HomeMy WebLinkAboutIR2 Interior Resource Inc; 2010-05-20; PWENG 765PWENG765
AGREEMENT FOR CITY FACILITIES PROJECT REAL ESTATE
VISUALIZATION AND OPTIMIZATION WORK SESSION
(IR2 - INTERIOR RESOURCE, INCORPORATED)
(_THIS AGREEMENT is made and entered into as of the ^ _ day of
2010, by and between the CITY OF CARLSBAD, a municipal_
corporation, \"City"), and IR2 - INTERIOR RESOURCE, INCORPORATED, a California
corporation, ("Contractor").
RECITALS
A. City requires the professional services of a facility planning and interior
design firm that is experienced in space programming and work session facilitation.
B. Contractor has the necessary experience in providing professional
services and advice related to said services.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A" dated May 5, 2010 which is
incorporated by this reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of three (3) years from the date
first above written. The City Manager may amend the Agreement to extend it for two (2)
additional one (1) year periods or parts thereof in an amount not to exceed fifty
thousand dollars ($50,000) per Agreement year. Extensions will be based upon a
satisfactory review of Contractor's performance, City needs, and appropriation of funds
by the City Council. The parties will prepare a written amendment indicating the
effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
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5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term
will be based on time and materials not to exceed twenty-nine thousand seven hundred
fifty dollars ($29,750). No other compensation for the Services will be allowed except for
items covered by subsequent amendments to this Agreement. Incremental payments, if
applicable, should be made as outlined in attached Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
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caused by any negligence, recklessness, or willful misconduct of the Contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for
whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:VII". OR with a surplus line insurer on the State of California's List of
Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide
of at least "A:X".
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1.000.000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the California Labor Code. Workers' Compensation
will not be required if Contractor has no employees and provides, to City's satisfaction, a
declaration stating this.
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10.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
10.2.1 The City will be named as an additional insured on General
Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
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and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For City:
Name: David Mauser
For Contractor:
Name: Joe O'Hollearn
Title: Director Title: Principal
Department: Property and
Environmental Management
City of Carlsbad
Address: 1635 Faraday Avenue
Carlsbad. California 92008
Phone No.: 760-602-2739
Address: 4460 Monaco Street.
San Diego. California 92107
Phone No.: 619-325-1881
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
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Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
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has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq., the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
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24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
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8
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
IR2- INTERIOR RESOURCE,
INCORPORATED, a California
corporation
CITY OF CARLSBAD, a municipal
corporation of the State of California
By:
f2*_City Manager or Mayor
»^T/tee;orAuthorizedSignatory
ATTEST:
(e-mail address)
If required by City, proper notarial acknowledgment of execution
must be attached. If a Corporation. Agreement must be signed by one corporate
officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:_
eputy City Attorney
City Attorney Approved Version #05.06.08
Ir
CORRESPONDENCE-^
Interior | Resource
DATE May 5, 2010
CLIENT John Cahill
Municipal Project Manager
City of Carlsbad
1635 Faraday Avenue
Carlsbad, California 92008
CONSULTANT Ir2 - Interior Resource, Inc.
4460 Monaco Street
San Diego, CA 92107
SUB- CONSULTANT Kevin de Freitas Architects
885 Albion Street
San Diego, CA 92106
PROJECT Planning Services
City of Carlsbad
(COC) Real Estate Visualization and Optimization Work Session
CA-1001
OVERVIEW
SCOPE
Ir2 has provided previous services for the City of Carlsbad including a proprietary Civic
Center Study and Public Works Study. It will use this work, in conjunction with a Best
Practices Audit of other Southern California cities, to elicit conclusions from other of
"like cities". Ir2 plans to utilize previous work product and more recent studies by
others to formulate strategic questions and conduct a work session with the City's
Leadership Team.
The City of Carlsbad (COC) would like to explore a "Centralized" versus a
"Decentralized" model for the departments to occupy space. Once determined, the City
would like to challenge how to occupy the various owned sites and how to maximize the
efficiencies of each of its departments and its buildings.
Ir2 has been asked to conduct a Real Estate Visualization and Optimization Work
Session to extract Leadership opinions and suggestions for the future of the City of
Carlsbad Real Estate. Research, Observation and Preparation are presented in this
Proposal.
A "Best Practices" audit will be conducted for "of like" Cities in San Diego County and
in Southern Orange County to determine a protocol for "Centralized" versus
"Decentralized" occupancy of space.
Ir2 and de Freitas Architects will perform all services outlined below.
PLANNING 1.0 Real Estate Visualization and Optimization Work Session
1.1 Project Organization - Manage all administrative responsibilities
required to complete the Programming/ Needs Assessment phase
including project start-up, coordination, correspondence, schedule,
4460 MONACO STREET SANDIEGO CALIFORNIA 92107 I www.ir2.com 619.325.1881
CORRESPONDENCE-NT
Interior | Resource
1.2 Documentation Review - Gather all previous plans and studies
developed for the City of Carlsbad. Understand purpose, goals and
reason for moving forward or abandonment. This work product will
be kept internally and not used in the Leadership Team Work
Session but may be utilized during next steps. (Deliverable: No
deliverable is required at this time)
1.3 Public Works Site Visit /Study Validation— Review most recent
Feasibility Study prepared by Maintenance Facility Consultants, Inc.
(MFC) and previous Ir2 studies for the Public Works Department.
Understand adjacent site (CMWD) requirements to confirm
occupancy either as an interim or long term solution. Site visit these
sites to determine site parameters and opportunities for future
considerations in next steps (Deliverable: No deliverable is required at
this time)
1.4 Meetings - Review and meet with Steering Committee to
understand history of COC projects and study conclusions. Discuss
goals, timelines and approval process. (Deliverable: Meeting Notes)
1.5 Best Practices/Case Study - Revisit the concept of The City of
Carlsbad being Centralized verses De-Centralized. Interview similar
size cities to include Chula Vista, El Cajon, Vista, etc and Southern
Orange County; Irvine, Lake Forest, etc. (10 cities). Develop Case
Studies from Best Practice Results. (Deliverable: Best Practice Results
and Case Studies)
1.6 Proximity Map - Review Proximity Map prepared by the COC outlining
all city buildings and travel distance. Identify Major Divisions located at
each site. Add additional information as required for Presentation.
(N.I.C.) This work product will be provided by The City of
Carlsbad.
1.7 Leadership Team Strategic Input - Prepare targeted questions for
the Leadership Team to address in a work session. Review with
Steering Committee and City Manager prior to distribution to
Leadership Team in preparation for the session. (Deliverable:
Questionnaire)
1.8 Leadership Work Session- Prepare documents and visual tools in
preparation for Leadership Team Work Session. Include previous
study history and Best Practice results, Discussion Points and
Proximity Map. (2 hour Work Shop) (Deliverable: Work Session
Materials)
1.9 Conclusion and Summary- Prepare an executive brief with
conclusions, comments and next steps based upon the Work Session.
(Deliverable: Executive Brief)
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Ir
Interior | Resource
CORRESPONDENCE-N°
ASSUMPTIONS
SCHEDULE
FEE
1. Project to begin May 5, 2010 with an estimated 6-8 week duration for an end of
June completion date.
2. Client to provide required information and communicate expeditiously. Schedule
will adjust day for day with delays.
3. Client to assign a representative responsible and capable to review and approve
documents on their behalf.
4. Client project team to approve documents prior to Ir2 proceeding to next activity.
The project schedule will be determined at project initiation. Ir2 - Interior Resource,
Inc. will collaborate with Client to develop a mutually agreed upon project schedule and
endeavor to expedite the completion of each Ir2 task to meet all interim and final target
dates.
Services outlined herein for the above scope of services are provided as estimated below
(averaged at 2 people full time for 6 weeks):
Phase Description Estimated Fee
1.0 COC Visualization and Real Estate Optimization Series $25,880
Sub Total $ 25,880
Contingency (10%)
Reimbursable; (5%)
$ 2,580
$ 1,290
Grand Total $ 29,750
RATES/All Services are provided at die standard hourly rates outlined below. Additional Services
ADDITIONAL requested of Ir2 - Interior Resource, Inc. will be provided on a time and materials basis,
SERVICES unless otherwise noted.
Principal
Project Architect
Project Manager
Project Planner / Architect
Designer
Administration Support
$165 hr
$140 hr
$120- 135 hr
$ 95-110hr
$ 90 hr
$ 75 hr
EXPENSES Reimbursable expenses are estimated at approximately 10% of the project fee.
Reimbursable expenses for internal or external set-up, plotting, printing, copying,
shipping, courier, telephone calls and faxing are billed at cost plus 15% mark-up.
Reimbursable travel expenses within San Diego County are limited to mileage expenses
charged at $0.59 per mile and $75.00 per hour for door to door travel time for all site
visits during design and construction.
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Ir
Interior | Resource
CORRESPONDENCE-N"
Reimbursable travel expenses outside of San Diego County include mileage at $0.59 per
mile and $75.00 per hour for door to door travel time. Other transportation, hotel and
food are billed at cost plus 15% mark-up.
PROVISIONS Ir2- Interior Resource, Inc. has reviewed previous City of Carlsbad's Agreement's for
Professional Services and agrees to it in principal. A final review of the document, once
received, will be made.
AGREEMENT This proposal shall serve as the Agreement when signed by an officer of both firms. Ir2"
Interior Resource, Inc. will invoice Client at the end of each month for work performed
in the preceding billing period. Due and payable upon receipt. Client agrees to pay as
stated.
ACCEPTANCE THIS AGREEMENT IS HEREBY ACCEPTED AS SET FORTH ABOVE:
Ir2-Interior Resource, Inc. Client
Signature: Signature:
Tide: Title:
Date: Date:
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