HomeMy WebLinkAboutM. Arthur Gensler, Jr. & Associates, Inc. - 2011-02-2277
Dept. ID PW 14-001 Page 1 of 2
Meeting Date: 1/21/2014
CITY OF HUNTINGTON BEACH
REQUEST FOR. CITY COUNCIL ACTION
MEETING DATE: 1/21/2014
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Travis K. Hopkins, P.E., Director of Public Works
SUBJECT: Approve and authorize execution of amendments to extend Professional
Services Contracts with Black O'Dowd and Associates, dba BOA Architecture,
and M. Arthur Gensler, Jr. and Associates, Inc. to continue providing as -needed
Architectural Services until February 22, 2015
Statement of Issue:
Amendments are requested to extend Professional Services Contracts with Black O'Dowd &
Associates (BOA) Architecture and M. Arthur Gensler, Jr. and Associates, Inc. (Gensler) for a
period of one-year in order to continue providing as -needed architectural services for facilities
maintenance and capital improvement projects, specifically for currently contracted ADA
improvement projects. All other terms and conditions of the original agreements remain the same.
Financial Impact:
Community Development Block Grant funds of $25,000 for project design are budgeted in the
approved Capital Improvement Project "Main Street Library ADA," 86381501.82200.
Recommended Action:
A) Approve and authorize the Mayor and City Clerk to execute "Amendment No. 1 To Professional
Services Contract Between The City of Huntington Beach And Black O'Dowd & Associates, Inc.,
dba BOA Architecture, for As -Needed Architectural Services," extending the existing agreement for
one additional year; and,
B) Approve and authorize the Mayor and City Clerk to execute "Amendment No. 1 To Professional
Services Contract Between The City of Huntington Beach And M. Arthur Gensler Jr. & Associates,
Inc. for As -Needed Architectural Services," extending the existing agreement for one additional
year.
Alternative Action(s):
Do not approve the amendments. Existing contracts will expire February 22, 2014.
Analysis:
In 2011, the City Council approved Professional Services Contracts with BOA Architecture,
Gensler, and Michael Merino Architects to provide a pool of architectural firms for Public Works
staff to utilize in the completion of ADA improvements to city facilities. Each contract has a three-
year term which expires on February 22, 2014. Staff is requesting City Council approval to extend
two of the three existing contracts for one year to February 22, 2015. This extension for the two
contracts will allow staff to facilitate completion of the Main Street Library ADA project from the FY
13/14 Capital Improvements Program.
HB -165- Item 10. - 1
Dept. ID PW 14-001 Page 2 of 2
Meeting Date: 1/21/2014
Retaining, these two consultants allows staff to allocate assignments based on the consultant's
abilities, resources, and cost estimates related to this remaining project. All other prices, terms,
and conditions of the original agreements shall remain in effect. Staff has had positive experience
with both BOA Architecture and Gensler on prior projects. Staff will be conducting another Request
for Proposal for as -needed architectural services for facilities maintenance and capital improvement
projects prior to the conclusion of the year. Based on the stated need and ability of the two firms,
staff is recommending the approval of these contract extensions.
Public Works Commission Action:
Not required.
Environmental Status:
Not applicable
Strategic Plan Goal:
Improve the City's infrastructure
Attachment(s):
1. Amendment No. 1 To Professional Services Contract Between The City Of Huntington
90 Beach And Black O'Dowd & Associates, dba BOA Architecture, For As -Needed
1�15 Architectural Services
2. Amendment No. 1 To Professional Services Contract Between The City Of Huntington
Beach And M. Arthur Gensler, Jr. & Associates, Inc. For As -Needed Architectural Services
Item 10. - 2 HB -166-
ATTACHMENT #2
AMENDMENT NO. I TO PROFESSIONAL SERVICES CONTRACT
BETWEEN THE CITY OF HUNTINGTON BEACH AND
M. ARTHUR GENSLER JR. & ASSOCIATES, INC.
FOR AS -NEEDED ARCHITECTURAL SERVICES
THIS AMENDMENT is made and entered into by and between the CITY OF
HUNTINGTON BEACH, a California municipal corporation, hereinafter referred to as
"City," and M. ARTHUR GENSLER JR. & ASSOCIATES, a California corporation,
hereinafter referred to as "CONSULTANT."
WHEREAS, City and Consultant are parties to that certain agreement dated
February 22, 2011, entitled "Professional Services Contract, Between the City of
Huntington Beach and M. Arthur Gensler Jr. & Associates, Inc. For As -Needed
Architectural Services," which agreement shall hereinafter be referred to as the "Original
Agreement," and
City and Consultant wish to extend the Term of the Original Agreement for one
(1) additional year,
NOW, THEREFORE, it is agreed by City and Consultant as follows:
EXTENSION OF TERM
The term of the Original Agreement is hereby extended for one (1)
additional year. The Original Agreement shall now expire on February 22, 2015.
2. REAFFIRMATION
Except as specifically modified herein, all other terms and conditions of
the Original Agreement shall remain in full force and effect.
REST OF PAGE INTENTIONALLY LEFT BLANK
134028/103942
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be
executed by their authorized officers on
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CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),.AUTHORIZED
REPRESENTATIVE OR PRODUCER; AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the palicy(ies) must be endorsed. if SUBROGATION IS WAIVED; subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate. holder In lieu.of such endorsement(s).
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INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER
DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAiN,.THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN SUBJECT
IS TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF.SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED. BY PAID CLAIMS.
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11076286
CITY OF HUNTINGTON BEACH
2000 MAIN STREET
P.O. BOX 190
HUNTINGTON BEACH CA 92648
25 (2010/05) Q 9 $_2010 AC ORPORATION. All rights
The ACORD name and logo are registered marks of ACORD
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
January 23, 2014
Chip Williams
M. Arthur Gensler Jr. & Associates, Inc.
4675 MacArthur Ct., Ste. 350
Newport Beach, CA 92660
Dear Mr. Williams:
Enclosed for your records is a copy of the "Amendment No. 1 to Professional Services
Contract Between the City of Huntington Beach and M. Arthur Gensler Jr. & Associates for
As -Needed Architectural Services."
Sincerely,
JF:pe
Enclosure
Sister Cities: Anjo, Japan ♦ Waitakere, New Zealand
Council/Agency Meeting Held:, o/ /
Deferred/Continued to:
AApp ov d ❑ ndi i Wally A roved ❑ Denied
it Clef Signat r
Council Meeting Date: February 22, 2011
Department ID Number: PW 11-006
SUBMITTED TO: Honorable. Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Travis K. Hopkins, PE, Director of Public Works
SUBJECT: Approve and authorize the Mayor and City Clerk to execute three
professional services contracts for as -needed architectural services in
an amount not to exceed $300,000 per contract over a three-year
period to Michael Merino Architects, Black O'Dowd & Associates, dba
BOA Architecture, and M. Arthur Gensler, Jr. & Associates, Inc.
Statement of Issue: The Public Works . Department has several approved Capital
Improvement Program (CIP) projects that require the services of a professional architect to
design building improvements. City Council approval. is requested to award three
professional services contracts for As -Needed Architectural Services, in an amount not to
exceed $300,000 per contract, to Michael Merino Architects, BOA Architecture, and M. Arthur
Gensler, Jr. & Associates, Inc.
Financial Impact: The 2010/11 Capital Improvement Program includes $783,611 of
Community Development Block Grant Funds for ADA improvements. It is anticipated that
$150,000 of these funds will be utilized for project design through these As -Needed
Architectural Contracts.
Recommended Action: Motion to:
A) Approve and authorize the Mayor and City Clerk to execute a "Professional Services
Contract Between the City of Huntington Beach and Michael Merino Architects for As -
Needed Architectural Services" not to exceed $300,000; and,
B) Approve and authorize the Mayor and City Clerk to execute a "Professional Services
Contract Between the City of Huntington Beach and Black O'Dowd & Associates, dba
BOA Architecture for As -Needed Architectural Services" not to exceed $300,000; and,
C) Approve and authorize the Mayor and City Clerk to execute a "Professional Services
Contract Between the City of Huntington Beach and M. Arthur Gensler, Jr. & Associates,
Inc. for As -Needed Architectural Services" not to exceed $300,000.
Alternative Action(s): Do not approve one or more of the contracts and direct staff to
proceed differently.
HB -107- Item 6. - 1
REQUEST FOR COUNCIL ACTION
MEETING DATE: 2/22/2011 DEPARTMENT ID NUMBER: PW 11-006
Analysis: Public Works has been awarded Community Development Block Grant (CDBG)
funds. to design and - construct ADA improvements to city facilities, providing greater
accessibility for individuals with disabilities. In order to ensure, that. the improvements are
designed and constructed to the highest level of compliance while .preserving the integrity of
the existing facilities, staff will need to utilize the services of a professional architect. It is
anticipated that architectural services will also be required for future Capital Improvement
Program (CIP). Currently, there are no architectural firms on contract with the City and no
personnel on staff that are qualified to provide these services.
Proposals were requested and submitted in compliance with Chapter 3.03 of the Huntington
Beach Municipal Code. Sixteen (16) qualified proposals were received and ranked by staff
from three departments based on qualifications listed in the Request for Proposals. Through
this process it was determined that Michael Merino Architects, BOA Architects, and Gensler
best meet the needs of the City. The proposed contracts are for a three-year term with a
total not to exceed $300,000 per contract.
Funding sources are from the CDBG funds and capital projects budgets approved by City
Council through the annual budget process. At least $150,000 is approved by City Council
for facilities design services in the 2010/11 CIP program. There are currently no General
Fund appropriations in the budget for these As -Needed Contracts, although this could
change if future General Funded projects are approved. The proposed contracts are for "As
Needed" services, meaning cost estimates for each project will be requested and evaluated
by staff prior to performance of work on a project. Project assignments will be allocated to
one of the individual consultants based on the consultant's areas of strength, available
resources, and project cost estimates.
Future funding anticipated during the three year term of the proposed contracts is $350,000
from CDBG for facility ADA projects. Current projects include ADA improvements to the
Civic Center, the Oakview Community Center, Banning Branch Library, and Central Park
Restrooms. Future projects will include continued Civic Center improvements, Murdy
Community Center, Rogers Senior Center, and Newland Barn ADA improvements.
Environmental Status: Not applicable.
Public Works Commission Action: Not required.
Strategic Plan Goal: Maintain, improve and obtain funding for infrastructure and equipment
Attachment(s):
1. Professional Services Contract between the City of Huntington Beach and Michael Merino
;c Architects for As -Needed Architectural Services
,52. Professional Services Contract between the City of Huntington Beach and BOA
Architecture for As -Needed Architectural Services
3. Professional Services Contract between the City of Huntington Beach and M.. Arthur
Gensler, Jr. & Associates, Inc. for As -Needed Architectural Services
Item 6. - 2 HB -108-
ATTAk4';"kHMENmmT I-LT&3
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
M. ARTHUR GENSLER JR. & ASSOCIATES, INC.
FOR AS -NEEDED ARCHITECTURAL SERVICES
THIS AGREEMENT ("Agreement") is made and entered into by and between the
City of Huntington Beach, a municipal corporation of the State of California, hereinafter
referred to as "CITY," and M. ARTHUR GENSLER JR. & ASSOCIATES, INC., a
California corporation, hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide as -
needed architectural services; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of
professional service contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services described as individual
architectural projects basically as set forth in Exhibit "A" incorporated herein, on an as -
needed basis as directed by CITY. These services shall sometimes hereinafter be referred
to as the "PROJECT." CONSULTANT will perform all architectural services as set forth
in a written Scope of Work to be provided in advance of each PROJECT.
CONSULTANT hereby designates Chip Williams, who shall represent it
and be its sole contact and agent in all consultations with CITY during the performance of
this Agreement.
Page 1 of 11
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2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT
in the performance of this Agreement.
3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT
are to commence on cjhAv 201L— (the "Commencement Date"). This
Agreement shall automatically terminate three (3) years from the Commencement Date,
unless extended or sooner terminated as provided herein. All tasks specified in the Scope
of Services shall be completed no later than three (3) years from the Commencement Date.
The time for performance of the tasks identified in the Scope of Services are generally to
be shown in the Scope of Services. This schedule may be amended to benefit the
PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the date of final execution,
CONSULTANT shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY
agrees to pay CONSULTANT on a time and materials basis at the rates specified in
Exhibit "B," which is attached hereto and incorporated by reference into this Agreement,
a fee, including all costs and expenses, not to exceed Three Hundred Thousand Dollars
($300,000.00).
5. EXTRA WORK
In the event CITY requires additional services not included in the Scope of
Services or changes in the scope of services described in the Scope of Services
Page 2 of 11
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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.
66W9
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms set forth in Exhibit
7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder,
including, without limitation, all original drawings, designs, reports, both field and office
notices, calculations, computer code, language, data or programs, maps, memoranda,
letters and other documents, shall belong to CITY, and CONSULTANT shall turn these
materials over to CITY upon expiration or termination of this Agreement or upon
PROJECT completion, whichever shall occur first. These materials may be used by CITY
as it sees fit.
8. HOLD HARMLESS
To the fullest extent permitted by law (including, without limitation,
California Civil Code Sections 2782 and 2782.6), CONSULTANT hereby agrees to
protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed
officials, employees, agents and volunteers from and against any and all claims, damages,
losses, expenses, demands and defense costs (including, without limitation, costs and fees
of litigation of every nature or liability of any kind or nature) arising out of or in
connection with CONSULTANT's (or CONSULTANT's subcontractors, if any)
negligence, recklessness or willful misconduct related to performance of this Agreement or
its failure to comply with any of its obligations contained in this Agreement by
Page 3 of 11
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CONSULTANT, its officers, agents or employees. CITY shall be reimbursed by
CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this
obligation. CONSULTANT will conduct all defense at its sole cost and expense, and
CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to
all claims and liability regardless of whether any insurance policies are applicable. The
policy limits do not act as a limitation upon the amount of indemnification to be provided
by CONSULTANT.
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall furnish a professional liability insurance policy
covering the work performed by it hereunder. This policy shall provide coverage for
CONSULTANT's professional liability in an amount not less than One Million Dollars
($1,000,000) per occurrence and in the aggregate. The above -mentioned insurance shall
not contain a self -insured retention 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
Page 4 of 11
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provision of at least two (2) years to report claims arising from work performed in
connection with this Agreement.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT
shall furnish to CITY a certificate of insurance subject to approval of the City Attorney
evidencing the foregoing insurance coverage as required by this Agreement; the certificate
shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. promise that such policy shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty
(30) days' prior written notice; however, ten (10) days' prior written
notice in the event of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force
until the work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not
derogate from the provisions for indemnification of CITY by CONSULTANT under the
Agreement. CITY or its representative shall at all times have the right to demand the
original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and
timely manner, the premiums on the insurance hereinabove required.
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.
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CONSULTANT shall secure at its own cost and expense, and be responsible for any and
all payment of all taxes, social security, state disability insurance compensation,
unemployment compensation and other payroll deductions for CONSULTANT and its
officers, agents and employees and all business licenses, if any, in connection with the
PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or
without cause, and whether or not the PROJECT is fully complete. Any termination of this
Agreement by CITY shall be made in writing, notice of which shall be delivered to
CONSULTANT as provided herein. In the event of termination, all finished and
unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become
its property and shall be promptly delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall
not be assigned, delegated or subcontracted by CONSULTANT to any other person or
entity without the prior express written consent of CITY. If an assignment, delegation or
subcontract is approved, all approved assignees, delegates and subconsultants must satisfy
the insurance requirements as set forth in Sections 9 and 10 hereinabove.
14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or
material produced as a result of this Agreement.
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15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY
employee in the work performed pursuant to this Agreement. No officer or employee of
CITY shall have any financial interest in this Agreement in violation of the applicable
provisions of the California Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given
either by personal delivery to CONSULTANT's agent (as designated in Section 1
hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed
envelope, postage prepaid, and depositing the same in the United States Postal Service, to
the addresses specified below; provided that CITY and CONSULTANT, by notice given
hereunder, may designate different addresses to which subsequent notices, certificates or
other communications will be sent:
TO CITY:
City of Huntington Beach
ATTN: Director of Public Works
2000 Main Street
Huntington Beach, CA 92648
17. CONSENT
TO CONSULTANT:
Chip Williams
M. Arthur Gensler Jr. & Associates, Inc.
4675 MacArthur Court, Suite 350
Newport Beach, CA 92660
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval
to any subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties.
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19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive
and are included solely for convenience of reference only and are not representative of
matters included or excluded from such provisions, and do not interpret, define, limit or
describe, or construe the intent of the parties or affect the construction or interpretation of
any provision of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed
as a whole, according to its fair meaning, and not strictly for or against any of the parties.
If any provision of this Agreement is held by an arbitrator or court of competent
jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate
or affect the remaining covenants and provisions of this Agreement. No covenant or
provision shall be deemed dependent upon any other unless so expressly provided here.
As used in this Agreement, the masculine or neuter gender and singular or plural number
shall be deemed to include the other whenever the context so indicates or requires.
Nothing contained herein shall be construed so as to require the commission of any act
contrary to law, and wherever there is any conflict between any provision contained herein
and any present or future statute, law, ordinance or regulation contrary to which the parties
have no right to contract, then the latter shall prevail, and the provision of this Agreement
which is hereby affected shall be curtailed and limited only to the extent necessary to bring
it within the requirements of the law.
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21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been
prepared and signed in counterparts as duplicate originals, each of which so executed shall,
irrespective of the date of its execution and delivery, be deemed an original. Each
duplicate original shall be deemed an original instrument as against any party who has
signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the
immigration and naturalization laws of the United States and shall, in particular, comply
with the provisions of the United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly
outside the scope of services contemplated hereunder. CONSULTANT understands that
pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive
legal counsel for CITY; and CITY shall not be liable for payment of any legal services
expenses incurred by CONSULTANT.
24. ATTORNEY' S FEES
In the event suit is brought by either party to construe, interpret and/or
enforce the terms and/or provisions of this Agreement or to secure the performance hereof,
each party shall bear its own attorney's fees, such that prevailing party shall not be entitled
to recover its attorney's fees from the nonprevailing party.
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25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context
survive the expiration or termination of this Agreement shall so survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the
laws of the State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has
the power, authority and right to bind their respective parties to each of the terms of this
Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the
event that such authority or power is not, in fact, held by the signatory or is withdrawn.
27. ENTIRETY
The parties acknowledge and agree that they are entering into this
Agreement freely and voluntarily following extensive arm's length negotiation, and that
each has had the opportunity to consult with legal counsel prior to executing this
Agreement. The parties also acknowledge and agree that no representations, inducements,
promises, agreements or warranties, oral or otherwise, have been made by that party or
anyone acting on that party's behalf, which are not embodied in this Agreement, and that
that party has not executed this Agreement in reliance on any representation, inducement,
promise, agreement, warranty, fact or circumstance not expressly set forth in this
Agreement. This Agreement, and the attached exhibits, contain the entire agreement
between the parties respecting the subject matter of this Agreement, and supersedes all
Page 10 of 11
10-2657/53894
prior understandings and agreements whether oral or in writing between the parties
respecting the subject matter hereof.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized officers on �c,6iQ p�a , 20 11.
M. ARTHUR GENSLER JR. &
ASSOCIATES, INC.
By:(726WNv*---
ctAir-
ILj-1
print name
ITS: (circle one) Chairman/PresidentNice President
IC
print name
ITS: (circle one) Secretary/ ief Financial 1
Secretary -Treasurer ,/� ��G��,��
s
CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
INITIATED AND APPROVED:
Director of Pub is Works
'Asst.
1 u
APPROVED AS TO
Administrator
APPROVED AS TO FORM:
4
r.� City Attorney
V sic
Page 11 of 11
10-2657/53894
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
M. ARTHUR GENSLER JR. & ASSOCIATES, INC. FOR
AS -NEEDED ARCHITECTURAL SERVICES
Table of Contents
IScope
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............................................................................................5
12
Termination of Agreement.......................................................................................6
13
Assignment and Delegation......................................................................................6
14
Copyrights/Patents...................................................................................................6
15
City Employees and Officials..................................................................................7
16
Notices.....................................................................................................................7
17
Consent....................................................................................................................7
18
Modification.............................................................................................................7
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..........................................................................................................9
25
Survival.....................................................................................................................10
26
Governing Law.........................................................................................................10
27
Entirety......................................................................................................................10
EXHIBIT "A"
As Needed Architectural Services
A. STATEMENT OF WORK:
The consultant shall perform architectural services on an as needed basis for various projects to
be determined during the term of the agreement. During the term of this agreement, CITY may
elect to solicit proposals from CONSULTANT. CITY shall issue task order for each project
based upon the scope of services, works schedule, and fee proposal submitted to CITY for its
review and approval. The location of the projects will be determined by CITY.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
The scope of work for any one project may involve all phases of project development and may
include, but not be limited to, the following:
1. Preliminary Plans and Design Alternatives
Prepare preliminary layouts, provide all necessary measurements and surveying, and prepare
details and calculations. Identify alternatives; prepare estimates of probable costs and present, as
needed, at staff and/or public meetings, including recommendations and analyses with respect to
the advantages of each alternative.
2. Entitlements/Permits
Assist CITY in obtaining entitlements and approvals from applicable agencies for environmental
and/or other permits, as may be required.
3. Construction Documents
Prepare designs, plans, specifications, cost estimates, and contract bidding documents. Final
drawings shall be wet signed and stamped on 30 x 42 inch ink on Mylar media. Drawings shall
be prepared in AutoCAD 2000, 2004, or 2007. All project AutoCAD files (i.e. drawings, x-refs,
blocks, fonts, etc.) shall be provided to the City on CD or DVD format. Construction
specifications and bidding documents shall be provided in Microsoft Word Version 2003. The
City will provide a Microsoft Word 2003 version of the General Provisions and bid forms; the
Consultant shall modify the documents by adding the necessary special provisions and bid items.
Gensler As Needed Architectural Services Exhibit A
4. Bidding
Assist the city in answering bidders' questions, attending pre -bid conferences and job walks,
preparing addenda, analyzing bids, and recommending award, as may be required.
5. Construction
Attend pre -construction conference. Monitor construction schedule, visit construction site as
required for progress and quality of work. Assist the contract manager, contractor, and inspector
with interpretation of the plans and specifications, analysis of changed conditions, development
of corrective action, review of shop drawings and other submittals, and the review and
negotiation of change orders. Prepare record drawings, which shall be a compilation of original
drawings, information taken from the contractor's as- built drawings, and changes known to the
CONSULTANT.
C. CITY'S DUTIES AND RESPONSIBILITIES:
1. Furnish scope of work request for each project assigned.
2. Furnish available record drawings and specifications to CONSULTANT.
3. Review construction documents at various stages of completion prior to final documents
being issued.
D. WORK PROGRAM/PROJECT SCHEDULE:
A project schedule will be developed by and between CONSULTANT and CITY for each
project assigned by CITY.
Gensler As Needed Architectural Services Exhibit A 2
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Total Fees. Total fees shall not exceed Three Hundred Thousand Dollars ($300,000).
CONSULTANT shall not continue with any work effort over the amount of the maximum limit
unless first authorized in writing by CITY.
B. Hourly Rates and Per Project Compensation
CONSULTANT'S fees for such services may be based upon the following hourly rate
and menu of services:
Hourlv Rates
Principal
$
230.00
Associate / ADA Specialist
$
150.00
Planning Director
$
150.00
Project Architect
$
130.00
Design Development Study/Preliminary Plans
$
150.00
City Coordination/Negotiation Assistance
$
150.00
Barrier Removal Construction Documentation
$
150.00
Construction Administration
$
150.00
ADA Site Survey — Full Path of Travel
$
150.00
Field Conditions Report
$ 1,500.00—per report
Barrier Removal Recommendations Report
$
600.00 per report
C. Reimbursables. Reimbursables must be authorized in advance by CITY. Printing, delivery
or similar reimbursable project expenses may be charged at the amount billed
CONSULTANT plus 10%. CONSULTANT shall submit supporting documentation,
receipts, and/or vendor invoice with each billing that includes such reimbursables.
D. Travel. Charges for time during travel required for a specific project are not reimbursable.
Other travel charges must be authorized in advance by CITY.
E. Proposal. CITY will request a cost proposal on a per job basis. Cost for preparation of
proposals shall be borne by CONSULTANT and not incorporated in billing for services.
F. Additional Services/Subcontracted Services: CONSULTANT shall advise CITY in
advance when additional or special services are required for project. CONSULTANT shall
not subcontract or assign services to engineering or other special consultants without prior
authorization from CITY.
G. Billin
1. All billing shall be done monthly in fifteen (15) minute increments and matched to
an appropriate breakdown of the time that was taken to perform that work and who
performed it.
Gensler Exhibit B hourly
a I I
2. Each month's bill should include a total to date. That total should provide, at a
glance, the total fees and costs incurred to date for the project assignment, and total
incurred to date for the total contract amount.
3. A copy of memoranda, letters, reports, calculations and other documentation
prepared by CONSULTANT may be required to 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.
4. CONSULTANT shall submit to CITY an invoice for each monthly 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.
5. 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.
Gensler Exhibit B hourly 2
ACCP 130 CERTIFICATE F LIABILITY INS RANG 2011
DATE(MM/DDIYYYY)
11 /24/2010
PRODUCER Lockton Companies, LLC-I Kansas City
444 W. 47th Street, Suite 900
Kansas City MO 64112-1906
(816) 960-9000
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE
NAIC #
INSURED GENSLER
INSURER A: LLOYDS & LONDON CO (PARAGON-LONDON)
1008609 ATTN: Richard J. Nemeth
INSURER B: LEXINGTON 1NS.CO.(MIDWESTERN RISK)
Two Harrison Street, Ste. 400
San Francisco CA 94105
INSURER C:
INSURER D:
NEWPORT BEACH
INSURER E:
......�.-.... �.. ��, .,.. ,.. -_ .
THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT
BETWEEN THE ISSUING
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
DD'
NSR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE MM/DDNYYY
POLICY EXPIRATION
DATE MM/DDNYYY
LIMITS
GENERAL LIABILITY
EACH OCCURRENCE
XXXXXXX
DAMAGE TO RENTED
PREMISES Ea occurrence
$ XXXXXXX
COMMERCIAL GENERAL LIABILITY
NOT APPLICABLE
CLAIMS MADE a OCCUR
MED EXP (Any one person)
$ XXXXXXX
PERSONAL & ADV INJURY
$ XXXXXXX
GENERAL AGGREGATE
$ XXXXXXX
'PRODUCTS - COMP/OP AGG
$ XXXXXXX
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY PRO JECT LOC
AUTOMOBILE LIABILITY
ANY AUTO
NOT APPLICABLE
COMBINED SINGLE LIMIT
(Ea accident)
$ XXXXXXX
BODILY INJURY
(Per person)
$ XXXXXXX
ALL OWNED AUTOS
SCHEDULED AUTOS
A 42 D A@
t1i" J
1, V
170
BODILY INJURY
Per accident)
$ XXXXXXX
HIRED AUTOS
NON -OWNED AUTOS
T
IFER
LB
TH, C
tt0 ey
/
�• '/ //
PROPERTY DAMAGE
(Per accident)
$ XXXXXXX
GARAGE LIABILITY
AUTO ONLY - EA ACCIDENT
$ }(X}(}(xxx
OTHER THAN EA ACC
$ XXXXXXX
ANY AUTO
NOT APPLICABLE
$ XXXXXXX
AUTO ONLY: AGG
EXCESS / UMBRELLA LIABILITY
EACH OCCURRENCE
$ XXXXXXX
OCCUR a CLAIMS MADE
NOT APPLICABLE
AGGREGATE
$ XXXXXXX
$ XXXXXXX
UMBRELLA
$ XXXXXXX
DEDUCTIBLE FORM
$ XXXXXXX
RETENTION $
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y / N
ANY PROPRIETOR/PARTNER/EXECUTIVE
NOT APPLICABLE
WC STATU- OTH-
TORY LIMITS ER
E.L. EACH ACCIDENT
$ XXXXXXX
OFFICER/MEMBER EXCLUDED? ❑
(Mandatory in NH)
E.L. DISEASE - EA EMPLOYEE
$ XXXXXXX
If yes, describe under
SPECIAL PROVISIONS below
E.L. DISEASE - POLICY LIMIT
$ XXXXXXX
OTHER
$1,000,000 PER CLAIMS I,000,000
A
PROFESSIONAL,
LDUSA1000176
4/1/2010
4/11,011
AGGREGATE
B
LIABILITY
044177412
4/1/2010
4/1/2011
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
RE. CITY OF HUNTINGTON BEACH ON -CALL SERVICE AGREEMENT/ GENSLER PROJECT NO, 07.0048.080,
UtK I IFIUA I t MULUtK
UANULLLA 1 IUN
11076286
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
CITY OF HUNTINGTON BEACH
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN
2000 MAIN STREET
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
P.O. BOX 190
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
HUNTINGTON BEACH CA 92648
REPRESENTATIVES.
ACORD 7s (2nngini1
t71g8R-2f)WA(MRD CORPORATION. All rights reserved
The ACORD name and logo are registered marks of ACORD
For questions regarding this certificate, contact the number listed In the 'Producer' section above and specify the client code'GENSL01'.
r f t'., _
orru
y �
, Professional Service Approval
PART 11
v fQ�z
Date: 1 /11 /2011 Project Manager: Jerry Thompson, General Svcs. Manager
Requested by Name if different from Project Manager: Debra Jubinsky
Department: Public Works
PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I
& 11 MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant: Gensler
2) Contract Number: PWK 011 003 00
(Contract numbers are obtained through Finance Administration)
3) Amount of the contract: $ not to exceed $300,000. Services performed "As Needed"
and bid per project.
4) Is this contract less than $50,000? ❑ Yes ® No
5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No
6) Is this contract over $100,000? ®Yes ❑ No
(Note: Contracts requiring City Council Approval need to be signed by the Mayor and
City Clerk. Make sure the appropriate signature page is attached to the contract.)
7) Were formal written proposals requested from at least three available qualified
consultants? ® Yes ❑ No
8) Attach a list of consultants from whom proposals were requested (including a contact
telephone number.)
9). Attach Exhibit A, which describes the proposed scope of work.
10) Attach Exhibit B, which describes the payment terms of the contract.
Director of Finance (or designee) Signature Date
CITY OF _ NS A BEACH
Professional Service Approval Form
PART I
v
Date: 4/29/2010 Project Manager Name: Jerry Thompson
Requested by Name if different from Project Manager: Jerry Thompson
Department: Public Works
PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY
ADMINISTRATOR, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR
CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
As -needed architectural services for ADA renovations and general renovations to city buildings.
2) Estimated cost of the services being sought: $ Not to exceed $300,000 over 3 years. Initial
expenditure estimated to be $60,000 commencing this fiscal year. To be contracted for on -call
services used as needed, as funded.
3) Are sufficient funds available to fund this contract? [K Yes ❑ No
4) Is this contract generally described on the list of professional service contracts approved by the
City Council? If the answer to this question is "No," the contract will require approval from the
City Council.) ® Yes No
5) Business unit (8 digits) and Object Code (5 digits) where funds are budgeted:
85981019.82200 ; 86082005.82200-1 85981025,82200
6) Check below how the services will be obtained:
Z A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted.
❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized.
❑ MC 3.03.08 — Contract Limits of $30,000 or less exempt procedure will be utilized.
menfF16ad Signature
APPROVED, D NIED ❑
J
City A ini rator's Signature
/CCU Director of Finance's Initials
A�� Date
7-3 ,-10
Date
Date
(4� Deputy City Administrator's Initials
Date
E Pr F *011ded, Parties L s Y,
ty ,�
Search Results Excluded By
Firm, Entity, or Vessel : Michael Merino Architects
Firm, Entity, or Vessel : Black, O'Dowd and Associates, Inc.
Firm, Entity, or Vessel :,Gensler
as of 26-Jan-2011 1:12 PM EST
';Your search returned no results.
City of Huntington eac
2000 Main Street e Huntington Beach, CA 92,648
OFFICE OF THE CITY CLERIC
JOAN L. FLYNN
CITY CLERIC
February 28, 2011
Chip Williams
M. Arthur Gensler Jr. & Associates, Inc.
4675 MacArthur Ct., Ste. 350
Newport Beach, CA 92660
Dear Mr. Williams:
Enclosed for your records is a fully executed copy of the Professional Services Contract
between the City of Huntington Beach and M. Arthur Gensler Jr. & Associates, Inc. for As -
Needed Architectural Services.
Sincerely,
an L. Flynn, CMC
ity Clerk
JF:pe
Enclosure
G: folloNvup: agrmtltr
Sister Cities: Anjo, Japan • Waitakere, New Zealand
(Telephone: 714-536-5227 )