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HomeMy WebLinkAboutCapital Improvement - Beach Maintenance Facility 1 / _2o REQUEST FOR CITY _ OUNCIL ACTION 6�1� Date february 20 10jg0 F_. r Submitted to: The Honorable Mayor and City Council Submitted by: Paul E. Cook, City AdministratIFAC t` c� Prepared by: Jim B. Engle, Acting Director, fITY SPrvi res APPROVED BY Ci Y 0,OUNCIL Subject: RELOCATION OF BEACH MAINTENANC / :_. J, Consistent with Council Policy? [ ] Yes L ] New Policy or Exception Statement of Issue, Recommendation,Analysis, Funding Source, Alternative A ' = STATEMENT OF ISSUE There is a need to relocate the present beach maintenance facility at 44 Huntington Street to a new location on city property east of Newland Street on Edison Avenue to make room for The Waterfront's second hotel . RECOMMENDATION Approve the attached request for proposal for the design of a new beach maintenance facility and authorize staff to solicit proposals . ANALYSIS The existing beach maintenance facility on Huntington Street will be razed when Phase II of The Waterfront project is commenced sometime within the next twelve months . Therefore, it has become necessary to relocate the beach maintenance facility at the earliest possible date. The city owns 1 .2 acres of property in the industrial area adjacent to the Edison Company steam plant. It is within a half mile of the beachfront and would be a most suitable location for the maintenance facility. The Waterfront Corporation has set aside $250, 000 in relocation funds to help defray the cost of the maintenance facility. Actual construction of the facility would be accomplished in two phases. The first phase ( $450, 000 ) would include construction of all utilities, i.e. , sewer, water and drainage, as well as a *5, 5'00 square foot building for maintenance activities, storage and office space, 600 linear feet of eight-foot high, blockwall fence, and 500 linear feet of six-foot, high chain link fence. The additional $200 , 000 would be included in the 1990-91 budget. The second phase ( $410 ,000) would be the construction of a 7,000 square foot facility for vehicle and equipment storage. This phase would be completed as funds become available. FUNDING SOURCE The Waterfront Corporation ( $250, 000 ) ALTERNATIVES Refer to staff for further research on another location. ATTACHMENTS Location maps; request for proposal ; proposed contract. �� �:c s - 464 �� ST 474 GO. 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I� ii�lKpW 1 a l IKi 4M f'J/SCN .� F /L ( P.U.AC (I� Q ' -$T �r� I > ' O 4 COMMUNITY ' LL!'I�' ATE J PARK aoR .E t, RaT .-PK ER IT ` O G G E.0 0 P F,Y WTR�EEL'F J r CAA-F _3r. �io O � I -ILL HAWLTON •�'•`-. . - _ __. -_ Y f L G:. oft A lUC - NJNr PY � EDI�ON. C� � L•• I a a O BQCC� APTS. II . / Ca NFq vY I `� 3 KAPAA I ` WeI n 9 `- \ ;♦ c AL K I SC.' BANNING - ------ _ ' �4[ai CLYDEIf'�-HT YEL INDA ALLI54/ rIK Q { y t 1 T i 4� _ 0 SZWCR�Or raEIrM�ENZ vuNr - -------------•._� September 27, 1989 Subject: Beach Maintenance Facility Gentlemen: _ The City of Huntington Beach is requesting proposals from qualified architectural firms for the preparation of plans, specifications and cost estimates to construct a new beach maintenance facility southwest of Hamilton Avenue and Newland Street (See Exhibit A - Site Location Map). Because of anticipated costs, the construction of this facility will be phased. Phase One shall include the construction of all utilities (i.e., sewer, water, and drainage), a 6,000 square foot building suited for: maintenance activities, storage and office operations, 600 linear feet of eight-foot high blockwall, and 500 linear feet of six-foot high chain link fence. The second and last phase of this project is limited to the construction of a 6,800 square foot facility for vehicle and equipment storage. Although the project is being - phased, the preparation of plans, specifications and cost estimates is not; therefore, proposals are being solicited for a scope of work that includes the following tasks: 1. Providing a detailed plan for project phasing including conceptual plans for approval by city. 2. Preparing all plans, specifications and cost estimates. Note, a portion of this work must include the services of a registered Civil Engineer. Beach Maintenance Facility September 17, 1989 Page 2 3. Performing all necessary investigations and measurements required to prepare the preliminary plans and construction drawings. Such tasks shall include, but not be limited to, obtaining topographic and soil report data as necessary for the building and landscaping improvements, etc. 4. Attending periodic meetings with city staff during the preparation of preliminary and construction drawings and obtaining all applicable building permits. (Note: A presubmittal "on-site" meeting has been scheduled for to discuss in detail the scope of services and intent of project). 5. Based on an approval of the preliminary plans and cost estimates, the architect shall prepare and provide 40 sets of the necessary construction drawings and specifications as required to advertise the project for bids. (Note: This task includes the cost of all miscellaneous printing, etc. for preliminary plan check and final drawings.) 6. The architect shall, during bid advertisement and construction, provide support including: a. Interpretation of plans and specifications. b. Review of all shop drawings. C. Review of and make recommendations on change orders. d. Attend weekly meetings at the job site during construction. 7. Provide one acceptable set of reproducible "as-built" mylar drawings. (Note: 10% of the contract amount will be withheld until the "as-builts" are submitted and approved.) Beach Maintenance Facility September 17, 1989 Page 3 8. Furnish proof of the following minimum insurance coverages with proposals: a. General Liability Coverage - $1,000,000 CSL per occurrence (Note: If provided coverage is under a form which includes a designated general aggregate limit, the aggregate limit must be no less than $2,000,000.) b. Professional Liability Coverage - $500,000 per occurrence (Note: A claims made policy is acceptable.) C. Workers' Compensation Coverage in an amount of not less than $100,000 bodily injury by accident, each accident $100,000 bodily injury by disease, each employee $250,000 bodily injury by disease, policy limit. The advertising for bids and awarding of a contract for this project will be administered by city staff. In addition, city personnel will control contract administration and perform the required construction inspections. Proposals for this project are to be submitted to my attention no later than 5:00 P.M. by with the notation "Beach Maintenance Facility" on the envelope. Each proposal should include the following information: 1. A list of similar projects. 2. A statement of your understanding of the scope of work and the steps necessary to complete the project. 3. A list of personnel, including the proposed project manager who will be assigned to work on this project, and a brief resume for each. 4. A brief outline of how you propose to handle this project, if awarded to your firm, and a time-line for completing the project. 5. Your fee based on an hourly rate or percentage of the final cost estimate. Your cost estimate must include a separate fee schedule for each of the following alternate designs. A maximum not-to-exceed fee should also be specified. After the receipt of proposals, applicants will be screened relevant to: 1. Expertise and experience. 2. The approach to be used as outline in the proposal. 3. Ability to complete the project in a timely and consistent manner. 4. Fees. The most qualified consultants may be interviewed prior to the final selection. Enclosed for your information is a copy of the City 's Standard Consultant Contract (see Exhibit "B"). Hopefully this sample contract will prove useful in developing your proposal. Should you have any questions or concerns regarding this project, please contact Don Noble of this office at (714) 535-5431. Very truly yours, Les G. Evans City Engineer LE:DRN:dw cc: Max Bowman, Director of Community Services Jim Way, Beach Operations Supervisor Jack Miller, Principal Engineer/Dept. of Public Works Don Noble, Contract Administrator/Public Works Exhibit "A" - Site Location Map Exhibit 'B" Standard Consultant Contract 2204g SAMPLE ENGINEERING DESIGN SERVICES AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND FOR THE BEACH MAINTENANCE YARD THIS AGREEMENT, made and entered into this day of , 19 , by and between the CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California, hereinafter referred to as "CITY, " and a California corporation, hereinafter referred to as "CONTRACTOR. " WHEREAS, CITY desires to engage the services of an engineering design contractor to prepare plans, cost estimates and engineering designs for the Beach Maintenance Yard in the City of Huntington Beach; and CONTRACTOR has been selected to perform said services, NOW, THEREFORE, it is agreed by CITY and CONTRACTOR as follows : 1 . WORK STATEMENT CONTRACTOR shall provide all services as described in the Request for Proposal, dated and CONTRACTOR' S dated (hereinafter collectively referred to as Exhibit "A") , which is attached hereto and incorporated into this Agreement by this reference. Said services shall sometimes hereinafter be referred to as "PROJECT. " CONTRACTOR hereby designates J. who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement . -1- SAMPLE ONLY , 2 . CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONTRACTOR in the performance of this Agreement . 3 . TIME OF PERFORMANCE Time is of the essence of this Agreement . The services of the CONTRACTOR are to commence as soon as practicable after the execution of this Agreement and all tasks specified in Exhibit "A" shall be completed no later than from the date of this Agreement . These times may be extended with the written permission of the CITY. The time for performance of the tasks identified in Exhibit "A" are generally to be as shown in the Scope of Services on the Work Program/Project Schedule. This schedule may be amended to benefit the PROJECT if mutually agreed by the CITY and CONTRACTOR. 4 . COMPENSATION In consideration of the performance of the engineering services described in Section 1 above, CITY agrees to pay CONTRACTOR a fee of Dollars ($ ) . 5 . EXTRA WORK In the event of authorization, in writing by the CITY, of changes from the work described in Exhibit "A" , or for other written permission authorizing additional work not contemplated herein, additional compensation shall be allowed for such Extra Work, so long as the prior written approval of CITY is obtained. 6 . METHOD OF PAYMENT A. CONTRACTOR shall be entitled to progress payments -2- SAMPLE ONLY toward the fixed fee set forth in Section 4 herein in accordance with the progress and payment schedules set forth in Exhibit A" . ' B. Delivery of work product : A copy of every technical memo and report prepared by CONTRACTOR shall be submitted to the CITY to demonstrate progress toward completion of tasks . In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. Any such product which has not been formally accepted or rejected by CITY shall be deemed accepted. C. The CONTRACTOR shall submit to the CITY an invoice for each progress payment due. Such invoice shall : 1) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment due; 4) Include a certification by a principal member of the CONTRACTOR' S firm that the work has been performed in accordance with the provisions of this Agreement; and 5) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONTRACTOR is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall promptly approve the invoice, in which event payment shall be made within thirty (30) days ' of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If the CITY does not approve an invoice, CITY shall notify CONTRACTOR in writing of the -3- SAMPLE ONLY reasons for non-approval, within seven (7) calendar days of receipt of the invoice, and the schedule of performance set forth in Exhibit "A" shall be suspended until the parties agree that past performance by CONTRACTOR is in, or has been brought into compliance, or until this Agreement is terminated pursuant to Section 12 hereof. D. Any billings for extra work or additional services authorized by the CITY shall be invoiced separately to the CITY. Such invoice shall contain all of the information required under paragraph 6C, 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. 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONTRACTOR agrees that all materials prepared hereunder, including all original drawings, designs, reports, both field and office notes, calculations, maps and other documents, shall be turned over to CITY upon termination of this Agreement or upon PROJECT completion, whichever shall occur first . In the event this Agreement is terminated, said materials may be used by CITY in the completion of PROJECT or as it otherwise sees fit . Title to said materials shall pass to the CITY upon payment of fees -4- SAMPLE ONLY determined to be earned by CONTRACTOR to the point of termination or completion of the PROJECT, whichever is applicable. CONTRACTOR shall be entitled to retain copies of all data prepared hereunder. 8 . INDEMNIFICATION AND HOLD HARMLESS CONTRACTOR hereby agrees to indemnify and hold and save harmless CITY, its officers and employees from any and all liability, including any claim of liability and any and all losses or costs arising out of the negligent performance of this agreement by CONTRACTOR, its officers or employees . 9 . WORKERS' COMPENSATION CONTRACTOR shall comply with all of the provisions of the Workers ' Compensation Insurance and Safety Acts of the State of California, the applicable provisions of Division 4 and 5 of the California Labor Code and all amendments thereto; and all similar state or federal acts or laws applicable; and shall indemnify, defend and hold harmless CITY from and against all claims , demands, payments, suits, actions, proceedings and judgments of every nature and description, including attorney' s fees and costs presented, brought or recovered against CITY, for or on account of any liability under any of said acts which may be incurred by reason of any work to be performed by CONTRACTOR under this Agreement . CONTRACTOR shall obtain and furnish evidence to CITY of maintenance of statutory workers ' compensation insurance and employers ' liability in an amount of not less than $100 , 000 bodily injury by accident, each occurrence, $100, 000 bodily injury by disease, each employee, and $250, 000 bodily injury by disease, policy limit . -5- SAMPLE ONLY 10 . INSURANCE In addition to the workers ' compensation insurance and CONTRACTOR' S covenant to indemnify CITY, CONTRACTOR shall obtain and furnish to CITY the following insurance policies covering the PROJECT: A. General Liability Insurance. A policy of general public liability insurance, including motor vehicle coverage. Said policy shall indemnify CONTRACTOR, its officers, agents and employees, while acting within the scope of their duties, against any and all claims of arising out of or in connection with the PROJECT, and shall provide coverage in not less than the following amount : combined single limit bodily injury and property damage, including products/completed operations liability and blanket contractual liability, of $1, 000, 000 per occurrence. If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than $1, 000, 000 . Said policy shall name CITY, its officers, and employees as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the PROJECT shall be deemed excess coverage and that CONTRACTOR' S insurance shall be primary. B. Professional Liability Insurance. CONTRACTOR shall acquire a professional liability insurance policy covering the work performed by it -6- SAMPLE ONLY hereunder. Said policy shall provide coverage for CONTRACTOR' S professional liability in an amount not less than $500, 000 per claim. A claims made policy shall be acceptable. 11. CERTIFICATES OF INSURANCE• ADDITIONAL INSURED ENDORSEMENTS Prior to commencing performance of the work hereunder, CONTRACTOR shall furnish to CITY certificates of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverages as required by Sections 9 and 10 herein; said certificates shall provide the name and policy number of each carrier and policy, and shall state that the policy is currently in force and shall promise to provide that such policies will not be cancelled or modified without thirty (30) days prior written notice to CITY. CONTRACTOR shall maintain the foregoing insurance coverages in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverages hall not derogate from the provisions for indemnification of CITY BY CONTRACTOR under Section 8 of this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of all said policies of insurance. CONTRACTOR shall pay, in a prompt and timely manner, the premiums on all insurance hereinabove required. A separate copy of the additional insured endorsement to each of CONTRACTOR' S insurance policies, naming the CITY, its officers and employees as Additional Insureds shall be provided to the City Attorney for approval prior to any payment hereunder. -7- SAMPLE ONLY 12 . INDEPENDENT CONTRACTOR CONTRACTOR is, and shall be, acting at all times in the performance of this Agreement as an independent contractor. CONTRACTOR shall secure at its expense, and be responsible for any and all payments of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONTRACTOR and its officers, agents and employees and all business licenses, if any, in connection with the services to be performed hereunder. 13 . TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner . CITY may terminate CONTRACTOR' S services hereunder at any time with or without cause, and whether or not PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing through the City Engineer, notice of which shall be delivered to CONTRACTOR as provided in Section 16 herein. 14 . ASSIGNMENT AND SUBCONTRACTING This Agreement is a personal service contract and the supervisory work hereunder shall not be delegated by CONTRACTOR to any other person or entity without the consent of CITY. 15 . COPYRIGHTS/PATENTS CONTRACTOR shall not apply for a patent or copyright on any item or material produced as a result of this Agreement , as set forth in 41 CFR 1-9 . 1 . -8- SAMPLE ONLY 16 . CITY EMPLOYEES AND OFFICIALS CONTRACTOR shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement . No officer or employee of CITY shall have any financial interest in this Agreement in violation of California Government Code Sections 1090 et seq . 17 . NOTICES Any notices or special instructions required to be given in writing under this Agreement shall be given either by personal delivery to CONTRACTOR' S agent (as designated in Section 1 hereinabove) or to CITY' S Director of Public Works, as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Services, addressed as follows : TO CITY: TO CONTRACTOR: Mr . Louis Sandoval Director of Public Works City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 REST OF PAGE NOT USED -9- SAMPLE ONLY 18 . ENTIRETY The foregoing, and Exhibit "A" attached hereto, set forth the entire Agreement between the parties . 19 . COMPLIANCE WITH HBMC CHAPTER 3 . 03 This agreement has been procured pursuant to, and complies with the provisions of, Huntington Beach Municipal Code Chapter 3 . 03 , entitled "Professional Services . " IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers the day, month and year first above written. CONTRACTOR: CITY OF HUNTINGTON BEACH, A municipal corporation of the State of California Mayor ATTEST: APPROVED AS TO FORM: City Clerk SIT �f'City AttorneyREV WEDAND APPROVED: ATED ND APPROVED: City Administrator Direct'pr of Public Works I sg -10- SAMPLE ONLY