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HomeMy WebLinkAboutKitchell Capital Expenditure Managers Inc; 2013-12-17; PEM1096AGREEMENT FOR PROJECT MANAGEMENT AND BRIDGING CONSULTANT SERVICES CARLSBAD LIBRARY PROJECTS NO. 4020, 4030, 4706 AND 4706. (KITCHELL CAPITAL EXPENDITURE MANAGERS, INC.) THIS AGREEMENT is made and entered into as of the /7-^ day of J^eLCj^r^he^ , 2013, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and KITCHELL CAPITAL EXPENDITURE MANAGERS, INC., An Arizona corporation, ("Contractor"). RECITALS A. City requires the professional services of a project management firm that is experienced in preparation of design/build bridging documents. B. Contractor has the necessary experience in providing professional services and advice related to project management and preparation of design/build bridging document. C. 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", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While peri'orming 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 two years from the date first above written. The City Manager may amend the Agreement to extend it in an amount not to exceed ninety nine thousand five hundred dollars ($99,500). 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. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be ninety nine thousand five hundred dollars ($99,500). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". City Attorney Approved Version 1/30/13 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 sen/ices 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 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 Besfs Key Rating of not less than "A-:VH". OR City Attorney Approved Version 1 /30/13 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 Risk Manager 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 Liabilitv 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 Emplover'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. 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 ofthe 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 Commercial General Liability which shall provide primary coverage to the City. 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. City Attorney Approved Version 1/30/13 10.5 Submission of Insurance Policies. City resen/es 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, 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, atl 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 sen/ices 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 Citv For Contractor Name Patrick McGarry Name Wendy Cohen Title Civic Project Manager Title Regional Executive Department Public Works Address 8880 Rio San Diego Drive, Ste. 800 City of Carlsbad San Diego, CA 92108 Address 405 Oak Avenue Phone No. 619-209-6010 Carlsbad, CA 92008 Email wcohen@kitchell.com Phone No. 760-434-2949 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 Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. City Attorney Approved Version 1 /30/13 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 obsen/e 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 whose services are 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 Sen/ices the following procedure will be used to resolve any questions of fact or interpretation not othen^/ise 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 fon/varded 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 fonA/arded 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 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 City Attorney Approved Version 1/30/13 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 othen/vise recover, the full amount ofthe 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 seg.. 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. 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. // // // // // City Attorney Approved Version 1/30/13 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 By: CITY OF CARLSBAD, a municipal corporation of the State of California By: (aign here) M£f/fager_orlMayor or Divioion Diroc.fQr.,,, ay^authorizdd by the City Manag(g>^vSB>\o'^//^^ (print name/title) ATTEST: By: (af^ here) BARBARA ENGLESON (print name/title) If required by City, proper notarial acknowledgment of execution by contractor 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 Othenvise, 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: CELIA A. BREWER, City Attorney Assistant City Attori'^y City Attorney Approved Version 1/30/13 EXHIBIT "A" SCOPE OF SERVICES Project Descriptions: Carlsbad Citv Library on Dove Lane (Dove Library) The Dove Library is located at 1775 Dove Lane near the intersection of El Camino Real and Dove Lane in the City of Carlsbad. It is a two-story, 64,000 square-foot facility that was designed by McGraw/Baldwin Architects and completed in 1999. The Dove Library design plans were developed approximately ten years preceding its construction. The plans did not consider some of the more modern library design characteristics that developed around or since that period. The work at the Dove Library will include replacement of carpeting and various other flooring throughout the entire facility; provide public access to the former periodical storage area; create a new teen space with multipurpose public meeting room; reconfigure the second floor reference area, computer lab and meeting rooms, and reduce the size of the service desk; create more public seating options; consolidate and relocate computer workstations/labs; improve wireless access and communications; update the courtyard; and improve limited aspects of the auditorium. The improvements will also increase access to information and public services through redesign of the first floor Circulation desk; improve some back-of-house support areas to modernize equipment and office/storage systems to maximize staff productivity and efficiency; accommodate the addition of staff from the Cultural Arts Office; and update way- finding, signage and branding. Georgina Cole Library The Georgina Cole Library is located adjacent to Carlsbad City Hall at 1250 Carlsbad Village Drive. It is a 24,352 square-foot facility that has been at its current location since 1967. The facility was last improved in 2006 with a major HVAC upgrade followed by ADA improvements. The work at the Cole Library will replace carpeting/flooring throughout the entire facility, repurpose the atrium space for indoor use to consolidate three service desks into one central desk; improve wireless access and technology; create a teen space and public study rooms on the first and second floor, improve study areas and carrel-type work spaces; provide comfortable and flexible seating options; relocate the History Room to the second floor; ensure adequate power resources for personal laptops and equipment; reconfigure shelving to maximize collection options; improve some back-of-house support areas to modernize equipment and office/storage systems to maximize staff productivity and efficiency, accommodate the addition of staff from the Cultural Arts Office,; and update way-finding, signage and branding. Several other maintenance components in the Cole Library building system have reached the end of their useful life and are included in this project. This includes replacing or refurbishing the roof, carpet, public elevator, paint (interior/exterior), ceiling tile system, lighting and HVAC system. Task 1: Design Intent Deveiopment Task 1.1 Proiect Management Provide a qualified Project Manager (PM) to coordinate the Carlsbad City Library's Dove/Cole Capital Improvement Projects. The PM shall be the single point of contact to the City and the rest of the Consultant's team. The PM shall report directly to the City's Civic Projects Manager City Attorney Approved Version 1/30/13 in the Property & Environmental Management Department. The PM shall assist the City with establishing appropriate project management tools and software for proper document tracking and trending of the project including but not limited to the budget and schedule. The PM will assist the City in developing project delivery options for presentation to the appropriate City officials. The City will employ its current document management system, Microsoft SharePoint to file all relevant documents and to employ workflows to assist with managing project tasks. The PM will be responsible for populating this database and managing the work flows. The PM will be responsible for coordinating all response to the Design/Builder, including RFl's, ASl's, Submittals, and construction activities. Weekly meetings will be scheduled for the duration of the project and must be attended by the PM. Project Close-out will involve Punch List review/input and as-built documentation review. Task 1.2 Bridging Document Development Consultant should anticipate adequate meetings with City staff and at least one City Council meeting to approve the project selection criteria for the scope of project as identified below. Upon contract execution, the City will provide the Consultant with all the working drawings developed to date by Carrier Johnson + Culture for recent conceptual design study, copies of any meeting minutes documenting project history and development of scope, and a current project estimate for the current scope of work. Develop the followmg deliverables for the procurement of the Design/Builder: Owner program requirements Current Plan/New changes Performance specifications 3D building information model specifications Construction Management Plan Guidelines (City to provide) Conceptual plans Design/Builder's Scope of Work BOD Basis of design/design standards Construction budget validation Contract document review (Contract provided by City) Additional improvements Considered for Library Projects Design Intent Development shall consider new scope that is current being developed by Carrier Johnson + Culture as a supplemental report to a prior conceptual design study. City shall provide the supplemental report and cost estimates and Consultant shall review said report and evaluate the additional scope items with City staff for incorporation into the project scope and the bridging documents. The supplemental report and cost estimates are expected to be available shortly after the execution of this Agreement. Dove Library Additional Items being Evaluated bv Carrier Johnson + Culture Replace existing built-up roof with new 60 mil PVC roof Evaluate exterior stucco and recommend replacement or re-paint Replace gallery floor treatment Replace auditorium seating and stage area Replace existing AV system in auditorium HVAC improvements - energy efficiency FF&E replacement City Attorney Approved Version 1/30/13 Cole Removal of south stair for other programming Placement and integration of an interior cafe/retail space Evaluate opportunities for an interior or exterior fireplace/lounge Evaluate the networking of RFID pedestals Evaluate opportunities for courtyard improvements Define paint colors for all walls to be re-painted Define scope to enhance sen/er room security Define new wayfinding and signage Solar parking lot alternatives such as solar carports, trees or canopies Library Additional Scope to be Evaluated bv Carrier Johnson + Culture Replace existing elevator with ADA compliant elevator and evaluate connection of two second floors; removal of dumbwaiter Reconfigure dock and driveway for book drop-off and/or automated materials handling into the building; may require reconfiguration of first fioor staff areas New acoustic ceiling system New ceiling mounted lights Restroom renovation/relocation Remove and replace film on first fioor windows Replace asphalt parking lot Remove and replace west exit stair with code compliant stair Renovate exterior landscaping Incorporate exterior landscape elements into the interior design due to the repurposing of the atrium space. Exterior, enclosed space at west side (patio space) Interior or exterior fireplace/lounge Rooftop deck or second floor balcony Networking of RFID pedestals Define paint colors for all interior walls to be re-painted Define scope for exterior wall treatment, including re-caulking and painting Define scope to enhance server room security Define new wayfinding and signage FF&E replacement City Attorney Approved Version 1 /30/13 10 CALIFORNIA ALL-PURPOSE CERTIFICATE OF ACKNOWLEDGMENT State of Califomia County of Sacramento On December 11, 2013 before me, OI'va Dominguez, Notary Public (Here insert name and title of the officer) personally appeared David Gianneili, Michael Bruggeman who proved to me on the basis of satisfactory evidence to be the persoi@ whose name@ is@^ subscribed to the within instrument and acknowledged to me that he/she^(5i$* executed the same in his^ieF/(5eij)authorized capacit}{ie^), and that by his/feeiM(hei^ signature(s) on the instrument the person@)or the entity upon behalf of which the persoi© acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of Califomia that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature ofNotary Public vj vj (Notary Seal) 0';'VA DOMINGUEZ ^ My C^Kffo Cowry - ADDITIONAL OPTIONAL INFORMATION DESCRIPTION OF THE ATTACHED DOCUMENT City of Carlsbad (Title or description of attached document) City of Carlsbad Contract (Title or description of attached document continued) Number of Pages Document Date (Additional infonnation) CAPACITY CLAIMED BY THE SIGNER • Individual (s) • Corporate Officer (Title) • Partner(s) • Attomey-in-Fact • Trustee(s) • Other INSTRUCTIONS FOR COMPLETING THIS FORM Any acknowledgment completed in Califomia must contain verbiage exactly as appears above in the notary section or a separate acknowledgment form must be properly completed and attached to that document. The only exception is if a document is to be recorded outside of Califomia. In such instances, any altemative acknowledgment verbiage as may be printed on such a document so long as the verbiage does not require the notary to do something that is illegal for a notar)' in Califomia (i.e. certifying the authorized capacity of the signer). 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If seal impression smudges, re-seal if a sufficient area permits, otherwise complete a different acknowledgment form. • Signature of the notary public must match the signature on file with the office of the county clerk. • Additional information is not required but could help to ensure this acknowledgment is not misused or attached to a different document. • Indicate title or type of attached document, number of pages and date. • Indicate the capacity claimed by the signer. If the claimed capacity is a corporate officer, indicate the title (i.e. CEO, CFO, Secretary). • Securely attach this document to the signed document 2008 Version CAPA vl2.10.07 800-873-9865 www.NotaryClasses.com