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Walker Parking Consultants - 2015-08-17
Dept ID PW 15-051 Page 1 of 2 Meeting Date 8/17/2015 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 8/17/2015 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A Wilson, City Manager PREPARED BY: Travis K Hopkins, PE, Director of Public Works Janeen Laudenback, Director of Community Services SUBJECT: Approve and authorize execution of Professional Services Contract with Walker Parking Consultants in the amount of $163,700 for the Main Promenade Parking Structure Statement of Issue Professional Services are required to implement improvements for the Main Promenade Parking Structure, therefore, a professional services contract with Walker Parking Consultants is proposed Financial Impact $163,700 is available from Account No 31445003 82800 Recommended Action Approve and authorize the Mayor and City Clerk to execute "Professional Services Contract ' Between The City of Huntington Beach and Walker Parking Consultants For The Main Promenade Parking Structure" in the amount of $163,700 Alternative Action(s) Do not approve this agreement and direct staff on how to proceed Analysis In early 2015, the City Council authorized $1 5 million be allocated towards improvements to the Main Promenade Parking Structure Shortly thereafter, the City entered into a Professional Services Contract with Walker Parking Consultants to complete maintenance and operations plans based upon their evaluation of the condition of the parking structure The study performed by Walker Parking identified approximately $3 million in minor structural and other preventative maintenance recommendations to increase the life of the structure as wall as improvementsito elevate the security and overall experience for residents and visitors j In order to implement and prioritize the recommendations, given the available funding currently budgeted, it is necessary to take the next step to have plans and specifications developed To that end, staff is recommending entering a professional services contract with Walker Parking Consultants Walker Parking Consultants was recently selected by the City of Pasadena, through a Quality Based Selection process, to perform similar professional services In that process, proposals were received from the following companies • Kitchell • BRJ & Associates Item 9. - I HB -80- Dept ID PW 15-051 Page 2 of 2 Meeting Date 8/17/2015 • Walker Parking Consultants • Harris & Associates • SAA Associates • Citadel CPM In an effort to efficiently procure the needed professional services for the Main Promenade Parking Structure, Staff is recommending Walker Parking Consultants continue their efforts in accordance with Chapter 3 03 of the Huntington Beach Municipal Code Environmental Status Not applicable Strategic Plan Goal Enhance and maintain infrastructure Attachments) 1 Professional Services Contract between the City of Huntington Beach and Walker Parking Consultants for the Main Promenade Parking Structure 2 Interagency Agreement/City of Pasadena -Request for Qualifications and Proposals xB -81- Item 9. - 2 L PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND WALKER PARKING CONSULTANTS FOR THE MAIN PROMENADE PARKING STRUCTURE 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 Walker Parking Consultants, a Michigan corporation hereinafter referred to as "CONSULTANT" WHEREAS, CITY desires to engage the services of a consultant to provide consulting services for the Main Promenade Parking Structure, 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 I SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference These services shall sometimes hereinafter be referred to as the "PROJECT " CONSULTANT hereby designates Ray Charbonneau who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement 2 CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement agree/ surfnet/professional svcs mayor 1 of 11 10/12 3 TERM, TIME OF PERFORMANCE Time is of the essence of this Agreement The services of CONSULTANT are to commence on , 20_,4:r (the "Commencement Date") This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein All tasks specified in Exhibit "A" shall be completed no later than three (3) years from the Commencement Date The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein 4 COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed One Hundred Sixty -Three Thousand Seven Hundred Dollars ($163,700) 5 EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained 6 METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." agree/ surfne0professional svcs mayor 2 of 11 10/12 7 DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first These materials may be used by CITY as it sees fit 8 HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) ansmg out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT 9 PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars agree/ surfnet/professional svcs mayor 3 of 11 10/12 ($1,000,000 00) per occurrence and in the aggregate The above -mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000 00) or less is permitted A claims -made policy shall be acceptable if the policy further provides that A The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements) B CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims ansmg from work performed in connection with this Agreement If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY 10 CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement, the certificate shall agree/ surfnet/professional svcs mayor 4 of 11 10/12 A provide the name and policy number of each carrier and policy, B state that the policy is currently in force, and C shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice, however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance heremabove required 11 INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY 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 agree/ surfnet/professional svcs mayor 5 of 11 10/12 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 heremabove 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 heremabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or agree/ surfnet/professional sves mayor 6 of 11 10/12 other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U S certified mail -return receipt requested TO CITY City of Huntington Beach ATTN Todd Broussard 2000 Main Street Huntington Beach, CA 92648 17 CONSENT When CITY's consent/approval TO CONSULTANT. Walker Parking Consultants Attn• Ray Charbonneau 606 Olive Street, Suite 1100 Los Angeles, CA 90014 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 agree/ surfnet/professional svcs mayor 7 of 11 10/12 covenants and provisions of this Agreement No covenant or provision shall be deemed dependent upon any other unless so expressly provided here As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parries have no right to contract, then the latter shall prevail, and the provision of this i 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 i 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 agree/ surfnet/professional Svcs mayor 8 of 11 10/l2 CITY, and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT 24 ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailmg 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 herembelow 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 28 ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this agree/ surfnet/professional svcs mayor 9 of 11 10/12 Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof 29 EFFECTIVE DATE i This Agreement shall be effective on the date of its approval by the City Council i This Agreement shall expire when terminated as provided herein IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by I and through their authorized officers agree/ surfnet/professional svcs mayor 10 of 11 10/12 CONSULTANT, WALKER PARKING CONSULTANTS COMPANY NAME By` qv�C rf:A6tj pnnt name ITS (circle one) Chairman/Presiden ice President AND By 4'4a4-0 L/jane-s 4 oeew4m� pnnt name ITS (circle one) Secretary ief Fi�nancia-rice Asst Secretary - Treasurer CITY OF HUNTINGTON BEACH, a %-ILy . IL4A. INITIA AND APPROVED Director of Public Works agree/ surfnet/professional svcs mayor 11 of 11 10/12 7 .►i �� APPROVED City Attorney PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND WALKER PARKING CONSULTANTS FOR THE MAIN PROMENADE PARKING STRUCTURE Table of Contents 1 Scope of Services . 1 2 City Staff Assistance 2 3 Term, Time of Performance 2 4 Compensation 2 5 Extra Work 2 6 Method of Payment 3 7 Disposition of Plans, Estimates and Other Documents 3 8 Hold Harmless 3 9 Professional Liability Insurance 4 10 Certificate of Insurance 5 11 Independent Contractor .6 12 Termination of Agreement 6 13 Assignment and Delegation 6 14 Copynghts/Patents . 7 15 City Employees and Officials ... 7 16 Notices 7 17 Consent 8 18 Modification 8 19 Section Headings 8 20 Interpretation of this Agreement 8 21 Duplicate Original 9 22 Immigration .9 23 Legal Services Subcontracting Prohibited 9 24 Attorney's Fees 10 25 Survival ...... 10 26 Governing Law 10 27 Signatories 10 28 Entirety 10 29 Effective Date 11 EXHIBIT "All 606 South Olive Street, Suite 1100 WALKER Los Angeles, CA 90014 PARKING CONSULTANTS Office 213 488 491 1 Fax 213 488 4983 www walkerparking corn July 2, 2015 (REVISED July 22, 2015) Mr. Todd Broussard City of Huntington Beach Transmitted via email: tbroussard@surfcity-hb.org Re Proposal for Restoration Construction Documents Main Promenade Parking Structure Huntington Beach, CA Dear Todd: As requested, Walker Parking Consultants ("Walker") is pleased to submit for your review the following proposal to provide restoration construction documents for the Main Promenade Parking Structure in the City of Huntington Beach. The following is based on our current understanding of the project and outlines our scope of services, professional fee and project schedule. PROJECT UNDERSTANDING The City of Huntington Beach's 825-space Main Promenade Parking Structure ("Structure") is the largest parking structure serving the Downtown area and was by over 25 years ago Walker performed an evaluation of the structure earlier this year to determine the current condition and provide a 10-year budgeting forecast for repairs and maintenance. Based on recent phone conversations with you, the City wants to move forward with implementation and has budgeted approximately $1,500,000 for the repairs including engineering and contingency Based on this budget, we have recommended a repair plan that would meet this budget which identifies specific work items from our 10-year plan. Two of the items scheduled for 2015 included engineering investigation of the post -tensioned cables lin specific locations and a lighting study ($25,000 and $9,500 respectively). A breakdown of these costs is as follows. m \proposals\6 restorahon\govemment\city of huntington beach\ltr proposal hb_072215 docx WALKER PARKING CONSULTANTS Mr Todd Broussard July 2, 2015 Pag6 2 Work Item Cost I Repair Items see item list below 1,120,500 Contingency 10% 112,050 General Conditions 8% 89,640 Walker Fee from fee table 163,700 TOTAL $1,465,690 i Specific repair Items (and year recommended) from the 10-Year Budget Forecast f'or the project Include. Life Safety: 1.2 Barrier Cable Repair (2015) 1.3 Remove Loose Overhead Concrete (2015) Structural Work Items: 2 1 Post -Tension Reinforcement Investigation (2015) 2.2 Post -Tension Reinforcement Repair Allowance (unknown cond) (2015) 2.3 Post -Tension Reinforcement Repair Allowance (known cond.) (2015) 2.4 Shear Wall Repair - Epoxy Injection (2015) 2 5 Floor Slab Epoxy Injection (2015) Concrete Work Items: 3 1 Floor - Partial Depth (2015) 3.2 Floor - Full Depth (2015) 3 3 Floor - SOG Sidewalk (2015) 3 4 Beams - Partial Depth (2015) 3.5 Walls - Partial Depth (2015) 3.6 Columns - Injection (2015) 3.7 Column Repairs (2015) Waterproofing Work Items: 4.1 Rout & Seal Cracks (2015) 4 2 Control Joint Sealants (2015) 4 3 Sealants at Stair Towers (2016) 4 4 Cove Sealant (2016) 4 5 Traffic Topping Membrane - Top Level (2016) 4.6 Traffic Topping Membrane - Pour Strips (2015) 4.7 Traffic Topping Membrane - Level 2 Remove/Replace (2016) 4.8 Chemical Grout Injection (2016) Mechanical/Plumbing Work Items. 5.1 Mechanical Allowance (2017) 5.2 Mechanical Repair - Ductwork (2017) 5.3 Exhaust Fan Motor- Replace (2015) 5.4 Clean/Flush Drains & Pipes - (2017) 5.5 Protect HVAC Ductwork - (2017) 46 WALKER PARKING CONSULTANTS Electrical Work Items: 6.4 Lighting Study (2015) Arch/Miscellaneous Work Items: 7.1 Bollards - New (2016) 7.2 Bollards - Replace (2016) 7 6 Paint Columns - Elastome6c (2016) 7 10 Repair EFIS and Flashing ((2016) 7 11 Repair Faux Window Frames (2016) 7 12 Sign/Mark Pedestrian Egress at Entrance (2015) 7.13 Paint Traffic Markings (2016) 7 14 Miscellaneous Repairs (2015) Stair Towers• 8.2 CMU Wall Repairs (2017) 8.3 Replace Doors, Hardware and Frames (2018) 8.4 Center Stair Tower - Replace Treads (2015) Mr Todd Broussard July 2, 2015 Page 3 The following describes our scope of services, schedule and fee for your consideration: SCOPE OF SERVICES TASK I - CONSTRUCTION DOCUMENT PREPARATION 1 1. Meet with City's representatives to confirm the program, confirm the budget and establish lines of communication 1.2 Conduct a detailed field review including measurements and documentation of specific repair quantities, to develop a comprehensive list of work Items and quantities to be included in the bid documents. 1 3 Identify any special details that will affect construction cost and proper Installation of specified materials 1.4. Define boundary conditions and need for any special details that may be required to be included in the repair documents. 1.5. Update the estimate of probable construction cost for the recommended repairs. 1.6. Prepare plans and details for the repair program. Submit progress sets to City's representatives for review at 90% completion of the repair documents. 1.7. Prepare final bid documents and technical specifications and submit to the City for comment. Make any necessary revisions based on comments received from the City. WALKER PARKING CONSULTANTS Mr Todd Broussard July 2, 2015 Page 4 TASK II - POST -TENSIONED CABLE INVESTIGATION 1 2.1. Review available drawings, shop drawings, specifications and materials testing reports, as available to us, to review the type of construction Initially specified. 2.2 Conduct a field examination to assess the physical condition of the structural elements of the post -tensioned concrete. The examination will consist of. a. Visual observation of the slab floor and ceilings for distressed concrete, cracking, concrete cover, exposed tendons, and similar deterioration. b Using an electronic cover -meter, survey selected areas of the supported level to evaluate depth of concrete cover, location of tendons in relation to top of slab and cracks. The magnetic scans will correlate to the exploratory openings described below. 2.3 Plan and coordinate exploratory excavations to assess the current physlc'al properties of the structural slab to observe hidden conditions. The following tests will be considered - a Exploratory test -wells in the top side of the slab in select areas to observe hidden conditions and to fully explore defects detected in the visual survey We expect that up to five test -well areas will be required to document the condition of the post -tensioned tendons. Walker will provide direction and coordination for the excavation of these test -wells. We will engage a local contractor to saw -cut and remove sections of the slab as required. Excavated locations will be patched after completion of our review. b We will direct the contractor to remove grout pocket end caps of the structure at the slab elevation to expose the post -tensioned tendon ends over column lines in select locations of the structure The end pockets of the post -tensioning tendons will be exposed to review and document the condition of the tendon ends and anchorages. c. Openings may also be made at select locations in the soffit of the slab to review the condition of the post -tensioning tendons and conduct a screwdriver test to determine if the tendons have been de -tensioned. These areas will remain open until completion of the repair program. 24. Identify potential structural or safety related conditions if any The City of Huntington Beach will be notified Immediately if such conditions exist 2.5. Compile and analyze field evaluation data to generate repair alternatives, recommendations, and opinions of probable costs of construction. 2.6. Prepare a written and electronic report with summary of observations, including photographs depicting the areas noted in the report, findings and repair recommendations. i WALKER Mr Todd July y 2s20 5 4W PARKING CONSULTANTS Page 5 2.7 Notify the City of an opinion of probable repair cost and revise the repair plan accordingly. Task III - LIGHTING STUDY 3.1 Background Data a Review existing lighting plans from construction drawings of the parking structure. b Obtain lamp information from maintenance personnel. c Obtain an invoice from the electric utility to determine the average utility cost per kilowatt-hour for the facility. 3.2. Field Survey a. Measure the footprint of the parking structure, the column and beam configuration, and the lighting configuration. b Count the different types and number of light fixtures in the garage. c. Determine the light source type and wattage as well as fixture manufacturer and model number if labeled on the light fixture. d. Perform illuminance measurements on the floor directly under 20 to 30 light fixtures in a typical area as well as measurements in obvious dark areas on! a typical level. 3.3. Photometric Calculations a. Utilizing lighting software, perform computer calculations of the initial illuminance at the same locations as the measurements under the light fixtures. b Calibrate the existing light loss factor by dividing the measured illuminance by the theoretical initial illuminance from the computer calculations. c Extrapolate the computer calculations over the entire floor area using the calibrated light loss factor to determine the average, maximum and minimum illuminance. d Determine compliance of the illuminance calculations with current lighting industry standards. 34 Lighting Recommendations a. Determine any upgrades required to comply with current lighting industry standards. b. Evaluate energy -efficient lighting retrofit options including fluorescent lighting, induction lighting and light -emitting diode (LED) lighting. c Provide a 25-year life cycle cost analysis of the lighting retrofit options compared to the existing lighting system including initial cost, maintenance cost and electric utility cost. WALKER 4W PARKING CONSULTANTS Mr Todd Broussard July 2, 2015 Page 6 d Evaluate the potential cost benefit of Incorporating lighting controls for occupancy sensing and daylight sensing to further reduce energy costs. e Determine any federal tax Incentives, federal or state grants or electric utility rebates that may be available for the different lighting retrofit options. 3.5. Deliverables a. Provide a draft report for the City's Initial review and comment. b. Participate in a conference call to discuss the draft report c. Prepare a final report Incorporating City's review comments and provide two (2) copies including drawings Illustrating field lighting measurements, photometric calculations, and life cycle cost spreadsheet. TASK IV - BIDDING SERVICES 41. Provide a list of qualified bidders and assist with solicitation to bidders 4.2. Assist and be present at a pre -bid meeting to answer Contractor questions, and review the limitations and extent of work required by the repair documents. 4.3. Prepare addenda to the bid documents, if required. 4.4. Assist in the evaluation of bids and award of a contract to the successful bidder. TASK V - CONSTRUCTION ADMINISTRATION AND OBSERVATIONS 5.1. Coordinate a pre -construction meeting with the Contractor at the jobsite to review each work item, construction quality control, and phasing of the repair work. 5.2. Review shop drawings and material sample submittals for conformance with the intent of the design documents. 53 Make visits to the job -site at intervals appropriate to the various stages of construction to observe the progress and quality of the contractor's work A total of eight (8) visits, distributed over a construction season of 4 months, are included in our fee estimate The actual number of visits may need to be increased due to City's request or the level of the Contractor's performance. Any additional meetings requested by the City will be billed at our standard hourly billing rates (attached). 5.4. Attend project progress meetings. These will be done in conjunction with scheduled observation trips discussed above. WALKER Mr Todd Broussard 4 2015 PARKING CONSULTANTS July 2, Page ge 7 7 5.5 Issue necessary interpretations and clarifications of the contract documents (including RFI's and Change Orders) and assist in the resolution of problems or conflicts due to unforeseen latent conditions. 5.6. Review Contractor pay -requests and advise the City accordingly. 5.7. Prepare a punch list near project completion and conduct a final project review of punchlist items addressed by the contractor. SCHEDULE We are prepared to begin work 2 weeks after receiving authorization to proceed. We estimate we can complete Tasks II and III within 3 to 4 weeks after commencement of the project Task I design documents to 90% complete within 6 to 7 weeks after commencement of the project for City review. Final bid documents for construction can be completed two (2) weeks after return of one summary of City review comments. The recommended restoration contractors will use the documents that are prepared for bidding purposes The restoration repair work can then be started upon your authorization to the successful Contractor. PROFESSIONAL FEE We propose to provide the Scope of Services for this project on a lump sum fee plus reimbursable expenses basis as described in the following table. Other terms of our agreement will be in accordance with the attached General Conditions of Agreement. i TASK LUMP SUM AMOUNT EST. REIMBURSABLE EXPENSE Task I - Construction Document Preparation $92,000 $3,000 Task II - Post -Tensioned Cable Investigation 24,000* 1,000* Task III - Lighting Study $ 9,000* 500* Task IV - Bidding Services $ 4,000 $ 200 Task V - Construction Admin. & Observations $ 27,000 $ 3,000 TOTAL FEE PROPOSED $156,000 $ 7,700 *From 10-Year Budget Forecast (2015) WALKER 4%F PARKING CONSULTANTS Mr Todd Broussard July 2, 2015 Page 8 We appreciate the opportunity to be of service to the City of Huntington Beach. Please feel free to contact us at 213.488.2911. Sincerely, WALKER PARKING CONSULTANTS l C Daniel R. Johns, P E. Vice President Ray Charbonneau Restoration Consultant Enclosures: General Conditions of Agreement for Restoration Services Standard Billing Rates AUTHORIZATION Trusting that this meets with your approval, we ask that you sign in the space below to acknowledge your acceptance of the terms contained herein, and to confirm your authonzation for us to proceed Please return one signed original of this agreement for our records CITY OF HUNTINGTON BEACH i Accepted by (Signature) Printed Name Title Date i GENERAL CONDITIONS OF AGREEMENT WALKER FOR RESTORATION SERVICES 44 PARKING CONSULTANTS PAGE 9 OF 10 SERVICES Walker Restoration Consultants, as a Division of Walker Parking Consultants/Engineers, Inc (WALKER) will provide the CLIENT professional services that are limited to the work described in the attached letter Any additional services requested will be provided at our standard hourly rates or for a mutually agreeable lump sum fee. Professional services are provided solely in accordance with written information and documents supplied by the CLIENT, and our services are limited to and furnished solely for the specific use disclosed to us in writing by the CLIENT. PAYMENT FOR SERVICES WALKER will submit monthly invoices based on work completed plus reimbursable expenses Reimbursable expenses will be billed at 1.15 times the cost of travel and living expenses, purchase or rental of specialized equipment, photographs and renderings, document reproduction, postage and delivery costs, long distance telephone and facsimile charges, additional service consultants, and other project related expenses Payment is due upon receipt of invoice. If for any reason the CLIENT does not deliver payment to WALKER within thirty (30) days of date of invoice, the CLIENT agrees to pay WALKER a monthly late charge of one and one half percent (1'/2%) per month of any unpaid balance of the invoice OWNERSHIP OF DOCUMENTS All documents prepared or provided by WALKER are and remain the property of WALKER as instruments of service Any use for modifications or extensions of this work, for new projects, or for completion of this project by others without WALKER's specific written consent will be at CLIENT's sole risk i STANDARD OF CARE WALKER will perform the services called for in the attached letter and this agreement in accordance with generally accepted standards of the profession. No other warranty, express or implied, is made WALKER's liability to CLIENT and all persons providing work or materials to this project as a result of acts, errors or omissions of WALKER shall be limited to the fee or $100,000, whichever is greater Any estimates or projections provided by WALKER will be premised in part upon assumptions provided by the CLIENT WALKER will not independently investigate the accuracy of the assumptions. Because of the inherent uncertainty and probable variation of the assumptions, actual results will vary from estimated or projected results and such variations may be material As such, WALKER makes no warranty! or representation, express or implied, as to the accuracy of the estimates or projections. PERIOD OF SERVICE Services shall be complete the earlier of (1) the date when final documents are accepted by the CLIENT or (2) thirty (30) days after final documents are delivered to the CLIENT 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 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, D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement, and E) For all payments include an estimate of the percentage of work completed Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY Such approval shall not be unreasonably withheld If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein 4 Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate Such approval shall not be unreasonably withheld Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement Exhibit B EXHIBIT "B" STANDARD BILLING RATES WALKER FOR RESTORATION CONSULTING SERVICES PARKING CONSULTANTS PAGE 10 OF 10 PRINCIPALS Senior Principal... ................................................. $345.00 Principal................ . ............ ......................................................................... $295.00 i PROJECT MANAGEMENT SeniorProject Manager......................................................................................................... $260.00 ProjectManager .......................................................................................................... $225.00 Assistant Project Manager .............. . ........................................................................ $180.00 PARKING CONSULTANTS Senior Parking Consultant.................................................................................. $260.00 Parking Consultant ......................................................................................... $225.00 Parking Analyst / Planner.......... .. ..... ........... $180.1,00 RESTORATION CONSULTANTS Senior Restoration Consultant ..................................... ... $260.00 Restoration Consultant..................................................................................... $225.00 Assistant Restoration Consultant......................................................................... $180.00 Restoration Specialist . . .................................................................................... $170.00 DESIGN Senior Engineer / Senior Architect........ ... ............................. $245.00 Engineer / Architect ....... ............... ........................... $1 5.0 8 0 Designer. ........... ..... ................. ... .................. ....... ............................. $170.00 TECHNICAL SeniorTechnician ............................................................................................................... $155.00 Technician.... ................................................................................................. $130.00 FieldAuditor . ............................................................................................................. $100.00 SUPPORT Senior Admin Assistant / Business Mgr................................................................. ....... $ 95 00 Administrative Assistant..................................................................................... ........ $ 80.00 REQUEST FOR QUALIFICATIONS AND PROPOSALS PROJECT MANAGEMENT SERVICES September 26, 2014 Item 9. - 45 HB -124- CITY OF PASADENA REQUEST FOR QUALIFICATIONS AND PROPOSALS FOR PROJECT MANAGEMENT SERVICES I Table of Contents NOTICE REGARDING DISCLOSURE_ _ 2 1 INVITATION FOR PROPOSALS 3 2. DEADLINE FOR SUBMISSION rr - --- - - 3 3, MANDATORY PRE -BID MEETING _ 4_ SCOPE OF WORK 3 5_ EVALUATION PROCEDURES AND CRITERIA _. , _ 4 6 CONTENTS OF PROPOSAL __ _ _ _ _ .__ _ _ .. 5 7 FEE AND COST SCHEDULE . _ - - - - -- _ _ _ 8 8 PASADENA LIVING WAGE ORDINANCE _ .. _ .8 9 LOCAL PREFERENCE _ _ _ _ _ - - - 9 10 CERTIFICATE OF INSURANCE _ _ 9 11 STANDARD TERMS AND CONDITIONS.. _ _ _ _ . _ _ ... .9 12_ EQUAL OPPORTUNITY CONTRACTING _ .__ __ .._ 9 13 DEFINITIONS __ _ _ „ 9 14 INSTRUCTIONS AND QUESTIONS _ _ _ _ __ _ _ . _ _ _ 10 15 ADDENDA_ . _ _ __.. -10 16 MISCELLANEOUS REQUIREMENTS _.. , . ,_. _ 10 ATTACHMENTS - -_. _..._ . -- - -. _ - ._ 12 HB -125- Item 9. - 46 NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT All responses to this Request for Proposals (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City At such time as the City Manager recommends a consultant to the City Council, and such recommendation, with any recommended contract appearing on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as 'Trade Secret", "Confidential" or "Proprietary" Each element of a proposal which a proposer desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof Item 9. - 47 xB -126- CITY OF PASADENA REQUEST FOR QUALIFICATIONS AND PROPOSALS FOR PROJECT MANAGEMENT SERVICES 1, INVITATION FOR PROPOSALS The City of Pasadena, Parking Division, is requesting qualifications and proposals to lead to the selection of Protect Management Service firm/individual to provide project management services to the City on various parking facility projects This Request for Qualifications and Proposals ("RFP") describes the scope of services, consultant selection process and minimum information that must be included in response to an RFP 2 DEADLINE FOR SUBMISSION Parties interested in responding are asked to submit 1 original (unbound) and 3 copies (in the format described in Paragraph 6 herein) of a proposal Label the outside of the package "Proposal for Project Management Services, Attention Michael Woolson" Proposals received after the Proposal Deadline will not be accepted by City. Proposal Deadline Wednesday, October 22, 2014 before 5 00 p m. Location City of Pasadena City Clerk's Office 100 North Garfield Avenue, Room S228 Pasadena, CA 91109 Attn Michael Woolson 3. MANDATORY PRE -BID MEETING A mandatory pre -bid meeting will be held on Wednesday, October 8, 2014, at 10:00 A.M. to resolve any questions regarding this RFP The meeting will be held in the Grand Conference Room located in the basement of City Hall at 100 North Garfield Avenue, Pasadena, CA 91109 4 SCOPE OF WORK The City is seeking a qualified Project Management Service firm/Individual to serve as a consultant for various project delivery tasks. The consultant shall perform all work necessary (including research) to complete project management services for various parking facility projects The City may decide to retain more than one Project Management Service firm/Individual to manage different projects. Listed below are the basic services that will be required for various projects They include, but are not limited to A Master Program Scheduling A. Business Plan Review B. Initial Planning Sessions B Pre -Construction Phase A Scope Development B Budget Development HB -127- Item 9. - 48 C Consultant Selection I Management D Design Related Tasks E Cost Estimating F_ Constructability Review Analysis G Value Engineering H Bid and Award C Construction Phase A Contractor Coordinator B Field Management / Construction Monitoring C_ Quality Assurance f Quality Control D Change -Order Review and Negotiations E_ Claim Preventions and Negotiations D Close -Out Phase A Punch List B Owner and Maintenance Manuals C As -Built Plans D Move Coordination E. Other Services A. Partnering B_ Community Outreach 5 EVALUATION PROCEDURES AND CRITERIA Evaluation of the proposals will be based on the competitive selection process, in which the evaluation of proposals will not be limited to price alone Experience in large and small projects will also be considered in the selection process A Selection Criteria The competitive selection evaluation criteria are as follows 1) Qualifications based an Project Management 30% experience with large and small parking facility projects in the last ten years, References 2) Project Management experience on local 30% Government parking facility projects 3) Project implementation _approach, ability to perform, and 30% key personnel's experience 4) Local Business Preference 5% 5) Small and micro -business preference (Proposers 5% that have been certified by the state of Caiifomta as a small or micro -business) Tota l 100% 4 Item 9. - 49 HB -128- The City reserves the right to request additional information which, in the City's opinion, is necessary to evaluate the firm's qualifications, experience, number of qualified employees, and business organization, along with the adequacy of the financial resources committed to perform the services required for the project B Selection/Negotiations of Fee/Engagement process The City will review all proposals rnrtially to verily that the proposal contains the mandatory information set forth in this RFP The City's goal is to select the firm that clearly displays the ability to competently and expeditiously implement the Program After determining the firms who provided the mandatory information, the firms will be ranked in terms of qualifications. Upon selection of the most qualified firm, City will attempt to negotiate a mutually agreeable professional agreement with the most qualified firm at a price that the City Manager determines to be fair and reasonable_ Negotiations will be limited to the fee only, the terms and conditions of the Standard Contract are not subject to negotiation in the event the City is unable to negotiate a satisfactory contract with the firm considered most qualified, negotiations with that firm shall be formally terminated The City Manager shall then undertake negotiations with the second most qualified firm. Failing to reach accord with the second most qualified firm, the City Manager shall terminate negotiations and commence negotiations with the third most qualified firm Should the City Manager be unable to negotiate a satisfactory contract with any of the qualified firms, the City Manager shall select additional firms in order of their competence and qualifications and continue negotiations, or take whatever other actions are deemed to be in the best interest of the City Upon reaching a satisfactory agreement the City Manager will make a recommendation to the City Council for award of the contract The consultant shall commence services upon the execution of a Contract by the City. The City reserves the nght to select the firm, which in its sole judgment best meets the needs of the City. 6 CONTENTS OF PROPOSAL Consideration of proposals by the City is contingent upon the submission of the mandatary informat►on identified in this paragraph Failure to include any information item or to complete any form listed or referenced in this RFP could result in the rejection of the proposal without further consideration by the City Additional and supplemental information may be submitted in so far as it pertains and clarifies the data sought by this RFP All information required by the RFP shall be completely and fully provided Any proposal not accompanied by all information required and beanng the signature of the firm's duly authorized representative under penalty of perjury may cause the proposal to be rejected If the City determines that any information provided in the proposal is false or -misleading, or is incomplete so as to be false or misleading or if the firm fails to meet the essential requirements for qualifications, the City may reject the proposal. The information requested is mandatory For ease of review and to facilitate evaluation, the proposal submitted for this Project must be organized in order as follows A COMER PACE Indicate the name of the firm or association and the project title. E HB -129- Item 9. - 50 B COVER LETTER This letter shall provide a brief introduction including the name and address of the proposing firm and name, title, address, email, telephone number and fax number of the person(s) authorized to representthe firm. The California license or registration number of the responsible principal and the name of the person who will serve as the City s lead Contact shall be included. The letter shall be signed by an officer of the firm who is responsible to bind the firm to all commitments made in this Proposal C ORGANIZATION -OF FIRM (1) Information pertaining to the structure and organization of the firm, including the name of the sole proprietor, corporation or, if a partnership or joint venture, the names of all individuals and firms which constitute the corporation, partnership or joint venture- (2) Provide specific information concerning your firm in this section Include the firm size, number and type of professional staff, number of years in the business and the location where the work will be performed (3) If two or more firms involved in an association or a joint venture for this project, provide information concerning past associations and outline the working relationship for this project between the firms, e.g , indicate where management and responsibility reside and quality control, design and production coordination will be performed D RELATED EXPERIENCE For evaluation purposes, please provide statement of qualifications and list of your firm's major projects as a program manager For evaluation purposes, please provide list of your firm's major projects as a program managerwith local governments In each case provide pertinent data, including type of building, and size of project, building owner with contact, architect with contact, date completed, and cost of construction E KEY PERSONNEL Please provide the name(s) of all personnel who will be specifically assigned to this project and indicate the amount of time each person will spend on each of the major tasks within each of the two components outlined in the Scope of Services identify the roles of each person assigned and provide a summary of their relevant experience in these roles Also, please provide background information for each person assigned to this project, including education and previous experience F PROJECT APPROACH AND WORK SCHEDULE Scope of Work Please provide a detailed description and task outline of how you will accomplish the scope of work Indicate products or results, for each major task. The submiitter should consider the Scope of Services as a minimum guide for submission, modifications to better accomplish the objectives will be considered G WORK LOAD R Item 9. - 51 HB -130- Please provide present workload of the designated key person, and scheduled time for completion of his/her current project (s). H REFERENCES Please provide a minimum of three references for similar projects performed for public agencies, Include a telephone number and the name of a key contact person who worked with the Consultant L INSURANCE Submission of a proposal indicates that the firm currently has, or will, if selected, meet the following insurance requirements set forth in the Agreement including Commercial General Liability Insurance. The consultant shall obtain and maintain occurrence version commercial general liability insurance, or an equivalent form, with a combined single limit of not less than $1,000,000.00 per occurrence Errors and Omissions Insurance_ The consultant shall obtain and maintain for three (3) years after completion of the project, professional liability insurance to protect the City from consultant's negligent acts, errors, or omissions of a professional nature, the total aggregate of consultant's professional liability insurance coverage shall be a minimum of $1,000,000 00 combined single limits with any aggregate dedicated to the project Certificate of Insurance Proof of Insurance is not required to be submitted with the proposal, but will be required prior to the City's award of the contract Licensed Insurer Consultant shall place all such insurance with insurers having an AM Best Company rating of no less than A, with a company licensed to do business in California, and admrtted to the California Department of Insurance unless otherwise approved in writing, by the City J FORMAT All proposals shall be submitted on, (a) White, 81 /2" x 11 ° paper, preferably recycled (b) Printed single or doubled sided K FORMS All proposals shad include the following forms. (attached) EXHIBIT A -EEO Forms EXHIBIT B - Declaration of Non -Collusion by Contractor EXHIBIT C - Living Wage Certification Every contractor shall submit a nondiscrimination certificate in a form acceptable {Farm AA-1) to the City No contract shall be awarded until the consultant has submitted to the city or has on file with the city a nondiscrimination certification acceptable to the city Form 7 xB -131- Item 9. - 52 AA-2 is required to be submitted prior to contract award for projects involving labor or services in excess of $25,000 Form AA-3 is Optional Questions regarding the City of Pasadena's Competitive Bidding and Purchasing Ordinance and EEO policy should be directed to the Department of Finance, Purchasing & Payables Division (626) 744-6755 ' A completed and signed "Declaration of Non -Collusion." (Copy attached) If your proposal does not include all of the above items, It may be deemed non -responsive L_ PROOF OF AUTHORITY If the proposer is a corporation, formal proof of the authority of the officer signing the bidder's proposal to bind the corporation must be submitted with said proposal A copy of the corporate resolution or minutes can be adequate proof A simple letter is not sufficient 7. COST SCHEDULE Upon completion of the evaluation process outlined herein, City will attempt to negotiate a fee with the most qualified firm submitting a responsive proposal that best meets the City's needs. In a separate sealed envelope, indicate the name of the firm outside, and submit the following A Hourly rates of personnel to be assigned to the projects, which will be utilized in the negotiations with the successful Project Management Service firmfindividual PASADENA LiViNG WAGE ORDINANCE This Contract is subject to the City of Pasadena's Living Wage Ordinance Pasadena Municipal Code Chapter 4 11 The Ordinance requires that Contractors providing labor or services to the City under contracts in excess of $25,000 a Pay no less than $10 83 per hour plus medical benefits of no less than $1 91 per hour, or $12 74 per hour without medical benefits to all employees who spend any of their time providing labor or delivering services to the City of Pasadena. Additionally, in January 2015 and each January thereafter the Living Wage rate shall be adjusted by the change in the Consumer Price Index, for the Los Angeles -Riverside -Orange County area, for the most recently available 12 month period. Accordingly, current City Contractors will be required to adjust wage rates no later than July 1st, to remain in compliance o Notify employees who spend any of their time providing labor or delivering services to the City of Pasadena who make less than twelve dollars ($12) per hour of their possible right to the federal Earned income Tax Credit (EITC) under § 32 of the Internaf Revenue Code of 1954, 26 U S C_ § 32, and making available to such employees forms required to secure advance EITC payments The selected Contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City Each record shall include the full name of each employee performing labor or providing services under the contract, job classification, rate of pay and benefit rate 0 Item 9. - 53 xs -132- On August 4, 2008, the Pasadena City Council amended the Living Wage Ordinance such that the provisions of the Living Wage Ordinance may be waived in a bona fide collective bargaining agreement, but only if the waiver is explicitly set forth in clear and unambiguous terms_ If this provision applies, you must provide a copy of the collective bargaining agreement to the City Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the Contract and a basis for penalties stated in Pasadena Municipal Code Chapter 4 11 Questions concerning the Pasadena Living Wage Ordinance should be directed to the Purchasing Division (626) 744-6755 9. LOCAL PREFERENCE The City of Pasadena is committed to promoting the economic health and well being of its residents To this end, Contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions which result from the performance of this Contract and which are performed within the City 10 CERTIFICATE OF INSURANCE Proof of insurance is not required to be submitted with your proposal, but will be required prior to the City's award of the contract A copy of the City standard has been attached 11 STANDARD TERMS AND CONDITIONS Prior to the award of any work hereunder, city and contractor shall enter into the Purchase Order contract (see attached Exhibit D for the standard form of contract) 12 EQUAL OPPORTUNITY CONTRACTING Policy — The City of Pasadena is committed to a policy of Equal Opportunity Contracting. Qualified firms including small businesses and businesses owned by women, minorities, and disabled persons are encouraged to submit bids or proposals Contractors expressly agree to comply with the City's ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this co ntract Compliance — To the extent permitted by law, Contractor expressly agrees to establish compliance with the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to It The successful bidder may be required to submit documentation during the term of the contract to evidence on -going compliance with the Municipal Code. Such documentation may include, but not be limited to certified payroll records Questions regarding the Municipal Code should be directed to the Department of Finance, Purchasing & Payables Division (626)744-6755 13, DEFINITIONS The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California} (B) the several departments therein, (C) the directors of the several City departments, the Director of 9 HB -13;- Item 9. - 54 Affirmative Acton or any of their properly authorized assistants, and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract 14 INSTRUCTIONSAND QUESTIONS Questions regarding this Request for Proposals should be directed only to the person(s) designated below Do not contact any other City employee or official regarding this RFP Michael Woolson 221 E Walnut St Suite 199 Pasadena, CA 91101 (626) 744-7359 E-mail mwoolson(cbcftyofpasadena net 15 ADDENDA If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this Request for Proposals, he/she may submit to the City representative(s) identified in Section 2, above, a written request for an interpretation or correction thereof Any interpretation or correction of City specifications will be made only by addendum, duty issued by the City representative(s) identified in Section 2, above. Copies of such addenda will be mailed or delivered to those persons who have received a set of specifications 16 [MISCELLANEOUS REQUIREMENTS A) Withdrawal Of Proposal Any proposer may withdraw its proposal, either personally or by telegraphic or written request at anytime prior to the deadline for submission of proposals B) Firm Commitment Of Availability Of Service Once a proposal is submitted, a proposer is expected to maintain an availability of service as set forth in its proposal for at least four (4) months after submission deadline C) Reservations The City reserves the right to reject any or all proposals and any item or items therein, and to waive any non -conformity of proposals with this RF'P, whether of a technical or substantive nature, as the interest of the City may require D) Declaration of Eton -Collusion Each proposer shall submit a single copy of the Declaration of Non -collusion included herein (Exhibit B, hereto, entitled "Declaration of Non -Collusion by Consultant") 10 Item 9. - 55 xB -134- E) Documents to Be Construed Together The RFP, the Proposal, the Non -Collusion Decfaration, and all documents referred to in the complete RFP and the contract to be entered into between the Consultant and the City, and all modifications of said documents, shall be construed together as one document F) Errors and Omissions Proposer and/or the Contractor shall not be allowed to take advantage of any errors in or omissions from in the Request for Proposals Full instructions will be given if such error or omission is discovered and timely called to the attention of the City G) RFP Not Contractual Nothing contained in this Request for Proposals shall create any contractual relationship between the proposer and the City The City accepts no financial responsibility for costs incurred by any proposer regarding this RFP H) Patents Fees, Patent, Copyright, Trade Secret and Trademark Fees Each proposer shall include in the proposal any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work. I) Taxes The fee shall include all federal, state, local and other taxes J) Acceptance of Conditions By submitting a response to this RFP, each respondent expressly agrees to and accepts the following conditions 1. The City reserves the right to request further information, either in writing or orally, to establish the stated qualifications 2. The City reserves the right to solely judge the respondent's representations, either written or oral, and to solely determine whether the respondent is qualified to perform the work pursuant to the evaluation acknowledges and agrees that the Judgment of the City as to whether or not the respondent is qualified to perform the project shall be final, binding and conclusive. 3. The City reserves the right to reject all submittals, waive any irregularity in any of the responses, or cancel the project at any time 4 The RFP process does not commit the City to award any contract and the City is not liable for any cost incurred by the respondent in the preparation and submission of a qualification 5 Truths and Accuracy of Representation In submitting a proposal, the submitter affirms that they are familiar with all requirements of this RFP and has sufffcaently informed themselves in all matters. 11 HB -135- Item 9. - 56 affecting the performance of the work or the furnishing of labor, supplies, materials, equipment or facilities called for in this RFP Submitters also affirm that they have checked their qualifications for errors and omissions and the stated prices are correct for providing the services described in this RFP False, incomplete and / or unresponsive statements may be sufficient cause for rejection of a respondent_ The evaluation and determination of the fulfillment of this requirement will be the City`s responsibility and their judgment shall be final ATTACHMENTS EXHIBIT A - EEO Forms EXHIBIT B - Affidavit of Non -Collusion by Contractor EXHIBIT C - Living Wage Certification EXHIBIT D - Sample Service Contract and Terms and Conditions END OF DOCUMENT 12 Item 9. - 57 HB -136- "EXHIBIT. A `- xB -137- Item 9. - 58 March 23, 2015 TO. Honorable Mayor and City Council FROM: Department of Transportation SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT WITH WALKER. PARKING CONSULTANTS FOR PROJECT MANAGEMENT SERVICES FOR PARKING FACILITIES MAINTENANCE PROJECTS RECOMMENDATION: It is recommended that the City Council, 1. Find that the following proposed actions are exempt from review pursuant to the California Environmental Quality Act ("CEQA'), pursuant to State CEQA Guidelines Section 15061 (b) (3), 2 Authorize the City Manager to enter into a contract with Walker Parking Consultants for protect management services for maintenance in the City's parking garages and surface lots in an amount not to exceed $630,000 Competitive bidding is not required pursuant to City Charter Section 1002(F), contracts for professional or unique services_ In 2012 the Department of Transportation completed a garage assessment survey to identify capital improvements and maintenance for the nine City owned garages A 10-year repair and maintenance program was established for the garages. Emergency items identified in the survey have been addressed, but the remaining items have also been on hold pending funding availability In 2013, the off-street parking garage operations were reorganized and consolidated into a single Off -Street Parking Fund, the economies of which resulted in sufficient fund balance being available in 2014 to move ahead with the parking garage maintenance projects The Department of Transportation w1l be managing this project, as the workload required exceeds the availability of Public Works staff To assist staff in this effort, an September 26, 2014, the Department of Transportation released a Request for Proposals to solicit proposals for project management services for construction projects in City -owned parking facilities 03/23/2015 AGEN10A IT_vi ,a0_— 3_-- _ ___-- Item 9. - 59 HB -138- Project Management Services Contract Award March 23, 2015 Page 2 of 5 As stated in the Cty's RFP, the contractor shall provide project management services at various City -owned parking facilities A summary of the core services to be provided includes_ A Master Program Scheduling a Business Plan Review b. initial Planning Sessions B Pre -Construction Phase a Scope Development b Budget Development c Consultant Selection Assistance/Management d. Design Related Tasks e. Cost Estimating f Constructabiliity Review Analysis g Value Engineering h Bid and Award Assistance C. Construction Phase a Contract Coordination b Feld Management/Construction Monitoring G Quality Assurance/Quality Control d. Change -Order Review and Negotiation Assistance e Claim Preventions and Negotiation Assistance D Close -Out Phase a Punch List b_ Owner and Maintenance Manuals c. As -Built Plans d Move Coordination E. Other Services a. Partnering b. Community Outreach Representatives from 16 companies attended the mandatory Pre -Proposal meeting held on October 8, 2014. On October 22, 2014, the following six companies submitted proposals. • Kitchell, Costa Mesa, CA • BRJ & Associates, Pasadena, CA • Walker Parking Consultants, Las Angeles, CA • Hams & Associates, Los Angeles, CA • SAA Associates, Pasadena, CA • Crtadel CPM, Pasadena, CA HB -139- Item 9. - 60 i Project Management Services Contract Award March 23, 2015 Page 3 of 5 These proposals were then evaluated based on the following criteria Criteria Weight Qualifications based on Project Management Experience with large and small parking facility projects in the last ten 30 pts ears; References Protect Management experience on local Government 30 pis parkin facia projects Protect implementation approach, ability to perform, and 30 pts key ersonnel's experience Local Pasadena Business Preference 5 pts Small and Micro -Business Preference 5 pts Total 100 pts The proposals were reviewed and evaluated by a committee consisting of representatives from the Departments of Transportation, Planning and Community Development, and Public Works The top three scoring companies were invited to participate in an interview to further review qualifications and determine the final rankings. The table below provides the average total score received by each of the top three companies: Company Score Walker Parking Consultants 83 KAchell 74 BRJ & Associates 69 The proposal by Walker Parking Consultants was rated highest on the basis of the firm's extensive Protect Management Experience with parking facilities and their comprehensive Project Implementation approach along with key personnel's experience Walker Parking Consultants was awarded the highest score by each of the evaluation committee members On this basis staff recommends award of the contract to Walker Parking Consultants From a historical perspective, Walker Parking Consultants has on -gang or has completed the following assignments with the Department of Transportation; In 2013, the firm was initially retained as a sole source in the City's best interests to review the technical requirements for the proposed Parking Guidance System (PGS) CIP protect. Subsequently their role was expanded to assist in the development of an RFP (for the PGS) due to their familiarity with the project for a total amount of $37,000 from FY2014 through FY2015 The work is complete. Their role in developing the RFP precludes them from bidding on the PGS project. • In 2013, the firm designed a layoutfor the installation of new lighting in the Del Mar Garage. The firm was selected as a sole source in the CAYs best interests because of their familiarity with the Del Mar Station Garage having just completed the Garage Assessment Protect The total cost of this purchase order was $2,950 and was completed in 2013, Item 9. - 61 HB -140- Project Management Services Contract Award March 23, 2015 Page 4 of 5 • In 2010, the firm was selected through a Request for Proposals to conduct the Parking Structure Physical Assessment in nine City owned garages. The total amount spent on this project was $117,481 and was completed in 2011. COUNCIL POLICY CONSIDERATION This project is consistent with the City Council's goal to improve, maintain and enhance public facilities and infrastructure. ENVIRONMENTAL ANALYSIS: The project has been reviewed for compliance with the Cal forma Environmental Quality Act (CEQA) and is exempt per Section 15061 (b) (3) The project is covered by the general rule that CEQA only applies to projects that have the potential for causing a significant effect on the environment The project management contract will not result in any significant effect on the environment, FISCAL IMPACT: Per the terms of the RFP, a maximum value for the work has been obtained through a negotiation process with the recommended firm The not -to -exceed cost of this project management contract with Walker Parking Consultants is $630,000 per the following table Total Base Services $ 542,000 Contingency $ 88,000 Total Cost $ 630,000 It is anticipated that the contract will begin in May 2015 and be completed in April 2016 As would be the case if City staff time were used to conduct this work, the consultant costs will be charged against the capital projects for each parting facility proportional to the level of effort required for each project. Funding for this action will be addressed by utilization of existing budget appropriation from the following Off -Street Parking Facilities' various capital projects ($3,488,366) and operating accounts ($46,266) xB -141- Item 9. - 62 i Project Management Services Contract Award March 23, 2015 Page 5 of 5 Account CIP Project Number Budget Delacey, Schoolhouse, and Mamott Garage Improvements (72151 $510,000 Paseo, Marengo, Los Robles Parking Garage Improvements 2152 $1,440,000 Holly Street Parking Garage improvements (72153� $530,000 Del Mar Station Garage Improvements 72154 $310,000 Plaza Las Fuentes Parking Garage Improvements (72155) $240,000 DeLacey Parking Structure Stairwell Improvements 72156 $155,000 DeLacey/Schoolhouse Parking Structures Lighting Upgrades 2157 $190,000 Playhouse District Parking Structure 5065} $113,366 Total Capital Budget Appropriation $3,488,366 South Lake Parking District 217-774212 $18,091 Union/El Molino Parkin Lot 407-774411 $12,875 Playhouse Parkin Lot 407 774410) $15;300 Total Operating Budget Appropriation $46,266 TOTAL PROJECT BUDGET APPROPRIATION $3,534,632 It is anticipated that the project management costs will be spent in FY 2015 and FY 2016 with the Operating Budget expenditures in FY 2015 and the CIP Budget expenditures in FY 2016. Respectfully submitted, '/�_C •� C7-� FREDERICK C DOCK Director Department of Transportation Prepared by Mich oolsQn Management Analyst I II Approved by s Item 9. - 63 xB -142- SERVICES CONTRACT No. 22,210 THIS CONTRACT is made between the CITY OF PASADENA ("CiV), a municipal corporation, and WALKER PARKING CONSULTANTS, a MICHIGAN corporation with headquarters at 506 DAVIS ROAD, ELGIN, IL 60123 rConsultaniff). The City and Consultant agree as foilovvs- 1.0 aBAPLOYMENTOFCQ_NSULTANT. 11 City a1grees to engage Consultant to Perform the services as hereinafter set forth as authorized by the City Council on March 23,2015, 1.2 The term of this Contract shall be until June SO, 2016, or until the amount of $630,r000, is expended, whichever occurs first. 2 0 SCOPE QF SERVICES. 2.1 Consultant shall perform afl work necessary to completr_- the services set forth in the Request for Proposals dated September 24, 2014 ('Exhibit "A"), and Consultant's Proposal to the City ("Proposar) dated October 22, this 2014 ("Exhibit" B'), both of which are attached to and incorporated into Is Contract by reference, 2.2 All services shall be performed to the satisfaction of City. 2.3 All s-,rvter., shall be Performed accor4ing to the standards glen prevailing in the Professional Engineering profession, Ft-R drc SERV:CCES CONTRACT #00A301282900031 5/07/15 HB -143- Iteffi, 9. - 64 1 3.0 PERaONNI�L. 31 Consultant represents that it employs, or will employ, at its own expense, all personnel required to perm the services under this Contract. 32 Consultant shall not subcontract any services to be performed by it under this Contract without prior written approval of City. 3.3 All of the services -required hereunder will be performed by Consultant or by City -approved subconsultants Consultant, and all personnel engaged in the work, shaft be fully qualified and authorized or permitted under State and local law to perform such services and shall be subject to approval by the City. 4.0 NCE. 4.1 Consultant shall commence its services immechately upon the execution of this Contract, and shall complete the services on or before .tune 30, 2t}1 C. 4.2 The time for performing the services May only be extended in writing by City, and only upon a showing of good cause, in the City's sole discretion. 5.0 COMPENSATI DN AND FEE , 5_1 For satisfactory and tirriely performance of the services provided for hereunder, the City will pay Consultant an amount not to exceed FLR dre '4FA%':E"S CONTRACT #0000128290CQ3,3 5/07JI5 2 Item 9. - 65 HB -144- Six Hundred Thirty Thousand Dollars ($630,000), in accordance with the payment schedule set forth in Exhibit ' C", attached 5.2 Consultant's total compensation under this Contract, including change orders, shall not exceed $630,000 without the prf or authorization of the I City Council. 5.3 Consultant shall, at its sole cost and expense, furnish all necessary and incidental labor, material, supplies, facilities, equipment and transportation which may be requireed for furnishing services pursuant to his Contract. The above Contract fee shall include all professional time and all clerical, administrative, overhead, insurance, reproduction, telephone, air travel, I auto rental, subsistence, and all related expenses 6.0 PAYMENT 6.1 On the first day of each calendar month during the Contract term, Consultant shall submit to the City an invoice for the services completed, auth-onzed expenses, and authorized extra work actually performed or incurred during the immediately preceding calendar month. 6.2 Each such invoice shall state the basis for the amount invoiced, including the services completed, the number of hours spent, reimbursable expenses incurred and any extra work performed_ F1-R . dX C SMVICES CONTRACT 5i4n/15 3 HB -145- Item 9. - 66 6.3 Consultant shall also submit a progress report with each invoice that describes in reasonable detail the services and the extra work, tf any, performed in the immediately preceding calendar month. 6.4 City will pay Consultant the amount Invoiced within thirty (30) days after the City approves the invoice. 6.5 Payment of such invoices shall be payment in €ui3 for all services, authorized costs and authorized extra worts covered by that invoice. 7.0 CHANGE ORDERS. 7.1 There is no change order authority provided in this Contract. � I 8.0 CITY'S RESPONSIBILITY. City shall cooperate with Consultant as may be reasonably necessary for Consultant to perform its services; and will give any required decisions as promptly as practicable so as to avoid unreasonable delay in the progress of Consultant`s services 9.0 GENERAL TERMS AND CONDITIONS, 9.1 INDEPENDENT CONSULTANT. GO A It is understood that in the performance of the services herein provided for, Consultant shall be, and is, an independent Consultant, and is not an agent or employee of City and shall furnish such services in its own manner and method except as required by this Contract. Further, Consultant has and l shall retain the right to exercise full control over the employment, direction, compensation and discharge of all persons employed by Consultant in the CLR-&c SERVICES COMR%CP #DS9O12$230C031 5107/15 4 Item 9. - 67 HB -146- th perlformanc4e of t e services here -under. Consultant shall be solely responsible for, and shall indemnify, defend and save City harmless from all ratters relating to the payment of its employees, including compl iance liance with social security, withholding and all other wages, salaries, bensfits, taxes, exactiol-is, and regulalkons of any nature whatsoever 9, 9.2 Consultant acknowledges that Consultant and any subwnsultants, agents or employees emptoyed by Consultant shall not, under any circumstances, be ccnsidered employees of the alty, and that they shall not be entitled to any of the benefits or rights affordea employees of City, including, Out not linift-ed to, sick leave, vacation leave, Widay pay, Public Employees Retirement System benefits, or health, life, dental, long-term disability or workers' compensation inSUrance benefits 9,2 CONSULTANT NOT AGENT. Except as the City may authorize in writing, Consultant and Ifs subcon-,sultants shall have no authority, I express or implied, to act on behalf of or bind the City in any capacity whatsoever as agents or otherwise, 9.3 OWNERSHIP OF WORi-,. AJI reports, dramngs, plans, "'PeCifications, computer tapes. floppy disks and printouts, studies, memoranda, Computation sheets and other documents prepared by Consultant In f&ftrance of the work shall be the sole PrOPertY of City and shall be delivered to City whenever requested. Consultant shall keep such documents and materials on file FLR drc SERVICES CONTPACT *0000126-2M00031 5/07/15 5 HB -147- Item 9. - 68 and available for audit by the City for at least three (3) years after completion or earlier termination of this Contract. Consultant may snake duplicate copies of such materials and documents for its own files or for such other purposes as may be authorized in wrtting by the City_ Nothing contained in this SECTION 9 3, or elsewhere in this Agreement shall be construed to transfer or convey any interest to the City in :any unique or proprietary plans, details or specifications previously developed by the Consultant on other projects or matters, I 9.4 CORRECTION OF WORK. Consultant shall promptly correct any defeebve, inaccurate or incomplete tasks, deliverables, goods, services and other work, without additional cost to the City. The performance or acceptance of services furnished by Consultant shall not relieve the Consultant from the obligation to correct subsequently discovered defects, inaccuracies or incompleteness, 9 5 WAIVER The City's waiver of any term, condition, breach or default of this Contract shall not be considered to be a waiver of any ether term, condition, default or breach, nor of a subsequent breach of the one waived 9.6 SUCCESSORS. This Contract shalt inure to the benefit of, and shalt be binding upon, the parties hereto and their respective heirs, successors and/or assigns.. 9.7 NO ASSIGN NT. Consultant shall not assign or transfer tips PLR:dre SERVICES CONTRACT #300-1282900031 5/07115 { Item 9. - 69 xB -148- Contract or any rights hereunder without the prior written consent of the City and approval by the City Attorney, which may be withheld in the City's sole discretion. Any unauthorized assignment or transfer shall be null and void and shall constitute a material breoich by the Consultant of its obligations under this Contract. No assignment shall release the original parties or otherwise constitute a novation. 9.8 WS. Consultant shall comply vAh all Federal, State, County and City" laws, ordinames, rules and regulations current at time of Consultant's services, which are incorporated herein and applicable to the performance hereof, including but without limitation the Pasadena Living Wage Ordinance. 9 9 IN RP,RETATl0N- 9 -q— I Awlicable Law- This Contract, and the rights and duties ofe the parties hereunder (both procedural and substantive), shall be governed by and construed according to the laws of the State of Cafifomia, 9 9.2 Entire Aareement. This Contract, including any ExhUts attached hereto, constitutes the entire agreement and understanding between the parties regarding its subject matter and supersedes all prior or contemporaneous negotiations, representations, understandings, correspondence, documentation and agreements (written or oral). 9.9.3 Written Amendment, This Contract may only be changed by Written amendment signed by Consultant and the City Manager or FLR - dxc SERVICES CONTRACT *DODO 12 E1290CU31 5ID7/15 7 HB -149- Item 9. - 70 other authorized representative of the City, subject to any requisite authorization by the City Council. Any oral representations or modifications conceming this Contract shall be of no force or effect, 9.9.4 Severabifity. If any provision in this Contract is held by any court of competent jurisdiction to be invalid, illegal, void, or unenforceable, such portion shall be deemed severed from this Contract, and the remaining provisions shall nevertheless continue in full force and effect as fully as though such invalid, illegal, or unenforceable portion had never been part of this Contract. 9.9.5 4rdgr of Precedence In case of conflict between the terms of this Contract and the terms- contained in any document attached as an Exhibit or otherwise incorporated by reference, the terms of this Contract shall strictly prevail. The terms of the City's Request for Proposals shall control over the Consultant's Proposal. 9.9.6 Choice of Forum. The parties hereby agree that this Contract is to be enforced in accordance with the laws of the State of Cafdornia, is entered into in the City of Pasadena and that all cfaims or controversies arising out F of or related to performance under this Coniracf shall be submitted to and resolved in a forum within the County of Los Angeles at a place to be determined by the rules of the fond. 9.9.7 Duplicate Qngina#s. There shall be two (2) fully signed copies of this Contract, each of which shall be deemed an original PLR.dre SERVICES CONTFUNCT #000012889QC031 5101115 Item 9. - 71 xB - l s o- 9.10 T1K-1E OF ESSENCE_ Time is stnstly of the essence Wth respect to provisions under this Contract and each and every- covenant, term and provision hereof 9.11 SUl<TANT- The Consultant hereby represents and warrants to the City that the Consultant has the right, power, legal capacity and authority to enter into and perform its obligations under this Contract, and its execution of this Contract has been duly authorized. 9.12 ARBITRATi. Any dispute for under $25,000 rinsing out of or relating to the negotiation, construction, per€ormance, non- performance, breach or any other aspect of this Contract, shall be settled by binding arbitration in accordance with the Commercial Rules of the American Arbitration ,association at Los Angeles, California and;udgment upon the award rendered by the Arbitrators may be entered in any court having jurisdiction thereof, The City does not waive Its right to object to the tirneliness or sufficiency of any claim filed or required tc be filed against the City and reserves the right to conduct full discovery. I 9.13 lNDEMNOTY 9.13 1 Consultant agrees to indemnify, hold harmless and defend (even if the allegations are false, fraudulent or groundless), to the maximum extent permitted by law, the City, its City Councfi and each member thereof, and its officers, employees, commission, members and representalives, FLR-arc SMvzcss COM7ACT #0D001 2-9DC0v1 5/4'711-5 t� xB -1 s 1- Item 9. - 72 from any and all liability, loss, suits, claims, damages, costs, judgments and expenses (including attorney's fees and costs of litigadon) which in whole or in part result from, or apse out of, or are claimed to result from or to arise out of: A. any activity on or use of City's premises or facilities or any performance under this Contract; or B. any acts, errors or omissions ('including, without limitation, professional negligence) of Consultant, its employees, representatives, subcansultants, or agents in connection with the performance of this Contract. 9.13.2 This agreement to indemnify includes, but is not limited to, personal injury (including death at any tune) and property or other damage (including, but without limitation, contract or tort or patent, copyright, trade secret or trademark infringement) sustained by any person or persons (including, but not limited to, companies, or corporations, Consultant and its employees or agents, and members of the general public). The sole negligence or willful misconduct of City, its employees or agents other than Consultant or Consultant's subconsultants are excluded from this indemnity agreement. 9.14 €LEASE. Consultant agrees to release and covenants .not to sue the City, its City Council and each member thereof, and its officers, employees, commission members and representatives for any damage- or injury (including death) to Itself, its officers, employees, agents and independent FTA a=c SERVICES CONTRACT #OTODGi282900031 5/ 07115 10 Item 9. - 73 xB -152- CbMultants damaged or claiming to be damaged from any performance under this Contract. 9-15 M-SURANCEE. Consultant shall, at its own expense, procure and maintain Policies of insurance of the types and in the amounts set fc.,th below, for the duration of the Contract, including any extensions theretD. The policies shall state that they afford primary coverage. 9. 15.1 Automobile Liability with minimum limits of at least $100,000/300,000150,000 if written on a personal automobile liability form, for using a Personal vehicle; or an amount of $500,000 including owned, hired, and non -owned liability coverage if written on a Commercial automobile liability form 9.15.2 General Liability with minimum limits of at least $1,000,000 combined single limits written on an Insurance Services office (ISO) Co M-Prehensive General Liability "occWence- form or its equivalent for cover -age on an occurrence basis. Premises/Operations and Personal Injury Coverage is required The City of Pasadena, its directors, commissioners, officers, employees, agents and volunteers must be endorsed on the policy as additional insureds as respects liability arising out of the Consultant's performance of this Contract. A. If Consultant employs other Consultants as part of the services rendered, Consultant's Protective Coverage is required. Consultant may include all subconsultants, as insureds under its own Policy or shall furnish Mlk.drc I $BRVICES CONTRACT #rXDDV!2E2_9,CC031 5/07115 HB - 1533 - Item 9. - 74 separate insurance for each subconsultant, meeting the requirements .set forth herein. B. Blanket Contractual Coverage, C. Products/Completed Operations Coverage. D. Explosion, Collapse and/or underground (X, C, and/or U) coverage. 9.15.3 Professional Errors and Omissions coverage in a sure � of at least $1,000,000 Applicable aggregates must be identified and claims rr I history provided to determine amounts remaining under the aggregate. 9.15.4 Consultant shall comply with the applicable sections of i the California Labor Code concerniN workers' compensation for injuries on the job Compliance is accomplished in one of the following manners: A. Provide copy of permissive self-insurance certificate approved by the State of California; or B. Secure and maintain in force a policy of workers' compensation insurance with statutory limits and Employer's Liability insurance with a minimal limit of $1,000,000 per accident. The policy shall be endorsed to waive all rights of subrogation against City, its directors, commissioners, officers, employees, and volunteers for losses arising from performance of this Contract; or r rR • arm. sZRtICES COWIMCT MIX128290c031 5/07/15 Item 9. - 75 HB -154- C. Provide a "waiver" form cerulfying that no employees subject to the Labor Code's Workers' Compensation provision will be used In performance of this Contract. 9 15.5 Each insurance policy included in this clause shall be endorsed to state that coverage shall not be cancelled except after thirty (30) days' prior written notice to City. 9 15.6 Insurance shall be placed with insurers with a Best's rating of no less than RVIll 9. 15.7 Prior to commencement of performance, Consultant shall furnish City with a certificate of insurance for each Policy. Each certificate is to be signed by a person authorized by that insurer to bind coverage on its behalf The certificate(s) must be in a form approved by City. City may require complete, certified codes of any or all policies at any time. 9.15.8 Failure to maintain required Insurance at all times shall constitute a default and material breach. In such event, Consultant shall immediately notify City and cease all performance under this Contract until further directed by the City In the absence of satisfactory insurance coverage, City may, at its Option. (a) procure insurance with collection rights for premiums, attorneys fees and Costs against Consultant by way of set-off or recoupment from sums due Consultant, at City's opbow, (b) immediately terminate this Contract; or (c) self insure the risk, with all damages and costs incurred, by judgment, settlement or FLR -, arc VICES CONTRKT #00001282900031 5/07/15 13 HB -155- Item 9. - 76 otherwise, including attorneys fees and costs, being collectible from Consultant, by way of set-off or recoupment from arty sums due Consultant. 9.16 NOTICES. Any notice or demand to be given by one party to the other shall be given its writing and by personal delivery or prepaid first-class, registered or certified mail, addressed as follows. notice simply to the City of Pasadena or any other City department is not adequate notice. llf to the City: Frederick C. Dock Director, Department of Transportation City of Pasadena 221 East Walnut Street, Suite 210 Pasadena, GA 91101 If to the Consultant: Dan Johns Vice President Walker Parking Consultants 606 South Oldie Street, Suite 1100 Los Angeles, CA 90014 Any such notice shall be deemed to have been given upon delivery, if personalty delivered, or, if mailed, upon redeipt or upon expiration of three (3) business days from the date of posting, whichever is earlier Either party may change the address at which it desires to receive notice upon giving written notice of such request to the other party F FLR : dre x SERVICES CONTRACT "0001282900031 5//07115 14 Item 9. - 77 HB -156- 917 TERMINATION MR ro ENIENCE (Without Cause) City may terminate this Contract in whole or in part at any time, for any cause or without Cause, upon fifteen (15) calendar days' written notice to Consultant. If the Contract is thus terminated by City for reasons other than Consultant's failure to perform its obligations, City shall pay Consultant a prorated amount basest on the services satisfactorily completed and accepted prior to the effective date of termination Such payment shalt be Consultant's exclusive remedy for termination without cause 9.18 EFAULT In the event either party materially defaults in its obligations hereunder, the other party may declare a default and terminate this Contract by written notice to the defaulting party. T he notice shall sped+ the basis for the defeu[#_ The Contract shall iern3inaie unless such default is cured before the effective date of termination stated in such notice, which slate shall be no sooner than ten (10) days after the date of the malice. Termination for cause shall relieve the terminating party of further liability or responsibility under this Contract, including the payment of money, except for payment for services satisfactorily and timely performed prior to the service of the notice of termftu art, and except for reimbursement of (1) any Payments made by the City for service not subsequently performed in a timely ,and satisfactory manner, and (2) costs incurred by the City in obtaining substitute Performance. FLR . dre SERVICES CONTRACT 9DO00128290c031 5 ' 07 r15 15 r HB -157- Item 9. - 78 9.19 ASSIGNMENT OF ANTITRUST CAUSES OF ACTION. Consultant hereby agrees to assign to the City all rights, title and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.0 Sections 15) or under the Cartwright Act Chapter 2 (Commencing with Section 16700) or part 2 of Division 7 of the Business and Professions Cade, or any similar or successor provisions of Federal or Stag law, arising from purchases of goods, services or materials pursuant to this Contract or the subcontract This assignment stet be made and become effective at the time the City tenders final payment to the Consultant, without further acknowledgment by the parties. 10.0 ADDITIONAL ASSURANCES. 10.1 EQUAL EMPLOYMENT OPPORT—UNITYPRAC—TICES. Consultant agrees to comply vAth Section 4,08,035 of the City's Competitive Bidding and Purchasing Ordinance of the Pasadena Municipal Code, the rules and regulations promulgated thereunder, -the California Fair Employment; and Housing Act (Government Code section 129W et seq.) and to this and. 10.1 1 Consultant certifies and represents that, during the performance of this Contract, the Consultant and any other parties voth whom it may subcontract shail adhere to equal opportunity emptoyment practices to assure that applicants and employees are treed equally and are not discriminated against because of their race, religion, color, national m4n, 1Lt�arc SERVICES C019TP-ACT VOM292'90CM , 5 Ito? /15 15 i i 0 d Item 9. - 79 HB -158- ancestry, disability, sex, age, medical condition, marital status. Consultant further certifies that it will not maintain any segregated facilities, 10.1.2 Consultant shall, in all solicitations or advertisements for applicants for employment placed by or on behalf of this Contract, state that it is an "Equal Opportunity Employer* or that all qualified applicants will receive consideration for employment without regard to their race, religious creed, color, national origin, ancestry, disability, sex, age, medicat condition or marital status 10.13 Consultant shall, if requested to so do by the City, certify that it has not, In the performance of this Contract discriminated against i applicants or employees because of their race, religious creed, color, national -origin, ancestry, disabildy, sex, age, medical condition or marital status, 10.1.4 If requested to do so by the City, Consultant shall provide the City with access to copies of all of its records pertaining or relating to Its -employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law. 10.1 5 Consultant agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any -new positions which result from the performance of this Contract and which are performed within the City 10.1.6 Nothing contained in this Contract shall be construed in any manner so as to require or permit any act which is prohibited by law. FLR,, dxc SERVICES CONTRACT #07DG01282900031 5/07/15 17 HB -159- Item 9. - 80 10. 1 7 The Consultant shall include the provisions set forth in paragraphs numbered 10.1.1 through 10.1.6 of subsection 10.1 of this Contract, inclusive, in each of its subcontracts, 10.2 PASADENA BUSIKESS LICENSE. Consultant shall obtain, and pay any and all costs associated therewith, any Pasadena Business License which may be required by the Pasadena Municipal Code. 10.3 MAINTENANCE AND MPECTION OF RECORDS, The City and any other Federal, State or local governmental agency, or any of their authorized auditors or representatives, shall have access to and the right to audit excerpt, reproduce, and transcribe any of the Consultant's records, to the extent the City deems necessary to insure it has received or is receiving all money to which It is entitled and/or is paying only the amounts W which Consultant is property entitled under the Contract or for other purposes relating to the Contract. Such records include, without fumitation, journals, ledgers, records of -accounts payable and receivable, profit and loss statements, financial statements, bank statements, invoices, receipts, subcontracts, agreements, notes, correspondence, memoranda, and any documents required by the City or by the laws or regulations of any Federal, state or local governmental agency. Fr,R; drc SERVICES CONTRACT #00001282900031 5/0711,5 Item 9. - 81 HB -160- The Consultant shall maintain and preserve all such records for a period of at least three years after termination of the Contract, or until an audit has been completed and accepted by the highest governmental authority involved. Upon written notice by the City, the Consultant shall promptly make, all such records available to auditors or other representatives of the City or other governmental agencies, The Consultant shall also cooperate with such auditors and representatives in auditing, excerpting, reproducing and transcribing the records. The Consult -ant shall maintain all such records in the City ox, Pasadena If not, the Consultant shall, upon request, promptly deliver the records to the City of Pasadena or reimburse the City for all reasonable and extra costs incurrec in conducting the audit at a location other that the City of Pasadena, including, but not limited to, such additional (out of the City) expenses for personnel, salaries, private auditors, travel, lodging, meals and overhead. 10 4 CONFLICT. Consultant hereby represents, warrants and ce-itilfies that no member, officer or employee of the Consultant is a director, officer or employee of the CRY of Pasadena, or a member of any of its boards, commissions or committees, except to the extent permitted by law I1.0 TAXPAYER PROTECTION AMENDMENT. I Under the provisions of the City of Pasadena Taxpayer Protection ArnendmeWL of 2000 ('"Taxpayer Protection Act"), the Consultant/Organization will FLF -dra SERVTCES CoNTRACT #00001282900031 5tOW15 1-9 1413 -161- Item 9. - 82 1 be considered a "recipient of a public benefit." The full provisions of the Taxpayer Protection Act are set forth in Pasadena City Charter, Article XVIL Under the Taxpayer Protection Act City public officials who approve this Contract/transaction are prohibited from receiving specified gifts, campaign contributions or employment from Consultant/Organization for a specified time, As wail, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions daring the time this Contract is being negotiated. This prohibition extends to individuals and entities that are specified and identified in the Taxpayer Protection Act and includes Consultant/Organization and its trustees, directors, partners, corporate officers cers and those with more than a 100% equity, participation, or revenue interest in Consultant/Organization. Consultant/Organization understands and agrees that. (A) Consultant/Organization its aware of the Taxpayer Protection Act, (B) Consultant/Organization will complete and return the forms prodded by the City in order to identify all of the recipients of a public benefit specified in the Taxpayer Protection Act; and (C) Consultant/Organization will not make any prohibited gift, campaign contnbution or offer of employment to any public official who negotiated and/or approved this Contract/transaction. WIJ Fi R: arc S$, VICSS COMEACT #09001282-40003I 5/D?Ii5 2© Item 9. - 83 HB -162- IN WITNESS WHEREOF, the parties hereto have caused this Contrac,, to be executed by their duty authorized representatives as of the date set forth below. DATED 5 "' 2-1 ' 11' CITY OF PASADENA ATTEST,, li4 Mark ft-Imis ' City Clerk DATED- ,zl. � 6� - 9,%-r4ank L- Rhemrev Assistant City Attorney Pwrl- rry Hammond Purchasing Administrator &ERVICES CORMACT "OH1282900032 5/07/15 21 BY- fA richael J. 'Beck ity Manager WALKER PARKMG CONSULTANT S By: ()01�t � 'Dan Johns - -- -- --- Vice President HB - 163- Item 9. - 84 1 Disclosure pursuant to the City of Pasadena Taxpayer Protection Arnendrnent of 2000 Pasadena City Charter, Article XV11 Contractor/Organization hereby discloses its trustees, directors, partners, offters, and hose with more than a 10 equity, participation, or revenue interest In Contractor/Organization, as fobs: (if printing, please print 14-V'bly. Use additional sheets as necessary.) I. tontractor/Organization Marne: 2. Narne(s) of trustees, directors, partners, officers of Prepared by: Trt1e-. Date: office use only: intraeUT ansaetion No_ not a coatr=4 type of transaction. FLR. dre SERVICES CCM'KACT #000712829DC-a31 5fi0'7115 22 Item 9. - 85 HB -164- ti ,'� a _ � _ �, — �� _._� ��' � � _ �,1 � _ _�_ �', _, ,. ,.. ,, r.. �_ t--, - .. �e ���, �� �. 6cs 1 on son 't lot, us rywrat.4 a Omans vWNWE won W2. 02 mx Uu"n !Qis, Thins jai at OW fauna us Ong anuc-nv ky� W Ov Z PaUL A; 51 V i 7WO NQ car rm S"_�o". 1 r 1 1 IS 0 01 P 5 V t ;AM A W 0 0 L A UT u' � n XXV, "Wm' y �Wv� ankv �jno Noqyv A �x �Wmw was Adun mnw'� to VA pr ng. -no onto "am son Ordman 1VT%a7cW own yz�um_ tovs Wen An 9 -he �Vor � V&� evy lotus, win, ymvlo'� 2N_ r, . J L,; � r, .. �� � - .. _ , ,_ ..7 _ ,._. .� �I , _`r WALKER 606 South Olive Street, Suite 1 io0 PARKNO CONSULTANM Los Angeles, CA 9W14 Office 213,488 4971 Fax: 213.488.4983 www walkerporldng.com February 20, 2015 Mr, Michael Woolson Management Analyst City of Pasadena 100 North Garfield Ave. Room 328 Pasadena, CA 91109 Re: Proposal for Parking Consulting Services City of Pasadena Project Management Services - ADA Consulting Pasadena, CA Dear Mike, Walker Parking Consultants ("Walker"? Is pleased to submit for your review the following proposal to provide parking and ADA consulting services for various city owned parking facilities throughout the City of Pasadena. We are extremely excited about this opportunity and delighted to provide continued services to the City of Pasadena! The following is based on our current understanding of the project and outlines our scope of services, professional fee and project schedule. PROJECT UNDEi�Si',# DING The City of Pasadena ("the City") owns a large parking system which includes nine parking structures and three surface lots. The parking facilities within the system include. • Paseo Colorado PS (2A00)* • Los Robles PS (515) • Marengo PS (715) • Holly Street PS (b 15) Marriott PS (392) • Schoolhouse PS (901) • De Lacey PS (516) • Del Mar Station PS (1,200) • Plaza Las Fuentes PS (850) • Union/El Morino Surface Lot (101) • Playhouse Surface Lot (102) • Shoppers Lane (North and South) Surface Lots (200 and 509 respectively) *Numbers in ( ) denote approximate number of parking stalls m \pr0posak\3.parlang consAngV, funcfi md\govemmentNcWofp=dena\city ofpasadeno pr*ct management oda\1tr proposaF_ada #0=15.docx HB -187- Item 9. - 108 WALKER Mr Michael Woolson PANONG coNsuiv rrrs Proposal to Provide Parking Consulting Services 40-- February 20, 2015 Page 2 In September 2014, the City released an RFP seeking a qualified consultant to provide project management services for three parking projects The first one is an ADA assessment of five parldng structures and three surface lots. It was determined via a survey conducted by another consultant in 2013 that these parking facilities were not meeting ADA code and Title 24 compliance. To bring the facilities up to code by the December 2015 due date, the City has asked Walker to provide the following scope of services to make recommendations, design, create the needed drawings and specifications, author an RFP, assist with the bidding process as well as manage the efforts of the selected contractor during construction Of the faclities 8isted above, Plaza Las Fuentes, De Lacey, Marriott and Schoolhouse parting structures are not Included in this ADA project. SCOPE OF SERVICES Task 1.0 - ADA ASSESSMENT 1.1. Meet with the City and facility operators to discuss the users of the facility, primary and secondary pedestrian points and accessible parking. 1.2. Conduct a field survey at each of the five garages and four surface lots listed above to review the existing accessible parking layouts and look for opportunities to improve the accessible parking with the goal of meeting ADA code and Title 24 compliance. Elements that will be visually reviewed may include; a. Paths and slopes of travel a travel distances b. Existing functional and operational constraints within the garages/surface lots c. Interface between parking structures and building entries d. Physical immoveable structural elements e, Height clearances f. Paint striping (parking stalls, access aisles, and access pathways) g. Code required accessibility signage h. Hand rails i. Elevators 1.3. Make recommends at each garage/surface lot for improving the accessible parking, br[nging it into compliance with current Title 24 sections of the California Building Code or to the American with Disabilities Act Accessibility Guidelines (ADAAG), whichever is more restrictive. 1.4. For each garage/surface lot, provide a range of cost for each of our recommendations. f Item 9. - 109 HB -188- WALKER Mr. Michael Woolson - ` PAW,* Proposal to Provide Parking Consulting Services February 20, 2015 Page 3 1.5. For each garage/surface lot, provide a PDF draft report of our recommendations for your review. L& Meet with the City to present the draft reports and to discuss any changes and/or revisions that you want to make. 1.7. Submit the revised final reports to you in PDF format TASK 2.0. - CONSTRUCTION DOCUMENTS 2.1. Based on final program decisions made in Task 1, develop a phasing plan for each structure. The phasing plan will allow for continual use of the parking structures and lots while minimizing the adverse impact of construction to the parking patrons. Consideration includes changes in traffic patterns and the number of parking spaces that need to be taken out of service during the construction phase. 2.2. Prepare construction documents that nclude drawings, details and technical specifications. The documents will address the identified ADA improvements, Including path of travel, required signage, details and materials specifications. The documents will be in sufficient detail to allow competitive bidding for each facility. 2.3. Prepare Instructions to Bidders per the City requirements and a set of General Conditions that include site -specific instructions and special requirements with respect to minimizing disruption -of the parking patrons and allowing the remainder of the parking area to be utilized during construction. 2.4. Prepare a bid form listing bidding requirements for unit price and lump sum work_ The bid form will request bidders' unit prices to be used for performing the work and alternative pricing forms, if needed 2.5. Submit a 45 percent complete set of construction documents for the City`s review and comment and then incorporate City comments into the final construction documents. 2.6. Prepare an updated opinion of probable cost for the ADA improvements at the completion of the Construction Documents. phase. 2.7. Submit final Construction Documents to the City for plan check and permit appliccltion, Make any necessary modifications to the drawings as required from plan check comments. Provide a fist of up to three (3) contractors who are qualified and capable of performing the work who may be interested in bidding the project. xB -1 s9- Item! 9. - 110 WALKIER Mr. Michael Woolson M04c CONSUITAWS Proposal to Provide Parking Consulting Services February 20, 2015 Page 4 TASK 3 0 - BIDDING/CONSTRUCTION ADMINISTRATION 3.1. Assist the City in advertising and provide a complete electronic set of Construction Documents for the Contractors to use during the bidding process in PDF format. 3.2. Conduct a pre -bid conference for contractors to answer questions and review the limitations and extent of work required by the construction documents. 3.3. Answer technical questions during the bidding process and issue addendum, if needed. 3.4 Assist in the evaluation of bids and negotiations with contractors bidding on the work and make a recommendation for awarding the contract. 3.5. Conduct a pre -construction conference with the selected contractor at each construction site to review work required. 3.6. Review shop drawings and material submittals to be received from the contractor as required per Construction Documents. 3.7. Conduct site observations by Walker personnel to review construction for general conformance with the design intent of the specifications and drawings as directed by the City. Number of site visits will be mutually determined for each structure between the City and Walker. Our base fee includes up to 2.5 days per week on site. 3.8 A field report will be prepared at the end of each week for each structure. 3.9. Work with the contractor and the City to procure the services of o testing agency to provide materials testing, typically paid for by the City. Walker will define material testing requirements to the testing agency in the Construction documents. 3.10 Review and approve contractor pay requests change order requests. 3,11. Review and comment on all testing reports supplied to us by the testing agency. 3.12. Perform a final punch list visit for each structure at project completion. 3 13. Assist in resolution of problems or conflicts due to failure of a contractor to perform in accordance with contract documents and when necessary. 3.14 Provide a letter of final completion acceptance. TASK 4 0 - PUBLIC OUTREACHATAKEHOI_DER ENGAGEMENT We understand that public outreach and stakeholder engagement will play a key role in the success of this project We anticipate working through the City and each parking facility operator and sending mass mailings to monthly porkers as well as face to force meetings with stakeholders. The objective of these meetings Is to raise the awareness to the general public that ADA improvements will be made to these facilities that will make them code compliant and safer for disabled packers. Item 9. - III HB -190- WALKER Mr. Michael Woolson Enure cars Proposal to Provide Parking Consulting Services February 20, 2015 Page 5 SCHEDULE We are prepared to begin work immediately upon receipt of your signed authorization to proceed. We understand that it is the City's intention to have ail work completed by December 2015. RROFESSIONAL FEE We propose to provide the above described scope of services on a lump sum plus reimbursable expenses basis per a mutually accepted agreement provided by the City, Until this agreement is in place, we wil perform our services per the attached General Conditions of Agreement. Task Fee Est, Reimbursable Expenses 1.0. ADA Assessment $25,000 $1,500 2.0. Construction Documents $38,000 $2,000 3.0. Biddin /Const. Administration 65,000* $3,500 4.0. Public Outreach! $ 8,00(7 $1,000 Stakeholder Engagement TOTAL PROPOSED FEE $136,000 $8,000 *includes 2 — 3 days per week of site observations during construction. We look forward to getting started Please contact us at 213A88.4911 with any questions. Sincerely, WALKER PARKING CONSULTANTS Daniel R. Johns, P.E. Vice President r Kevin Waters, AIA, LEED AP Project Manager Enclosures: Generat Conditions of Agreement for Design Services xB -191- Item , 9. - 112 44 WAJLKER PAWNG COWRA�s. Mr_ Michael Woolson Proposal to Provide Parking Consulting Services February 20, 2015 Page b AUTHORIZATION Trusting that this meets with your approval, we ask that you sign in the space below to acknowledge your acceptance of the terms contained herein, and to confirm your authorization for us to proceed. Please return one signed onginal of this agreement for our records. CITY OF PASADENA Accepted by (Signature). Printed Name. Title: I I Hate: i Item 9. - 113 xB -192- GENERAL CONDITIONS OF AGREEMENT WAMMER FOR DESIGN SERVICES 4& PARKINGCCNVJff* S PAGE 7 OF 7 SERVICES Walker Parking Consultants ("WALKER") will provide the CLIENT professional services that are limited to the work described in the attached letter ("the services"). Any additional services requested will be provided at our standard hourly rates or for a mutually agreed lump sum fee. The services are provided solely in accordance with written information and documents supplied by the CLIENT, and are limited to and furnished solely for the specific use disclosed to us in writing by the CLIENT. No third -party beneficiary is contemplated. All documents prepared or provided by WALKER are its instruments of service, and any use for modifications or extensions of this work, for new projects, or for completion of this project by others without WALKER's specific written consent will be at CLIENT's sole risk. PAYMENT FOR SERVICES WALKER will submit monthly invoices based on work completed plus reimbursable expenses. Reimbursable expenses will be billed at 1.15 times the cost of travel and living expenses, purchase or rental of specialized equipment, photographs and renderings, document reproduction, postage and delivery costs, long distance telephone and facsimile charges, additional service consultants, and other project related expenses. Payment is due upon receipt of invoice. If for any reason the CLIENT does not pay WALKER within thirty (30) days of date of invoice, WALKER may, at its option, suspend or withhold services. The CLIENT agrees to pay WALKER a monthly late charge of one and one half percent (]%%) per month of any unpaid balance of the invoice plus attorney's fees and other costs incurred to collect the unpaid sum. 0 XTAs , 6y WALKER wail perform the services in accordance with generally accepted standards of the profession using applicable building codes in effect at time of execution of this Agreement. WALKER's liability caused by its acts, errors or omissions shall be limited to $1,000,000. PERIOD OF SERVICE In the event that no contract administration phase services are to be provided by WALKER, services shall be complete the earlier of (1) the date when final documents are accepted by the CLIENT or (2) thirty days after final documents are delivered to the CLIENT. If contract administration phase services are provided by WALKER, services shall be complete upon the earlier of (1) the time of approval by WALKER of final payment to the contractor or (2) thirty (30) days after completion of the work designed by WALKER. xB -193- Item' 9. - 114 40WALKER PARKING CON% WS February 20, 2015 Mr. Michael Woolson Management Analyst City of Pasadena 100 North Garfield Ave. Room 328 Pasadena, CA 91109 606 South Olive Street, suite 1100 Los Angeles, CA 90014 Office, 213 488.4911 Fox. 213 488.4983 www.wc3lkefparWng.com Re: City of Pasadena Project Management Services Proposal for Parking Restoration Design Services - 9 Parking Structures Pasadena, CA Dear Mike, Walker Parking Consultants ("Walker") is pleased to submit for your review the following proposal to provide restoration design services for various city owned parking structures throughout the City of Pasadena. We are extremely excited about this opportunity and delighted to provide continued services to the City of Pasadena! The following is based on our current understanding of the project and outlines our scope of services, professional fee and project schedule. PROJECT UNDERSTANDING The City of Pasadena ("the City") owns a large parking system Which includes nine parking structures. The parting structures within the system include: m Paseo Colorado PS ($460,000)* ® Los Robles PS ($500,000) ® Marengo PS ($480,000) ® Holly Street -PS t$530,000) ® Marriott PS ($480,000) ® Del Mar Station PS ($310,0001 ® Plaza Las Fuentes PS ($240,000) a Schoolhouse PS ($660,000) ® De Lacy PS ($360,OCO) *Numbers in () denote Year 1 estimates of construction cost .(per page xi of our 2011 report) and include 15% contingency and 107* engineering, lw\proposak\6.resforak n\gover ment\cFfy of pasodena\cit}F otpasadena Frofect manogement\ffr proposal-restorofion_ 022015.docx Item 9. - 115 HB -194- Mr. Michael Woolson WALKEt� co�suu�RNTS Proposal to Provide Restoration Consulting Services PAIMIFebruary 20, 2015 Page 2 in September 2014, the City released an RFP seeking a qualified consultant to provide project management services. One of the projects incudes the implementation of "Year 1" of the 10-year deferred maintenance program for the nine City parking structures that Walker performed for the City in 2011. It was recommended in our report that Year 1 repair costs were projected to be approximately $4,000,000+ in repairs. The City has elected to implement these repairs for fiscal year 2016. The City has asked Walker to provide the following scope of services to design, create specifications, provide stakeholder outreach, oversee the bidding process as well as provide construction administration management including site observations during construction_ Construction Documents for all nine structures will be completed under one bid document; however, the City may elect to forego one or more of the structures based on available funding. The following details our proposed scope of services, schedule and fee for each task and includes all nine structures - SCOPE OF SERVICES TASK 1.0. - SITE ASSESSMENT - QUANTITY VERIFICAT ON During this task, we will perform field surveys at each structure to verify current conditions and to establish finat work items and quantities based on the findings in our report dated August, 2011. These reviews will include work items scheduled for Year 1 repairs for: Floors, columns, beams, wails, ceilings and other structural elements. Delamination testing (chain -drag) survey of selerct areas of the supported floor surfaces to quantify floor dekrm€nations and repair types. 5dsting waterproofing elements including control joints, expansion joints, traffic toppings sealers and sealants. ® Architectural elements including walls and exterior facades. • Mechanical systems relative to the parking areas, including the observable floor drain plumbing system, fire suppression systems, and ventilation systems. 0 Electrical systems including the observable lighting systems. 0 Stairs, elevators and walkways along with other similar operational elements. • Other elements that are included in Year T work. At the conclusion of our field surveys, we will update the Year 1 work items for each structure, including estimates of probable construction costs and present there to the City. The -desired outcome of the meeting wiU be to identify work items and quantities for Construction Documentation for bidd€ng. xB -195- Item 9. - 116 WALKER Mr. Michael Woolson PARKM corisuUArrs Proposal to Provide Restoration Consulting Services February 20, 2015 Page 3 TASK 2 0 - CONSTRUCTION DOCUMENTS 21. Based on decisions made in Task 1, develop a final work item list for each structure for FY 2016 repairs. A phasing layout will be prepared, as needed. The phasing plan will allow for continual use of the parking structures while minimizing the adverse impact the repair work will have on the parking patrons. Consideration includes changes in traffic patterns and the number of parking spaces that need to be taken out of service during the construction phase. 2.2. Prepare construction documents that include drawings, details and technical specifications. The documents will address the identified restoration work items, including dimensions, repair or replacement quantities, details and materials specifications This single document will have sufficient detail to allow competitive bidding for each facility. 2.3. Prepare Instructions to Bidders per the City requirements and a set of General Conditions that include site -specific: instructions and special requirements YAth respect to minimizing disruption of the parking patrons and allowing the remainder 1 of the parking area to be utilized during construction. 2.4 Prepare a bid form listing bid quantifies, unit prices and lump sum repair work The bid form will request bidders' unit prices to be used for performing the work and alternative pricing forms, if needed. 2.5. Submit a 95 percent complete set of construction documents for the City's review and comment and then incorporate City comments into the final construction documents. 2.6, Prepare an updated opinion of probable cost for the repairs at the completion of the Construction Documents phase. 2.7, Submit final Construction Documents to the City for plan check and permit application Make any necessary modifications to the drawings as required from plan check requirements. 2.8. Provide a list of up to three (3) contractors who are qualified and capable of performing the work who may be interested in bidding the project. TASK 3.0 - BIDDINCtCONSTRUCTION ADMIN1STRA11ON 3.1. Assist the City in advertising and provide a complete electronic set of Construction Documents for the Contractors to use during the bidding process in PDF format. 3.2 Conduct a pre -bid conference for restoration contractors to answer questions and review the limitations and extent of work required by the repair documents. 3.3. Answer technical questions during the bidding process and issue addendum, if needed. 3.4. Assist in the evaluation of bids and negotiations with contractors bidding on the repair work and make a recommendation for awarding the contract Item 9. - 117 HB -196- 4WWALKER Mr. Michael Woolson Pam CONS Proposal to Provide Restoration Consulting Services February 20, 2015 Page 4 3.5. Conduct a pre-construcfion conference with the selected contractor of each construction site to review each work item and quality control of the repair work to be performed, 3.6. Review shop drawings and material submittals to be received from the restoration contractor as required per Construction Documents. 3.7. Conduct site observations by Walker personnel to review construction for general conformance with the design intent of the specifications and drawings as directed by the City. Number of site visits will be mutually determined for each structure between the City and Walker. Our base fee includes up to 2.5 days per week on site. 3.8. A field report will be prepared at the end of each week for each structure. 3.9. Work with the contractor and the City to procure the services of a testing agency to provide materials testing, typically paid for by the City. Walker will define material testing requirements to the testing agency in the Construction documents. 3.70. Review and approve contractor pay requests change order requests, 3.11. Review and comment on all testing reports supplied to us by the testing agency. 3.12. Perform a final punch list visit for each structure at project completion. 3.13. Assist in resolution of problems or conflicts due to failure of a contractorto perform i in accordance with contract documents and when necessary. 3.14. Provide a letter of final completion acceptance_ TASK 4.0. - PUBLIC OUTREACHnTEAKHOtOER ENGAGEMENT We understand thatpublic outreach and stakeholder engagement will play a key roie in the success of this project. We anticipate working through the City and each panting facility operator and sending mass mailings to monthly parkers as weft as face to face meetings with stakeholders The objective of these meetings is to raise the awareness to the general public that improvements will be made to these facilities that are necessary for continued safe use and to extend the useful service rife of each structure. SCHEDULE We are prepared to begin work immediately upon receipt of your signed authorization to proceed. We understand that it is the Clty"s intention to have work begirt in the parking structures by July 2015. Completion of work gill depend on how many structures are Included to this initial phase but no later than June 2016. HB -197- Item; 9. - 118 PAPKM CONSULTANTS PROFESSIONAL TEE Mr. Michael Woolson Proposal to Provide Restoration Consulting Services February 20, 2015 Page 5 We proposed to provide the above described scope of services on a lump sum plus reimbursable expenses basis per a mutually accepted agreement provided by the City. Until this agreement is in place, we will provide our services per the attached General i Conditions of Agreement. Task Fee Est Reimbursable Exp6'n5eS 1.0. Site Assessment - Quantity Verification $ 42,000 $3,000 I- 2-0. Construction Documents $235,000 $7,000 3.0. Bidding/Const. Administration $ 95.00(r $5,000 4.0. Public Outreach/ Stakeholder Engagement $ 10 000 $1.000 TOTAL PROPOSED FEE .flies $16,000 If I%-IVuVzI z —0 UUY.) per wtMr,of srle oaservanons aLmng construction. We look forward to getting started! Please contact us at 213 488.4911 with any questions. Sincerely, WALKER PARKING CONSULTANTS zl� Daniel R. Johns, P.E. Vice President r r s Kevin Waters, AIA, LEED AP Project Manager K. Nam Shiu, P,E., S.E. Senior Vice President Enclosures: Genenal Condtions of Agreement for Restoration Services Item 9. - 119 HB -198- WALKM PARIQNc coy WAIr n IMff.C+7 if►TE�71 Mr. Wichael Woolson Proposal to Provide Restoration Consulting Services February2i, 20IS Page 6 Trusting that this meets with your approval, we ask that you sign in the space below to acknowledge your acceptance of the terms contained herein, and to confirm your authorization for us to proceed. Please return one signed original of this agreement for our records. C117Y OF PASADENA Accepted by (SIgnature) Printed Rome. - Title: I Dater HB -199- Item , 9. - 120 GENERAL CCNDMONS OF AGREEMENT WALKIER FOR RESTORA11ON SERVICES i& PAWNGCoNamn PAGE 7 OF 7 SERVICES Walker Restoration Consultants, as a Division of Walker Parldng Consultants/Engineers, inc. (WALKER) will provide the CLIENT professional services that are limited to the work described in the attached letter. Any additional services requested will be provided at our standard hourly rates or for a mutually agreeable lump sum fee. Professional services are provided solely in accordance with written information and documents supplied by the CLIENT, and our services are limited to and furnished solely for the specific use disclosed to us in writing by the CLIENT. PAYMENT " SERVICES WALKER will submit monthly invoices based on work completed plus reimbursable expenses Reimbursable expenses will be billed at 1.15 times the cost of travel and living expenses, purchase or rental of specialized equipment, photographs and renderings, document reproduction, postage and delivery costs, tong distance telephone and facsimile charges. additional service consultants. and other project related expenses. Payment is due upon receipt of invoice if for any reason the CLIENT does not deliver payment to WALKER within thirty (30) days of date of invoice, the CLIENT agrees to pay WALKER a monthly late charge of one and one half percent (I %%] per month -of any unpaid balance of the invoice OWNERSHIP OF DOCUMENTS All documents prepared or provided by WALKER are and remain the property of WALKER as instruments of service. Any use for modifications or extensions of this work for new projects, or for completion of this: project by others without WALKEWs specific written consent will be at CLIENT's sole risk. i STANDARD Of CARE WALKER will perform the services called for in the attached letter and this agreement in accordance with generally accepted standards of the profession. No other warranty, express or implied, is made. WALKER's liability to CLIENT and all persons providing work or materials to this project as a result of acts, errors or omissions of WALKER shall be limited to $1,000,00(y. Any estimates or projections provided by WALKER wilt be premised in pad upon assumptions provided by the CLIENT. WALKER will not independently investigate the accuracy of the assumptions. Because of the inherent uncertainty and probable variation of the assumptions. actual results will vary from estimated or prclected results and such variations may be material. As such, WALKER makes no warranty or representation, express or implied, as to the accuracy of the estimates or projections_ PERIOD Of SiERViCE Services shall be complete the earlier of (1) the date when final documents are accepted by the CLIENT or (2) thirty (3D) days after final documents are delivered to the CLIENT Item 9. - 121 xB -200- City Of Huntington Beach 2000 Main Street ® Huntington Beach, CA 92648 (714) 536-5227 ® www.huntingtonbeachca.gov Office of the City Clerk Joan L. Flynn, City Clerk August 25, 2015 Walker Parking Consultants ATTN Ray Charbonneau 606 Olive Street, Suite 1100 Los Angeles, CA 90014 Dear Mr Charbonneau Enclosed for your records is a duplicate original of the fully executed "Professional Services Contract Between The City of Huntington Beach and Walker Parking Consultants for The Main Promenade Parking Structure " Sincerely, JF pe Enclosure Sister Cities Anjo, Japan ® Wartakere, New Zealand