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
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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.
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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 .
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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
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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
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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
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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 .
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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
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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.
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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 .
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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
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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
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