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RJM Design Group, Inc. - 2025-08-19
2000 Main Street, Huntington Beach,CA . ._ •.. ��, 92648 City of Huntington Beach APPROVED 7-0 w9. F �oiirtri�"„" File #: 25-553 MEETING DATE: 8/19/2025 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Travis Hopkins, City Manager VIA: Ashley Wysocki, Director of Community & Library Services PREPARED BY: Chris Cole, Community & Library Services Manager Subject: Approve and authorize execution of Professional Services Contracts for On-Call Multi- Discipline Architectural Engineering, Landscape Architectural Engineering and Professional Consulting Services with Bureau Veritas North America, Inc., Dahlin Group Inc., David Volz Design Landscape Architects, Inc., M. Arthur Gensler & Associates, Inc. (Gensler), Gillis + Panichapan Architects, Inc., HAI Hirsch & Associates, Inc., IDS Group, Inc., Johnson Favaro, LLP, Michael Baker International, Inc., NUVIS, PBK Architects, Inc., RDC-S111, Inc., DBA Studio One Eleven, RJM Desssn Groups Inc., RRM Design Group, SVA Architects, Inc., and Verde Design, Inc. each in an amount not to exceed $1,000,000 over a three-year term Approve and authorize Amendment No. 2 to extend the contract terms for two additional years for On-Call Architectural Engineering & Professional Consulting Services for Kitchell/CEM, Inc. and Westberg White, Inc. Statement of Issue: The Community & Library Services and Public Works Departments require multi-discipline architectural engineering, landscape architectural engineering, and professional design consulting services on an on-call, as-needed basis for architectural engineering, landscape architectural engineering, and professional consulting services for design and construction administration for capital projects and city facilities. Financial Impact: The FY 2025/26 Capital Improvement Program (CIP) includes over $8.6 million in new and continuing appropriations for beach, facilities, and park development projects. With the additional projects anticipated to be scheduled in future years, there is a need to approve new on-call Professional Services Agreements for project design, efficiency, and continuity purposes. The recommended contracts, each with a "not-to-exceed" amount of$1,000,000, would be utilized for approved CIP projects, based on the discipline needed to advance the project into the next development phase. The $1,000,000 amount is the "not-to-exceed" amount over the life of the City of Huntington Beach Page 1 of 9 Printed on 8/14/2025 powered by Legistar'm 77 File #: 25-553 MEETING DATE: 8/19/2025 contract, not a guaranteed amount. No funds will be expended under these contracts unless approved as part of the City's Annual Budget. As such, no additional funding is required for this action. Additionally, no additional funding is required to approve the two contract term extensions for On-Call Architectural Engineering & Professional Consulting Services for Kitchell/CEM, Inc. and Westberg White, Inc. Project funds have already been encumbered with no need for additional funding. Recommended Action: A) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and Bureau Veritas North America, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, B) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and Dahlin Group, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, C) Approve and authorize the Mayor and City Clerk to execute "Professional Services Contract between the City of Huntington Beach and David Volz Design Landscape Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting i. Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, D) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and Arthur M. Gensler, Jr. & Associates, Inc. (Gensler) for On- Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, E) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and Gillis + Panichapan Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, F) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and HAI Hirsch &Associates, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, G) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and IDS Group, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, H) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and Johnson Favaro, LLP for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an City of Huntington Beach Page 2 of 9 Printed on 8/14/2025 powered by Legistar" 78 r File #: 25-553 MEETING DATE: 8/19/2025 amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, I) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and Michael Baker International, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, J) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and NUVIS for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, K) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and PBK Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, L) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract • between the City of Huntington Beach and RDC-S111, Inc., DBA Studio One Eleven for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, M) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and RJM Design Group, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, N) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and RRM Design Group for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, 0) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and SVA Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and, P) Approve and authorize the Mayor and City Clerk to execute a "Professional Services Contract between the City of Huntington Beach and Verde Design, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services" in an amount not to r term. 00 over athree- ea exceed One Million Dollars ($1,000,000) y Q) Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City of Huntington Beach and Kitchell/CEM, Inc. for On-Call Architectural Engineering & Professional Consulting Services to extend the term for two additional years until July 19, 2027; and, R) Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City WestbergWhite, Inc. for On-Call Architectural Engineering & Professional of Huntington Beach and9 9 g City of Huntington Beach Page 3 of 9 Printed on 8/14/2025 powered by Legistarr" }I,4:;y1t',47C-fe 79 File#: 25-553 MEETING DATE: 8/19/2025 Consulting Services to extend the term for two additional years until July 19, 2027. Alternative Actionts): Do not approve the recommended actions and direct staff accordingly. Analysis: On March 17, 2025, a Request for Qualifications (RFQ) for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services was requested and submitted in compliance with Chapter 3.03 of the Huntington Beach Municipal Code. Proposals were due by 4:00 PM on Tuesday, April 29, 2025. Thirty-three (33) proposals were received and reviewed by staff from Public Works and Community & Library Services. Proposals were ranked based on six (6) categories: Compliance with RFQ Requirements; Understanding of the Project-Methodology; Qualifications and Experience; Educational Background; Cost/Price; and References. Each element was ranked based on factors between 1-5 and weighted as noted: Understanding of the Project-Methodology (25); Qualifications and Experience (25); Cost/Price (25); Compliance with RFQ requirements (10); Educational Background (10); and References (5). Based on this review, staff recommend awarding contracts to the sixteen (16) firms listed below for - three-year terms each as shown in Attachment 1. Architectural Engineering and Landscape Architectural Engineering 1. Bureau Veritas North America, Inc. 2. Dahlin Group Inc. 3. M. Arthur Gensler, Jr. &Associates, Inc. (Gensler) 4. Gillis + Panichapan Architects, Inc. 5. IDS Group, Inc. 6. Johnson Favaro, LLP 7. NUVIS 8. PBK Architects, Inc. 9. RDC-S111 Inc., DBA Studio One Eleven 10. RRM Design Group 11. SVA Architects, Inc. Landscape Architectural Engineering -Only 12. David Volz Design Landscape Architects, Inc. 13. HAI Hirsch &Associates, Inc. 14. Michael Baker International, Inc. 15. RJM Design Group, Inc. 16. Verde Design, Inc. By contracting with the above firms, the Community & Library Services and Public Works Departments will have more options and a larger pool of qualified consultants for any given project based on each consultant's specific area of expertise. For example, some firms specialize in master City of Huntington Beach Page 4 of 9 Printed on 8/14/2025 powered by Legistare" 80 File#: 25-553 MEETING DATE: 8/19/2025 plans, park development, geotechnical, elevators, structures, and new builds, etc. Fewer on-call consultants limits staffs ability to schedule and manage projects in an efficient manner. Consultants with specific areas of expertise often have substantial workloads and may have conflicts in adhering to the requested timeline. With multiple consultants, staff will have increased flexibility in scheduling project design tasks or even scheduling projects simultaneously, creating a more timely and effective process. The use of multiple contracts also assists in creating a competitive climate between firms, which is advantageous in securing the best pricing. In general, the Standard Operating Procedure (SOP) in administering on-call contracts is for staff to issue task orders for each project based upon the scope of services. For task orders greater than $50,000, the City will typically solicit proposals from two or more of the qualified consultants. Bids are requested from the on-call list, based on the firm's specialty. For example, architectural-only firms will be asked to bid on library, facility, structural, and electrical projects and landscape-only firms will be asked for park development, right-of-way, etc. The firms that can do both will be used the same way. As part of the RFQ process, all firms had to provide work history and specialties, and the dual functioning firms are able to take on a larger variety of projects. The scope of work for architectural engineering, landscape architecture engineering, and professional consulting firms may involve all phases of a development project. The following summarizes the major elements of the scope of work included in the RFQ. • Preliminary Plans and Design - Prepare alternative preliminary layouts, surveying, architectural services, and estimates of probable cost for alternatives, and prepare details and calculations. • Present alternatives, as needed at staff and/or City Council meetings, and provide recommendations and analyses of the advantages of each alternative. Entitlements/Permits -As a primary consultant, assist the City in obtaining entitlements and approvals from applicable agencies for environmental and/or other permits as may be required. Construction Documents - Prepare designs, plans, specifications, cost estimates and contract bidding documents. The City shall review the construction documents at the preliminary engineering, sixty (60%), ninety percent (90%), and final documents stages. Landscape, Architectural, Engineering Services - Provide landscape, architectural, planning, and design services primarily for existing City parks, facilities, community centers, clubhouses, i.e., tenant improvements, ADA modifications, etc., and park developments, as well as City medians and public spaces. Prepare sketches, renderings, and materials boards providing alternative architectural concepts, designs, and options that can be applied to project requirements. Prepare construction drawings for bidding and archival purposes, as well as technical specifications for materials and methods. The Consultant may be required to perform or assist in environmental assessments, material testing, civil and soils engineering and building architecture. Technical Reports and Analysis - Prepare needs assessments, master plans, and technical studies such as park development fee analysis, including public outreach, community workshops and City of Huntington Beach Page 5 of 9 Printed on 8/14/2025 powered by Legistar" 81 File#: 25-553 MEETING DATE: 8/19/2025 surveys. Bidding Stage -Assist the City in answering bidders' questions, attend pre-bid conferences and job walks, prepare addenda, analyze bids, and recommend award. Construction Stage -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, specifications, analysis of changed conditions, development of corrective action, review of shop drawings, and other required tasks. Architectural/Landscape Architectural Engineering Services - Provide landscape, architectural, planning, and design services primarily for existing City parks, facilities, community centers, clubhouses i.e., tenant improvements, ADA modifications, etc., and park developments, as well as City medians and public spaces. Prepare sketches, renderings, and materials boards providing alternative architectural concepts, designs, and options that can be applied to project requirements. Prepare architect's/engineer's cost estimates. In addition to the services listed above, using sub-consultants or in-house personnel, landscape architect firms may be required to perform environmental assessments, material testing, civil and soils engineering and building architecture. Funding for services associated with each of the various CIP projects is based on the City Council approved CIP budget. Each contract is based on a three-year term, with a total not-to-exceed amount of$1,000,000. The $1,000,000 amount is a "not-to-exceed" contract limit only, not a guaranteed amount. In the past five years, specialized architectural and landscaping services have been used in conjunction with $16.7 million of park development and park facility projects, including: Bartlett Park, Blufftop Park, Central Park Restrooms, Edison & Murdy Community Center Building Improvements, Edison Park Reconfiguration, Harbour View Clubhouse Rehabilitation, Lake Park Reconfiguration, LeBard Park Improvements, Marina Park Reconfiguration, as well Rodgers Senior Center Redevelopment (now known as Memorial Hall). Projects currently underway, scheduled, or budgeted for FY 2025/26 requiring various architectural and design consulting services are listed below. The amount shown for each project is based on current project estimates and total $2,154,418. Blufftop Slope Stabilization Repairs- Project Management $ 60,000 Carr Park Reconfiguration - Design &Construction Documents $316,113 Central Park Electrical Switchgear Replacement- Project Management $100,000 Central Park Master Plan -Conceptual Design and Costing $181,800 City Gym & Pool Flooring- Project Management $ 30,000 City Gym & Pool Partial Re-Roll- Project Management $ 35,000 Edison Park Reconfiguration-CEQA analysis $127,200 Edison Park Reconfiguration-Geotechnical Review $180,440 City of Huntington Beach Page 6 of 9 Printed on 8/14/2025 powered by Legistar" 82 III,___,.__.................__..._...._....__..._... .. .,. .. .,..,._....._....,._......_._.._ ,_..._._....-.,,........_..,.. ,.._.,.._..,...._.._.-...__._�.....-_.................... . _._.. !,... i File#: 25-553 MEETING DATE: 8/19/2025 HB Art Center Electrical & Lighting Rehabilitation - Project Management $ 30,000 Helen Murphy Branch Foundation -Geological & Design Services $ 80,000 Huntington Central Library Child-Teen Reconfiguration $129,245 Library Facilities Master Plan-Conceptual Design & Preliminary Casts $334,277 Main Promenade Parking Structure Improvement— Project Management $ 35,000 Marina Park Rehabilitation- Design and Construction Documents $344,343 Schroeder Park- Design $ 64,000 South Beach Lots Attendant Booths- Project Management $ 11,000 Water Production Building Rehabilitation $ 96,000 Looking forward to future fiscal years, staff anticipate design and construction management services will be needed for Carr, Edison, and Marina Park Reconfigurations. Preliminary construction costs for these three park development projects alone are estimated at$32 million with anticipated consulting services needed for the development of plans and specs, as well as construction management costs, totaling approximately 10% or$3.2 million. Staff also anticipates future on-call architectural engineering and landscape architectural services will be needed as a result of the recommendations included in the Library Facilities Master Plan and Central Park Master Plan, although preliminary cost estimates are not available at this time. In addition to this request for approval of the 16 new on-call contracts, staff are requesting approval - of two Amendment No. 2's for existing On-Call Architectural Engineering and Professional Consulting Services contracts for Kitchell/CEM, Inc. and Westberg White, Inc. The original two agreements expired July 20, 2024, but were extended for one year through July 19, 2025. These requested amendments would extend the contract terms for two additional years through July 19, 2027. Both firms currently have on-going on-call architectural projects with the City, however they did not participate in the recent on-call RFQ bidding process. The projects they have been working on are either fully designed, nearly fully designed, or entering the construction phase, requiring minimal service requirements, minimal or no additional compensation, and funded fully under the existing purchase order. Staff are requesting a second amendment for both firms to add two additional years - I to the contract duration, with no additional funding, and no new projects during or after the completion of existing obligations. This two-year extension is being requested as a safeguard to ensure project completion; however, it is not expected that the full two years will be utilized. In summary, staff are requesting the approval of 16 new on-call Architectural Engineering and Landscape Architectural Engineering contracts as well as the approval of two additional contract extensions for the firms of Westberg &White, Inc. and Kitchell/CEM, Inc. Environmental Status: Administrative Items: Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project. Strategic Plan Goal: City of Huntington Beach Page 7 of 9 Printed on 8/14/2025 powered by Legistar"' 83 File#: 25-553 MEETING DATE: 8/19/2025 Non Applicable-Administrative Item Attachment(s): 1. RFQ Recommended Listing of Consultants 2. Professional Services Contract between the City of Huntington Beach and Bureau Veritas North America, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 3. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Dahlin Group, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 4. Approve and authorize the Mayor and City Clerk to execute Professional Services Contract between the City of Huntington Beach and David Volz Design Landscape Architects, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 5. 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. (Gensler) for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 6. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Gillis + Panichapan Architects, Inc. for On-Call • Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 7. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and HAl Hirsch &Associates, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 8. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and IDS Group, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 9. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Johnson Favaro, LLP for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 10. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Michael Baker International, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional • Consulting Services. 11. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract City of Huntington Beach Page 8 of 9 Printed on 8/14/2025 powered by legistarTM 84 File #: 25-553 MEETING DATE: 8/19/2025 between the City of Huntington Beach and NUVIS for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 12. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and PBK Architects, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 13. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and RDC-S111, Inc., DBA Studio One Eleven for On- Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 14. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and RJM Design Group, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 15. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and RRM Design Group for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 16. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and SVA Architects, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 17. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Verde Design, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services. 18. Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City of Huntington Beach and Kitchell/CEM, Inc. for On-Call Architectural Engineering & Professional Consulting Services to extend the term for two additional years until July 19, 2027. 19. Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City of Huntington Beach and Westberg White, Inc. for On-Call Architectural Engineering & Professional Consulting Services to extend the term for two additional years until July 19, 2027. 20. RFQ for On-Call Architectural Engineering, Landscape Architectural Engineering and Professional Consulting Services.. City of Huntington Beach Page 9 of 9 Printed on 8/14/2025 powered by Legistarr. 85 RFQ for On-Call Architectural Engineering,Landscape Architectural Engineering and Professional Consulting Services Landscape Firm Architect Architect Bureau Veritas North America, Inc. Architect Yes Yes Dahlin Group, Inc. Architect Yes Yes David Voiz Design Landscape Architects,Inc. Landscape No Yes Gensler-M Arthur Gensler Jr&Associates Architect Yes Yes Gillis&Panichapan Architects,Inc. Architect Yes Yes HAI Hirsch&Associates,Inc. Landscape No Yes IDS Group, Inc. Architect Yes Yes Johnson Favaro,LLP Architect Yes Yes Michael Baker International, Inc. Landscape No Yes NUVIS Landscape Yes(via sub) Yes PBK Architects,Inc. Architect Yes Yes RCS-S111,inc.,DBA Studio One Eleven Architect Yes Yes RJM Design Group, Inc. Landscape No Yes RRM Design Group Architect Yes Yes SVA Architects, Inc. Architect Yes Yes Verde Design, Inc. Landscape No Yes • { .. 3 86 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND RJM DESIGN GROUP, INC. FOR ON-CALL ARCHITECTURAL ENGINEERING, LANDSCAPE ARCHITECTURAL ENGINEERING AND PROFESSIONAL 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 RJM DESIGN GROUP, INC.., a California Corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to provide on-call architectural engineering, landscape architectural engineering and professional 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 Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Zachary Mueting who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 25-16636/3833892 1 of 11 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 I"' , 20 25 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than three (3) years from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed One Million Dollars($1,000,000.00). 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. 25-16636/3833892 2 of 11 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 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, provided that any such use not within the purposes intended, by the Agreement shall be at City's sole risk. 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 from and against any and all claims, damages, losses, expenses,judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 25-16636/3833894 3 of 11 B. To the extent that CONSULTANT performs "Design Professional Services" within the meaning of Civil Code Section 2782.8, then the following Hold Harmless provision applies in place of subsection A above: "CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY and 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) 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 defense 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 B applies, CITY shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation. 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 obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars 25-16636/3833892 4 of 11 ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2)years to report claims 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 effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: 25-16636/3833892 5 of 11 A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance 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 fully complete. Any termination of this Agreement by CITY shall 25-16636/3833892 6 of 11 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. 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. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or 25-16636/3833892 7 of 11 other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: • City of Huntington Beach RJM Design Group, Inc. ATTN: Dir. Comm. &Library Services 31591 Camino Capistrano 2000 Main Street San Juan Capistrano, CA 92675 Huntington Beach, CA 92648 17. CONSENT 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. 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 25-16636/3833894 8 of 11 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. 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 25-16636/3833892 9 of 11 CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature 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. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that parry's behalf,which are not embodied in this 25-16636/3833892 10 of 11 Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE 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 through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACH,a RJM DESIGN GROU C. municipal corporation of the State of California By: print name Mayor ITS: (circle one airm residengice President AND City Clerk By: a ~ c- ----74eitaq INITIATED AND APPROVED: `{�Qve_e print name ITS: (circle one)Secretarief Financial Officer Asst. Director of Community & Library Services Secretary-Treasurer REVIEWED AND APPROVED: City Manager APPROV D AS TO FORM: City Attorne COUNTERPART 25-16636/3833892 11 of 11 Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE 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 through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACH, a RJM DESIGN GROUP, INC. municipal corporation of the State of California By: print name ayor ITS: (circle one)Chairman/PresidentNice President ; Jii'4-.q,,41 tote, ; AND City Clerk By: IN TIATED AND APPROVED: print name ITS: (circle one)Secretary/Chief Financial Officer/Asst. Secretary-Treasurer Direc r of `y& Library Services REVIEWED AND APPROVED: City Manager APPROV D AS TO FORM: City Attorne COUNTERPART 25-16636/3833892 1 1 of 1 1 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) Consultant to provide on-call architectural engineering, landscape architectural engineering and professional consulting services B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: SEE ATTACHED EXHIBIT A C. CITY'S DUTIES AND RESPONSIBILITIES: D. WORK PROGRAM/PROJECT SCHEDULE: EXHIBIT A Jaw. . , On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services City of Huntington Beach , , , 0 .. r-' .P,„ ',,,,,, .. ...'40'•- 4., ,,- . ' , ...- -........17 '"•• i 10 I J1111- 4 io Iiir -- ----- 40' . 0 , 4. 4 ..74*1 _ 1 c‘ , rr - 1 r -/44_____-. 11 1/ .5 itT 1 t t -. Pr'Nfty. 01,,,libm pe-ik 1 1,1 Vo,-- -I 4 Ei e .f: k .1 1, .• ....._ _.......„. ... .16."...... a-._ -, - - \ s , ,,4 If - , If i i 1 1 1, r t - ' , . . , Caplan'1112 t ..1 4111Nt161140.'.. 11**.. • .s,,,*.•e// ' ill% 1. Proposal r I Spaces lir, GRO _ DESIGN April 29, 2025 . RJMUP Table of Contents - ,;,;. 5, I { r► � : • 1 y_ ^ ' � + � ''''',..C. ;; _ zNY,i� 1j I ; 1f{, i. ' 1iir �•a•` . A 1fi'. -`" '' . f _ .•1.' Ir,CO,_, 00 11 1 Y .�1j -, • . ... Ill i- ,, . - -- , , - Mr lit liv. - ;N.• `; .• '., .1 •YY� ,''. -. 4' Murdy Pork, Huntington Beach (RIM Project) 1. • 1f�'� u W vv/I " t ,� 1 `t�"r'i: .� r * 1 Z ,'r• •fir a i j1 Cover Letter 1 : '` .,,. ,�. ` ► 144. y� . , �'0 t- Vendor Application Form 2 . . - , s.•• ,1,,,,,7l'hp,4, ; , .,A : , .'.x• ', ,,,+ Background and Project Summary Section ( 4 •mod. i : _•,„. ',% '+..r. ,,• ''. ,: 7i r Methodology Section 15 Staffing 111 Qualifications 116 References 123 Clarifications, Exceptions, or Deviations 125 Fee Proposal I See Separate Document Submission . " '. . !� Lt •). I. .• 21 -{ • . �+dl ,mow•"!-_.,.fs i ..Y T ,' 1 • +1►s • Cover Letter 31591 Camino Capistrano San Juan Capistrano,CA 92675 www.RJMdesigngroup.com (949)493-2600 �• (949)493-2690 Community Inspired Spaces ,, DESIGN April 29, 2025 Ri MGROUP City of Huntington Beach Community & Library Services Department 2000 Main St. No. 5 Huntington Beach, CA 92648 Re: RFQ: On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services Dear Selection Committee and Department: RJM Design Group, Inc. is pleased to submit our proposal for On-Call Landscape Architecture Engineering Services for the City of Huntington Beach. We are very excited about the opportunity to continue providing our services to the City and its residents. RJM Design Group is a multi-disciplinary landscape architectural design and planning firm with extensive experience providing On-Call /As-Needed Professional Consulting and Design Services to numerous municipal clients. Specific to the City of Huntington Beach and this RFP, we present this proposal for the Landscape Architecture Engineering category. We will be responsible for providing various landscape planning, design and engineering services as outlined in the RFP. Our Scope of Work included herein defines our approach and methodology to delivering these on-call / as-needed landscape architectural engineering services. RJM Design Group is proud to celebrate our 38th year in business. The key to our stability and success is our many clients with whom we have developed strong relationships with. We are committed to working closely with City staff to ensure the project development processes run smoothly and efficiently. Our goal is to work with the City to improve the quality of life for its residential and business communities. Thank you for the opportunity to present our team and methodology for your consideration. If you have any questions or comments after reviewing this proposal, please feel free to contact me directly by phone at (949) 493-2600 or email at zach@rjmdesigngroup.com. Sincerely, RJM Design Group Zachary Mueting, LLA Principal zach@rjmdesigngroup.com City of Huntington Beach • On-Call Landscape Architecture Services I 1 REQUEST FOR PROPOSAL VENDOR APPLICATION FORM TYPE OF APPLICANT: D:NEW CURRENT VENDOR: LegaIContractuatName of Corporation: RJM Design Grbup, I nc. Contact Person for Agreement: Zachary MIJQting Corporate Mailing Address: 31591 Cann' (apMranci City; State and Zip aide: h 9r- Ca Ostrrrini CA 92ei7,5 Addiess:"zath@rinideiOnCiroup.con-1 Phone: 949 493,2600: Fax: N/A. . Contact Person for Proposal ; Amanda Gorman Title:; Marketing &Mail Address: arnanda@rjm-designqroup.com Business Teleplicind: 949 491.2600 PusinesS Fax: N/A Year 13nainess was Established: 1-987 Is your busitioss: (check one). NON PROFIT CORPORATION im FCRPROFIT CORPORATION Is your business (check one) El CORPORATION UNWED LIABILITY PARTNERSHIP 111:INDIVIDUAL LI SOLEPROPRIETORSHIP LI PARTNERSHIP UNINCORPORATED ASSOCIATION 1 of 2 City of Huntington Beach •Oh-Call:La.nascape Architecture SeiVice5 I 2 Names &Titles.of Corporate.Board:Members (Also list Names&Titles of persons with written anthciriZation/resolution to sign contracts), Names Title Phone Larry Ryan President 949 493-2600 Zachary Mueting Secretary- 949 493-2600: Anita Weaver CFO: 949 493-2600: Federal Tax Identification Nuniber: 33,0254945 City of Huntington Beach BusineSs LicenSeNtirnber: N/A (If none;you must obtain a Huntington'Beach 1.34sitipssljcense won award of ccntract.) Citynf Huntington.ii:eacliBwitiess LicdneXicpitatioii Date: N/A • 2 02 City of Huntington Beath Landtcape Architecture Services 13 Background and Project Summary Section 1 RJM Design Group offers landscape architectural and design services, specializing in parks and recreation and other public facilities. At RJM, we are nearing our 38th year of professional experience in working with counties, cities, and other public sectors. RJM's mission is to assist communities in the planning and design of environments that enhance the quality of life for all. Our goal is to implement the vision of the clients and the communities we serve by designing creative, functional, and fun Community Inspired Spaces. The key to our stability and success are our many clients with whom we have developed long-term relationships. Throughout the years, we have had the good fortune to be selected as a pre-qualified On-Call Consultant to numerous counties, cities, and agencies. These include the cities of Mission Viejo (29 years), Long Beach (28 years), Chino (28 years), Chino Hills (23 years), Aliso Viejo (20 years), Santa Ana (16 years), Huntington Beach (15 years), San Dimas (15 years), County of Orange (15 years), San Juan Capistrano (14 years), County of Los Angeles (14 years), Whittier (11 years), Newport Beach (9 years) and various additional Clients. Through this experience we strive to: • Work closely with our client to develop a clear understanding of project goals. • Provide adequate staffing to provide service to clients on a short notice. • Develop a comprehensive scope and fee summary with the necessary specialty consultants. • Develop a project schedule that identifies all important project milestones (plan submittals, review periods, public presentations, other agency interactions/review, approvals, etc.). • Exceed your expectations in providing comprehensive and well-coordinated design services. V �+ �. . r: • r . — ',k ' C r \ , -1--, I ( 1 , ' Ini1 ear: ; r I r 1 • .`x• ,r ; / f ”/ RJM Staff I RJM Office r City of Huntington beach • On-Call Landscape Architecture Services 4 Methodology Section Project Approach Summary Table Phase Approach Deliverables • Kick-Off meeting with City Request for Information Kick-Off • On-site review Project Schedule • Obtain survey Schematic Design Plans • Overlay project base with existing utilities Statement of Probable Preliminary Design • Prepare Schematic Design Plans Construction Costs • Prepare for and facilitate a Community workshop City's Project Manager • Meet with City Project Manager for review comments • Prepare refined Schematic Design Plans Refined consensus plan • Prepare product cut sheets and color samples color graphics, refined • Meet with City Project Manager for review preliminary construction Design Development cost estimate Product cut sheets and color samples • Prepare drawings and specifications based on Construction Drawings approved Design Development Documents, Statement of Probable setting forth in detail the landscape Construction Costs Construction requirements for the project Technical Specifications Documents • Prepare final Statement of Probable Construction Costs • Develop and prepare technical specifications • Submit plans, specifications and cost estimate to Final approved plans, the City for plan check, review and final approval specifications and cost • Submit project documentation to the affected estimate Agency Approval agencies, as well as City department (as required) • Revise plans and specifications in response to City and other agency comments, resubmit for review and approval • Assist the City with questions, clarifications, or Addenda as a result of Bidding conflicts that arise during the Bidding Phase bid clarifications • conference Request for information, pre-constructionq , • Review submittals and shop drawings change order requests Construction • Conduct job site meetings and other related Administration • Prepare final punch list communications Final walk-through and punch list • Conduct final job site meeting and review of the As-built record drawings entire facility • Conduct a second walk-through when all punch Close-Out list items have been corrected, at which time a Final Notice of Completion shall be filed by the City. • Prepare As-built record drawings City of Huntington Beach • On-Call Landscape Architecture Services 15 Methodology Section (continued) LANDSCAPE ARCHITECTURE SERVICES The following Draft Scope of.Services outline S the various tasks associated With the preparatiOn of improvement plans for a variety of community prOjects, We have included an optional service that outlines a public workshop process that we have utilized successfully for numerous community projetts. Tasks and methodology below are based upon our experience with similar projects. Our proposed scope of work is general in nature to give you some idea of the design process we envision. This is'a 'Draft" approach that is subject to review and refinement per City comments and direction. In collaboration with City staff, our Design Team shall review, elaborate upon, and clarify 'the overall objectives for the development of your project. 'PHASE 1.0 - PRELIMINARY.DESIGN 1. 'Project Fa.'rhilializatiOn (retearehi Site recOnnaissarice Opportunities and cOnStraints) 2. Prepare aDraft Scope of Work and anticipated Schedule '3. Meet with City and DeSign Team to review scope of work and refine as necessary 4, "Taking,Part" Community Workshop (Optional Service)—can be provided in a"virtual" format 5, Commence preparation of Preliminary Design (including plans and cost estimate) 6. Meet to review Preliminary Plans/Cost Estimate and reVise as necessary per City comments 7 Prepare for and attend community/public presentation as desired by City 8. Refine Preliminary plans based on:public comments and City direction 9. Prepare for and attend public review meeting to obtain City approval PHASE 2.0 DESIGN DEVELOPMENT 1. Based upon approved Preliminary Plan, prepare Design Development Plans indicating the proposed site-components. Provide plan enlargements and catalog cut sheets to clearly define all site elements. 2. City to reView and apprOve DeSignpevelopment Plans, plan 'enlargements, and catalog:cut sheets,,to evaluate project goals,'budget, and long term maintenance considerations. 3. Based on the nature and complexity of the project, we shall assist the City in securing the services of a Construction'Management firm with the desired level of expertise in the specific type-Of project. 'PHASE: 3:0 - CONSTRUCTION DOCUMENTS this phase of&project consists of the preparation of the construction docUments to include final drawings; specifications, calculations, and final cost estimates based upon the approved Preliminary Design Plans. Construction drawings will be submitted.at 90% complete for review, revised, and finally 100% complete construction drawings will,be submittedfor city review and approval. 1. Landscape'Design/Documentation Servicesduring the Construction Documents Phase consist of preparation of drawings: and specifications based on approved Design Development Documents, Setting forth in detail the landscape requirements for the project including: a. Site construction/layout plans b. Planting plans c. Irrigation plans d. Details City of Huntington Beach • ph-Calltanclata.pe Architecture Services I 6 Methodology Section (continued) 2. Civil Design/Documentation (if needed) Services during the-ConstructiOn Documents Phase consist of preparation Of final civil engineering calculations, drawings and specifications based on approved Design Development Documents, setting forth in detail the civil construction requirements for the project. a. Prepare precise grading/site plan, b. Prepare on-site area drain plans. C. Prepare quantity and cost estimate fOr iterns shOWn on grading/site plan. d. Review and edit project specifications for site development and site utility construction items. 3. Electrical-Design/Documentation (if needed) Final drawings and specifications shall be completedat the Contract Documents Phase. All power, lighting and control Schernet,. Omete with diagrams and detailS shall be finalized. 4. Statement of Probable Construction:Cost 5. Submit plans to the City at 90% completeness for review 6. Meet with City to review plan check comments 7: Revise plans per plan check comments Provide approved signed PDF plans and specifications to the City for pubic notice and formal bidding. PHASE 4:0 BIDDING AND NEGOTIATION. Following the.Cityfs approval of the Construction Documents and.Ofthe most recent Statement Of Probable Construction Cost, we shall provide those services necessary to assist the City in obtaining,bids ornegOtiated-proposals and in awarding and preparing contracts for construction. :PHASE 5:0 -CONSTRUCTION.SERVICES The Construction contract Administration Phase Shall provide those.Services necessary for the administration of the construction,contract. 1. Office coristructibo adMinistration Services consist of: a. Review and approval of submittals b. Review and response to RFI's with sqpplementardrawings, specifications and interpretations in:response to requests for information by Contractor. 2. Construction field observation Services consist of visits to the project site at intervals- appropriatetothe stage of construction or as otherwise agreed in writing to become generally familiar with the progress and quality of thew*and to determine in general if the Work:is proceeding in accordance with the Contract Documents, and preparing related reports and cOmMuhicatiOns, (Number of site visits to be determined based on scope of construction and construction period): City bf Huritington Beach •Ontall Landkdrie Arthitecture Services I 7 Methodology Section (continued) QUALITY ASSURANCE The success of RJM Design Group can best be measured by our numerous long-term relationships with our valued clients. In order to foster these relationships, our goal is to produce a high-quality ,product in the most effective manner possible by utilizing our proven QA/QC procedures. Our Quality Assurance.Program is process-oriented and begins with experienced staff,along with our firm's,corrimitrnent to ongoing education. Our experience is based On hundreds of successful projects and gratified Clients. Our staff is encouraged to continually pursue expanding their current knowledge base in order to allow us to be at the forefront of our industry 'Continuing education is pursued in the-folk:Ming areaS: AIA-American Institute of Architects ISA CA- International Society of Arborists, Certified Arborists ASLA-American Society of Landscape Architects CPSI - Certified Playground Safety Inspector LEEP- Sustainable Practices PSMJ - Project Management _ QSP a'QSD- Qualified SWPPP Practitioner and Developer STMA- Sports Turf Managers Association In addition to our welkedutated and seasoned professionals is our thorough understanding of the project development,process.This allows us to share information with our consultant team and clients so that our projects evolve in a proactive and well-orchestrated Manner. Communication among staff; team members and client include the following,project parameters: 'Project Goals.-'clearly ideritiflea Prograrri Needs confirmed with the Client. Schedule-a project schedule is established at the onset which outlines the process evolution, major milestones, submittal dates, reviews, approvals, bid, construction, project opening, one- year follow Op/review: Budget-understanding the budget is critical to.a project's success: The project budget is clarified (client staff; consultant fees, entitlement costs, construction costs, etc) versus construction budget.„ Construction Estimates -RJM maintains an extensive library of unit costs that are acquired through our numerous public bids, as well as from specialty consultants and independent cost estimators. This allows our preliminary opinion of probable construction costs to accurately reflect'the anticipated COntraCtorS!.bicIS. Our Office environment iS an open studio that allows for continual sharing Of icleas-and collaboration between our experienced principals, project managers, and staff members. We believe that this interaction promotes effective communication that is vitally important to the success of every prolect. Team meetings are scheduled at regular intervals to ensure that accurate communication on key project aspects is shared and understood. Noteworthy to RJM and unique:when Compared to Other.firm , is that the:same deign team, 'individual staff members responsible for all preliminary design phases, will continue on and retain responsibility for the preparation of the final construction documents: We believe that this approach allows for a more consistent and accurate method of ensuring that all of those special details discussed in the design phase are carried throughout the final construction document process. This method'is fundamental for maintaining quality assurance, limiting change orders, and effectively controlling construction costs. The continual monitoring of project evolution provides the ability to confirm that appropriate progress is being made on an ongoing basis. This review is instrumental in confirming that project goalSi program neects, schedules and,budgets are as intended and that unforeseen changes, "curve balls", do not occur inappropriately. City of Hi,intin-gtbn BeaCh •On-Call Landscapa.ArchftectiJre Services 8 Methodology Section (continued) QUALITY CONTROL PLAN Our open office "bullpen" setting is especially conducive to regular milestone reviews and monitoring of a project. This review plays a central role in our quality control effort. The importance of plan review, checking, and cross-checking cannot be overemphasized, given the complexity and time constraints under which construction documents are often produced. Our review benchmarks include: • Documents are comprehensively checked at key milestones and regular intervals. • One person checks all important dimensions, gradients and utility infrastructure. • The person responsible for the drawings reviews the specifications, and the specifier reviews the drawings. • Regular consultant team meetings are held to review the documents produced by each for coordination (utility, civil, electrical, etc.) • The Principal Landscape Architect will be ultimately responsible for all work produced under his or her direction. A constant review process is implemented in all phases of the work. The Client is involved in reviewing plans at regular intervals and approving the construction documents before they are issued for bid. Another integral component in our quality control process is the utilization of our "RJM lessons learned checklist." This checklist contains the learning experiences that we have encountered over 37 years of project development. It is a useful tool that allows us to systematically review our work and that of our consultant team to ensure that we are applying the collaborative experience learned to the benefit of our projects. In addition to our in-house quality control efforts, we are also continually learning and applying the ongoing "lessons learned" from our outside plan check services provided to multiple agencies. This methodical approach to outside projects gives us the unique advantage of reviewing our own plans and specifications with an impartiality that allows for a fresh and unbiased evaluation. COMMUNICATIONS APPROACH An assigned Project Manager from RJM Design Group for the specific project will be the main point of contact with the City for the life of the project. RJM Design group will act as the project ead and main coordinator for all project deliverables. All communications from sub consultants will be conducted through RJM Design Group. 1. Consultants can participate in online virtual meetings via Zoom, Microsoft Teams, or other video conferencing applications. Meetings to be held at regular intervals during the early phases of the project and continue on an as-needed basis thereafter to assess progress and provide direction throughout the performance of the services and preparation of the project deliverables. 2. RJM will prepare all meeting agendas for identified scheduled meetings with the City and provide a summary of key issues with action items (meeting notes) discussed at each meeting. I Au �f \, F,. J K E4LL"1 tAu.• City of Huntington Beach •On-Call Landscape Architecture Services 19 Methodology Section (continued) Evidence of Insurability / Business License a. RJM Design Group, Inc. certifies that we will provide the City's required insurance coverage per Exhibit-2 INS-A. b. RJM Design Group, Inc. acknowledges that, if awarded the contract, the proposer has ten (10) calendar days to produce the required insurances, including a certified endorsement naming the City as additionally insured. c. RJM Design Group, Inc. acknowledges that, if awarded the contract, the proposer must provide a copy of current business license or other applicable licenses. Company Overview & Disclosure a. No contributions were made by RJM Design Group, Inc. to any City of Huntington Beach elected officials by the owners of the company. b. RJM Design Group, Inc. has been in business for 38 years. There are no prior business names. Combined amongst all of RJM Design Group, Inc.'s team members, we have over 40 years of experience in providing the proposed, equivalent, or related services. c. RJM Design Group, Inc. has not been subject to any litigation, current or within the last 5 years, involving the company or any principal officers thereof in connection with any contract. RJM Design Group, Inc. nor the principals associated with our company are under investigation, being sued, suing, or affiliated in any lawsuit or alternative dispute resolution with any governmental agency. "I'igi4( N. �, ---tWilic" irL , • �4, �D.Ci I AIM/ f i J. , . 2c-: - "-- .. . .........N.0.-- : ' ----4-: Beach Bluff Top Slope Stabilization and Enhancement Project, „�; Huntington Beach (RJM Project) City of Huntington Beach • On-Call Landscape Architecture Services 110 Staffing � r { --- zr^„, a 1 ::. - Ty 4 1 r '. $j E „b.f 'fid d r'7y` N arc YX101°111 ) , \ \,�I City of Huntington Beach RiM Design Group, Inc. "" Will Provide: ~� , Professional Landscape Architectural Services, --., Project Management, Project , � Coordination &Administration �r-----"' __._ Principal In Charge: Zachary Mueting Project Landscape Architect/ ---- Project Manager: �' Eric Chastain ...4 f'11.4 - - .: Andrew Steen I III _ _- Sub-Consultants: II1I1I\ Tom Calli CivTec K Electrical Engineering Bill Zavrsnick - FBA Engineering11111111111- Irrigation Chris Curry - Glasir Design RiM Design Group is able to provide additional subconsultant services including: Architecture, Aquatic Design, Environmental Analysis, Structural Engineering, Geotechincal Services, Skatepork Design. . all It . . . , ' . . , , , . , , , 1 , . ,, , . . ,_. . .. . Staffing (continued) Zachary Mueting , LLA Eric Chastain LLA, LEED AP 4; Principal-in-Charge Ae. BD+C) RJM Design Group, Inc. . Principal Project Manager Zachary Mueting is a visionary ,. • ' RJM Design Group, Inc. landscape architect and urban designer Eric Chastain is a highly accomplished "' with over a decade of experience . Principal Project Manager with a deep creating sustainable and engaging expertise in project management, outdoor spaces. His portfolio construction,and design. Recognized includes diverse projects,from public ' Y , as the"go-to guy"for delivering parks and recreational facilities to ' ' successful projects, Eric is known urban landscapes, all designed to ., t y '' for his ability to navigate complex foster community connection and challenges, streamline processes, environmental stewardship.With a passion for blending and ensure seamless project execution from inception innovation and aesthetics,Zachary's work emphasizes to completion. His leadership and problem-solving collaboration and a deep understanding of community skills make him an invaluable asset to any design and needs,resulting in spaces that inspire and endure. construction team. Zachary's exceptional technical design skills and ability to With extensive experience in aquatics and sports lead project teams have been integral to his success in facility design, Eric has played a key role in the planning delivering complex, high-impact projects. He combines and development of high-performance recreational advanced proficiency in design software and sustainable and athletic spaces. His expertise spans all phases of practices with strategic project management, ensuring that the design process, including program development, each initiative is executed efficiently and to the highest site analysis, conceptual design, construction standards. His leadership style fosters collaboration and documentation, and construction observation. His innovation among team members, empowering them to hands-on approach ensures that each project is executed achieve shared goals and exceed client expectations. with precision,functionality,and long-term sustainability Licenses in mind. • Landscape Architect/CA 5731 Licenses Education • Landscape Architect/CA 3411 • Masters Degree, Landscape Architecture, California • LEED Accredited Professional Polytechnic State University, Pomona • Bachelor of Science, Information Technology, Colorado Educa • Bachelorion of Science, Landscape Architecture, Technical University California Polytechnic State University, Pomona,CA • Bachelor of Science, Information Systems Management, . Minor in Irrigation Design, California Polytechnic State Colorado Technical University University, Pomona, CA On-Call Services On-Call Design Services • On-Call Design Services, City of Aliso Viejo,CA 9 • On-Call Design Services, City of Chino Hills, CA • On-Call Design Services, City of Aliso Viejo, CA • On-Call Design Services, City of Fresno,CA • On-Call Design Services, City of Bell Gardens, CA • On-Call Design Services, City of Huntington Beach, CA • On-Call Design Services, City of Chino Hills, CA • On-Call Design Services, City of Laguna Niguel,CA • On-Call Design Services, City of Dana Point, CA • On-Call Design Services, City of Lake Elsinore, CA • On-Call Design Services, City of Eastvale, CA • On-Call Design Services, City of Lake Forest,CA • OCA all Design Services, City of Laguna Niguel, • On-Call Design Services, City of Long Beach, CA • On-Call Design Services, City of Lake Forest, CA • On-Call Design Services, City of Los Angeles, CA • On-Call Design Services, City of Long Beach, CA • On-Call Design Services, City of Mission Viejo, CA • On-Call Design Services, City of Los Angeles, CA • On-Call Design Services, City of Newport Beach, CA • On-Call Design Services, City of Mission Viejo, CA • On-Call Design Services, City of Ontario, CA • On-Call Design Services, City of Newport Beach, • On-Call Design Services, City of Sacramento,CA CA • On-Call Design Services, City of San Juan Capistrano,CA • On-Call Design Services, City of Perris, CA • On-Call Design Services, City of Santa Ana,CA • On-Call Design Services, City of Riverside, CA • On-Call Design Services, City of South El Monte,CA • On-Call Design Services, City of San Juan • On-Call Design Services, City of West Sacramento, CA Capistrano, CA • On-Call Design Services, County of Los Angeles, LA • On Call Design Services, City of Santa Ana, CA County Development Authority, Los Angeles, CA • On-Call Design Services, County of Los Angeles, • On-Call Design Services, County of Orange, Orange LA County evelopment Authority (LACDA), County Public Works, Orange County,CA Los Angeles, CA • On-Call Design Services, County of San Bernardino, • On-Call Design Services, Orange County Public Special Districts Department, CA Works, Orange County, CA • On-Call Design Services, Los Angeles Community College District(LACCD), Los Angeles, CA City of Huntington Beach • On-Call Landscape Architecture Services 112 Staffing (continued) Andrew Steen, LLA Tom Carcelli ��°°� Associate Landscape Architect Civil Engineer C RJM Design Group, Inc. civTEC Andy Steen-has been a dedicated Tom Carcelli has over 25 years of experience in the civil • • member of RJM Design Group since engineering field withparticular emphasis on parks and 2014, bringing over 20 years of 9 9 P experience as a licensed Landscape recreation, commercial/industrial, education and public Architect and certified arborist.With works projects. His extensive design and management a strong background in landscape experience in all phases of civil engineering for land materials, construction, and detailing, development projects throughout Southern California Andy has developed a unique approach includes grading, waterquality, hydrology, hydraulics, blending traditional techniques ualit , h drolo h rau ics, with innovative, modern design ideas. His expertise storm drain,water/sewer, survey/mapping and street spans across a wide range of projects, with a particular design.Tom has been in charge as a project manager on focus on imaginative and exciting playground design, over 100 projects from master planning to construction where his design solutions emphasize both functionality with RJM Design Group over the past 20 years. and aesthetic appeal. Known for his exceptional project management skills, Andy ensures projects are completed Education on time and within budget while maintaining the highest • BS Civil Engineering, University of California, Irvine, quality standards. His extensive knowledge of plant species • 1988 and horticulture further enriches his designs, allowing him to create sustainable, thriving landscapes.Andy's depth of • Masters in Architecture, California State Polytechnic experience and commitment to excellence make him an University, Pomona, 1994 invaluable asset to any project. Licenses Licenses • Registered Civil Engineer/CA#81640 • Landscape Architect/CA 5858 • Qualified SWPPP Developer(QSD)—C-81640 • Certified Arborist WE-9969A • Tree Risk Assessment Qualification Relevant Project Experience • FAA 107 Licensed Remote Drone Pilot • Anthony Munoz Community Center,Ontario, CA Education • Bommer Canyon Community Park, Irvine, CA • Bachelor of Science, Environmental Planning and Design, • Cherry Park, Lake Forest, CA Landscape Architecture, Rutgers University, State • Cordova Park, Mission Viejo, CA University of New Jersey • Dali Dog Park, Rowland Heights, CA On-Call Experience • Esencia Sports Park, Rancho Mission Viejo, CA • On-Call Design Services, City of Signal Hill, CA • On-Call Plan Check Services,City of Aliso Viejo,CA • Ford Park Aquatics Facility, Bell Gardens, CA • On-Call Plan Check Services,City of Chino, CA • Gardena Community Aquatics&Senior Center, • On-Call Plan Check Services, City of Culver City, CA Gardena, CA • On-Call Plan Check Services,City of Laguna Niguel, CA • Grant Howald Park, Newport Beach,CA • On-Call Plan Check Services,City of Laguna Woods, CA • JAPRD Community Recreation Center, Riverside,CA • On-Call Plan Check Services,City of Mission Viejo, CA • Joe Balderrama Park,Oceanside,CA • On-Call Plan Check Services, City of San Dimas, CA • Lake Mission Viejo Improvements, Mission Viejo, CA • On-Call Plan Check Services,City of Whittier,CA • Los Serranos Park, Chino Hills, CA • Marguerite Aquatics Complex, Mission Viejo, CA Parks • MurdyPark, Huntington Beach, CA • Boulder Pond Park, Rancho Mission Viejo, CA g • Carriage Crest Park, Carson, CA • Orange Coast College Baseball Field Renovation, Costa • Cherry Park, Lake Forest, CA Mesa,CA • Cordova Park, Mission Viejo, CA • Peace Park Playground, Long Beach,CA • Darrin Park, Lake Forest, CA • Portola Park, Lake Forest, CA • Los Serranos Park,Chino Hills, CA • Rancho Cucamonga Central Park Master Plan Update, • Mile Square Park Golf Course Conversion, Orange, CA Rancho Cucamonga, CA • Murdy Park, Huntington Beach, CA • Santa Ana Civic Center Plaza Improvements, Santa Ana, • Pinehurst Park, Chino Hills, CA CA • Portola Park, Lake Forest, CA • Santa Monica Civic Multi-Purpose Sports Field, Santa • Premier Park, Stanton, CA Monica,CA • Worthy Park, Huntington Beach, CA • Yorba Linda Adventure Play, Yorba Linda,CA • Yorba Linda Adventure Playground,Yorba Linda, CA City of Huntington Beach •On-Call Landscape Architecture Services 1 13 Staffing (continued) William Zavrsnick FBA ENGINEERING Chris Curry GLASIR DESIGN Electrical Engineer Irrigation Designer FBA Engineering Glasir Design William Zavrsnick has 30 years of experience and has Chris Curry has over 15 years experience in irrigation design, been active in the electrical engineering field since landscape architecture, and landscape construction. His joining FBA in 1985. His experience includes the focus is on the efficient use of water in the landscape. He electrical design of Public Works, Parks and Recreation has been rewarded for his efforts by being chosen by the Facilities. He is particularly experienced in the design United States Environmental Protection Agency as the and development of electrical power distribution, WaterSense Irrigation Partner of the year for 2011. He is only general, specialized and event power systems, the second irrigation design consultant chosen for this award outdoor, security and sports field lighting systems, that shows his commitment to the environment through lighting photometric studies, phased construction sound water conservation practices. Chris is a leader in projects and familiar with public bid type projects and the irrigation industry. His expertise is called upon by construction. manufacturers, cities, and water districts. Education Education • BS Civil Engineering/Mount Hood College,Oregon • Bachelor of Science, Landscape Irrigation Science, California State Polytechnic University, Pomona,CA Certifications Designation • LEED Accredited Professional—LEED AP • US Environmental Protection Agency(EPA)WaterSense • Illuminating Engineering Society—IES Irrigation Partner—Selected the 2011 EPA WaterSense Irrigation Partner of the year • Institute of Electrical and Electronic Engineers- Certifications IEEE American Institute of Architects—AIA • Irrigation Association (IA) Certified Irrigation Designer(CID) • Electrical Engineering—Los Angeles County in Commercial Irrigation Design,Golf Irrigation Design, and Landscape Irrigation Auditing Relevant Project Experience Memberships • Bommer Canyon Community Park, Irvine, CA • Professional Member of the American Society of Irrigation Consultants—2011 Southern California • Bonita Creek Field Renovation, Newport Beach, CA • City Park Improvements, Lake Elsinore, CA Parks • Civic Lot Multi-Purpose Sports Field, • Grant Howald Park, Newport Beach, CA Santa Monica, CA • Portola Park&Dog Park, Lake Forest, CA • El Dorado Park&Nature Center, Long Beach, CA • Central Park Master Plan Update, Rancho Cucamonga, CA • Worthy Park Renovation, Huntington Beach,CA • Esencia Sports Park, Rancho Mission Viejo, CA • Los Amigos Park, Rancho Cucamonga, CA • Grant Howald Park, Newport Beach, CA • Admiral Kidd/Seaside Park Field Reno, Long Beach,CA • Hero's Park, Lake Forest, CA • Redhawk Dog Park Improvements, Temecula, CA • Joe Balderrama Park, Oceanside, CA • Kraemer Memorial Park, Placentia, CA Sports/Aquatics Facilities • Drake Chavez Soccer Field, Long Beach,CA • Laguna Hills City Parks, Laguna Hills,CA • Bonita Creek Field Renovation, Newport Beach, CA • Lake Forest Neighborhood Parks, Lake Forest, CA • Lake Forest Sports Park, Lake Forest, CA • La Placita Parkette, Placentia, CA • North Beach Improvements, Lake Mission Viejo Assoc, CA • Los Amigos Park, Santa Monica, CA • Central Park Tennis Complex, Santa Clarita, CA • Los Serranos Park,Chino Hills, CA • Fillmore Aquatics&Tennis Complex, Fillmore,CA • Marchant Park, San Dimas,CA • Santa Clarita Sports&Aquatic Center, Santa Clarita, CA • McFadden Park, Placentia, CA On-Call Plan Check Services • Murdy Park, Huntington Beach, CA • On-Call Plan Check Services,Aliso Viejo,CA • On-Call Plan Check Services,Chino,CA • Portola Park, Lake Forest, CA • On-Call Plan Check Services, Laguna Niguel, CA • Portola Springs Park, Irvine, CA • On-Call Plan Check Services, Mission Viejo, CA • On-Call Plan Check Services, San Dimas, CA • On-Call Plan Check Services,Whittier, CA City of Huntington Beach • On-Call Landscape Architecture Services 114 Staffing (continued) Noteworthy to our proposal,.and'unique when compared to other firms, is that RiM.holds 1:ong- term relationships with both our internal staff and our subconsultants. Overthe past 38 years, we have cultivated a collaborative and dependable working dynamic with our subconsultant team; ensuring seamless integration and alignment with project goals. This longevity reflects not only our commitment to fostering trusted partnerships but also our ability to deliver consistent, high-quality results through:a unified approach: We bring extensive experience in collaborating.with subconsultants_across a Wide range of projects, allowing us-to effectively manage,multidisciplinary teams, coordinate complex deliverables, and maintain clear communication across all parties. These long-standing relationships enable us to leverage the specialized expertise of°Ur subconsultants while ensuring they align with RJM's standards of excellence, reliability; and innovation. CIVIL ENGINEERING—civTEC; Tom.:Carcelli, 99,9,CorporateDr:, Suite t00, Ladera Ranch, CA 92694 I (949) 463-8.822 I tec@civtec.net Ourteam has worked directly with Torn Carcelli on a.multitude of projects since:1998. These :projects include parks and park renovations, aquatic facilities, sports facilities, streetscapes, plazas and urban:design, trails, cemeteries, and more: Tom will be responsible for any civil engineering coordination including, but not limited:to,site grading, drainage; and infrastructure. ELECTRICAL ENGINEERING - FBA Engineering, Bill Zavrsnick 150 Paularino Avenue, Suite A120, Costa Mesa, CA 92626 I.(949).852-9995 I billz@fbaengr.corn Our team has worked directly with:Bill Zavrsnick,on a'multitude of projects since 2007 These :projects include parks and park renovations; aquatic facilities, sports facilities, streetscapes, plazas and urban design;trails, cemeteries, and more. Bill will be responsible for any electrical engineering coo.rdi'nation including, but not limited to, site lighting, security lighting,, decorative fixtures; and.general site power/electriical systems: IRRIGATION DESIGN - Glasir.Design, Chris:Curry 424-New Jersey Lane, Placentia, CA 928701 (714) 514-9930 I chris@glasirdesign.com Ourteam has worked directly with Chris Curry on a multitude of projects since 2011. These projects include parks and park renovations, aquatic facilities, sports facilities, streetscapes, plazas and urban design, trails, cemeteries, and more. Chris will be responsible for any irrigation coordination including, but not_limited to, landscape irrigation design, assistance with construction documents; and construction,administration. City of Huntington Beath •'On-Call Landscape Architecture Services 115 I Qualifications Established in 1987, RJM Design Group has become a prominent, multi-disciplinary firm specializing in landscape architecture, planning, and design. We are committed to serving cities, public agencies, and organizations across California, by providing creative, sustainable solutions that address the unique needs of each community. Our team consists of skilled professionals with diverse backgrounds, including licensed landscape architects, designers, and planners. Known for our innovative designs, we have a strong ability to create community-inspired spaces that enhance the environment and bring people together. Each team member brings a wealth of knowledge and a passion for their craft, ensuring personalized, high-quality service at every stage of every project. Firm Legal Name RJM Design Group, Inc. Type of Business California Corporation, SBE Number of Years in Business 38 Years (Since 1987) Contact Information (949) 493-2600 List of Owners Larry P. Ryan — President, larryr@rjmdesigngroup.com Zachary Mueting — Secretary, zach@rjmdesigngroup.com Principal Contact Zachary Mueting / zach@rjmdesigngroup.com Office Location 31591 Camino Capistrano, San Juan Capistrano, CA 92675 Firm Size 20 Personnel* Personnel (12) Licensed Landscape Architects, Project Managers (4) Technical Support (4) Administrative Support (2) Certified Arborists - (2) FAA Part 107 Licensed Pilots *Some individuals hold multiple licenses Website www.rjmdesigngroup.com ! �+ lA y y ti: Y ..,, . yti l b 1,, °w' ,T,i, h •' *,►s f'1"f:7 �' r +'is 'j'Y ..t s ^.�Y'• a. °"i `...: jia rr t " "' • ,t.}'p �. R + ;�` ,r 4 .✓ g'f I t w 7C Ott ft • : zs ♦ X +� � t :ri � p , ,, , iA �� .1:s: r ' .4, .� , +,si �,p. �•' \ � Iv,^. •`" (. : » i \.R* , \.. 'w. s .b• + . a ) 'te e , . _ e * .. —• , • • ' • �'r ,.;.,AtRi 'c r 1 ♦ . y S St y S, .40#0 . '120ec:.4. ,, '' +. y sir �` tir 3 i ,i ,' yC�+j, d* • • •. , if. .....: 0., ..,,, ; 4 y i �.XkR '„„..4 4 , ram..° - ,... , � 1 ? .� �.. gt. , i. , ... ..;,.N. . : FT 1 y gaff .r +. vita- 1..1 l!�l • .. RJM Office I San Juan Capistrano, CA - " Qualifications (continued) - -- ' ,.. .I.fir„*` n �,. F. ter:^ y - *�c .. � �4 , II � ...-.r ,,,. ^�'�9U43R 47MAQ9t.lA1 � , '� .;, 1 , ,.,, ,...:` ' ''' -7. ‘IP _ ..::: ' ,,,,, -:: .7'4 .-i ,x t r I,..,.... :.,,7r.,- _414 IN a rz. . g ~ .ii ti,,,, -'4.-; . 11:114, . ',\iito ' - L r yam{�� - i Ontario Sports Empire 01•; p Ontario, CA ,] p. • . Project Completion: 2026 Client Reference _ • .. Project Size: 110 acres Tito Haes F•'• CI 4.Design Cost: $7.5M Executive Public Director Construction Cost: $350M City of Ontario (909) 395-2665 I thaes@ontarioca.gov Project Summary Set to open in Fall 2026, the Ontario Sports Empire is positioned to become the premier venue for major regional and national tournaments, elevating Ontario as a key sports destination in the United States. With 190 acres of top-tier athletic facilities, including 20 long fields, 14 youth diamond fields, 8 full-size diamonds, 4 football/rugby fields and 2 championship baseball fields, the Ontario Sports Empire will be the largest sports complex of its kind west of the Rocky Mountains. The sports park also offers a family activity area with large video display boards, seating, shade, passive turf areas, spectator viewing and elevated walking concourses, restroom and concession buildings, upper level restaurant style deck seating and field viewing, 3 playgrounds, interior walking paths, surface level parking and parking structure, large and satellite maintenance yards, warehouse storage, batting cages, ticketed gateway entries, pedestrian and vehicular drop off and loading zones, ball containment netting, monument and wayfinding signage. Located just 10 minutes from the Ontario International Airport, the Ontario Sports Empire will be destination facility for both Ontario residents and visitors. Project Team Principal: Larry P. Ryan Project Manager: Craig Sensenbach Commumy Inspired Spaces ii/ Tamara McClory DESIGN Erik Curran RJ MGRO UP City of Huntington Beach • On-Call Landscape Architecture Services 117 Qualifications (continued) r. • aF + t a A ' ;•C . ' t —+.{ 4. rc a 1 f" l f :r.. wr 4' t' ' y i I �• , t t r r Aiqa »r \'... .., bj aM: ♦fix,. T ° cam`.. = ,, �' Dd... - . i 7.1 l' :i--: h ahm-: :- ' ; ,4 ,,,ir -• • , 0.• it -„,::::.-------------„,„i • .,,, ., .1,., - ik r Parks & Recreation Master Plan Huntington Beach, CA Year Delivered: 2016 Client Reference Services: $ 190,000 Ashley Wysocki Fees: $ 200,000 Director of Community&Library Services Duration of Services: November 2015 to January 2016 City of Huntington Beach Relationship/Role: Prime Consultant phone: (714) 374-5302 email: ashley.wysocki@surfcity-hb.org Project Summary Nicknamed "Surf City" for its beautiful wide beaches and consistently breaking surf, The City of Huntington Beach has a large and well-established park system with over seventy five parks and numerous community recreation buildings. The City contracted RIM Design Group to update its existing Parks and Recreation Master Plan. The first phase of the project included a background review of the demographics and community trends and their impact on the park system. The second phase involved a detailed inventory of the facilities and programs currently provided in the City, as well as a gap analysis of the existing facilities to determine locations where recreational opportunities are needed. The third phase included a thorough public involvement process including executive interviews, sports organization questionnaire, telephone survey, and public workshops. The fourth phase looked at the demand and needs for facilities based on the inventory of existing facilities and the data derived from the prior phases. Recommendations will include an opportunities feasibility analysis, acquisition plan, cost estimates, capital improvement plan, and sustainable practices/maintenance and operations management plan. Project Team Community Inspired Spaces ;, Principal: Zachary Mueting �DESIG Project Manager: Kristen Schnell 1 li GROUP Senior Associate: Tim Gallagher City of Huntington Beach • On-Call Landscape Architecture Services 118 Qualifications (continued) F GYP a " .. j . ,. I 1 - ' : .., : ault:r Col ' I ii , , 1 1 - .4",,, , . \(i I II • . . �, oh1 ��ti L4 1 ri i .3�1�' illi 1 7--- ... . . 4 ' . 1 h, ,1;i $ +yp • S _ ,414 m 1 II,z - Worthy Park Renovation Huntington Beach, CA Completion Date: 2017 Client Reference Project Size: 1.2 Acres David Dominguez Design Cost: $ 1.49 Million Manager, Facilities & Development services Construction Cost: $ 1.75 Million City of Huntington Beach (951) 727-3516 ddominguez@surfcity-hb.org Project Summary In 2014, RiM Design Group completed a preliminary study of the existing conditions and the possible improvements to park amenities that could be made to update the existing Worthy Park site. Given the park's proximity to City Hall and the adjacent Huntington Beach High School, the site was very visible and showing signs of age. A racquetball court building, that had been shuttered nearly 10 years prior due to the waning interest in the sport, stood right in the center of the park in severe disrepair. The full-size basketball courts had been taken over by the surge in popularity of pickleball with the local community. The racquetball building was razed giving way to a natural turf practice field, the basketball courts were converted to four pickleball courts, and new play equipment and a picnic shelter compliment the site. Residents have overwhelmingly responded to the facelift, and are now requesting that the other portions of the park be updated to match. Project Team Commumty Inspired Spocer ;I;/ Principal: Larry Ryan RJ DESIGN GROUP Project Manager: Larry Mouri City of Huntington Beach • On-Call Landscape Architecture Services 119 --selli. - Qualifications (continued) IM. _ ,.. _ " +. _wr.._ -- i. t, -- 'i• ...:-.' ...: i 4P '-'sm 'S - i IF . 11 WO — ', , _ i ; . 4 .\. -•---- ii, ,:...._,..: ! - V 04 .4;,.. t6 vt- 1 _____ .., .., A _ t: ..;;,, b o -, �1L.Rlrll �..ar , • _ .. J' -h k 44 s► Edison Skate Spot Huntington Beach, CA Completion Date: 2021 Client Reference Project Size: 16,000 SF Chris Slama Design Cost: $9,800 Director of Community & Library Services Construction Cost: $50,000 City of Huntington Beach (714) 536-5495 cslama@surfcity-hb.org Project Summary As part of the renovations at the Edison Park complex, which hosts a variety of recreational amenities for the community, the City of Huntington Beach elected to construct a new temporary skate spot in an unused portion of the park. By soliciting feedback from the local community, the design consultant team of RJM Design Group and Newline Skateparks were able to craft an all- ages street feature skate spot that challenges experienced riders and helps teach beginners. This skate spot contains various elements including double-sided curbs, a manual pad, a grind bench, a flat bar, and most importantly, tons of flat ground. Since the grand opening on July 29th, 2021, the simply designed skate spot has gotten rave reviews from the local skateboarding community, as well as parents for giving their young children a place to learn and continue the rich history of skateboarding in Huntington Beach. Project Team Principal: Zachary Mueting Community Inspired Snores ,, Project Manager: Tamara McClory MDESIG Project Manager: Kanten Russell, Newline Skate Parks R j City of Huntington Beach • On-Call Landscape Architecture Services 120 Qualifications (continued) l ,ova _ , l _ Vic. %lig L �.-..ws I r.� —; .1.. ,..r 11 fin - . • _.........., :1*i/oh., 1 , ._0-.,-.A,.—o'.oar.r,$114, F•;-1 1 „.-...e0I s4-41 4 T -`4 , .�.--- •• • , ., ..i..i:x T`.-.,'..',-,fi•,..f•.'",...c. 7M k iv For 4,,..... , Mir- NINE war /OW Ile _ ,Ail l Premier Park Stanton, CA Project Completed: 2024 Client Reference Project Size: 0.9 acre Han Sol Yoo Design Cost: $96,980 Associate Engineer, Public Works Engineering Construction Cost: $1.2 M City of Stanton (714) 890-4204 I hyoo@stantonca.gov Project Summary Premier Park, located at 8340 Briarwood Street in the City of Stanton, is a 0.90-acre recreational park that was in need of renovations. The City of Stanton elected RJM Design Group to redesign and renovate Premier Park based on feedback from the community. The park renovation that includes new tree house themed play equipment and surfacing with integrated shade and seating areas, dynamic exercise equipment, half-court basketball court, concrete walking pathways, split-rail fences, new irrigation system, sodded turf areas, security lighting, and California Friendly landscape plant material. The park had its Grand Opening in October of 2024 and continues to be a well-visited park for Stanton residents and the local community. Project Team Community Inspired Spares ;, Principal: Larry Ryan DESIGN Project Manager: Andy Steen RJ MGROUP City of Huntington Beach • On-Call Landscape Architecture Services 121 - , al Project Experience ,, °= � �► i B. , A f , ,L ** A ak -------, „ ,,--- ,,-<...-:, 4 ♦u f' , Pg .rIli 3.4,-.-:,441344* _ , .:.. . 1. y ` a Lower Castaways Aquatics , _ Newport Beach, CA 0 ,,� '_•1• a Project Completed: 2026 Client Reference h - I_ Project Size: 4 acres Torn Sandefur . 11.1i• o r Design Cost: $88,500 Assistant City Engineer ❑ {,r• • Construction Cost: $42M City of Newport Beach (949) 644-3321 I tsandefur@newportbeachca.gov Project Summary Prominently positioned along Newport's picturesque Back Bay and visible from Pacific Coast Highway, the Lower Castaways Aquatic Center offers a dynamic recreational hub with rich historical significance. Situated at Lower Castaways Park—the historic site of the 1870 "Old Landing," where the first commercial vessel steamed into the bay to establish a "new port"—this project blends modern amenities with Newport's coastal heritage. The 9,100 SF, two-story aquatics center is designed to serve a variety of community needs. The first level features a welcoming reception area, staff offices, men's and women's locker rooms and restrooms, family restrooms, a pool mechanical room, and convenient outdoor lockers. On the second level, visitors will find versatile multi-purpose rooms, an outdoor patio overlooking the stunning Back Bay, a kitchen, and additional restrooms for added convenience. The project site expands beyond the main building to include a separate, one-story lifeguard and concessions building, a competition-ready 25-yard by 50-meter pool, a therapeutic pool for rehabilitation and I wellness programs, and a thematic splash pad for family-friendly play. Additionally, the site offers covered spectator seating and dedicated pool equipment storage, group and individual shade cabanas for relaxation, and hand launch and public beach access to support water recreation. Covered outrigger and kayak dry storage racks are provided alongside a scenic stairway and trail connection to Upper Castaways Park. Coastal protection is enhanced with a reconstructed sea wall, while the site's rich history is preserved with a relocated historic 'Old Landing' plaque and monument entry sign. The site also includes a convenient parking lot with 189 stalls, a deceleration lane, and reconfigured sidewalks along Dover Drive for improved accessibility. Project Team Community,nspired,p,s ;/ Principal: Larry Ryan Rj M DESIGN GROUP Project Manager: Craig Sensenbach Tyler Page City of Huntington Beach • On-Call Landscape Architecture Services 122 References of Work Perforined,FOrm (List 5 Local References) Coinaity Name:RJM Design Group,Int. 1. Cityof Huntington Beach Name. of Reference: Address: 2000 Main Street, Huntington:Beath,- CA 92648 Contact Name: A5tirgy,\NY:s_oc-kj Phone NOmber: (714).37.4504, Email: ashley.WysockigsurfcityAlb.org Dates ofBusineSs: 0.1/2022,- 0/2026 2. Name of;Reference: City of Newport Beach Address: 100CiVicfenter Drive, Newport Beath:, CA 92692: TOM Sandefur Contact Name: Phone Number: (949) 0-433Z1 tsaInclOyrOpewpo#eachca.gov Dates,of Business: 06/2022-06/20,26, 3. Nam of Reference: City-of Loqg B.paeh Address: 411'WeSt(acan Blvd:, Long Bes.Ch, CA90,802 COntact Name: Eric Lopez' Phone Number: (54)2) 570'6 Email: eriC.lope261On0each.Oov Dates Of Business: 04/2024-7,03/2027 4. Name Of Reference: CitY,of chino Address:: 13220 1Ch.trI Ave„ Chino, CA 91710 Contact Naine:.Roa Phone Number: (909)'334-3314 planningetityofching.org, 0. , Dates Of Business: 07/2022 P645 5. Narrie of Reference: City of Aliso Viejo Address: 12 JOU rneyi'SU lie 100,, Aliso Viejo, CA 92656 Contact Name., $hdyn PplIptjer lthohe Nurnber: (249) *25,253 Email; spelietier@cityofalisoViejo,com Dates:ofBusiness: 07720.24-=06/2027 City Of Huhtingtoh.Beach ; Labdscape Architecture Services I 23. Qualifications (continued) - References 2025 ON CALL DESIGN SERVICES RJM Design Group has performed On Call Design Services for numerous cities within the past 38 years in business. Here is a summary of On Call Design Services we have been performing within the past 5 years: Client:CITY OF ALISO VIEJO Service Type: Principal in Charge: Contact:Shaun Pelletier Current Contract:Landscape Larry P. Ryan �7 City Engineer Architecture, Inspection Services, RJM Team: 12 Journey,Suite 100 Plan Check Services(On-Call Since 2005) Andrew Steen \w , Aliso Viejo,CA 92656 Contract Duration:July 2024— Eric Chastain phone: (949)425-2533 June 2027 Contract Amount: email:spelletier@cityofalisoviejo.com Hourly Client:CITY OF CHINO Service Type: Principal in Charge: Contact:Rosa Olguin Current Contract: Landscape Larry P.Ryan - Management Assistant Architecture, Inspection Services, RJM Team: 13220 Central Avenue Plan Check Services(On-Call Since Andrew Steen Chino,CA 91710 1997) Tamara McClory _ phone: (909)334-3314 Contract Duration:July 2022—June Contract Amount: email:planning@cityofchino.org 2025 Hourly Client:CITY OF HUNTINGTON BEACH Service Type: Principal in Charge: -('',.tivsr Contact:AshleyWysocki,Director of Current Contract:Landscape LarryP. Ryan 'poi'-.;:.�...;a^� Y P Y �r Community&Library Services Architecture and Design Services(On- Zachary Mueting ' I 2000 Main Street Call Since 2010) RJM Team: VIINWY , Huntington Beach,CA 92648 Contract Duration:January 2022— Andrew Steen unTr phone:(714)374-5302 Contract Amount: email:ashley.wysocki@surfcity-hb.org January 2026 Hourly Client: CITY OF LAGUNA NIGUEL Service Type: Principal in Charge: .\`"`i r,_ Contact:Katie Crockett Current Contract: Landscape Larry P. Ryan �_. Planning Manager Architecture and Plan Check Services RJM Team: 4.a -, 30111 Crown Valley Parkway (On-Call Since 2016) Andrew Steen -+ " Laguna Niguel,CA 92677 Contract Duration: May 2021 — Tamara McClory phone:(949)362-4363 June 2025(Currently proposing on Eric Chastain email:kcrockett@cityoflagunaniguel.org renewal) Contract Amount:Hourly Client: CITY OF LONG BEACH Service Type: Principal in Charge: c,Y LOty�A Contact:Eric Lopez Current Contract:Landscape Larry P. Ryan 1 A. Director of Public Works Architecture and Plan Check Services RJM Team: 411 W.Ocean Blvd. (On-Call Since 1997) Andrew Steen Long Beach,CA 90802 Tamara McClory `� ' phone: (562)570-6256 Contract Duration:April 2024— Contract Amount: email:eric.lopez@longbeach.gov March 2027 Hourly Client: CITY OF MISSION VIEJO Service Type: Principal in Charge: i ,� Contact:Jerry Hill Current Contract:Landscape Larry P. Ryan i-f,- Assistant City Manager Architecture and Plan Check Services RJM Team: 200 Civic Center Drive (On-Call Since 1996) Andrew Steen ©. ; Mission Viejo,CA 92692 Tamara McClory ' phone:(949)470-3085 Contract Duration:July 2024—June Eric Chastain email:jhill@cityofmissionviejo.org 2026 Contract Amount:Hourly Client:CITY OF NEWPORT BEACH Service Type: Principal in Charge: „aEwPop(.. Contact:Tom Sandefur Current Contract: Landscape Larry P.Ryan . Assistant City Engineer Architecture and Design Services(On- RJM Team: r 100 Civic Center Dr. Call Since 2016) Tamara McClory Q ) s Newport Beach,CA 92660 Tyler Page +iuoox+`'. phone:(949)644-3321 Contract Duration:June 2022— Contract Amount: tsandefur@newportbeachca.gov June 2026 Hourly Client: CITY OF WHITTIER Service Type: Principal in Charge: 40111ER c< Contact:Luis G.Escobedo,AICP Current Contract:Landscape Larry P. Ryan a Senior Planner Architecture and Plan Check Services RJM Team: i) ,^y= 13230 Penn Street (On Call Since 2014) Andrew Steen ' 'd Whittier,CA 90602 Contract Amount: lN�Aga+ phone: (562)567-9320 Contract Duration:July 2016—June Hourly email:lescobedo@cityofwhittier.org 2026 City of Huntington Beach •On-Call Landscape Architecture Services 124 Clarifications, Exceptions, or Deviations RJM DESIGN GROUP,INC. has established a reputation of integrity and professionalism within the landscape architecture industry. Our due diligence in performing client services begins with our proposal preparation, contract review and negotiation, and carries through to project completion. We have reviewed the Professional Services Contract for On-Call Landscape Architectural Services with the City of Huntington Beach. As part of this review, we identify items which may not conform to the terms of our insurance coverage and/or to California Civil Code section 2782.8 which regulates contracts between public agencies and design professionals. Upon selection for this project, we would like to discuss the following requested changes pertaining to the agreement in order to arrive at mutually agreeable terms. All suggested additions and/or deletions to the contract language are in blue. Page 3-Article 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS, (line 6): ... whichever shall occur first.These materials may be used by CITY as it sees fit, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 3-Article 8. HOLD HARMLESS, (line 1): Consultant hereby agrees to protect,defend, indemnify and hold ... Page 3-Article 8. HOLD HARMLESS, (lines 5-6): ... liability of any kind or nature) to the extent arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this ... Page 3-Article 8. HOLD HARMLESS, (lines 9-11): ... caused by the se4e negligence or willful misconduct of CITY. This indemnity shall apply to all claims and liability regardless of whether any... Page 3-Article 8. HOLD HARMLESS, (line 13): ...of indemnification to be provided by CONSULTANT. Notwithstanding the foregoing,if Consultant's obligation to defend,indemnify,and/or hold harmless arises out of Consultant's performance as a"design professional" (as that term is defined under Civil Code section 2782.8), then, to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant's indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness,or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction,Consultant's liability for such claim, including the cost to defend, shall not exceed the Consultant's proportionate percentage of fault. Page 4-Article 9. PROFESSIONAL LIABILITY INSURANCE, (line 4): ... however an insurance policy "deductible" of few Twenty Five Thousand Dollars ($40,000.0A-$25,000.00) or less is ... City of Huntington Beach • On-Call Landscape Architecture Services 25 EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: SEE ATTACHED EXHIBIT B B. Travel Charges for time during travel are not reimbursable. C. Billing 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; 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. Fee Proposal EXHIBIT B RIM DESIGN GROUP, INC. Principal Landscape Architect $240 per hour Associate Landscape Architect $215 per hour Landscape Architect $200 per hour Job Captain /Landscape Designer $185 per hour CADD Technician /Graphics $170 per hour Word Processor $125 per hour CIVTEC (CIVIL ENGINEER) Principal $235 per hour Project Manager $185 per hour Project Engineer $165 per hour Project Surveyor $185 per hour Design Engineer $135 per hour Draftsperson $105 per hour Project Assistant $90 per hour 2-Man Survey Crew $375 per hour 3-Man Survey Crew $550 per hour GLASIR (IRRIGATION) On-Site Consulting / Public Agency Coordination $150 per hour Irrigation Designer $125 per hour Plan Check $125 per hour FBA ENGINEERING (ELECTRICAL ENGINEERING) Principal /Project Director $250 per hour Associate/ Project Manager $175 per hour Construction Support $150 per hour Electrical Designer $120 per hour CAD/ BIM Designer $100 per hour Technical Typist $60 per hour 0 Charges for sub-consultant services are billed at cost plus a 15% coordination fee. REIMBURSABLE EXPENSES 0 When incurred, the following project expenses will be billed at cost plus 15% administrative fee in addition to the above professional services fee: • Printing, plotting, copying, scanning, photography, graphic expenses • Delivery, shipping, and handling of documents • Permits, plan check, and inspection fees • City business license • Soils testing Billings for all time and materials and contract extension work shall be in accordance with the level of work performed based on the categories listed above. City of Huntington Beach • On-Call Landscape Architecture Services 12 /Ct1c_ I ------".4, RJMDESI.01 PACCONANA ARE CERTIFICATE OF LIABILITY INSURANCE DATEowno1YYYY/ �+--^-� 9/11/2024 , 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 cerllltoato holder is an ADDITIONAL INSURED,(Ito pollcy(ios)must have ADDITIONAL INSURED provisions or he endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may roqutro an endorsement. A stalomont on this certificate does not confer rights to the certificate holder In(Iou of such ondorsomonl(s), PRODUCER License 0 0E07700 C,'Q'(r/toT All Smith 10A inatlranco Services P,�„{oII�E P 3036 Nobel Drive RUa l ant:(019)788-6796 60200 I( ,Nor(619)674-8208 Suite 410 t;('llhss,AII.SaNIh@Ioausa,00m son Diego,CA 92122 itISURERIat WORDING COVERAGE IMIOD nommenAIRLI hlsurane°Company 13068 mum msunenn:Arch Insurance Company 11160 • RJM Dosign Group,Inc. rumen a: 31601 Camino Capistrano DIsuREROI San Juan Capistrano,CA 92076 INSURER E: INSURER F t COVERAGES CERTIFICATE NUMBER: REVISION NUM8l;5; THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED MOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECTTO WHICH THIS CERTIFICATE MAY DE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED DY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OP SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAIDMS.� CLAIM OR lYPeOPU1SUItANCE JIMSDLLV1VeR POLICYNUMDER Mry FFF, lA1relarEt1YPYI L1n1T6 A X COMMERCIAL GENERAL LIABILITY SAC OCCURRENCE $ 2,000,000 CLAIMS-MADE QX OCCUR X PSB0007203 0/30/2024 9/30/2026 D t 9• q� NCI_$ 1,000,000 X Cont Liab/Sov of Int MCDHIP(Any one aerocnt $ 10,000 ,.._.- PERSONAL&AOVINJURY -, _ 2,000,000 LiABOR GA pLU/ITAPPLI SPER: 0 GENERAL AGOREOATE $ 4,000,000 POLICY iJ 51`8i LacPRamma.GOMPA,PA00 $ 4,000,000 arlEru Dad $ 0 A AUTOMODILELIADIUTY DAp ;INOLELIMIT $ 1,000,000 ANY AUTO ^ PSA0002412 0/3012024 0/3012026 BODILY WJURYIPoDemon) $_pwygO _ pUEO AMOSNLY BODILY IiURY(Per ac den $ x RA X AOI++ppOYY prOWdM MAOE S XAlos Dmul $ A X EMDRELLAUAa X OCCUR EACH OCCURRENCE S 1,000,000 EXCESS UAD _ ctAIMs.MADE PSE0003628 0/3012024 013012826 AGOaSOATe S 1,000,000 X DED I 1 RETENTIONS O S A wortsansgcomperan11 lollpgR OTH- AND EMPLOYERS'LIAe m Y I X I STATUTE I I Et2 ANYMIOPAIETORIPARTIlERIEXECUTIVE X PSW0004080 913of2024 0/30/2026 1,000,000. o�FILE tME!AUEtEXGLuoEW it E.L.EAf.II ACCIDENr S (raanOMO,yIn(Ill) El.CISCASE•EAEMPLOYEE$ 1,000,000 MOTION �I1titt,,dOttnl•under MEMCRIPTIONOFOPERATIONSUNew E.L.DISEASE-POLICY LIMIT $ 1,000,000 B Prof LIab/Cline Made PAAEP0031107 10/1/2024 101112026 Per Claim 2,000,000 B Dud.:$261(Per Claim PAAEP0031107 10/1/2024 1011/2026 Aggregate 2,000,000 CIESCRIPTIONOFOPERATIONSILOCATIOIIS/mucus(ACORD10I,AddtllonalRonlllk•S(hodulll,airyhoallachodllmoteApaceI►coqullad) Ro:All Operations City of HDolin0ton Beach,Its Mooted or appointed officials,officers and employees aro Additional hlsure&le what respect to General Liability per tiro I Chad ondorsomenis as required by written contract.Waiver of Subrogation applies to Workers'Compensation. 30 Days Nonce of Cancellation with 10 Days Notice for Non-Payment of Premium In ecconlanco with the poilcll)(Igii)(,kD AS TO FOR axe CERTIFICATE HOLDER _OAKELLATION MICHAEL E.OAI kb' CITY ATTOMPIF SHOULD ANY OP TILE ABQyi'AYES•tialill;Cfb6IIItti6®QIcaRMii u nuPOns TER EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLIO?PROVISIONS. City of Huntington Beach AUTHORIZEDnePRESE,ir live 2Attli:000 Risk Management �''2000 Maln Street ei(u- ' IHnnfin n Bench,CA 92040 ACORD 26(2010/03) 01000-2016 ACORD CORPORATION. All rights reserved. • The ACORD name and logo aro logistered marks of ACORD Named Insured:RIM Design Group,Inc. Policy Number:PSW0004066 WORKERS COMPENSATION AND EMPLOYERS LIABILITY INSURANCE POLICY WO 04 03 08 (Ed.4.84) WAIVER OP OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT-CALIFORNIA We have the right to recover our payments from anyone liable for an injury covered bythis policy.We wilt not enforce our right against the person or organization named In the Schedule. (This agreemen applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged In the work described In the Schedule. The additional premium for this endorsement shall be % or the California workers' compensation premium otherwise due on such remuneration. Schedule Person or Organization Job Description All persons or organizations that are party to a Jobs performed for any person or organization that you contract that requires you to obtain this have agreed with In a written contract to provide this agreement,provided you executed the contract agreement. before the toss. • - i ®i998 by rho Workers'Compensation insurance Ream.)bureau of Cairornla.All Nubia roamed. - I . A Policy Number: PSB0007263 RL1 insurance Company Named Insured:RJM Design Group,Inc. THIS ENDORSEMENT CHANGES THE POLICY,PLEASE READ IT CAREFULLY, RLIPack® FOR PROFESSIONALS BLANKET ADDITIONAL INSURED ENDORSEMENT This endorsement modifies Insurance provided under the following: BUSINESSOWNERS COVERAGE FORM-SECTION II-LIABILITY 1. C.WHO IS AN INSURED is amended to include as additional Insured under !his policy must apply on a an additional insured any person or organization that primary basis, or a primary and non-contributory you agree In a contract or agreement requiring basis, this insurance Is primary to other insurance insurance to,include as an additional insured on this that is available to such additional insured which policy, but only with respect to liability for "bodily covers such additional insured as a named insured, Injury", "property damage" or "personal and and we will not share with that other Insurance, advertising injury"caused in whole or in part by you provided that: or those acting on your behalf: a. The "bodily Injury" or "property damage" for a. In the performance of your ongoing operations; which coverage is sought occurs after you have b. in connection with premises owned by or rented entered into that contract or agreement;or to you;or b. The "personal and advertising injury" for which c. In connection with "your work" and included coverage is sought arises out of an offense within the "product-completed operations committed after you have entered into that hazard" contract or agreement. 2. The insurance provided to the additional insured by 4. The following Is added to SECTION III K. 2. this endorsement is as follows: Transfer of Rights of Recovery Against Others to Us - COMMON POLICY CONDITIONS (BUT a. This insurance does not apply on any basis to APPLICABLE TO ONLY TO SECTION It any person or organization for which coverage LIABILITY) as an additional insured specifically Is added by We waive any rights of recovery we may have another endorsement to this policy, against any person or organization because of b. This Insurance does not apply to the rendering payments we make for "bodily injury", "property of or failure to render any "professional damage"or"personal and advertising injury" arising services". out of "your work" performed by you, or on your c. This endorsement does not increase any of the behalf, under a contract or agreement with that limits of insurance stated in D. Liability And person or organization. We waive these rights only where you have agreed to do so as part of a Medical Expenses Limits of Insurance, contract or agreement with such person or 3. The following is added to SECTION III 1.1.2. Other organization entered into by you before the "bodily Insurance - COMMON POLICY CONDITIONS injury"or"property damage"occurs,or the"personal (BUT APPLICABLE ONLY TO SECTION II . and advertising injury"offense is committed. LIABILITY) However, if you specifically agree in a contract or • agreement that the insurance provided to an f . 1 ALL OTHER TERMS AND CONDITIONS OF THIS POLICY REMAIN UNCHANGED, PPB 304 0212 Page 1 of 1 do',. TINGi d ��.............. CITY OF 10, ._1 HUNTINGTON BEACH �ourvTs;;�'d Lisa Lane Barnes I City Clerk August 28, 2025 RJM Design Group, Inc. 31591 Camino Capistrano San Juan Capistrano, CA 92675 To Whom It May Concern, Attached for your records is an executed copy of the Professional Services Contract between the City of Huntington Beach and RJM Design Group, Inc. for On-Call Architectural Engineering and Professional Consulting Services, approved by the Huntington Beach City Council on August 19, 2025. Sincerely, 0;41016 rho Lisa Lane Barnes City Clerk LLB:ds Enclosure f• ' Office: (714)536—5405 I 2000 Main Street, Huntington Beach, CA 92648 I www.huntingtonbeachca.gov REQUEST FOR PROPOSAL VENDOR APPLICATION FORM } TYPE OF APPLICANT: ❑ NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: } Contact Person for Agreement: Corporate Mailing Address: City, State and Zip Code: E-Mail Address: Phone: Fax: Contact Person for Proposals: Title: E-Mail Address: Business Telephone: Business Fax: Year Business was Established: Is your business: (check one) ❑ NON PROFIT CORPORATION ❑ FOR PROFIT CORPORATION Is your business: (check one) El CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION { 1of2 1324 Names&Titles of Corporate Board Members (Also list Names &Titles of persons with written authorization/resolution to sign contracts) Names Title Phone 3E3 •- t } Federal Tax Identification Number: City of Huntington Beach Business License Number: (If none, you must obtain a Huntington Beach Business License upon award of contract.) City of Huntington Beach Business License Expiration Date: 2of2 1325 L............._..._....-._.._.._....._......_._,_.... References of Work Performed Form.........._...................,_.,.._....._....._........ _._..._.....,......_..........__...__.'....._ (Local/like agencies) Comany Name: 1. Name of Reference: Address: Contact Name: Phone Number: Email: Dates of Business: 2. Name of Reference: Address: Contact Name: Phone Number: Email: Dates of Business: 3. Name of Reference: Address: Contact Name: Phone Number: Email: • • Dates of Business: t{I 1326 APPENDIX { tj 34 C3 g3 - 1 t{{}f 3t gS yl 1327 1 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND FOR { 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 ,a hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to ;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 Exhibit CONSULTANT shall provide all services as describedin 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 who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. agree/surfneUprofessional avcs mayor 1 of 11 12/07 1328 3. TERM;TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on , 20 (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 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 Dollars($ ). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit"B." agree/surfnet/professional svcs mayor 2 of 11 12/07 1329 7. DISPOSITION OF PLANS,ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent(or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide agree/surfnet/professional svcs mayor 3 of 11 12J07 1330 - I coverage for CONSULTANT's professional liability in an amount not less than One Million 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 policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work(including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2)years to report claims 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 effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to approval o f insurance indemnify the CITY for any work performed prior to a by the CITY. agree/surfnedprofessional Svcs mayor 4 of 11 12/07 1331 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. 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 agree/surfiiedprofessionai svcs mayor 5 of 11 12/07 1332 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 unfmished 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. 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. agree/surfnet/professional svcs mayor 6 of 11 12/07 1333 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. 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: TO CITY: TO CONSULTANT: City of Huntington Beach ATTN: 2000 Main Street Huntington Beach,CA 92648 17. CONSENT - - 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. 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 agree/surfnedprofessional svcs mayor 7 of 11 12/07 1334 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. 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. agree!surfnet/professional svcs mayor 8 of 11 12/07 1335 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 P P 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 attomey's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. agree!sudnedprofessional svcs mayor 9 of 11 12/07 1336 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. CONSULTANT's initials 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that parry'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 supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. This Agreement shall be effective on the date of its approval by the City Council. This Agreement shall expire when terminated as provided herein. agree/surfnetlprofessional svcs mayor 10 of 11 12/07 1337 CONSULTANT, CITY OF HUNTINGTON BEACH, a municipal corporation of the State of COMPANY NAME California Mayor By: print name City Clerk ITS: (circle one)Chainnan/PresidentNice President AND INITIATED AND APPROVED: By: print name ITS: (circle one)Secretary/Chief Financial Officer/Asst. j Secretary-Treasurer REVIEWED AND APPROVED: City Manager APPROVED AS TO FORM: City Attorney . E • f agree/surfnet/professional svcs mayor 11 of 11 12/07 1338 EXHIBIT "A" I A. STATEMENT OF WORK: (Narrative of work to be performed) B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: C. CITY'S DUTIES AND RESPONSIBILITIES: D. WORK PROGRAM/PROJECT SCHEDULE: 31i Eti f4 _ F( } EXHIBIT A 1339 EXHIBIT"B" Payment Schedule(Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: . i B. Travel Charges for time during travel are not reimbursable. C. Billing 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; 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. 1 Exhibit B 1340 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. ' I • I( } � E 2 • Exhibit B - - 1341 � I EXHIBIT"B" Payment Schedule(Fixed Fee Payment) 1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter,report,calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; L B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANTs firm that the work has been performed in accordance with the provisions of this Agreement; • and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the - parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B 1342 { PROFESSIONAL SERVICES CONTRACT BETWEEN $ THE CITY OF HUNTINGTON BEACH AND FOR Table of Contents 1 Scope of Services 1 2 City Staff Assistance 2 3 Term; Time of Performance 2 4 Compensation 2 5 Extra Work 2 6 Method of Payment 3 7 Disposition of Plans,Estimates and Other Documents 3 8 Hold Harmless 3 9 Professional Liability Insurance 4 10 Certificate of Insurance 5 11 Independent Contractor 6 12 Termination of Agreement 6 13 Assignment and Delegation 6 14 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 Attorney's Fees 10 25 Survival 10 26 Governing Law 10 27 Signatories 10 28 Entirety 10 29 Effective Date 11 1343 APPENDIX E ' 1344 I CITY OF HUNTINGTON BEACH INSURANCE REQUIREMENTS Minimum Insurunee Requirements .,.... .__..._�._. .r... ..__ ,� ._... Vendor Type Additional Automobile Professional Property Insured Liability General Liability Liability Insurance Workers'Comp Endorsements Huntington Beach City Council Resolution No.2008-63 requires submittal of certificates of insurance evidencing the following minimum limits with a California admitted carrier with a current A.M.Best's Rating of no less than A:VIL See Exhibits Al-4 for sample forms. Email:Justin.Wessels@surfcity-hb.org or Heather.C'ampbelt(a�surfcity-hb.org Phone: 714-374-5378 or 714-536-5210. Fax: 714-536-5212. Any deductible other than those allowed in this matrix,self-insured retentions or similar forms of coverage limitations or modifications must be approved by the Risk Manager and City Attorney of the City of Huntington Beach. NOTE: Waivers and/or modifications are discouraged and will be considered only under extraordinary circumstances. Contractors: Any persons or entities who Minimum of Combined single limit As required by Include the contract with the City and/or provide services to $1,000,000 per bodily injury and the State of policy number the City which are readily available and occurrence for property damage. California,with and Additional efficiently procured by competitive bidding. bodily injury, Minimum of Statutory Limits Insured personal injury $1,000,000 per and Employer's Endorsement and property occurrence.Allows Liability Requirement Permittees: Any persons or entities who make damages.Allows up to $5,000 Insurance with statement application to the City for any use of or up to$1,000 deductible. a limit of no below.(See Note encroachment upon any public street,waterway, deductible.(See (Additional Insured less than 3 below.) pier,or City property. Note I below.) Endorsement is always $1,000,000 per Vendors: Any persons or entities who transfers required with General accident for property or goods to the City which may or may Liability Ins.) bodily injury or not involve delivery and/or installation. disease.(See Note 2 below.) Note 1 -Automobile Liability: The City of Huntington Beach, its officers,elected or appointed officials,employees,agents and volunteers must be named as certificate holder and as additional insured by separate attached endorsement.Permittees who do not use vehicles or equipment in connection with the permit shall not be required to provide auto insurance.To be exempt from this requirement,permittees must execute a declaration such as Exhibit I attached. Note 2-Workers'Compensation Exemption:If entity has no employees,a signed Declaration of Non-Employee Status form is required. Note 3-Additional Insured Endorsement Requirements:The City,its officers,elected or appointed officials,employees,agents,and volunteers are to be covered as additional insureds by separate attached endorsement(s)as respects liability arising out of action performed by or on behalf of the contractor, products and completed operations of the contractor,premises owned,occupied or used by the contractor,or automobiles owned, leased or borrowed by the contractor.The coverage shall contain no special limitations on the scope of protection afforded to the City. RB Insurance Matrix_revised 4-7-16(2).xlsx 1 of 4 1345 CITY OF HUNTINGTON BEACH INSURANCE REQUIREMENTS Minimum Insurance Requirements Vendor Type nddi ionaln. Automobile Professional Property Insured Liability General Liability Liability Insur*nee Workers'Camp Endorsements Huntington Beach City Council Resolution No.2008-63 requires submittal of certificates of Insurance evidencing the following minimum limits with a California admitted carrier with a current A.M.Best's Rating of no less than A:VI'.See Exhibits Al-4 for sample forms. Email:christine.keen@surfcity-hb.org Phone: 714-374-5373 Any deductible other than those allowed in this matrix,self-insured retentions or similar forms of coverage limitations or modifications must be approved by the Risk Manager and City Attorney of the City of Huntington Beach. NOTE: Waivers and/or modifications are discouraged and will be considered only under extraordinary circumstances. Design Professionals: Professional service Minimum of contractors who contract with the City and/or $1,000,000 per provide architectural and/or engineering services occurrence and to the City. in the aggregate. Professional Services: Services that involve the exercise of professional discretion and Allows up to $10,00 independent judgment based on an advanced or deductible. ble. specialized knowledge,expertise or training gained by formal studies or experience or services which are not readily or efficiently procured by competitive bidding pursuant to HB Muni Code 3.02. Services includes but are not limited to those services provided by appraisers, architects,attorneys,engineers, instructors, insurance advisors,physicians and other specialized consultants. Claims made policies are acceptable if the policy further provides that: 1)The policy retroactive date coincides with or precedes the professional services contractor's start of work(including subsequent policies purchased as renewals or replacements). 2)The professional services contractor will make every effort to maintain similar insurance during the required extended period of coverage following project completion,including the requirement of adding all additional insureds. 3)If insurance is terminated for any reason,professional services contractor 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 or permit. 4)The reporting of circumstances or incidents that might give rise to future claims. HB Insurance Matrix revised 4-7-16(2).xlsx 2 of 4 1346 CITY OF HUNTINGTON BEACH INSURANCE REQUIREMENTS Minimum Insurance Requirements Vendor Type �ditinnal Automobile Professional Property Insured Liability General Liability Liability Insurance Workers' Comp Endorsements Huntington Beach City Council Resolution No.2008-63 requires submittal of certificates of insurance evidencing the following minimum limits with a California admitted carrier with a current A.M.Best's Rating of no less than A:VII.See Exhibits Al-4 for sample forms. Email:christine.keen@surfcity-hb.org Phone: 714-374-5373 Any deductible other than those allowed in this matrix,self-insured retentions or similar forms of coverage limitations or modifications must be approved by the Risk Manager and City Attorney of the City of Huntington Beach. NOTE: Waivers and/or modifications are discouraged and will be considered only under extraordinary circumstances. Licensees/Lessees: Any persons or entities Combined single limit Full As required by Include the who contract with the City for the use of public bodily injury and replacement the State of policy number property. property damage. cost with no California,with and Additional Minimum of coinsurance Statutory Limits Insured $1,000,000 per penalty and Employer's Endorsement occurrence.Allows provision. Liability Requirement up to$5,000 Insurance with statement deductible. a limit of no below.(See Note (Additional Insurance less than 2.) Endorsement is always $1,000,000 per required with General accident for Liability Ins.) bodily injury or disease.(See Note 1 below.) Note 1 -Workers'Compensation Exemption: If entity has no employees,a signed Declaration of Non-Employee Status form is required. Note 2-Additional Insured Endorsement Requirements:The City, its officers,elected or appointed officials,employees,agents,and volunteers are to be covered as additional insureds by separate attached endorsement(s)as respects liability arising out of action performed by or on behalf of the contractor, products and completed operations of the contractor,premises owned,occupied or used by the contractor,or automobiles owned, leased or borrowed by the contractor.The coverage shall contain no special limitations on the scope of protection afforded to the City. FIB Insurance Matrix_revised 4-7-16(2).xlsx 3 of 4 1347 CITY OF HUNTINGTON BEACH INSURANCE REQUIREMENTS Huntington Beach City Council Resolution No.2008-63 requires submittal of certificates of insurance evidencing the following minimum limits with a California admitted carrier with a current A.M.Best's Rating of no less than A:VIL Any deductible other than those allowed in this matrix,self-insured retentions or similar forms of coverage limitations or modifications must be approved by the Risk Manager and City Attorney of the City of Huntington Beach. NOTE: Waivers and/or modifications are discouraged and will be considered only under extraordinary circumstances. Minimum Insurance Requirements Vendor Type Professional Liability Design Professionals: Professional service contractors who Minimum of$1,000,000 per occurrence and in contract with the City and/or provide architectural and/or the aggregate. Allows up to$10,000 deductible. engineering services to the City. Professional Services: Services that involve the exercise of professional discretion and independent judgment based on an advanced or specialized knowledge,expertise or training gained by formal studies or experience or services which are not readily or efficiently procured by competitive bidding pursuant to HB Muni Code 3.02. Services includes but is not limited to those services provided by appraisers, architects,attorneys,engineers, instructors, insurance advisors,physicians and other specialized consultants. p� Claims made policies are acceptable if the policy further provides that: 1)The policy retroactive date coincides with or precedes the professional services contractor's start of work (including subsequent policies purchased as renewals or replacements). 2)The professional services contractor will make every effort to maintain similar insurance during the required extended period of coverage following project completion, including the requirement of adding all additional insureds. 3) If insurance is terminated for any reason, professional services contractor 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 or permit. 4)The reporting of circumstances or incidents that might give rise to future claims. FIB Insurance Matrix revised 4-7-16(2).xlsx 4 of 4 ON-CALL ARCHITECTURAL ENGINEERING,LANDSCAPE ACHRITECTUAL ENGINEERING,AND PROFESSIONAL CONSULTING SERVICES REQUEST FOR QUALIFICATIONS (RFQual) 1. BACKGROUND The City of Huntington Beach("City") Community &Library Services Department is seeking experienced Consultant firms to assist the City's staff in the following service categories: Architecture Engineering/Landscape Architecture Engineering Qualified firms shall provide consulting services on an "on-call" basis for projects to be determined during the term of the contract. The contract shall be for a minimum three (3) year term with the option for one(1) additional one-year term.The City shall issue task orders for each project based upon the scope of services,qualifications,work schedule, and reasonableness of the fee.For task orders greater than$50,000 City will typically solicit qualifications from two or more qualified consultants. 2. SCHEDULE OF EVENTS This request for qualifications will be governed by the following schedule: Release of RFQual Monday, March 17,2025 15 Deadline for Written Questions by 4:00 PM Tuesday, Apri-i 2025 Responses to Questions Posted on Web Tuesday, Apri 9, 2025 Proposals are Due by 4:00 PM Tuesday,April 1-2025 Ma Proposal Evaluation Completed Week of i2025 a Notification of Intent to Award(Tentative) Week of April 192025 Approval of Contract by City Council(Tentative) Meeting of July 172025 3. SCOPE OF WORK In general, the Consultant shall perform consulting services on an "on-call" basis for projects assigned by the City. If the Consultant does not have the ability to self-perform all aspects of the scope of services, then the Consultant shall subcontract for those services. The scope of work for any one project may involve all phases of project development and may include but is not limited to the following: Kick-Off&Progress Meetings Attend mandatory project kick-off meeting(s) and subsequent progress meetings, as needed. Meetings may require in-person attendance, while others may allow a virtual attendance option. Provide minutes of meeting(s). 2 1315 Preliminary Plans and Design Prepare alternative preliminary layouts, surveying, architectural services, and estimates of probable cost for alternatives,and prepare details,and calculations.Present alternatives,as needed at staff and/or City Council meetings, and provide recommendations and analyses of the advantages of each alternative. EnEntitlements/Permits As a primary consultant, assist the City in obtaining entitlements and approvals from applicable agencies for environmental, and/or other permits as may be required. Construction Documents Prepare designs, plans, specifications, cost estimates, and contract bidding documents. The City shall review the construction documents at the preliminary engineering, sixty (60%) percent, ninety(90%)percent, and final documents stages. Prepare 24x36 inch construction drawings for bidding and archival purposes, providing code requirements, and all project related plan set details required for constructability. The City will provide a Microsoft Word Version of the General Provisions and bid forms; the Consultant shall modify the documents by adding the necessary special provisions and bid items. Based on direction from the City, consultant may also be asked to take the lead on construction plan submittals,plan checks and obtaining required permits through the Community Development Department. Technical Reports and Analysis Prepare needs assessments, master plans and technical studies such as park development fee analysis (including public outreach, community workshops/surveys), arborist (tree assessments), geotechnical/geophysical, and environmental (i.e., water, asbestos, lead, noise, impact, etc.) studies. Bidding Stage Assist the City in answering bidders' questions,attend pre-bid conferences and job walks,prepare addenda, analyze bids, and recommend award. Construction Stage 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 required tasks. Architectural/Landscape Architectural Engineering Services Consultant shall provide experienced personnel,equipment,and facilities to perform the following tasks. • Provide landscape, architectural, planning, and design services primarily for existing City Parks, facilities, Community Centers, Clubhouses i.e., tenant improvements, ADA modifications, etc., and park developments. The City is currently "built out" with limited 3 1318 "new" facilities anticipated in the next 3 years. The City also has a need for landscaping architecture services throughout City medians and public spaces. • Prepare sketches, renderings, and materials boards providing alternative architectural concepts, designs, and options that can be applied to project requirements. • Prepare in AutoCAD or Revit,24x36 inch construction drawings for bidding and archival purposes, providing code requirements, floor plans, ceiling plans, roof plans, elevations, walls, materials schedules, door and window schedules, and details. Provide one full-size set at each design stage with electronic file in *.PDF format, and in AutoCAD(I.DWG)or Revit(I.RVT)format. • Provide technical specification in MS Word format, for materials and methods to be incorporated into the City's Standard Supplemental Master Specifications. • Prepare Architect's/Engineer's cost estimates. • Provide architectural support during construction of projects. • Prepare as-builts and provide electronic file in *.PDF format, and in AutoCAD (*.DWG) or Revit(*.RVT) format. In addition to the services listed above, through the use of sub-consultants or in-house personnel, Consultants may be required to perform or assist in environmental assessments, material testing, civil and soils engineering and building architecture. 4. PROPOSAL FORMAT GUIDELINES Interested firms are to provide the City of Huntington Beach with a thorough proposal using the following guidelines: Proposal should be typed and contain no more than 25 typed pages using a 12-point font size, including transmittal letter, but excluding resumes of key people, Index/Table of Contents,tables, charts, and graphic exhibits. Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFQual instructions, responding to the RFQual requirements, and on providing a complete and clear description of the offer.Proposals,which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the bidder's response: A. Vendor Application Form and Cover Letter Complete Appendix A, "Request for Proposal-Vendor Application Form" and attach this form to the cover letter. A cover letter, not to exceed three (3) pages in length, should summarize key elements of the proposal. An individual authorized to bind the consultant must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the contractor's office located nearest to Huntington Beach, California and the office from which the project will be managed. B. Background and Project Summary Section The Background and Project Summary Section should describe your understanding of the City,the work to be done,and the objectives to be accomplished. Refer to Scope of Work of this RFQuaI. 4 1317 C. Methodology Section Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFQual. The Methodology Section should include: 1) An implementation plan that describes in detail (i) the methods, including controls by which your firm manages projects of the type sought by this RFQual; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. 3) A sample approach to developing a project schedule, identifying tasks and deliverables to be performed,tracking costs and overall time of completion. 4) Detailed description of specific tasks you will require from City staff.Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. D. Staffing Provide a list of individual(s) who will work on requested projects and indicate the functions that each will perform. Include a resume for each designated individual. Upon award and during the contract period, if the contractor chooses to assign different personnel to the project, the Contractor must submit their names and qualifications including information listed above to the City for approval before they begin work. E. Qualifications The information requested in this section should describe the qualifications of the firm,key staff and sub-contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: 1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. 2) A summary of the your firm's demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Qualifications. 3) Provide at least five local references that received similar services from your firm. The City of Huntington Beach reserves the right to contact any of the organizations or individuals listed. Information provided shall include: • Client name �. • Project description • Project start and end dates • Client project manager name, telephone number, and e-mail address 5 1318 F. Fee Proposal Please include a fee schedule with your proposal, including hourly rates for the primary firm and any subcontractors,if applicable. Rate Sheet Salary information shall be included in the RFQuaI of all proposed positions needed in the performance of duties. Rate sheets shall include a four (4) year, locked, cost rate table, referencing the index in which increases are associated. Interested proposers shall submit a detailed hourly rate schedule, which is to be uploaded under the Cost File in PlanetBids. If sub- consulting, surveying,the rate structure for those services shall be included. Sub-Contracting, and Sub-Consultants shall have a maximum markup of 10%. 5. PROCESS FOR SUBMITTING PROPOSALS All proposals must be submitted in PDF file format. • Content of Proposal The proposal must be submitted using the format as indicated in the proposal format guidelines. !; • Preparation of Proposal Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation. • Number of Proposals Submit one (1) PDF file format copy of your proposal in sufficient detail to allow for thorough evaluation and comparative analysis. A single proposal shall include all diciplines, if proposing more than one. • Submission of Proposals Complete written proposals must be submitted electronically in PDF file format via the Planetbids.com website no later than 4:00 p.m. (P.S.T)on Tuesday,April 1-5;2025 Faxed or e-mailed proposals will not be accepted. 29 • Inquiries Questions about this RFQual must be directed in writing through the PlanetBids Q&A tab no later than 4:00 p.m. (PSI)April ,2 025,for response. From the date that this RFQual is issued until a firm is selected and the selection is announced, firms are not allowed to communicate for any reason with any City employee or elected official other than the contracting officer listed above regarding this RFQual, except during the pre-proposal conference. Refer the Schedule of Events of this RFQual or the City webpage to determine if a pre-proposal conference has been scheduled. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted,and no response other than written will be binding upon the City. 6 1319 • Conditions for Proposal Acceptance This RFQual does not commit the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFQual, to negotiate with any qualified source(s), or to cancel this RFQual in part or in its entirety. All proposals will become the property of the City of Huntington Beach, USA. If any proprietary information is contained in the proposal, it should be clearly identified. 6. EVALUATION CRITERIA The City's consultant evaluation and selection process is based upon Qualifications Based Selection (QBS) for professional services. The City of Huntington Beach may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to indicate their relative importance: A. Compliance with RFQual requirements B. Understanding of the project C. Recent experience in conducting similar scope,complexity,and magnitude for other public agencies D. Educational background,work experience,and directly related consulting experiences E. Price F. References The City may also contact and evaluate the bidder's and subcontractor's references; contact any bidder to clarify any response; contact any current users of a bidder's services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the City. After written proposals have been reviewed, discussions with prospective firms may or may not be required. If scheduled,the oral interview will be a question/answer format for the purpose of clarifying the intent of any portions of the proposal. The individual from your firm that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview. A Notification of Intent to Award may be sent to the firm(s) selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing firms unless an agreement is reached. If contract negotiations cannot be concluded successfully,the City may negotiate a contract with the next highest scoring firm or withdraw the RFQual. Any communications, whether written or verbal, with any City Councilmember, the Honorable Mayor,elected City official,or City staff other than the individual indicated herein,prior to award of a contract by City Council, is strictly prohibited.Any proposer who violates this provision shall be immediately disqualified from consideration as a vendor under the terms of this RFQual. 7 1320 7. STANDARD TERMS AND CONDITIONS • Amendments The City reserves the right to amend this RFQual prior to the proposal due date. All amendments and additional information will be posted to the Huntington Beach Procurement Registry, Huntington Beach - Official City Web Site - Business - Bids & RFP's; bidders should check this web page daily for new information. • Cost for Preparing Proposal The cost for developing the proposal is the sole responsibility of the bidder. All proposals submitted become the property of the City. • Contract Discussions Prior to award,the apparent successful firm may be required to enter into discussions with the City to resolve any contractual differences. These discussions are to be finalized, and all exceptions resolved within a reasonable amount of time from notification. If no resolution is reached, the proposal may be rejected, and discussions will be initiated with the next highest scoring firm. See Exhibit B for a sample agreement. • Confidentiality Requirements The staff members assigned to this project may be required to sign a departmental non- disclosure statement. Proposals are subject to the Freedom of Information Act. The City cannot protect proprietary data submitted in proposals. • Financial Information The City is concerned about bidders' financial capability to perform, therefore, may ask you to provide sufficient data to allow for an evaluation of your firm's financial capabilities. • Payment by Electronic Funds Transfer—EFT: The City requires that payment be made directly to the vendor's bank account via an Electronic Fund Transfer(EFT)process. Banking information will need to be provided to the City via an Electronic Credit Authorization form. A City Representative will provide the Electronic Credit Authorization form upon intent to award. Vendor will receive an Electronic Remittance Advice with the payment details via email. It is solely the responsibility of the vendor to immediately notify the City of any change to their information related to payments. • Insurance Requirements City Resolution 2008-63 requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful proposer must furnish the City with the Certificates of Insurance proving coverage as specified in Appendix C. Failure to furnish the required certificates within the time allowed will result in forfeiture of the Proposal Security. Please carefully review the Sample Agreement and Insurance Requirements before responding to the Request for Qualifications enclosed herein. The terms of the agreement, including insurance requirements have been mandated by City Council and 8 1321 can be modified only if extraordinary circumstances exist. Your response to the Request for Qualifications must indicate if you are unwilling or unable to execute the agreement as drafted as well as providing the insurance requirements. The City will consider this in determining responsiveness to the Request for Qualifications. 1 i St { 1 s 11 1 1322