HomeMy WebLinkAbout2002-04-02; City Council; 16706; Carlsbad Civic Center ProjectCITY OF CARLSBAD --AGENDA BILL
AB# I1,,70b DEPT.HD(]'/ : APPROVAL OF AGREEMENT FOR
MTG. 4-293
CITY MGR ds FOR THE CARLSBAD CIVIC CENTER PROJECT DEPT. CD 8 CM
CITY AT STRATEGIC OCCUPANCY PLANNING STUDY
AND APPROPRIATION OF PROJECT FUNDS
I RECOMMENDED ACTION :
It is recommended the City Council ADOPT RESOLUTION NO. JCOa- 102- approving an
agreement with IR2 - Interior Resource, Incorporated to prepare a Strategic OccupancyPlanning
Study for the City of Carlsbad's Civic Center Project and appropriation of project funding.
I ITEM EXPLANATION :
On December 11, 2001, the City Council adopted Resolution No. 2001364 approving the
acquisition of a 13.51 acre site at the corner of El Camino Real and Faraday Avenue for the
purposes of developing over time a Civic Center Project. As the first step toward the creation of
a project Masterplan for this site, staff recommends preparation of a Strategic Occupancy
Planning Study to develop and analyze the following base project data:
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Development of Project Organization
Department Base Data Gathering
Space Projection Database
Best Practices Audit of Comparable Municipalities
Analyze Existing Space Standards Including Validation
Department and Executive Interviews
Survey Existing Site Conditions
Analyze Existing As-built Architectural Conditions
Prepare Final Space Projections
Develop Adjacency and Relationship Data
Prepare Strategic Occupancy Planning Report
Develop Departmental Occupancy / Stacking Plans
Develop Specific Block Plans for Each Department within New Building(s)
With respect to the requirements of Section 3.28 of the Carlsbad Municipal Code regarding
acquisition of professional services, identical work was previously undertaken by this same firm
on behalf of the City and utilized as necessary base programming data for the City's Faraday
Center and Public Works Center facilities. The proposed study will essentially complete the
inventory of the City's Departments and work units which may be relocated to a new Civic Center
facility in the future. These consultants have extensive and successful prior work experience with
the City in this capacity. Their expertise and knowledge of the services to be provided is
unmatched. Their existing data base of City space programming cannot be duplicated by other
consulting firms without expensive and time consuming additional work. Therefore, staff
recommends approval of the attached consulting agreement which is in compliance with the
requirements of the aforementioned municipal code section.
AB# IGJW
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The consultants, working in concert with the four-member City Facilities Team, will begin work on
this Study within two weeks of authorization to proceed and require approximately four (4)
months to complete the Study. Staff will return to the City Council later this year with the results
and recommendations arising from the Strategic Occupancy Planning Study.
Individual consultant agreements to provide professional services for City projects are exempt
from the requirements of the California Environmental Quality Act (“CEQA). The Civic Center
Project, in whatever final form it takes, will undergo environmental review in accordance with the
City’s applicable ordinances and requirements and in compliance with CEQA. The project will
also require a Conditional Use Permit from the Planning Commission following submission of the
customary City development application.
FISCAL IMPACT:
The total cost of the proposed Strategic Planning Occupancy Study is $75,150. Staff requests
the City Council appropriate this amount from the General Fund Contingency and authorize the
Finance Director to establish a project account for this work.
EXHIBITS:
1. Resolution No. 900 a -/d 9 approving a consultant agreement with IR2 - Interior
Resource Incorporated to prepare a Strategic Occupancy Planning Study for the Carlsbad
Civic Center Project and appropriate project funds.
2. Consulting Agreement.
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RESOLUTION NO. ZOO:.-1OZ
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, APPROWING A
CONSULTANT AGREEMENT FOR A STRATEGIC
OCCUPANCY PLANNING STUDY FOR THE CARLSBAD
CIVIC CENTER PROJECT AND APPROPRIATION OF
PROJECT FUNDS
WHEREAS, the City Council of the City of Carlsbad, California, did previousl)
adopt Resolution No. 2001364 on December 11. 2001 acquiring a 13.51 acre site tc
develop a Carlsbad Civic Center Project, hereafter referred to as the ”Project;” and
WHEREAS, a Strategic Occupancy Planning Study is a recommended first step
in the development process for the Project; and
WHEREAS, a proposal has been prepared by IR2 - Interior Resource
Incorporated to provide the recommended study; and
WHEREAS, the City Council of the City of Carlsbad, California, does hereby find
it necessary, desirable, and in the public interest to proceed with the preparation of a
Strategic Occupancy Planning Study for the Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That a consultant agreement with IR2 - Interior Resource Incorporated is hereby
approved and the Mayor is authorized to execute said agreement. Following the
Mayor‘s signature of said agreement, the City Clerk is directed to forward copies
of this Resolution and the executed agreement to IR2 - Interior Resource
Incorporated, Attention: Mr. Joseph O’Holleam, Vice President, 1500 State
Street, Suite 230, San Diego, California, 92101, and the Recreation, Finance,
Economic Development, and Building Inspection Departments.
AGREEMENT FOR PROFESSIONAL SERVICES
STRATEGIC OCCUPANCY PLANNING. FOR THE
CARLSBAD CIVIC CENTER PROJECT
THIS AGREEMENT is made and entered into as of the Jsr day of
corporatioh: ("City"), and IR2 - INTERIOR RESOURCE, INCORPORATED,
("Contractor").
hJ &\l , 2002, by and between the CITY OF CARLSBAD, a municipal
RECITALS
A. City requires the professional services of an interior space occupancy
B. Contractor has the necessary experience in providing professional
C. Selection of Contractor is expected to achieve the desired results in an
D. Contractor has submitted a proposal to City and has affirmed its
planning firm that is experienced in said services.
services and advice related to said services.
expedited fashion.
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 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 five (5) years from the date
first above written. The City Manager may amend the Agreement to extend it for three
(3) 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 seventy-five thousand, one hundred and fifty dollars ($75,150). 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
Except as to the sole negligence or willful misconduct of City, Contractor will defend,
indemnify and hold City, ikbfficers, agents and employees, harmless from any and all
loss, damage, claims, demands, liability, expense or cost, including attorney's fees,
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which arises out of, or is in any way connected with the performance of, the Services by
Contractor or any of Contractor's employees, agents or subcontractors, notwithstanding
that City may have benefited from their services.
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 the Agreement.
IO. 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-:V".
10.1 Coveraqes 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 and Employer's Liability
limits of $1,000,000 per accident for bodily injury. Workers' Compensation and
Employer's Liability insurance 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 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
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability.
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 Providins 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 Coveraqe. 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.
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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, 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: For Contractor:
Title: Municipal Projects Manager Name: Joseph O’Hollearn
Department: Recreation Title: Vice President
City of Carlsbad Address: 1500 State Street, Suite 230
Address: 1200 Carlsbad Village Drive San Diego, California 92101
Carlsbad, California 92008 Phone No.: 619-231-8797
Phone No.: 760-602-2726
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,
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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.
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 (IO) 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.
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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 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
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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.
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
(print vame/title) ATTEST:
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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
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the oflicer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
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I CORRESPONDENCE-NE I
Interior I Resource
DATE January 15,2002
RNiredFtbntaty 19,2002
CLIENT John Cahill
Municipal Projects Manager
City of CvLbad
I200 Carlsbad Village Drive
Carlsbad, CA 92008
CONSULTANT 1: -Interior Resource, Inc
San Diego, CA 92101
1500 State Street, Suite 230
PROJECT Strategic Occupancy Planning Services
City of Culsbad, Civic Center
New Faciliry at Farmer's Insurance Site
(Existing 128,000 sf., New 50,000 sf.)
cc-0201
OVERVIEW City of Carlsbad has purchased a 13-acre site located on the corner of Faraday and El Gmino Real. The
rite includes an &sting 128,000 sf. 3-story buildingwith plans to construct a +/- 50,000 sf. companion
building. The huildiogs will ideally house a majariry of City of Carlsbad departments and execurive
offices. A Strategic Occupancy Plan will be analyzed to derermine the projcct parameters and planning
criteria to occupy the site.
This analysis includes thc following Ciry of Carlsbad's major services areas: Community Services,
Fire Department and Prevention, Public Works (non-maintenance), Administration Services and
Community Development.
Strategic Occupancy Planning Services are outlined in this proposal. All services will be provided by
11' - Interior Resource, Inc.
SCOPE 0.0 STRATEGIC OCCUPANCI PLANNING
0.1 Project Organization - Manage all administrative responsibilities required to
complete the planning phase including project preparation, roles and responsibilities,
meetings, correspondence and schedule. (12 metrings)
0.2 Project Team Interview - Interview Project Team regarding project goals and
direction, current space projections and tracking procedures urilized by CLIENT.
Ourline goals, expectations and approval process.
0.3 Department Data Collection - Receive CLIENT generated HR database to indude
employee number, employee name, job title, contracto~l/vendors/temps, department
name, department number, division, business unit, VP name, supervisor, building
and existinglocation. Receive AutoCAD floor plans ofgroups proposed for new site.
Perform document audit and validation. - im i 619.231.8797
1500 STATE STREET SUITE 230 SAN DlEGO CALIFORNIA 92101 : irZ@sandiego.com j 619.231.3070
"""""""""""------------------
I CORRESPONDENCE-N' I
Interior I Resource
0.4
0.5
0.6
0.7
0.8
0.9
0.10
0.1 1
0.12
0.13
0.14
Space Projection Database - Develop custom Space Projection database: clean and
produce initial Space Projections.
import CLIENT data, compare data and produce discrepancy reports, summarize to
Best Practices Audit - Develop list of similar municipalities and contacts to research
(12 municipalities). Conduct telephone survey to understand employee headcount,
organization structure and functionality, adjacencies, office standards, etc.
Document results to compare, confirm and challenge current CLIENT conditions.
Documenation Format - Propose documentation format as it relates IO current and
future Space Projections. Set up ten reports (is., quarterly, ten-year forecast, square
footage, etc.) for review and approval. Develop best practices swey, depmment
questionnaire and council quenionnaire.
Space Standards - Compare oristing space standards to indusoy best practices.
Suggest modifications. Documenr final space standards IO indude assignment
criteria, guidelines, drawing and deviation from nandards form.
Space Projection Validation - Prepare personnel projection and adjacency padrage
to distribute to Faraday and Public Works departments for validation. Indude
results in Space Projection reporr.
Department Interviews - Conduct interviews with CLIENT department managers
and/or key contacts to validate staffing projections, depanmental adjacency
requirements, and project goals. Provide summary repom for management review.
Fir< Cbicf and Firr Marsbd.)
(22 inrrNiclur or drpartmmtr) (DOCJ not include Farndny or Public Works, 6ut inrludrr
Executive Interviews - Conduct brief executive interviews with City Council
Members, City Manager, Ciry Anorney and City Clerk to understand goals,
expectations and vision. (I2 inttmim,)
Site Survey- Conduct site SUNT to understand business operations and exining site
conditions. Report as necessary.
As-Builts - Field verify proposed Farmers site to confirm visible architectural
conditions. Update CAD documents.
Find Space Projections - Preparc and present final Space Projections for review and
approval by CLIENT management. Revise projections as required.
Adjacency Study - Oudine optimum adjacencies for all departments using
relationship chm data gathered in interviews. Develop Relationship Bubble
Diagram for review and approvd by CLIENT management.
1 CORRESPONCIENCE-N9 I
Interior I Resource
0.15 Occupancy Sum- Repn - Prepare written Occupancy Summary Repon to
indude Executive Brief, Space Projections, Adjacency Diagrams, lntelview Notes and
Data Analysis.
0.16 Occupancy/ Stadring Pkn - Dwelop and present alternatives for depmmenral
occupancy/ stacking plans. (3 aptianr)
0.17 Block Pb - Develop block plans depicting specific location for each depmment
wirhin buildings Develop block plans for existing building(s) and proposed new
building(s) on site. Prepare alternative site massing options. (3 optianr)
0.18 Revim and Approval - Review with CLIENT far approval and determination of
direction for next phase.
Smarrgic P&nning drlivnabLr imld: But Prm'ces Audit, Qwstionnaircr, Find Spate
Stanhrd, Site Survey Rrport, Ar-Builn, Spat Pmjcctiom Repon, Ac&zccnry Sdy, Ompanry
Summav Report, Ocorpanry/ Stacking PInn and Bkk Plan.
ASSUMPnONS
I. CLIENT to provide employee database to indude employee number, name, group, division,
supervisor, VP, building, cube or office number.
2. CLIENT to provide current as-built AutoCAD documents (if available) of all buildings &red.
Corrupt AuroCAD documents rhat require reformatting are not induded in fee.
3. CLIENT to provide required information and communicate expeditiously.
4. Interviews are at upper management level. Derailcd interviews with addiriand CLIENT staffwill be
done in future Phase 1 - Programming/ Needs Assessment.
5, CLIENT project team (4) to approve dacuments prior to IC' proceeding IO next activiry.
6. Project Schedule is estimated at approximately I5 weeks.
7. One weekly meeting (1 hour) is estimated for the duration of schedule.
8. Furniture Inventory is not included in this Phase. If it is determined a requirement, a repaate
proposal will be required.
9. Re-documenting As-Builts may require additional fees upon findings.
FEE Services oudined herein far the above xope of services are provided as estimated below:
Phase Descriotion
0.0 Strategic Occupancy Planning Services
Estimated Fee
$68,320
Contingency (10%) $di.&z!
TOd $75,150
Note: Contingency will not be utilized without prior written authorization.
3
I CORRESPONDENCE-N' I
Interior I Resource
RATES/
ADDITIONAL
SERVICES
EXPENSES
PROVISIONS
All Scrvices are provided at the standard hourly rates outlined below. Additional Services requested of
1; - Interior Resource, Inc. will be provided on a time and materials basis.
Principal $120 hr
Relocation Project Manager
Project Manager
$ 95 hr
$ 95 - 105 hr
Project Designer
CADD Designer
$ 85 hr
$ 85hr
Rd-cion Coordinator
Relocarion Field Support
$ 75 - 85 hr
$ 65 hr
Design Intern $ 65 br
Adminisrration Support $ 50hr
Reimbursable expenses will be estimated at approximately 10% of the project fee, Reimbursable
plus 15% mark-up.
expenses far ploning, printing. copying, shipping, courier, telephone calls and fwng are billed at COB
Reimbursable uavel expenses within San Diego County are limited to mileage expenses charged at
$ .39 per mile.
Reimbursable travel expenses outside of San Diego County indude mileage at $ .39 per mile and
plus 15% mark-up.
$50.00 per hour for door to door travel time. Other transportation, hotel and food are billed at cost
CLIENT shall provide full information regarding its requirements for rhe project and shall provide
documentation, as required, for rhe full performance of Ir'-Intcrior Resource, Inc.
CLIENT shall examine documents delivered by IC'-Interior Resource, Inc. and shall render decisions
shall notify Ir'-lnterior Resource, Inc. immediately if it observes or becomes aware of any fault or omission
requested by Ir'-lnterior Resource, Inc. pertaining to documents ro assure schedule adherence. CLIENT
in the documents or services provided by 11'-Interior Resource, Inc.
CLIENT shall furnish such legal, accounting and insurance services as may be necessary far the project
administration.
CLIENT shall be invoiced at rhe end of each month and payment is due and payable upon receipt. 1:-
the preceding month.
Interior Resource, Inc. invoices will indicate the mounts charged for fees and reimbursable expenses in
Accounts more than thirty days past due will incur a finance charge of I .5% per month (1 8% APR). Any
cost incurred (it., colhction wrvicrr, lcgnlfr, 4 in the collection ofan account shall be the responsibiliry
of CLIENT.
immediately. We shall assume no notification afrfter 30 days indicates CLIENT'S acceptance and approval
If there arc any questions regarding an I;-Interior Resource, Inc. invoice, please contact our ofice
of invoice.
I CORRESPONDENCE-NP I
Interior I Resource
I:-lnterior Resource, Inc. is reimbursed at the rate of 1.5 rimes OUT smdard hourly rates for weekend and
weekdays after 1200 a.m. (midnigh) site work.
AU drawings, documents, and specifications produced far this project are instruments of service for this
project and shall remain the property of Ir'-Interiar Resource, Inc. unless otherwise specified.
Reproducible copies of all materials are available upon request.
project. This generally indudes a brief press release and may indude a case study used in privately
Ir'-Interior Resource, Inc. reserves the right IO advertise and promote that it has been retained for the
distributed marketing materials. Both parries shall hold all final plans, drawings, budgets, programming
and other materials contidentid.
IC'- Interior Resource, Inc. requests the right to photograph the completed project for submission to any
or all publications (trade journals, awards, advertisements, etc.), if applicable. Formal requests shall be
made by 11'. Interior Resource, Inc.
Re-negotiation: If rc-planning of the project is requircd as a result of unanticipated budgetary changes,
increased costs, strikes, acts of God or for other reasons beyond the control of I?-Interior Resource, Inc.
andlor CLIENT, Ir'-lnterior Resource, Inc. reserves the tight to renegotiate this contract.
Severability: The parries agree 10 communicate mutual understuldq and responsibilities. Any element of
this agreement later held to violate a law or regulation shall be deemed void and all remaining provisions
shd continue in force.
Fee Adjustment: Should the scope of this project or the anticipated conditions be modified by CLIENT
significantly during the progress of this project, I;-lnterior Resource, Inc. reserves the right to request a
fee adjustment. I;-Intetior Resource, Inc. to notify of fee adjustment in writing; approval of such shall
not be unreasonably withheld by CLIENT.
Warranties: In performing their professional services, Ir'-lnterior Resource, Inc. will use that degree of
care and SUI ordinarily exercised in thc profession of interior design. No other warranry, expressed or
implied, is made or intended by this Agreement. Both parries shall hold Ir'-Interior Resource, Inc.
harmless from any damages, costs, or losses that may arise as a result of any liability action, or by reason of
any action, daim or proceeding except those caused by the grass negligence of either parry's professional
services.
Termination: This agreement may he terminated by either parry upon founecn (14) days written
notice. In the event ofsuch cancellation, all accrued fees and expenses are due for the work performed
through the termination date. Upon termination and payment for services rendered, documents may
be made available for diem's use. Client will hold I? harmless for use of documents if re-used.
Arbitration: All claims, disputes and other matters in question between the parries to this Agreement shall
be decided by arbitration in accordance with a mutually agreed upon Arbitration Association. The cost of
the arbitration shall be equally shared between Ir'-InteriorResource, Inc. and CLIENT and the prwding
parry will be entitled to the award of attorney fees.
I CORRESPONDENCE-N' I
Interior I Resource
Liabilities: It is spedfically undersrood and agreed rhar in no case shd I?-lnrerior Resource, Inc. be
levied to recognize more than actual economic damws to prevailing parry. I?-Inrcrior Resource, Inc.'s
required IO pay an amount disproportional to 1r'-Interior Resource, Inc. culpability, or any share amounr
total liability to CLIENT for any and d injuries. daims, losses, expenses, damages or claim expenses
arising our of this agreement from any cause or causes, shall not exceed rhe rotal fee for Ir'-Interior
Resource, Inc. services. (To includc, but not be limitrd to, gross nrgligmcr, cmm, omirrionr, rnin liability or
breach of conmart.)
AGREEMENT This proposal shall sewe as the Agreement when signed by an officer of both firms. Ir' - 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 agrecs to pay as stared.
ACCEPTANCE THIS AGREEMENT IS HEREBY ACCEITED AS SET FORTH ABOVE:
This Agreement contains confidential and proprierary trade secrers and is not to in any farm without prior
consent hy Ira - Interior Resource, Inc. The conrents of this agreement are to anyone outside of the
Persodclient for whom it was prepued. /
6
Interior I Resource
-
CORRESPONDENCE-N'
- im i 619.231.8797
1500 STATE STREET SUITE 230 SAN DIEGO CALIFORNIA 92101 ~ ir2 @sandiego.com : 619.231.3070
..~~..~~~.....~.......~~~~~~..
~CIU~TU_ LEK I lrhW I e ur LIHBILI I Y INSLJKANGI&;g~y ~j "Alh ,Mm,oom,
'ROOUCER
03/18/02
3. s , Levine Insurance
services, Inc.
3377 cam1 Mountain Road san Diego CA 92121
Phone: 858-481-8692
THIS CERTIFICATE 15 ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE
- .____ ~
NJ"r?ED " I3 IR2 Interior Resource Inc. 6 Interior Resource Inc. ,NSURER i
1500 state Stxeet Suite 230 San Diego CA 92101
I :NSUREH E
"
-
,I"hllRt" L,
:OVERAGES
THE POLICIESOFINSURANCE LISTEI
ANY REOUIREMENT. TERM OR CONDI
MAY PERTAIN, THE INSURANCE AFFC POLICIES AGGREGATELIMITS SHOb
t 1 iCf
'roof of Insurance
LO -
Professional
aIPTION OF OPEr(lTIONOILOCATI0NIM
Liability
day notice of Canc
D BELOW HAVE BEEN ISSUED TO THE INSURE0 NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ITION OF ANY CONTRACT OR OTHER WCUMENT wlm RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR IROED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH YN MAY HAVE BEEN REDUCE0 BY PAID CLAIMS.
I POLCY NUMBER Lg\EYs&$VE Po&#i,fiY&p4 LIMITS
7
I
4EPL1005142 02/15/02 02/15/05 claim/Agg $l,ooo,ooo
:LEEIEXCLUSIONS ADDEO BY ENDORSEHMTISPECIAL PROVISIONS
Ded $1,000
Llation applies for non-payment of premium.
ERTIFICATE HOLDER IN I ADOITIONAL INSURED: HSURERLWER: -" CANCELLATION 1
CITY- SHOULD ANY OF TE ABOVEOESCRIEEO POLICIES BE CANCELLED BEFORE THE EYPbRATION 1
city of Carlsbad Recreation Department
1200 Carlshad Villaue Drive ~~ Carlsbad CA 92008-lri89
I
REPRESENTATIVES
CORD 25-5 (7147) OACORDCORPORATION 1988
L-i . S . LEVINE
INSURANCE SERVICES, INC.
Date : 4124102
Time : 1 :49:34 PM
Pages including cover page: 2
To: Julia Coleman
Company : City Atty Office
Fax Number : 17604348367
ISubiect: Certificate of Insurance
From : Melissa Seybert
E.Mail: MeIissa@gslevineins.com
Company : G.S. Levine Insurance
Fax Number : (858) 481 -7953
3377 Carmel Mountain Road,
TEL (858) 523-7519 (800) 451-0517
Fax (858) 481-7953
-
AC JRD~ CERTIFICATE OF LIABILITY INSURANCE,,CZ,MJ I nd/,d/n, I DATE (MMIDOWfI _.".. - ,
'RODUCEK
- - , - - , - -
I THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
3. s. Levine Insurance services, Inc. 1371 Cannel Mountain Road :an Diego Cl 92121
Phone: 858-461-8692 INSURERS AFFORDING COVERAGE
"6"RED NsuwtXA CNA Insurance campany(wa~;l~>
IR2 Interior Resource Inc. h Interior Resource Inc. 1500 state Street Sulte 230 San Diego CA 92101
I
NSURERB State Comp Insurance Fund
,NSURER C
'USUUtK "
:ISURER E
__
LIP~ILITY 2057593195
GENERAL LIABlUlY
CWIMS MDE OCCUR
II I
EXCESS I lmBILm
OCCUR 0 CLAIMSMADE
WORKERS COMVENSAnON AND
EMPLOYERS. LIPBLIW 1630759
ESCRPTlON OF OPE~~ONSILOCI\TlON~~l~~S,E~~LUIIONS ADDED BY ENOORSEI
ae: All Operations of the Named Insured
eroof of Insurance
04/15/02
I
*lo day notice of cancellation applies for non-payment of premium
CITYCAR i
City of Carlsbad
Purchasing Department 1200 Carlsbad Village Drive
carlsbad CA 92008-1989
I \CORD 25-S 17/97) 1
ZANCELLATION
J
OATE THEREOF. THE SSUING INSURER WLL ENDEAVOR TO MAIL 3C& DAYS wwnm
NOTlCE TO THE CERTIFICATE HOLDER NANW TO THE LEFT, BUT FNLURE TO DO SO SHALL
OMPOSE NO OBLIGATION OR LIAB~LIT~ OF NW KIND UPON THE INSURER. nr AGENTS OR
REPREEEMATIVES.
2-y -2 OACORD CORPORATION 1988
I
I
I
I-i ~__- I
04/15/01
'SPEC!AL PROVISII
r of Carl: 3d is named as
additional insured as respects general liability per the attached cQ2010.
*lo Days notice of cancellation for pon-payment of premium.
city of Carlsbad Recreation Department 1200 Carlsbad village Drive Carlsbad U 92008-1989
&CORD 25-5 (71971 JJ-7 -I OACORO CORPORATION 1988
This endorsement Changes The Policy. Please read it Carefully.
Additional Insured - Owners, Lessees or Contractors (Form B)
This endorsement modlfies Lnsurance provided under the following.
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
Name ofperson or Organization:
(lfnc, entry appears above, mformatlon requlred to complete this endorsement will he shown in the
Declarations as applicahle to this endnrsement )
WHO IS AN INSURED (Section 11) IS amended to ~ncludc w an lnsured the person or organimtlon shom
In the schedule. hut only with respect to liah1llty arising out of "your work' for that insured by or for you
CG 20 IO 11 X5 Copynght, Insmce Services Office, Lnc., 1984