and Construction Support Services.
The objective of the Preliminary Engineering Phase is to identify and address major project design
issues before work commences on the construction documents. To initiate this phase, the applicable
VA Team representatives will meet with the City Staff and the City Project Team to gain an
,ram I Page 1
covsucTIV,
! 4
f
City of Huntington Peach
On -Call Civil Engineering Services
understanding of the project objectives, timing, budget, and views of internal and external
stakeholders, for example, City Council, City Departments, etc. Research and discovery will be
performed to understand existing conditions, development procedures and criteria, and to identify
opportunities and constraints. We will review the available plans and supporting documents and
provide a report summarizing our findings and recommendations for the project design. VA will then
develop alternative conceptual plans, technical studies and cost estimates as required. Typically a
preferred alternative is selected and developed into preliminary plans (approximately 35% complete
construction documents), to include site grading, pavement and structural improvements, drainage
improvements, and utility improvements. The conceptual studies and plans developed during the
Preliminary Engineering Phase of work will be used as the basis for the Design Development
drawings and documents.
This Preliminary phase of work is instrumental in confirming design objectives and bringing to light
project opportunities for cost savings. We believe we can also expedite the design and approval
process by thorough research and design efforts in the Preliminary Phase, and through early
examination of all opportunities and constraints in collaboration with the City Project Team.
The Design Development Phase of work will be used to develop the plans, specifications, and
estimates (PS&E) that will comprise the final construction documents. The Design Development
Phase will involve producing progress plans, specifications, and estimates at the 60% complete and
90% complete levels, and submit to the appropriate City Departments or other required Agencies.
As part of this phase, VA will assist the City in obtaining permits and approval from applicable
agencies including County of Orange, Caltrans, City's Planning Department, Regional Water Quality
Board and Army Corps of Engineers. Towards the later phase of Design Development, the technical
specifications and estimates will typically be prepared. Cross -sections and details will be prepared
for clarity and ease of construction.
During the course of work in preparing the final plans, value engineering opportunities will be
explored to reduce costs and to add value to the City of Huntington Beach. Prior to each submittal of
the plans they will undergo a thorough review as part of the VA Quality Control Program, will meet
the best standards of the profession, and will be well organized and complete. Meticulous attention
will be paid to ensure that the civil plans and plans from other disciplines are well coordinated. This
will be accomplished both by electronic file sharing, face-to-face coordination meetings, and in-house
quality control reviews prior to each project progress phase deliverables.
Upon City Team Review and approval of the 90% PS&E Plans, Specifications, and Estimates, we
will finalize them, compile all documents and prepare Final Contract Documents.
Upon final approval, VA will sign all applicable documents and obtain Agency signatures necessary
for permitting. As Projects are generally bid out to Contractors after this phase of work, VA can also
provide bid support services, including assisting the City Staff in evaluating the Bids to best serve
your needs. During the bidding we may review substitution requests by Contractors that may
provide additional cost savings.
During the Construction Support Stage of the Project, VA will be available for Pre -proposal, Pre -
construction, and other on -site meetings. VA will address the Contractors questions and requests for
information (RFI) in writing. This phase of the work will also include reviewing the progress of the
work, reviewing shop drawing submittals, reviewing proposed field modifications, preparing a punch
list, and preparing Record Drawings. Verifications for building pads and pavement grades (if
required by the Agency) are also performed during the Construction Support Phase. Due to
stringent VA quality control, it is anticipated that coordination efforts during the construction phase on
each Project will be minimal.
YN
Page 2
COISVLT IG
•
City of Huntington Beach
Cars -Cull Civil Engineering Services
MANAGEMENTAPPROACH
VA will meet with the City Staff and other Project Team members at the inception of the project to
establish the project schedule. The project schedule will include key phases of the project, approval
milestones, and dates for deliverables. The schedule will be provided to all team members for
compliance and monitoring. We will identify opportunities for expediting the project, through staffing
and concurrent work flow around the critical path items, for early completion. Once we have a
thorough understanding of the assigned project, the scope of work, the schedule, the budget, and
the City's needs, we will allocate staff to flawlessly execute the required engineering services. A
table identifying key staff and sub -consultants for accomplishing all aspects of a typical on -call
project is shown in Section III - Staffing of this proposal.
Throughout the design process, we understand we will be taking direction from the City. Our Project
Managers and staff will be in constant weekly contact with the key City Staff. At appropriate
milestones throughout the Project, we and our subconsultants will hold or attend meetings for the
whole Project Team. To track the project VA establishes a Project Submittal Log. Upon meeting
project milestones, submittal to or return from an Agency, a VA Project Coordinator will fill out the
Project Submittal Log and forward it to you.
Although the project status will be documented with the Project Submittal Log, it will be
supplemented by a periodic (monthly) written Project Status Report prepared by our Project
Manager. In addition, the City Staff and the Project Team will be copied on all applicable project -
related correspondence. Coincident with Project Status Reports, performance will be monitored with
feedback from the City Project Manager. In addition to maintaining our policy of strict quality control
of each employees work, VA has established a comprehensive project and document Quality Control
procedure.
QUALITY ASSURANCE PROGRAM
VA's Quality Assurance and Quality Control (QA/QC) Program is implemented on engineering
design and study projects to ensure that the required documents:
➢ Conform with the contract documents;
➢ Are neat, well organized, clear, concise, and complete;
➢ Are technically and grammatically correct;
➢ Comply with generally accepted professional standards of engineering and applicable laws;
➢ Are signed, dated, and stamped as required; and
➢ Are consistent with other related plans and are constructible.
All project team members, including drafters, designers, and supervisors, are involved with
implementing the QA/QC program and ensuring that a quality product is produced by making every
effort to do the work right the first time.
III. STAFFING
Our fundamental management approach will be to assign an experienced staff who will dedicate
their efforts to advancing a project in an efficient and timely manner. Our team will be lead by the
following project managers: Mohammad Heiat, PE, John Wolter, PE and Jeff Wilkerson, PE.
Mohammad, John and Jeff are VA's most experienced managers for public works improvement
projects. They have worked on a number of public works projects similar in scope and nature to the
,A, Page 3
('ONSVLTIV<.
City of Huntington Beach
On -Call Civil Engineering Services
work proposed by the City, and will efficiently coordinate design improvements with City staff and
team members.
The key staff selected to assist Mohammad, John and Jeff has extensive experience individually and
as a team in providing engineering consultant services. The table provided below gives a summary
of each individual's expertise, credentials, and years of experience. The individuals listed below will
be available for the duration of the proposed contract and will provide the necessary resources to
successfully complete all projects on time and within budget. In addition to these key individuals, VA
has ample Support Staff to assist in the completion of projects.
VA Page 4
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 Two Million Dollars ($2,000,000.00). 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 perfonned 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.
Suffnet Exhibit B
EXHIBIT B
Fixed Fee Payment
EXHIBIT B.1
City of Huntington Beach
On -Call Civil Engineering Services
FEE SCHEDULE
Staff Classification
Civil Engineering and Planning Services
Hourly Rate
President...........................................................................................................................................
$190
Division President/Division Manager................................................................................................
$173
Sr. Vice President/Vice President/ Exec. Director............................................................................
$163
Director.............................................................................................................................................
$160
SeniorProject Manager....................................................................................................................
$155
ProjectManager...............................................................................................................................
$147
Assistant Project Manager................................................................................................................
$142
Senior Project Engineer/Senior Design Supervisor/Senior Planner
................................................. $137
Project Engineer/Design Supervisor.................................................................................................
$132
Senior Design Engineer/Senior Designer.........................................................................................
$122
Design Engineer/Planner..................................................................................................................
$117
Designer............................................................................................................................................
$110
Assistant Engineer/Assistant Planner...............................................................................................
$100
Research and Processing Coordinator...............................................................................................
$95
SeniorCADD Technician....................................................................................................................
$90
JuniorEngineer...................................................................................................................................
$85
CADDTechnician...............................................................................................................................
$80
EngineeringIntern...............................................................................................................................
$70
OfficeSupport/Clerical........................................................................................................................
$69
Field Survey and Mapping Services
Director of Survey and Mapping.......................................................................................................
$158
Managerof Field Survey.........................................................................................................................
$130
Surveyand Mapping Associate.................................................................................................................
$95
Surveyand Mapping Technician...............................................................................................................
$75
3-Man GPS Crew....................................................................................................................................
$235
2-Man GPS Crew....................................................................................................................................
$205
1-Man GPS Crew....................................................................................................................................
$175
Special Services
Litigation................................................................................................................................................... $450
Notes:
1. Invoices will be prepared for all services through the end of each calendar month. Invoices are due and payable on presentation.
2. Overtime, when requested by the client, will be surcharged at a rate of 135% of the standard hourly rates. Sundays and holidays
will be surcharged at a rate of 170% of the standard hourly rates.
3. Reprographics, messenger service, travel (including lodging and meals), and other direct expenses will be charged at cost plus
10%. The services of outside consultants will be charged at cost plus 15% to cover administration and overhead.
4. In-house reprographics charges: B&W Bond copies $1.00/sq.ft, Color Bond $6.00/sq.ft.
5. Mileage will be billed at standard mileage rates set by IRS. 2008 rates currently listed at $0.585 per mile.
VA CONSULTING, INC. 2008 G-OC/IE
ACORD- CERTIFICATE OF LIABILITY INSURANCE 1DATE (MM/DDNYYY)
0/13/2008
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Dealey, Renton & Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
P. O. Box 10550 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Santa Ana, CA 92711-0550
714 427-6810 INSURERS AFFORDING COVERAGE NAIC #
INSURED INSURER A: Travelers Property Casualty Co of Am
17 01 Cartwright
htC INSURER B: Travelers Indemnity CO. of Cionnectic
17801 Cartwright Road INSURER c: ACE American Insurance Company
Irvine, CA 92614 INSURER D:
INSURER E:
COVERAGES
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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
SR
LTR
NSR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE MM/D C Y
POLICY EXPIRATION
DATE MM/DD/YY
LIMITS
A
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE a OCCUR
X Contractual Liab.
68048481-258
General Liab.ggo
excludes claims
arising out of
the performance
of professional
services
09/01/08
11/24/08
EACH OCCURRENCE
$1000000
DAMAGE TO RENTED
MED EXP (Any one person)
11,000,000
$10 000
PERSONAL & ADV INJURY
$1,000,000
GENERAL AGGREGATE
s2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY X PRO-
JECT LOC
PRODUCTS - COMP/OP AGG
s2,000,000
B
AUTOMOBILE
LIABILITY
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
HIRED AUTOS
NON -OWNED AUTOS
BA49081_548
4O D A
MCc
R if
09/01/08
F 1
RAr14
11/24/08
COMBINED SINGLE LIMIT
(Ea accident)
$1,000,000
X
BODILY INJURY
(Per person)
$
X
BODILY INJURY
(Per accident)
$
X
PROPERTY DAMAGE
(Per accident)
$
GARAGE LIABILITY
ANY AUTO
VVAUTO
ONLY - EA ACCIDENT
$
OTHER THAN EA ACC
AUTO ONLY: AGG
$
$
A
EXCESS/UMBRELLA LIABILITY
X OCCUR 1-1 CLAIMS MADE
DEDUCTIBLE
RETENTION $
CUP7156Y612
(Does not
include
Professional
Liability)
09/01/08
11/24/08
EACH OCCURRENCE
s2,000,000
AGGREGATE
s2,000,000
$
$
$
B
WORKERS COMPENSATION AND
EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICERIMEMBER EXCLUDED?
If yes, describe under
SPECIAL PROVISIONS below
UB7665Y535
11/24/07
11/24/08
-
TATU- OTHFR
X WC Sop
E.L. EACH ACCIDENT
$1,000,000
E.L. DISEASE - EA EMPLOYEE
$1,000,000
E.L. DISEASE - POLICY LIMIT
$1,000,000
C
OTHER Professional
Liability
Claims made
G23633711002
06/16/08
06/16/09
$1,000,000 per claim
$2,000,000 annl aggr.
$45,000 deductible
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS
Re: On -Call Services.
City of Huntington Beach
Attn: Finance Department
Central Services Division
2000 Main Street
Huntington Beach, CA 92648-2702
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30_ DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
AUTHORIZED REPRI
AL,VKU Z3 (ZUU1/U0) 1 of 1 #5240695/M234978 TMN O AGVKU UVKYVKAI IUN lUtHS
INSURANCE A N , INDEMNIFICATION WAIVER
.Y
__, {
MODIFICATION REQUEST
t-
i E C
1. Requested by: Jim Wagner OCT 21 2008
2. Date: October 16, 2008 City of Huntington Beach
3. Name of contractor/permittee: VA Consulting, Inc. City Attorneys Off iQe
4. Description of work to be performed: On -Call Engineering Sys
5. Value and length of contract: $2 000,000.00/3 years with 2 yr renewable
6. Waiver/modification request: $45K deductible on Prof & Liability Ins Coverage
7. Reason for request and why it should be granted: Vendor is unable to comply
8. Identify the risks to the City in approving this waiver/modification: Low
Departm6nt Head Signature
2. City Attorney's Office
roved ❑ Den
3. City Administrator's Office
❑ Approved ❑ Denied
Ao
ate:
Ell=
i
• , im., in 9. -
Signature Date
If approved, the completed waiver/modificationrequest is to be submitted to the
City Attorney's Office along with the contract for approval. Once"the contract has been approved,
this form is to be filed with the Risk' Management Division) of Administrative Services
VA Waiver Form 10/16/2008 2:42:00 PM
RFP NOTIFICATION LIST FOR: ON -CALL CIVIL. ENGINEERING SERVICES
Title
FirstName
LastName
JobTitle
Company
Addressl
City
State
PostalCode
email
hone
Mr.
John
Loague,
Principal
AKM
553 Wald
Irvine
CA
92618
jloague(a,akmce.com
(949)
Consulting
753-
Engineers
7333
Mr.
Randall
Berry
Design
Harris &
34
Irvine
CA
92614-4705
rberrynharris-assoa.com
(949)
Development
Associates
Executive
655-
Manager
Park
3900
Suite 150
x314
Mr.
Matthew
Thomas
Water/Wastewater
Boyle
1501 Quail
Newport
CA
92658-9020
mthomas(&boyleen ineerin .com
(949)
Practice Leader
Engineering
Drive
Beach
476-
PO Box
3307
735
Mr.
Mark
Miller
Vice President,
Brown &
400
Irvine
CA
92602
mwmiller(ybrwncald.com
714-
Operations
Caldwell
Exchange
689-
Manager
Suite 100
4816
Mr.
Johnathan
Hou
Principal
AES —
1322 Bell
Tustin
CA
92780
JPHou(cr�,axiomes.net
714-
Axiom
Avenue
247-
Corporation
Suite I
1002
Mr.
Mark
Komoto
Senior
Parsons
505 S.
Orange
CA
92868
komoto(a by world.com
714-
Supervising
Brinckerhoff
Main
564-
Engineer, Water
Street,
2791
Resources
#900
Mr.
Steven
Andrews
President
Steven
26501
Lake
CA
92630
email &sandrewsengmeenn com
714-
Andrews
Rancho
Forest
571-
Engineering
Parkway
5500
South
Suite 204
Mr.
Nick
Kanetis
Senior Vice
Richard
3710
San Diego
CA
92123
nkanetis kxbrady.net
858-
President
Brady &
Ruffin
496-
Associates
Road
0500
Mr.
Harvey
Gobas
Senior Project
Psomas
3187 Red
Costa
CA
92626
hog bas(a),psomas.com
(714)
Manager, Water
Hill
Mesa
751-
and Natural
Avenue,
7373
Resources
Suite 250
G:AEngineeiing Division\WAGNMOn Call Civil RFP 2008\On Call Civil RFP Data 4-8-08.doe Page 1 of 2 10/17/2008
RFP NOTIFICATION LIST FOR: ON -CALL CIVIL ENGINEERING SERVICES
Title
FirstName
LastName
JobTitle
Company
Addressl
City
State
PostalCode
email
phone
Mr.
Ali
Pakzad
President
APA
23282 Mill
Laguna
CA
92653
apakzadgapaen .com
(949)
Engineering,
Creek Dr.,
Hills
770-
Inc.
Suite 160
4429
Mr.
Rick
Kreuzer
Chief Operating
Bryan A.
1360
Diamond
CA
91765
rkreuzergbas.com
(909)
Officer
Stirrat &
Valley
Bar
396-
Associates
Vista Drive
9777
Mr.
Kamran
Saber, PE
Director of
Norris-
400 N.
Santa Ana
CA
92705
ksabergnorrisrepke.com
714-
Engineering
Repke
Tustin
973-
Services
Avenue,
2230
Suite 230
X112
Mr.
R.H.
Cahl P.E.
President
Jones, Cahl
18090
Huntington
CA
92648
1'_ca jonescahl.com
714 -
&
Beach
Beach
848-
Associates
Blvd. Ste
0566
Inc
12
Robbie
Mahmood
Principal
APD
188
Irvine
CA
92618
robbiem(dapdcon.com
949-
Consultants,
Technology
336-.
Inc.
Dr., Suite B
6336
14 Companies
NOTE: THE ON -CALL CIVIL ENGINEERING SERVICES REQUEST FOR PROPOSAL (RFP) WAS POSTED ON THE CITY OF
HUNTINGTON BEACH WEB SITE FROM MAY 30, 2008 UNTIL THE CLOSE DATE OF JUNE 26, 2008; THEREFORE, THIS RFP
WAS OPEN TO ADDITIONAL QUALIFIED FIRMS.
WEngineering Division\WAGNER\On Call Civil RFP 2008\0n Call Civil RFP Data 4-8-08.doe Page 2 of 2 10/17/2008
701ofessional Service Contracts
Purchasing
1. Date: 10/17/2008
3. Department: Public Works
5. Name of consultant: VA Consulting
2. Contract Number: PWK
4. Requested by: James Wagner
6. Attach the written statement of the specification, conditions, and other requirements for the requested
services provided to solicited consultants.
The written statement (i.e. RFP) was provided on the City's Web Site and and on Exhibit "A" of the
attached Professional Services Contract for As Needed Engineering Services.
7. Amount of the contract: $2,000,000.00
8. Are sufficient funds available to fund this contract?' ® Yes ❑ No
9. Is this contract generally described on the list of professional service contracts approved by the City
Council?' ® Yes ❑ No
10. Business Unit and Object Code where funds are budgeted: Business Unit and Object Code are
available within the budgeted capital improvement projects.
11. Is this contract less than $50,000? ❑ Yes ® No
12. Does this contract fall within $50,000 and $100,000? ❑ Yes ® No
13. 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 contract.)
14. Were formal written proposals requested from at least three available qualified consultants?
® Yes ❑ No
15. Attach list of consultants from whom proposals were requested (including a contact telephone number).
See attached document entitled "RFP Notification List for On -Call Civil Engineering Services."
16. Attach proposed scope of work.
Scope of Work on Exhibit "A" of the attached Professional Services Contract for As Needed
Engineering Services.
17. Attach proposed payment schedule.
Payment Schedule on Exhibit "B" of the attached Professional Services Contract for As Needed
Engineering Services.
Department Head ignature
1. If the answer to this question is "No," the contract will require approval from the City Council.
City ®f Huntington Beach
2000 Main Street ® Huntington Beach, CA 92648
OFFICE OF THE CITY CLERK
JOAN L. FLYNN
CITY CLERK
December 2, 2008
VA Consulting, Inc.
Attn: Mohammad Heiat, P. E.
17801 Cartwright Road
Irvine, CA 92614
Dear Mr. Heiat:
Enclosed for your records is a copy of the Professional Services Contract Between the
City of Huntington Beach and VA Consulting for As Needed Engineering Services.
Sincerely,
Joan L. Flynn, CIVIC
City Clerk
JF:pe
Enclosure
G: followup:agrmtltr
Sister Cities: Anjo, Japan • Waitakere, New Zealand
(Telephone: 714-536-5227 )
INITIATING DEPARTMENT:
Public Works
SUBJECT:
Approve Professional Services Contracts for As Needed
Civil Engineering Services
COUNCIL MEETING DATE:
November 17, 2008
RCA ATTACHMENT
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Attached
❑
Not Ap licable
Resolution (w/exhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Tract Map, Location Map and/or other Exhibits
Attached
❑
Not Applicable
Contract/Agreement (w/exhibits if applicable)
Attached
(Signed in full by the City Attorney)
Not Applicable
❑
Subleases, Third Party Agreements, etc.
Attached
❑
(Approved as to form by City Attorney)
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Attached
Not Applicable
❑
Fiscal Impact Statement (Unbudgeted, over $5,000)
Attached
❑
Not Applicable
Bonds (If applicable)
Attached
t Applicable
Staff Report (If applicable)
Attached
t Applicable
Commission, Board or Committee Report (If applicable)
Attached
❑
Not Applicable
Findings/Conditions for Approval and/or Denial
Attached
❑
Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED RETURNED ;FOR A DED :
Administrative Staff ( ) )
Deputy City Administrator (Initial) ( ) ( )
City Administrator (Initial) ( ) ( )
Citv Clerk t 1
RCA Author: J. Wagner:jg