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HomeMy WebLinkAboutVAN ROON ARCHITECTS - 1993-02-01 • in CITY OF HUNTINGTON BEACH `0� 2000 MAIN STREET CALIFORNIA 92648 OFFICE OF THE CITY CLERK CONNIE BROCKWAY CITY CLERK February 8, 1993 Van Roon Architects 1088 Oro Street Laguna Beach, CA 92641 Enclosed is a copy of the contract between the City of Huntington Beach and Van Roon Architects for a branch public library. This contract was approved at the regular meeting of the City Council held on February 1, 1993. Sincerely, 4014(:' 0441(124147") Connie Brockway, CMC City Clerk CB:pm Enclosure (Telephone:714-536-5227) ? _ f/� d�oiv R.N-k i bt Sri e do✓,, Jf ) REQUEST FOR CITY COUNCIL ACTION )I February 1, 1993 z Date U Submitted to: L Honorable Mayor and City Council ` U Submitted by: C.) � Michael T. Uberuaga, City Administrate Prepared by: pz " ouis F. Sandoval, Director, Pui rks WRon Hayden, Director, Library S Subject: O� OAK VIEW BRANCH LIBRARY: CC-874 4rp a-ib -93 Consistent wit touncl Po is ? [ ] Yes [ ] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: Off,/ STATEMENT OF ISSUE: Before a branch library can be located within the Oak View area, site plans and specifications must be prepared by a licensed architect. RECOMMENDED ACTION: Approve the attached Consultant Agreement in the amount of $12 , 551. 00 to authorize Van Roon Architects to prepare site plans and specifications for the location of a branch public library adjacent to Oak View School . ANALYSIS: Oak View is a blighted area with a high concentration of ethnic minorities and crime. Currently, Oak View has a community center, police substation, an elementary school and various county agencies. However, these services do not provide an opportunity for extended educational development for all Oak View residents. To assist in the social and educational development of the residents in this neighborhood, the staff, Library Board and Oak View Task Force determined that a branch library would be an important community service. Primary focus of the library services will be toward children and their parents. Story hours would be provided in English and Spanish. Additionally, the branch will provide literacy services, homework assistance, and basic library service emphasizing the importance of reading and education. Before proceeding with locating a branch library within the Oak View area, a site plan must be developed. Site plans and specifications, including layout, grading, sewer and water lines, etc. , must be prepared by a licensed architect. The City Employee Roster does not include a licensed architect. Therefore, one must be hired on a contractual basis to prepare these plans. After the site plan is completed, staff will return to Council with a recommendation to locate a modular facility on the site. The estimated cost of the entire completed project is: f.rca PIO 5/85 Item Description Cost Site Plans $12,551.00 New Modular Building 50, 000.00 (estimated) Parking & Landscaping 30, 000. 00 (estimated) Total $92,551.00 There are Community Development Block Grant funds in the amount of $98, 000 allocated for the Oak View Branch project. Ongoing personnel and operating costs, estimated to be $60,000 annually, is unfunded. Grants and alternative funding are being pursued. To determine the best method of establishing an Oak View Library Branch, staff solicited proposals from six architectural firms to review the cost effectiveness of the following three alternatives: Alternative #1: Use Existing Modular Unit The City owns a 60 ' x 60' modular unit located at 5th Street and Orange Avenue. This facility, previously used as the City's Free Clinic, could be relocated and refurbished. Alternative #2 : Purchase New Modular Unit A new 1200 square foot modular building will meet all state and city codes and would have new equipment and materials. Alternative #3 : Construct New Building Design and construct a customized permanent on-site building to incorporate special architectural features unique to Oak View. Staff received proposals from the following four firms: Firm Name Location Anthony and Langford Huntington Beach, California Hanes-Menser Architects Huntington Beach, California Tony Banzuelo, Architect Orange, California Van Roon Architects Laguna Beach, California On September 25, 1992, a multi-department committee, composed of Ron Hayden, Director of Library Services, Jan Halvorsen, Library Services Manager, and Don Noble, Public Works Contract Administrator, met and evaluated each proposal. Based on the evaluation process, the most cost effective is Alternative # 2 : Purchasing a new modular unit. The other alternatives of relocating and remodeling the existing modular unit to meet current codes or constructing a permanent on-site structure are not economically feasible. The firm most qualified to prepare the project site plans and specifications is Van Roon Architects. Therefore, staff recommends that the attached agreement in the amount of $12,551. 00 with Van Roon Architects be approved. rca _ FUNDING SOURCE: Revenues of $98,000 are available in Fiscal Account E-HM-ED-820-6-31-00 (Oak View Branch Library - Improvements, Building) to cover the cost of these services. ALTERNATIVE ACTIONS: 1. Deny approval of Van Roon Architects and award a contract to one of the other three firms. 2 . Deny approval of any firm and forego the location of a branch library facility at Oak View School. ATTACHMENTS: 1. Exhibit A, Oak View Area Layout 2 . Exhibit B, Proposed Oak View Library Branch Layout 3 . Consultant Agreement MTU:RLH:gc rca PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND VAN ROON ARCHITECTS FOR A BRANCH PUBLIC LIBRARY TABLE OF CONTENTS SECTION PAGE 1. WORK STATEMENT 1 CITY STAFF ASSISTANCE 2 3 . TIME OF PERFORMANCE 2 4 . COMPENSATION 2 5 . EXTRA WORK 2 6 . METHOD OF PAYMENT 3 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS 4 8 . INDEMNIFICATION AND HOLD HARMLESS 5 9 . WORKERS ' COMPENSATION 5 10 . INSURANCE 6 11. CERTIFICATES OF INSURANCE; ADDITIONAL INSURED ENDORSEMENTS 7 12 . INDEPENDENT CONTRACTOR 7 13 . TERMINATION OF AGREEMENT 8 14 . ASSIGNMENT AND SUBCONTRACTING 8 15 . COPYRIGHTS/PATENTS 8 16 . CITY EMPLOYEES AND OFFICIALS 8 17 . NOTICES 9 18 . IMMIGRATION 9 19 . LEGAL SERVICES SUBCONTRACTIONG PROHIBITED 9 20 . ENTIRETY 10 PROFESSIONAL SERVICES. CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND VAN ROON ARCHITECTS FOR A BRANCH PUBLIC LIBRARY THIS AGREEMENT, made and entered into this 1.4g14,,4 day of 430666,4806T , 1993, by and between the CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California, hereinafter referred to as "CITY, " and VAN ROON ARCHITECTS, a sole proprietorship, hereinafter referred to as "CONTRACTOR. " WHEREAS, CITY desires to engage the services of an architectural firm to provide plans and specifications for a branch public library at Oakview School in the City of Huntington Beach; and Pursuant to documentation on file in the office of the City Clerk, the provisions of HBMC Chapter 3 . 03 relating to procurement of professional service contracts has been complied with; and CONTRACTOR has been selected to perform said services, NOW, THEREFORE, it is agreed by CITY and CONTRACTOR as follows : 1. WORK STATEMENT CONTRACTOR shall provide all services as described in CONTRACTOR' S Proposal for Architectural Services - Option B dated November 24, 1992, (hereinafter referred to as Exhibit "A") , which is attached hereto and incorporated into this Agreement by this reference. Said services shall sometimes hereinafter be referred to as "PROJECT. " -1- 12/14/92 : jn CONTRACTOR hereby designates Ernest J. Van Roon, 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 CONTRACTOR in the performance of this Agreement. 3 . TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of the CONTRACTOR are to commence as soon as practicable after the execution of this Agreement and all tasks specified in Exhibit "A" shall be completed no later than three months from the date of this Agreement. These times may be extended with the written permission of the CITY. The time for performance of the tasks identified in Exhibit "A" are generally to be as shown in the Scope of Services on the Work Program/Project Schedule. This schedule may be amended to benefit the PROJECT if mutually agreed by the CITY and CONTRACTOR. 4 . COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONTRACTOR a fee not to exceed Eleven Thousand Four Hundred One and no/100 Dollars ($11,401. 00) . 5 . EXTRA WORK In the event CITY requires additional services not included in Exhibit "A, " or changes in the scope of services described in Exhibit "A, " CONTRACTOR will undertake such work after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the -2- 12/14/92 : jn prior written approval of CITY is obtained. 6 . METHOD OF PAYMENT A. CONTRACTOR 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 technical memo and report prepared by CONTRACTOR shall be submitted to the 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. The CONTRACTOR shall submit to the 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 the CONTRACTOR'S firm that the work has been performed in accordance with the provisions of this Agreement; and 5) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONTRACTOR 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 -3- 12/14/92: jn approval shall not be unreasonably withheld. If the CITY does not approve an invoice, CITY shall notify CONTRACTOR 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 CONTRACTOR 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 the CITY shall be invoiced separately to the 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 appro ved 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. 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONTRACTOR agrees that all materials prepared hereunder, including all original drawings, designs, reports, both field and office notes, calculations, maps and other documents, shall be turned over to CITY upon termination of this 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 PROJECT or as it otherwise sees fit . Title -4- 12/14/92 :jn to said materials shall pass to the CITY upon payment of fees determined to be earned by CONTRACTOR to the point of termination or completion of the PROJECT, whichever is applicable. CONTRACTOR shall be entitled to retain copies of all data prepared hereunder. 8. INDEMNIFICATION AND HOLD HARMLESS CONTRACTOR hereby agrees to indemnify, defend, and hold and save harmless CITY, its officers and employees from any and all liability, including any claim of liability and any and all losses or costs arising out of the negligent performance of this agreement by CONTRACTOR, its officers or employees . 9 . WORKERS' COMPENSATION CONTRACTOR shall comply with all of the provisions of the Workers ' Compensation Insurance and Safety Acts of the State of California, the applicable provisions of the California Labor Code and all amendments thereto; and all similar state or federal acts or laws applicable; and shall indemnify, defend and hold harmless CITY from and against all claims, demands, payments, suits, actions, proceedings and judgments of every nature and description, including attorney' s fees and costs presented, brought or recovered against CITY, for or on account of any liability under any of said acts which may be incurred by reason of any work to be performed by CONTRACTOR under this Agreement. CONTRACTOR shall obtain and furnish evidence to CITY of maintenance of statutory workers ' compensation insurance and employers ' liability in an amount of not less than $100, 000 bodily injury by accident, each occurrence, $100, 000 bodily injury by disease, each employee, and $250, 000 bodily injury by disease, -5- 12/14/92 :jn policy limit. 10. INSURANCE In addition to the workers ' compensation insurance and CONTRACTOR' S covenant to indemnify CITY, CONTRACTOR shall obtain and furnish to CITY the following insurance policies covering the PROJECT: A. General Liability Insurance. A policy of general public liability insurance, including motor vehicle coverage. Said policy shall indemnify CONTRACTOR, its officers, agents and employees, while acting within the scope of their duties, against any and all claims of 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 $1, 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. Said policy shall name CITY, its officers, and employees 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 CONTRACTOR'S insurance shall be primary. B. Professional Liability Insurance. CONTRACTOR shall acquire a professional liability insurance policy covering the work performed by it hereunder. Said policy shall provide coverage for CONTRACTOR'S professional liability in an amount not less than $500, 000 per claim. A claims made policy shall be acceptable. -6- 12/14/92 :jn 11. CERTIFICATES OF INSURANCE Prior to commencing performance of the work hereunder, CONTRACTOR 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 provide the name and policy number of each carrier and policy, and shall state that the policy is currently in force and shall promise to provide that such policies will not be cancelled or modified without thirty (30) days prior written notice to CITY. CONTRACTOR 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 CONTRACTOR under this 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. CONTRACTOR shall pay, in a prompt and timely manner, the premiums on all insurance hereinabove required. 12 . INDEPENDENT CONTRACTOR CONTRACTOR is, and shall be, acting at all times in the performance of this Agreement as an independent contractor. CONTRACTOR shall secure at its expense, and be responsible for any and all payments of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONTRACTOR and its officers, agents and employees and all business licenses, if any, in connection with the services to be performed hereunder. -7- 12/14/92:jn 13 . TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONTRACTOR'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 through the Director of Public Works, notice of which shall be delivered to CONTRACTOR as provided herein. 14 . ASSIGNMENT AND SUBCONTRACTING This Agreement is a personal service contract and the supervisory work hereunder shall not be delegated by CONTRACTOR to any other person or entity without the consent of CITY. 15 . 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. 16 . CITY EMPLOYEES AND OFFICIALS CONTRACTOR 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. 17. NOTICES Any notices or special instructions required to be given in writing under this Agreement shall be given either by personal delivery to CONTRACTOR'S agent (as designated in Section 1 hereinabove) or to CITY'S Director of Public Works, as the situation shall warrant, or by enclosing the same in a -8- 12/14/92:jn sealed envelope, postage prepaid, and depositing the same in the United States Postal Services, addressed as follows: TO CITY: TO CONTRACTOR: Mr. Louis F. Sandoval Mr. Ernest J. Van Roon Director of Public Works 1088 Oro Street City of Huntington Beach Laguna Beach, CA 92652 2000 Main Street Huntington Beach, CA 92648 18. IMMIGRATION CONTRACTOR 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. 19 . LEGAL SERVICES SUBCONTRACTING PROHIBITED CONTRACTOR 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. CONTRACTOR understands that pursuant to Huntington Beach City Charter § 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 CONTRACTOR. REST OF PAGE NOT USED -9- 12/14/92 :jn 20 . 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 officers the day, month and year first above written. CONTRACTOR: CITY OF HUNTINGTON BEACH, VAN ROOK ARCHITECTS A municipal corporation of the State of California By - Erne t J. an Roon, Owner Mayor ATTEST: APPROVED AS TO FORM: 4141:64a0C41 City Clerk a/ rc k City Attorney PPS_-rz 3 ji �2-6f3 REVIEWED AND APPROVED: INI IATED AND PPROVED: (1/Itt:tCity A inistrator Director of Public Works -10- 12/14/92 : jn NICHULS S 1 Ittt i • '' EXHIBIT A • • • OAK VIEW AREA LAYOUT 1 - loe `._. _ • ' , "s...:\ \% . , \ 0000 \ o • N..: • PROPOSED LIBRARY.- .. -� ;'' • ;: ,:\•::. \..... 1 BRANCH - - .•.::. ..•: AK VIEW ELEMENTARY.•• .0 NTARY SCHOOL' • . \\..,\ %.\,.. .., ___......-..------------....-...---........ __, . 1 ---7---*/ / st---/.... ..il. . ) ! I I I— . • 'oak View community • \\N'•::-::::::-... , • ' . ,,, •:center & • • \ ` . I • • .•r;. ' . �� !., -polic,e substation I ! • 1 , • • .• I • +se• OAK STREET • • • 1 •...•....,•�••o n.n•...WU. •.....•.....,.. • •+4 -• M.r w -•�••='r® ..,••.:RICK • • .Wr W...tR�CIC • �•w.- J Et «.w ►. . ....`::'..Jerre ..•..4w.a. . ., ..r- _ c-••_....•.._ ..•...••-..•.•-•..• ARCH ITEcrr • • • EXHIBIT B • PROPOSED OAK VIEW LIBRARY BRANCH LAYOUT • ASCHOOL WALKWAY ' U VmFmFil i 1 mu,/ . • Sip mnum SCALE I"=20' ""' J i _/ PROPOSED Wi \ "- © NOTES TH;S SHEET: C LIBRARY V/1 11/791- P•A .OW _ CI SIGNING AND SWIPING SNAIL CO.-WORN 10 LATCSI CALTRANS TRAFFIC YAWN—THESE • PLANS.AND 1NE SPECIAL NOVISIONS.SCE CALTRANS STANDARD PLANS ADO—A,DAC FOR * STRIPING DETAILS.INCLUDING INSTALLATION OR REMOVAL OF RAISED PAKNENT&EARNERS. ..., El * (SEE SPECIAL PROVISIONS) * I O POSTS SNAIL DE UNISIRUI. .•. • Illutl ..S�'. (l-) 7O ALL SIGNS AND SWIPING SHALL DC PER CALIRANS SPECIFICATIONS. ( 1 `'' ^ +O PAINT STRIPING,OECAINO,LEGEND.OR ARPOW AS NOTED. i�' p 1OS EIIRNISN AND INSTALL SIGN AND POST. I © INSTALL IY VAPSELITC POLE MTN 200 WAIL PPS LAANP AND Y ARM. • �� ��� 1 0TYPICAL PMNING STALL DIuCNS10N$SNAIL DC 9'%19'. O TYPICAL...GIG oP PANNING STALL OWCNSION eAX S SNAIL DE IN WITO AN R09. •p IS—)P-1 I—o-1 k . • • r . • t 1 i • p - p p • ' / . tour— J o • REVISIONS REFERENCES IMAM orFr TPA®WIP Tx UrTRATON Of NPrt N` "'" "' ‘ more 0 OXA MOW" �)))�TL OAKVIEW BRANCH LIBRARY Plot."t.Or C,).P. fia *MHO CITY OF HUNTINGTON BEACH v[n a F V 1 1 - M M..r'..A.N Fn� IN7ASDrOR a MUG Tq M 01 -20/93 10: 43 $ 714 363 1170 !JAM ROOM RRCHTS P. 02 • MULTI-PURPOSE FNDORSEMElfl t:i of an additional prer:5. cf , it is hereby u.:l:i' I 5toOc and ,,‘,-:Teed that: the f p1 lowi r g appl. es: • 1A))i) T C•1.Th ).1.;Et�'�:f..4_ Check if applicable a.....� n _.a.TL ., r ..TT is/are l,c3 i t .ona1 Insured/s as respects work done by Named ,Insured. Check if applicable . With respect to claims arising cut of the operations of the j:a:ied Insured, such insurance , a.s • afforded by this' policy is primary and is not: additional to or contributing with any other insurance carried by or for the benefit of the above Additional insured/s. Check if applicable It is understood and agreed that the Company waives the right of subrogation against the above Additional Insured/s for project . : ,.cr,i_b d in certificate atitached hereto. C BQS$.Iii 4:01.0 'X_C.r,A . Check if applicable The naming. of more than one person, firm or corporation as insure- under this policy shall not, for that reason alone, extinguis:i :.Iry rights of one insured against another, but this endorsement, - d : ' w • naming of multiple insureds, shall not increase the totl 13 -"-)j of the Company under this policy. 1:QT 1C$ O .01%KJ •i,Ai:.TQN . Check if applicable '. X lft is understood and agreed that in the event cf cancellat ic" of the Policy for any reason other than non--payment of premium, 30 Jay written notice will b sent to the following by mail. CITY OF HUNTINGTON BEACH PPROVED AS TO FORD ATTN: DON NOBLE U • 2000 Pnln STREET ' A CIT. TT EY HUNTINGTON BFACH, CA 92648 By Deputy City Attorn • In the event the policy is cancelled for non-payment of premium, 10 days written notice will be sent to the above . Policy No. ARS001004 Effective date: 1-15--93 Insurance company_: cott.;dale Im .11ce Co iP , Issued to: VAN POOL' ARCHITECTS--- P.uthorized. Representative •44I1--Reitz-E-- .:8312 . _ ' Issue date: . 1--15-93. _ - . 10: 42 2 714 363 1170 URN ROOM RRCHTE P.01 - . • • :1 •AfilMtba .i. CERTIFICATE OF INSURANCE : '..::::. .:.'''';''.'!'''''::..::,'..'::::':'.': ::.::.: ' :','':''''l:S'';':''s' '...'g'I ''Al''''''''':q7-41k777'' ....,,,.:,,..• . •- .. • • "HibovcER • THIS-CERTIFICATE1S-ISSUED1VrAVATTE r to N-oNLVAND— Th Crowel I n s u n c cy:. A si e n(-, CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS.0ERTIPIOATE e I. r..1 ,...! DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED DY THE P. O. 13u x 19.501 POLICIES 131_0VJ, 42 Corpovz-rte No‘ k, ' <,::i1J1. 1•;$-,;• POC.! __________ —,—.............._ ' - 0====.• e COMPANIES AFFORDING COVERAGE . . Iry i n e i, (!:,A. 927 ..1 3--•(?!'..K)1 .. . -. • . LomrANY A .. LLgu:Fi 't f..;rnt tc:r1.11(3 In ,-..1..', 5;,:. c, . . .. . . .. ._ . ..... ......___....... nt IMPA NY ...rnt.tt E3 . . .. ...... , .,. .. ......_. , ... comF•mly e, Vni, liocni t':+- c:Ti 1 t,z!c. 1-.s LF.iiEn i••• 3.oe.e Or 0 E.".t.l'e f!,i: '" • " COMpapi r, I L.A !•'• -2 !?r•-•I tl '''.:.:' ,'••!!. .1 LE I fen IJ . glut" Unjted National In5urant e Co. , .. ..• • , 1..„..„„.. , : • • •!::',',...,,i,!.y.:.-14iU:?';,:;/:",:•:!: •45.4:•:/tfat'!..." ' 'II', !,..t,::-A I ri-iiS IS TO CERTIP-%THAT THE POLICIES OF IN5URA.K:1-: LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD l' INDICATED,NOTWITHSTANDING ANY REOU1REMENT,TE13M OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIF,QATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE ArFORDI-V BY THE POLICIES DESCRIBED HEREIN IS SUS.IECT TO ALL THE TERMS, ) ExCLLISIONS AND CONDITIONS OP SUC.)f-1 NudiciEs I 0.41-1-F. s}jowl,j MAY HAvc LIED! ril: CCE•Li PAID CI.A1Mti. I TYPE OF INSURANDE POLICY NLIM3ER :POI.,ICY EFFACAIVE POLICY EXPIRATION LIMITS 11.Tni ! DATE(mm/DDITY) DATE(Mm/DD/YY) ! : • 1 1-P71-414f="kgraTIF----- .----ritn-!:?al-r_701,- --------- -1.7.1-74)/''Pf'.!;-7-1, •"7".r-r6-t-eifIttai4I:711-iiieTir,77a7r7.----7.1—:',..fgfreitre) 'Ii -- • - - - i., ‘...-.AMEFI,!:IAL Lft-.:-.61-iAL..,AisiLI1Y I . 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CLAIM • •• , IN THE AOOREQATE !LIABILITY . 1 1 . - . . . ; ri5T:Bcfltprv.N OP oPEHATION3/LOCATIOITS/VEHIC.I.E.StSPECIM , • .. • 1 CERTIFICATE tIOLDEIZ I S ADDlTIONA'i, L'3F,!_"1-1.',) ON CENFIZAr- .1.1Ahi.!.,ri'y .._. • **IF CANCELLED .Flifi NUN PAY; 7:.C_3 DAY!-":; NOTICE (::,I YEN ,..6 . • . . • E-FriTepfd..--Annientw.-7. --- --- -• , •: . ..-.- :-------7."--afiettaii60-77.77'7-;:„?its7.71-:....---. • C I T Y OF HUNT I NG I t.iN 13 Er,AC H AT IN: DON NOBLE 2000 HAIN STREET HUNTINGTON 13EACIA, CA 9'4261 t.3 . • --. - SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED 6:ii-4,.. .-:THE .• t XPiRATION DATE THEREOF, THE ISSUING COMPANY WILL Xai.IWYAYFic:./4:3,1,X. 1 . **30 TTEN MAIL_DAYS WRI NOTICE TO THE CERTiFIOATE HOLDER NAMED TO THE ..• LEFT,VRC•XXItINITaltala It.')C-0‘EDil-UYAXIgXifaNNUXTY1XXZWAXIVPWW04.1=0110EttEgiiitat. .. , - .,,,_ AuTi-IOnizED ricPtitaENittphi 4 e 1 . I,...r 1 . A 0 e n c v A . . . - .,-, t- . . f 1 Proposal for Architectural Services 1 ' 1 1 A BRANCH PUBLIC LIBRARY At Oakview Elementary School Site Huntington Beach, CA VAN ROON ARCHITECTS architecture planning design 24 November 1992 VAN ROON ARCHITECTS 10824 November 1992 P.O..O. o Bo x Street x 538 Laguna Beach, California 92652 714497-02 Mr. Don Noble Fax`714/497-5972 Department of Public Works CITY OF HUNTINGTON BEACH 2000 Main Street Huntington Beach, CA 92648 Dear Mr. Noble: At your request, we are pleased to submit for your consideration this revised proposal for architectural and engineering services relative to the proposed city branch library, to be located on a portion of the existing existing Oakview Elementary School site within the city of Huntington Beach, CA. Our extensive experience in working with similar programs has given us the unique opportunity to deal with the problems of planning within complex governmental and social structures. Specifically, our experience in planning educational and childcare facilities as well as as our extensive modular building expirience, has taught us much toward solving the problems of the stated program as well as balancing the complexities of working with special interest groups, political organizations and governmental entities. We do not fail to recognize the importance of all groups' input in the design process, as it is vital to the successful outcome of the project. We believe that the design process should be a collaborative effort between the Client and Architect with full consideration given to those who will use the facility. Having worked extensively on projects with small sites and tight bugetary restrictions, we are acutely sensitive towards this challenge and we are particularly concerned with providing the client with the most value for their expenditures, regardless of the amount of the budget. Ranging from the limited state expenditures funding public schools, to the custom home built by the individual realizing their dream, we have always sought to deliver a final result which exceeds the expectations of the client. The prospect of working with the Committee and the City's agencies is an opportunity with which we would look forward to. We welcome your response to this proposal in consideration as architects for this project. Sincerely, V 01 ARCHITECTS Er e`'r. \an Roon,AlA Pri ipal EVR/am 3 1 • Introduction VAN ROON ARCHITECTS Diversity VAN ROON ARCHITECTS is a broadly experienced firm whose principal, Ernest J. van Roon,AIA draws a broad based diciplanary experience ranging from custom and multi-family residential developments to the complexity of multi-story office buildings, research laboratories and centers for the performing arts. With an emphasis on commercial development and educational facility planning, VAN ROON ARCHITECTS has strived to provide its clients with a high level of commitment to both design and a close attention to the specific requirements of its individual clients In this way, each project is treated as if it is our first, with full and complete attention paid to the client's objectives and needs. It is with this spirit with which we would approach the project under consideration. Organization We believe that in order to maintain proper continuity with a client's program requirements, it is imperative that the principal of the firm remain the key individual on the project throughout the duration of the work. As such, the client can be assured of the most effective communication of information to the project team. Our past expirience has shown us that this approach has yielded the most success projects and, perhaps, accounts for the high percentage of commissions we receive from repeat or referral clients. Design Good architecture and planning results from the close communication between the Architect and Client. However, we strongly believe that design involves much more than a visually pleasing solution. Functional and technical excellence are imperitive. Our projects serve to demonstrate the diverse range of planning problems which we have solved and our firm respects the intellectual discipline, attention to detail and close communication that this project will require. As architects,we.have been successful in accomodating many complex programs involving major engineering, design, high technology solutions and tight budgets and sites. We are committed to providing the best value to the client and we believe foremost in solving the requirements and stated objectives of the Client's program entirely. This success is evidenced by the awards that our projects have received as well as our excellent client references. Finally, as architects for your project, we offer you our commitment to devote our undivided attention, talent and experience to your project. Scheduling Our work on this project will be scheduled to comply with reasonable deadline dates. It will be our function to expedite the completion of each stated phase of this project to meet target dates established by mutual agreement between all parties concerned. Any delays in the program that may result from forces beyond our control, will be brought to the Client's attention as the basis for revising the scheduled completion date. 1 i INTRODUCTION It is our understanding that the city of Huntington Beach wishes to locate a branch library on to the site of the Oakview Elementary School. The proposed location of the site consists of an approximate 112'x124' asphalt paved parking area adjacent to the main administation building which is bounded by an existing chain link fence. It is our further understanding that that this area will be re-paved and re-striped for the re-allocation of of parking to include approximately fifty-five (55) new standard parking stalls with two (2) handicapped stalls, bicycle racks, an enclosed trash dumpster and a fire department required off site fire hydrant. Since it is not anticipated that the city's intent to make this facility accessable to the campus proper, it will remain fenced off from from the school so as to not allow direct campus access. It is understood that the City of Huntington Beach does not wish to seek to obtain necessary approvals from the office of the State Architect(OSA)which would otherwise be required should direct student access be desired. An agreement between the City and the School District as to the terms and conditions of the use and access of this facility will be otherwise required so as to mitigate liability concerns by the City for operating a non-OSA approved building on a school campus. Since many important decisions must be made in order to obtain an effectively utilized building and site, it will be our objective as your architects to research and disseminate all available information which will utimately impact the long and short term use of the site in a manner which enhances the site's function as a community center for learning and enlightenment. t of 92 000 it will be our task to With the enherent limitations of a proposed total project budget $ , p P 9 examine possible alternatives which will offer the City the best value for its dollar spent. As such, it is understood that the City wishes to examine three possible options, ascertain the advantages or disadvantages of each option in regards to its effect on long term planning and each will arrive at the recommended solution to be undertaken. Each potential option is hereby examined follows: OPTION A: Option A, to be examined in greater detail, would involve the relocation of an existing 60'x60' modular (DOH approved) modular building which is presently located just off Main Street in the city of Huntington Beach to the Oakview School site and refurbish the interior and exterior as necessary to suite the program for the proposed facility. Since this building has suffered from the effects of neglect and abuse, it will require extensive repair and likely replacement of the roof and heat pump units in order to bring it up to the standards of the anticipated new facility. In addition, as an alternative to re-framing the floor structure to accept the higher design live loads imposed by the book stacks, concrete footings will most likely be required. However, the existing floor design is adequate for reading room and related functions. We took the liberty to contact the original manufacturer of the building and it was determined that this building was originally built in 1981 and that there are five pairs of 4x4 columns within the interior space of the building. These are not currently visible as they were constructed within interior partitions. In addition, it should be noted here that consideration should be given to any possible future anticipated useage of this facility. Since the building is not being OSA approved, this will limit its future use or value to an educational campus. These and other significant cost implications too detail to discuss here, will be fully reviewed prior to making any final conclusions. 2 OPTION B: Option B would involve the lease or purchase (or combination thereof) of a new modular building consisting of a minimum area of 1200 square feet. This may be either of shear or rigid frame design which would be designed, constructed and site located in entirety to function as the proposed facility. If this approach were taken, it may be desireable, unless restricted by time and cost considerations, that this building be constructed and approved to OSA standards. While this may very likely be the most cost effective solution, this option would certainly enhance the value of the building should it be anticipated that it may be displaced, relocated or sold with intention of utilizing it on another school site in the future. Of course, OSA approval time and cost considerations must be taken into account before it can be determined that this option offers the most cost effective approach for the long term. It is our initial opinion that this option will not only offer greater design flexibility with the future in mind, but yield a cost effective facility tailored to the Client's requirements as well as offering a column free interior space. OPTION C: 1 ' Option C will involve the review of the comparative feasibility of the construction of a permanent building. In this case, it is proposed that a site built structure of conventional slab on grade construction yielding a "permanent" building of cost efficient construction means, yet being site specific and inviting to the public be designed to be flexible enough for any anticipated present needsof thelibrary and the school. If this option werepursued, aside from most likely future b ary p being the costliest of the three stated options, it is recommended that this facility be designed and approved in accordance with the requirements of OSA in order to permit the flexibility of the site to accommodate future growth. It should be noted here that the amount of time for processing the the application for a new building with OSA is currently approximately 3-4 months and that in addition, it may be necessary to closely coordinate this effort with the Oceanview School District and State Office of Local Assistance to access the impact this building may have on the school or school district's entitlement for future funding of additional permanent classroom structures as replacement of the modular classrooms currently on the site. Further, with the above points taken into consideration, a new site built building may dictate a completely different approach to this program, wherein the facility serves a dual function of serving the local community as well as being a valuable resource to the school, perhaps freeing up the school's original library as classroom expansion space. many moreinterestingpossibilities not necessarily one can readily see, Option C offers a y available with the other two, particularlly in contrast to the much restrictive use options available with Option A. It is anticipated that further detailed cost analysis must be prepared as convincing evidence not to further pursue other options utilizing modular structures for this facility, especially, Option A in which the not insubstantial cost to repair, retrofit and transport the existing building to the new site. 3 } • 1 • • Scope of Work SCOPE OF ARCHITECTURAL SERVICES Preliminary Client Review: Prior to proceeding with the work as described herein for any of the outlined options, we propose to meet with the Client for the purpose of discussing each of the proposed options in detail, to determine which option may be in the best interest of the Client. We will prepare an overview and preliminary budget for each option for the benefit of the Client in selecting the direction which we will ultimately proceed with and which may best serve the long term interest of the city in its goal of serving the local community. Upon submission of the preliminary review, one of the following options will be selected and we will then proceed with the development of our services, each of which is to be divided into five defined phases of work from preliminary design to final construction and occupancy.These three phases are outlined as follows: OPTION A Work to be Included: A. Preliminary Consultation and Documentation 1. We will meet with the Client to ascertain project program, goals and objectives and obtain all pertinent drawings, data and documentation relative to the existing building and proposed site, which will be necessary to begin preliminary work on the project. 2. We will review the structural design integrity and capacity of the existing building to support the new design loads imposed by this facility. 3. We will prepare site review documentation, topographic survey and soils testing to document site conditions impacting this project, including review of site drainage and possible flooding mitigation measures. 4. Review site utility locations and adequacy to support the project and compatibility of existing electrical service with existing building. B. Design Phase 1. We will meet with all city departments having jurisdiction over this project to determine all requirements affecting the project. If required, we will also meet with the school district to obtain any information which may be important to this project. 2. We will prepare a preliminary site plan and floor plan based upon information provided in the program established by the Client. 3. We will present the design proposal to the Client for review and approval and obtain authorization to proceed with the next phase of work. 4 C. Construction Document Phase 1. We will prepare complete architectural and engineering drawings and specifications defining the full scope and character of the proposed project involving the relocation of the existing modular relocatable building to the proposed elementary school site, including interior partition layout, sitework, utilities parking and all off-site work. 2. We will obtain all required city, county and state approvals affecting the work of this project. 3. We will assist the Client in the preparation of bid documents. D. Project Bidding and Negociation Phase 1. We will assist the Client in the of construction documents for bidding preparation purposes and prepare and issue all necessary bid addenda or clarifications and interpretations to all contractors bidding the project. i with the final selection of in reviewing the bids and assist t 2. We will assist the Client e g contractor. E. Construction Phase • 1. We will provide periodic visits to the site during construction to determine substantial compliance with the approved construction documents. 2. We will prepare and issue project change directives, clarifications and interpretations as requested by the Client or contractor during the course of the work. 3. We will provide certification of contractor requests for payment. 4. We will assist Client in the final walk through of project and prepare contractor punch list and verify completion thereof prior to certification of final payment to the contractor. Work not Included: 1. Preparation of drawings for design and construction of utility upgrade necessary to upgrade on-site electrical and plumbing service to the relocated existing building. 2. Preparation of design and drawings for structural upgrade of the existing building to or wind load cap acity i or re-design of roof for column free interior. increase seismic P tY 9 3. Upgrade existing building to OSA requirements and obtain all OSA approvals. 4. Field measurments and the documentation of"as-built" site plan for use on this project. 5. Preparation of existing utility plan. 5 6. Preparation of models and graphic renderings of proposed facility for presentation. 7. Preparation of drawings for demolition or repair of existing site of modular building to be relocated. 8. Preparation of drawings detailing the dismantling and transportation of existing building. 9. Specifications and drawings detailing the removal and disposal of hazardous materials. OPTION B Work to be Included: A. Preliminary Consultation and Documentation: 1. We will meet with the Client to ascertain project program, goals and objectives and obtain all pertinent drawings, data and documentation relative to the proposed site which will be necessary to begin preliminary work. 2. We will prepare site review documentation, topographic survey and soils testing to document site conditions impacting this project, including review of site drainage and possible flooding mitigation measures. n adequacy to support the project and compatibility with 3. Review site utility locations and a q y pp p ty the needs of the new building. 4. We will meet with local fire department to determine fire protection requirements. B. Design Phase having jurisdiction over this project to determine 1. We will meet with all citydepartments ha i g�u sd with requirements affecting the project. If required, we will also meet w th the school district to obtain any information which may be important to this project. n floorplan based upon information provided 2. We will prepare a preliminary site plan and oo p in the program established by the Client. 3. We will present the design proposal to the Client for review and approval and obtain authorization to proceed with next phase of work. C. Construction Document Phase 1. We will prepare complete architectural and engineering drawings and specifications defining the full scope and character of the proposed project including the location of a manufactured modular relocatable building to the elementary school site, including interior partition layout, sitework, utilities, parking and all required off-site work. Please note that the manufacturer of the modular building will prepare their own structural calculations and drawings for their building. 6 2. We will obtain all required city, county and state approvals affecting this work. 3. We will assist the Client in the preparation of bid documents. D. Project Bidding and Negociation Phase 1. We will assist the Client in the preparation of construction documents for bidding purposes and prepare and issue all necessary bid addenda or clarifications and interpretations to all contractors bidding the project. 2. We will assist the Client in reviewing the bids and final selection of a contractor. E. Project Approval Phase 1. We will coordinate our work with that of the selected modular building manufacturer to enable them to prepare their drawing in accordance with the bid documents for submittal to The Office of the State Architect (OSA) for project approval. 2. We will package the manufacturer's building drawings with our site drawings and will obtain all required approvals from OSA for both the site and building. 3. We will perform all duties required of us as architects of record in accordance with the requirements of Title 24, Part 1 of the State of California Code of Regulations. F. Construction Phase 1. We will provide periodic visits to the site during construction to determine substantial compliance with the approved construction documents. 2. We will prepare and issue project change directives, clarifications and interpretations as requested by the Client or contractor during the course of construction. 3. We will provide certification of contractor requests for payment. 4.We will assist Client in the final walk through of project and prepare punch list and verify completion thereof prior to certification of final payment to the contractor. 5. We will complete all forms and certifications as required by OSA. Work not Included: 1. Preparation of drawings for design and construction of utility upgrade necessary to increase on-site electrical or plumbing service to the new building. 2. Field measurements and the documentation of "as-built" site plan of school site. 4. Preparation of existing utility plan. 7 5. Preparation of models and graphic renderings of proposed facility for presentation. 6. Specifications detailing the removal and disposal of classified hazardous materials. OPTION C Work to be Included: A. Preliminary Consultation and Documentation: 1. We will meet with the Client to ascertain the project program, goals and objectives and obtain all pertinent drawings,data and documentation relative to the proposed site which will be necessary to begin preliminary design work. 2. We will prepare site review documentation, topographic survey and soils testing to document site conditions impacting this project, including a review of site drainage and possible flooding mitigation measures. 3.We will review site utility locations and adequacy to support the project and compatibility with needs of the new building and impact, if any on the existing and future buildings on the site. 4.We will meet with the local fire department to determine fire protection requirements for the building and site, including any required fire hydrant locations that may be required. B. Design Phase 1. We will meet with all city departments having jurisdiction over the this project to determine all requirements affecting the project. If required, we also meet with the school district to obtain any information which may be important to integrating this project on the school site. 2. We will prepare preliminary site and floor plans and elevations of the new building based upon information provided in the program established by the Client. 3. We will present the design proposal to the Client for review and approval and obtain authorization to proceed with the next phase of work. 4. If requested, we will prepare models, renderings and any other graphic presentations as a means of conveying the design intent of the project. C. Construction Document Phase 1. We will prepare complete architectural and engineering drawings and specifications defining the full character and intended scope of the new proposed project including the location of the building relative to the elementary school site, including interior partition and casework layout, site work, utilities, parking and all required off-site work necessary to convey the full design intent for bidding and construction purposes. 8 2. We will obtain all required city, county and state approvals affecting this work. 3. We will assist the Client in the preparation of bid documents. D. Bidding and Negociation Phase: 1. We will assist the Client in the preparation of documents for bidding purposes and prepare and issue all necessary bid addenda or clarifications and interpretations to Client and all contractors bidding the project. 2. We will assist the Client in reviewing the bids and final selection of a contractor for the project. E. Construction Phase 1. We will make periodic visits to the site during the course of construction in order to determine substantial design compliance with the approved construction documents. 2. We will prepare and issue project change directives, clarifications and interpretations as requested by the Client or contractor during the course of construction. 3. We will provide verification and certification of contractor requests for payment. 4. We will assist the Client in the final walk through of the project and prepare a punch list of items to be corrected and verify the completion thereof prior to approval of occupancy and certification of final payment to the contractor. 5. We will provide reproducible record drawings to Client reflecting the facility as constructed by the contractor. Work Not Included: 1. Field measurements and the documentation of "as-built" site plan of the school site (to be provided by the School District). 2. Preparation of existing utility site plan. 3. Preparation models and graphic renderings of proposed design for presentation. 4. Specifications detailing the removal and disposal of classified hazardous or toxic materials from the proposed site. 5. Landscaping and irrigation design and drawings. 9 � I A Fees FEES Conditions: The outline of work and proposed fees for this project are based upon our best understanding of the proposed scope of this project and the anticipated project budget. Our ultimate effectiveness on this project will depend on the communication between members of our organizations.The full cooperation of the designated representative of your organization in scheduling meetings and making prompt decisions on our design submissions will permit the successful completion of the program within the outlined work and schedule intended by our agreement. Should the scope of the program or the anticipated conditions be modified significantly during the progress of this project, we reserve the right to request in writing an adjustment to the fees as quoted. Reimbursable Expenses: VAN ROON ARCHITECTS is to be reimbursed for all photocopying, printing, governmental fees, long distance telephone charges, postage/handling and messenger charges incurred in the conduct of the work. We agree to provide a maximum of twenty (20) sets of construction documents for bidding and construction purposes as well as one set of reproducible Record Drawings. Additional Services: Work requested and authorized by the Client beyond the Scope of Services as described herein or as othrwise agreed to, will be considered as Additional Services and will be charged in accordance with the attached scheduled hourly rates. Engineering services provided in conjunction with Additional Services will be charged as scheduled for reimbursable expenses. Professional Fees: Fees for professional services rendered in connection with the Scope of Services will be charged in accordance with the attached fee schedule. 10 PROFESSIONAL FEES Initial Client Review: Professional services provided under this work description will be performed on a time and material basis in accordance with the attached Schedule of Hourly Rates. We propose to provide these services against a mutually agreed upon not to exceed amount. OPTION A: Relocation and refurbishing of existing 60'x60' modular building (Includes: Architectural, structural, survey, soils testing, mech'I, and electrical design) A. Preliminary Consultation and Documentation Phase: $ 1,425.00 B. Design Phase: 4,875.00 C. Construction Document Phase: 5,595.00 D. Bidding And Negociation Phase: 285.00 E. Construction Phase: 670.00 Total Fees: $12,850.00 OPTION B: New 1400 s.f.+ modular library building (Includes: Architectural, structural, survey, soils testing, mech'I and electrical design) A. Preliminary Consultation and Documentation Phase: $ 1,405.00 B. Design Phase: 5,108.00 C. Construction Document Phase: 3,450.00 D. Project Bidding and Negociation Phase: 288.00 E. Project (OSA) Approval Phase: 475.00 F. Construction Phase: 625.00 Total Fees: $11,401.00 OPTION C: New approx. 1600 s.f.+ site built library building (Includes: Architectural, structural, survey, soils testing, mech'I and electrical design) A. Preliminary Consultation and Documentation Phase: $ 2,070.00 B. Design Phase: 5,755.00 C. Construction Document Phase: 9,335.00 D. Project Bidding and Negociation Phase: 550.00 E. Construction Phase: 1,950.00 Total Fees: $19,660.00 Standard Hourly'Rates: Principal/Project Director: $75.00/hr Designer: $65.00/hr Draftsperson: $52.00/hr Administrative/Clerical: $32.00/hr Reimbursable expenses (Including additional engineering): cost +10%