HomeMy WebLinkAboutEngineering Solution Services - 2021-07-20 APPR0✓6D 6-0
City of Huntington Beach
File #: 21-484 MEETING DATE: 7/20/2021
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Oliver Chi, City Manager
PREPARED BY: Sean Crumby, Director of Public Works
Subject:
Approve and authorize execution of Professional Services Contracts for On-Call Grant Writing
and Administration Consulting Services with Advanced Avant-Garde, Inc., Engineering
Solution Services, KOA Corporation, and Villa Civil, APC
Statement of Issue:
The Public Works Department requires professional grant writing and administrative services on an
on-call or as-needed basis to prepare and administer grant applications for federal, state, regional,
and local funding opportunities. Consultants will conduct research to identify grant resources that
support the City's funding needs and priorities, provide community outreach services, including
developing community involvement strategies, and coordinate with funding agencies on post-award
procedures, project delivery, funding requests, quarterly reporting, and labor compliance.
Financial Impact:
The City's Fiscal Year (FY) 2021/22 Capital Improvement Program (CIP) Budget was adopted on
June 1, 2021, and totals $39.3 million (All Funds) for approved projects citywide. Each approved CIP
project has a budget containing sufficient funding for project administration and other required costs.
The four recommended contracts, totaling $1.0 million, will be funded out of the CIP or department
operating budget, as needed. As such, no additional funding is required by this action.
Recommended Action:
A) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and Advanced Avant-Garde Corporation, for On-Call Grant
Writing and Administrative Consulting Services," in an amount not to exceed $250,000, and,
B) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
_Between the City of Huntington Beach and Engineering Solutions Services for On-Call Grant Writing
and Administrative Consulting Services," in an amount not to exceed $250 000. and,
C) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and KOA Corporation for On-Call Grant Writing and
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File #: 21-484 MEETING DATE: 7/20/2021
Administrative Consulting Services," in an amount not to exceed $250,000; and,
D) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and Villa Civil, APC, for On-Call Grant Writing and
Administrative Consulting Services," in an amount not to exceed $250,000.
Alternative Action(s):
Do not authorize the proposed contracts and direct staff accordingly. Budgeted Capital Projects
could be delayed until new contracts are approved.
Analysis:
On April 1, 2021, the City advertised a Request for Qualifications (RFQ) for On-Call Grant Writing &
Administrative Consulting Services. Proposals were requested and submitted in compliance with
Chapter 3.03 of the Huntington Beach Municipal Code. Eleven (11) proposals were received for On-
Call Grant Writing & Administrative Consulting Services. In accordance with qualifications-based
selected procurement per the Federal "Brooks Act," State SB 419, and the City of Huntington Beach
Municipal Code Section 3.03 "Professional Services," the Public Works Department established a
review board. Each firm submitted a proposal indicating their category of expertise. Proposals were
then evaluated and ranked by the review board. The top four firms were selected to increase
opportunity for competitive proposals for future projects from qualified on-call consultants.
The four contracts recommended for City Council approval are for on-call support staff to pursue
grant funding and administer existing grant funds related to water, wastewater, stormwater,
transportation, and park improvement projects. These services will be utilized to supplement City
staff in meeting annual CIP goals, as an extension of staff, and/or to provide required expertise for
unique projects. Additionally, these services will be required to secure federal stimulus grants
anticipated this year. Each project is evaluated on a case-by-case basis to determine if these
services are necessary.
Typical grant application and administrative support costs from the use of consultants on a CIP
project varies between three to ten percent of the total costs for a CIP project. Therefore, it is
practical to conservatively assume minimum annual consultant costs would be around $250,000 to
the City for total CIP projects, or approximately $1 million over the next three years.
Some of the typical grants for water, wastewater, stormwater, transportation, and park improvements
include the following Active Transportation Program (ATP), Highway Safety Improvements Program
(HSIP), Prop 1 Groundwater, Recreational Trails Program, Prop 68 Sustainable Groundwater
Management, Rebuilding America Infrastructure with Sustainability & Equity Program (RAISE),
CalOES Flood Mitigation Assistance, Infrastructure State Revolving Fund, USBR Water Smarts
Program, and Drinking Water State Revolving Fund.
Administrative support services are needed for grants related to water, wastewater, stormwater, parks
. and transportation CIP projects. These consultants have been selected to meet the projected
workload over the next three years, with a total not to exceed amount of $250,000 per firm.
Environmental Status:
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File #: 21-484 MEETING DATE: 7/20/2021
Not applicable.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Professional Services Contract between the City of Huntington Beach and Advanced Avant-
Garde Corporation for On-Call Grant Writing and Administrative Consulting Services
2. Professional Services Contract between the City of Huntington Beach and Engineering
Solutions Services for On-Call Grant Writing and Administrative Consulting Services
3. Professional Services Contract between the City of Huntington Beach and KOA Corporation
for On-Call Grant Writing and Administrative Consulting Services
4. Professional Services Contract between the City of Huntington Beach and Villa Civil, APC, for
On-Call Grant Writing and Administrative Consulting Services
5. RFQ Award Analysis
City of Huntington Beach Page 3 of 3 Printed on 7/142021
ga"recX� Legistar"'
PROFESSIONAL SERVICES CONTRACT BETWTEN
THE CITY OF 1-IUNTINGTON BEACH AND
ENGINEERING SOLUTIONS SERVICES
FOR
ON-CALL GRANT WRITING AND ADMINISTRATIVE
CONSULTING 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 Engineering Solutions Services, hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide on-call grant
writing and administrative consulting 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 as described in E.xhibit "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 Sudi Shoja who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance ol'this Agreement.
2. CITY STAFF ASSISTANCE-'
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
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3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on .7O 7A�, , 20 c;/ (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 Two Hundred Fifty Thousand Dollars ($250,000.00).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," 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."
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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' thisAgreement or upon PROJECT completion, whichever shall occur first. These
materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
A. CONSULTANT hereby agrees to protect, defend, indemnify and hold
harmless CITY, its officers. elected or appointed officials, employees, agents and volunteers frona
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) arising out of or in connection with CONSUL:fANT's (or CONSUL I-ANT'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 CONSULfANT. 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 CONS U LTA NT'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.
13. To the extent that CONSULTANT performs "Design Professional Services" within
the meaning of Civil Code Section 2792.8, then the following Hold Harmless provision applies in
place oi'subsection A above:
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"CONSULTANT hereby agrees to protect. defend. indemnify and hold harmless
CITY and its officers, elected or appointed officials. employees, agents and yoltmteers. 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) to
the extent that the claims against CONSULTANT arise out of, pertain to, or relate to the negligence.
recklessness. or willful misconduct of CONSULTANT-. In no event shall the cost to defend charged
to CONSULTANT exceed CONSULTANT's proportionate percentage of fault. However,
notwithstanding the previous sentence. in the event one or more other defendants to the claims
and/or litigation is unable to pay its share of defense costs due to bankruptcy or dissolution of the
business. CONSULTANT shall meet and confer with CITY and other defendants regarding unpaid
detense costs. The duty to indemnify, including the duty and the cost to defend, is limited as
provided in California Civil Code Section 2782.8.
C. Regardless of whether subparagraph A or 13 applies, CITY shall be reimbursed by
CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation.
-I-his 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 obtain and furnish to CITY a professional liability insurance
policy covering the work performed by it hereunder. This policy shall provide coverage for
CONSUL:fANT's professional liability in an amount not less than One N illion Dollars
($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
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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).
E. 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 l'ollowing 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 arising 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 el'fect 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. CONSUL-TAN-r shall
Furnish to CITY a certificate of insurance subject to approval of' the City Attorney evidencing the
lbregoing insurance coverage as required by this .Agreement; the certificate shall:
A. provide the name and policy number of each carrier and policy:
13. state that the policy is currently in lorce; and
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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 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. 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 fulh 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
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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 Nyork, 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. NOTICE'S
Any notices, certificates, or other annm Lill ications hereunder shall be given either by
personal delivery to CONSUL,TANT's agent (as designated in Section I 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. CITY and
CONSULTANT may designate different addresses to which subsequent notices, certificates or
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:
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TO CITY: TO CONSULTANT:
City or Funtington Beach Engineering Solutions Services
AT"I'M Chau Vu/Sarah Whitecotton Attn: Sudi Shoja
2000 iMain Street 23232 Peralta Drive. Suite 112
Huntington Beach, CA 92648 Laguna Hills, CA 92653
17. CONSEN-r
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 anv
subsequent occurrence of the same or any other transaction or event.
18. iMODIPICATION
No waiver or modification of any language in this Agreement shall be valid unless in
writing and dulV 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 anv
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
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neuter gender and singular or plural number shall be deemed to include the other whenever the
contest so indicates or requires. Nothing contained herein shall be construed so as to require the
commission of' anyact 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.
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. INIMIGRAT10N
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 Ciry Chanter 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.
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24. ATTORNETS FEF..S
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 attorneys fees, such that the prevailing party shall not be entitled to recover its attorney's
fees from the nonprevaiting 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 LAN
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 hereinbetow 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 frecty
and Voluntarily following extensive ann'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
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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 bowcen the parties respecting the subject matter hereof.
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Council.
This Agreement shall expire when terminated as provided herein.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
and throe<,h their authorized officers.
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CONSULTANT,
ENGINEERING SOLUTIONS SERVICES CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
California
By:
-ci Mayor
print n
ITS: (circle one)Chai resi ice President
City Clerk
AND
By: INITIATED AND APPROVED:
print narne Director of Public Works
ITS: (circle onersg�Gief Financial Officer/Asst.
Secretary-Treasum
REVIEWED AND APPROVED:
City Manager
COUNTERPART
APPROVED AS TO FORM:
LkCity Attorney
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CONSULTANT,
ENGINEERING SOLUTIONS SERVICES CITY OF HUNTINGTON BEACH, a
municipal co ration of the State of
Califo is
By: • ( r�C�_..
print nae m MWt it►I, fay�a.l
ITS: (circle one)Chairman/PresidcntNice President
City Clerk
AND
D41TIA AN PROV D:
By:
print name t
Director of Puhlic Wor
ITS: (circle one)Secretary/Chief Financial Officer/Ass1.
Secretary-Treasurer
IE A APP D:,,
City Manager
COUNTERPART
APP VED AS TO FORM:
fty Attorney
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EXHIBIT "A"
A. STATENJENT OF WORK: (Narrative of work to be performed)
CONSULTANT- shall provide consulting services on an --as-needed" basis for projects to be
determined during the term of the agreement. During the term of the agreement, CITY may elect to
solicit proposals from CONSULTANT. CITY shall issue task order for each project based upon the
scope of services, work schedule, and fee proposal submitted to City for its review and approval.
Scope of services to be provided:
Grant Writing Services
Consultant shall provide experienced personnel, equipment. and facilities to perform the
following tasks.
• Prepare grant applications for available federal, state, regional, local and other grant
funding opportunities.
• Conduct research to identify grant resources that support the City's funding needs
and priorities.
• Provide community outreach services including developing community involvement
strategy, facilitation of outreach meetings. preparation and distribution of bilingual outreach
materials including mailing pieces, surveys, interviews and creation ofcontent for project specific
web sites as needed for projects assigned by the City.
Grant Administration
• Serve as the City liaison on project related activities.
• Assist in the preparation of agreements and miscellaneous project related documents
(i.e. Caltrans E-76).
• Coordinate with funding agencies on project delivery and prepare funding requests.
• Coordinate with City Attorney for preparation of agreements.
• Prepare agenda reports for City Council meetings and presentations as needed.
• Prepare quarterly progress reports and reimbursements as needed.
• Coordinate with engineering team and/or technical services team as needed.
• Attend scheduled project development team meetings.
• Provide support for community relations and preparation of informational materials.
• Prepare miscellaneous reports and assist Cite staff as needed
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
Shall be per CONSULTANT'S State of Qualifications (Exhibit A). consistent with the City
off-luntington Beach Request for Qualifications for On Call Grant Writing and Administrative
Consulting Services. Upon award. and the contract period. if CONSULTANT chooses to assign
different personnel to the project, CONSULTANT must submit the names and qualifications of
these staff to City for approval before commending work.
EXHIBIT A
C. CI"IY'S DUTIES AND RESPONS11311_1"1'IES:
1. Furnish scope of work request for each project.
2. Furnish any relevant plans, studies, documents, or drawings to the CONSULTANT.
D. WORK PROGRAM/PROJECT SCHEDULE:
A project schedule will be developed Ibr each project assigned by City.
EXHIBIT A
EXHIBIT "B"
Payment Schedule (I-lourly Payment)
A. I-lourly Rate
CONSULTANT'S tees for such services shall be based upon the following hourly rate and cost
schedule:
Fee Schedule
Discipline Hourly Rate
Project Nlanager/Technical Expert 5150
Grant Writer I Sl35
Project Engineer/Support Lead $115
CADD Operator $95
Clerical $58
Reimbursable Cost
Transportation 0.57 per mile
13. Travel Charges for time during travel are not reimbursable.
C. 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.
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.
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:
1
Exhibit 13
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. It' CITY does not approve an invoice. CITY shall notil'N
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 zinc] 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 fi-om the
ongoing performance ofthe remainder of this Agreement.
Exhibit B
PROFESSIONAL" SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
FOR
Table of Contents
IScope of Services.....................................................................................................I
2 City Staff Assistance................................................................................................Z
3 Term: Time of Performance.....................................................................................2
4 Compensation ..........................................................................................................2
5 Extra Work...............................................................................................................2
6 \Method of Pavment..................................................................................................3
7 Disposition of Plans, Estimates and Other Documents ...........................................3
8 Hold Harmless ........................................................................................................3
9 Professional LiabilitV lnsurance.............................................................................4
10 Certificate of Insurance............................................................................................5
11 Independent Contractor............................................................................................6
12 Termination of Agreement.......................................................................................6
13 Assionment and Delegation ......................................................................................6
14 Copyrights/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 Attorncv's Fees..........................................................................................................10
25 Survival.....................................................................................................................10
26 Governing Law .........................................................................................................10
27 Signatories.................................................................................................................10
28 Entiretv......................................................................................................................10
29 Eftcetive Date................................................................................. I l
�►co d� CERTIFICATE OF LIABILITY INSURANCE 06/24/21WYI
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
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 policy(les) must have ADDITIONAL INSURED provisions or be endorsed
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement c
this certificate does not confer rights to the certificate holder in lieu of such anduraerienl a.
CON�ACTSIMA
NAM
P PRIME INSURANCE SERVICES, INC. PHONE A SS949) 450-2300 eX Ni,il(949)450-2311
9891 IRVINE CENTER DRIVE #160 prinuspo icy.cotn
IRVINE, CA 92618-4319
License# :OD48024 INsL I AFFORDING
RANC COVERAGE 000
SENTINEL INSURANCE COMPANY 11000
INSURED ENGINEERING SOLUTIONS SERVICES INC. INSURERS HARTFORD ACCIDENT L INDZHNITY
SUDABEH SHOJA PROPERTY i CAS INS. OF HF 34690
23232 PERALTA DR. , SUITE 112 INSURER
LAGUNA HILLS, CA 92653
949) 637-1405 INSURFIEF
COVERAGES CERTIFICATE NUMBER REVISION NUS':,, I•.
'HIS 6 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BF HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERiQC
INDICATED NOTWTHSTANOING ANY REOUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT SMTH RESPECT TO WHICH THIS
CERTIFICATE MAY IE ISSUED OR MAY PCP'-.+. THE INSURANCE AFFOROF0 RY THE POLICIES DESCRIBED HEREIN 6 SUBJECT TO ALL THE TERMS.
EXCLUSCNSAND CONDITCNSOF SUCH F IMITSSHOMM MAYHAY[ •I '. HEDUCEOW PACCLAIMS
LTR TYPE OF INSURANCE 11YIT5
= COMMERCIAL GENERAL L MLiI- EA H OCCURRENCE f 2,000,000
cuMs M.DF ® •, s 2,000,000
MED EXP ore $ 10,000
R 72SBAIT9447 6/19/2020 /19/2021 PERSONAL A ADV INJURY s 2,000,000
GEWL AGGREGATE LIMIT APPLIES PEI GENERAL AGGREGATE s 4 r OOO r 000
1< FCUCY/1 ICJ P O D LO: PRODUCTS COMP,oP AGG F 4,000,000
OTHER f
AUTOMO&IF.INFXUTVLOEMBINEU WNCoi-hLI s 1,000,000
ANYAUTO BOD-,Y iNJURYIPfr � 5
B x �aO50ED NLY AUTOW X &-b.'.'HJ'.;R.
BRED Nc.
A 72UECCD2464 5/1/2021 /1/2022 _ _
+. .ioS ONIv Y .:•' f
5
+BRELIA LMB
EACH OCCURRENCE 3
-MS LIAR
AGGREW'C
u. PROPH.EICR PARINEkEAECUTIVI 1, 000 , 000
FFIC C OERIYEMMA ESCLUOE07 OY E L EACH AU;NkN'
IMandYory In full 72 WECGG64R4 8/20/2020 /20/2021 EL OESEASE EA FMP. 1, 000,000
aeaop ulge 1, 000,F+P 000
A -^Iles PEP-10KAL PRc.:w 72SBAIT9447 0/19/2020 /19/2021 B,P,P $13, 700
X
D PROFESSIONAL LIABILITY PSJO020776759 8/29/2020 /29/2022 PLIABILITY $5M/$5M
__ _ �y ._ ,.,e .u•__ - Pxia..w.aP.•-.av o-:r..>v.mryl Y�lWnmpe apMa nnownm
<ss usual to the Insured operation City of RuntingEton beach, its officers, elected or appointed
.:£facials, esrployees, agents and voluntsers are named as Add,tional Insured with liability liuted to
claias arising out of Insured's operation only. 1Tis covers" is prinary/non-contributory. Blanket APPROVED AS TO FORM
lruver, applaas par the fora SS0008 attached to Nis Polary Should any of the above asn tinned
policies be cancelled, a 30 day written notice will be delivered prior to cancellation.
crwel Tfs
ADDITIONAL INSURED:
City of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES M CANCELLED BEFORE
2000 Main Street THE EXPIRATION DATE THEREOF. NOTICE WILL BEDELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS
Huntington Beach, CA 92648
AUTHORIZED REPRESENTATIVE
r•
0 1988-2015 ACORD CORPORATION All rights reserved
ACORD 25(2016103) The ACORD narne and logo are registered marks of ACORD
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR: Engineering Solution Services
OVERALL RANKING: 1 out of 4
SUBJECT MATTER EXPERTS/RATERS:
1. Deputy PW Director— Transp & Eng 2. Deputy PW Director- Utilities 3. Administrative Services
Manager 4, Asst. CFO
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 439
VENDOR NAME— Minimum Qualifications Review
Total Weighted Maximum
Criteria Score Score
Compliance with RFP 40 50
Technical Approach 113 125
Qualifications 118 125
Clarity 43 50
Cost 103 125
References and Background 22 25
Total 439 500
II. DUE DILIGENCE REVIEW
Interview Ranking: 1
Engineering Solutions Services —Summary of Review
• Engineering staff who secured funds for water,
sewer, stormwater, transportation, parks &
facilities
Engineering Solutions Services — Pricing
• Clerical from $581hr to Project Manager$150/hr
128
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR: Avant Garde Corp.
OVERALL RANKING: 2 out of 4
SUBJECT MATTER EXPERTS/RATERS:
1. Deputy PW Director— Transp & Eng 2. Deputy PW Director- Utilities 3. Administrative Services
Manager 4. Asst. CFO
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 418
VENDOR NAME—Minimum Qualifications Review
Total Weighted Maximum
Criteria Score Score
Compliance with RFP 40 50
Technical Approach 106 125
Qualifications 106 125
Clarity 37.5 50
Cost 112.5 125
References and Background 16 25
Total 418 500
II. DUE DILIGENCE REVIEW
• Interview Ranking: 2
Avant Garde Corp —Summary of Review
• Admin staff who secured State & Federal funds &
provide labor compliance.
Avant Garde Corp— Pricing
• Program Asst. from $75/hr to Program Director
$130/hr
2
129
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR: Villa Civil Corp.
OVERALL RANKING: 3 out of 4
SUBJECT MATTER EXPERTS/RATERS:
1. Deputy PW Director— Transp & Eng 2. Deputy PW Director - Utilities 3. Administrative Services
Manager 4. Asst. CFO
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 384
VENDOR NAME—Minimum Qualifications Review
Total weighted Maximum
Criteria Score Score
Compliance with RFP 37.5 50
Technical Approach 109 125
Qualifications 106 125
Clarity 40 50
Cost 75 125
References and Background 16.5 25
Total 384 500
ll. DUE DILIGENCE REVIEW
Interview Ranking: 3
Villa Civil Corp—Summary of Review
• Engineering staff who secured State & Federal
funds for water, sewer, stormwater,
transportation, parks & facilities; & provide labor
compliance.
Villa Civil Corp— Pricing
• Admin. Asst. from $80/hr to Principal Eng.
$220/hr
3
130
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR: KOA Corp.
OVERALL RANKING: 4 out of 4
SUBJECT MATTER EXPERTS/RATERS:
1. Deputy PW Director— Transp & Eng 2. Deputy PW Director- Utilities 3. Administrative Services
Manager 4. Asst. CFO
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 366
VENDOR NAME—Minimum Qualifications Review
Total Weighted Maximum
Criteria Score Score
Compliance with RFP 40 50
Technical Approach 113 125
Qualifications 118 125
Clarity 43 50
Cost 103 125
References and Background 22 25
Total 366 500
Il. DUE DILIGENCE REVIEW
• Interview Ranking: 4
KOA Corp.— Summary of Review
• Engineering staff who secured funds for
transportation, parks & facilities.
KOA Corp.— Pricing
• Admin Asst. from $72/hr to Principal Engineer II
$292/h r
4
131
City of Huntington Beach
2000 Main Street ♦ Huntington Beach, CA 92648
(714) 536-5227 ♦ N%titir%v.huntingtonbeachca.gov
p 1101A Office of the City Clerk
' Robin Estanislau, City Clerk
July 28, 2021
Engineering Solution Services
Attn: Sudi Shoja
23232 Peralta Drive, Suite 112
Laguna Hills, CA 92653
Dear Ms. Shoja:
Enclosed is a copy of the "Professional Services Contract between the City of
Huntington Beach and Engineering Solution Services for On-Call Grant Writing and
Administrative Consulting Services" approved by the Huntington Beach City Council on
July 20, 2021.
Sincerely,
e�
Robin Estanislau, CIVIC
City Clerk
RE:ds
Enclosure
Sister Cities: Anjo, Japan • Waitakere, New Zealand