HomeMy WebLinkAbout2021-04-06; City Council; Resolution 2021-071RESOLUTION NO. 2021-071
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF AN AGREEMENT WITH
HERITAGE ARCHITECTURE & PLANNING, INC. TO PROVIDE DESIGN SERVICES
FOR THE LEO CARRILLO RANCH ROOF REPAIR PROJECT, CAPITAL
IMPROVEMENT PROGRAM (CIP) PROJECT NO. 4748, IN AN AMOUNT NOT TO
EXCEED $103,300
WHEREAS, in March 2020, a roof condition assessment of historic buildings at the Leo Carrillo
Ranch was completed and presented to city staff; and
WHEREAS, the City Council has determined that it is in the city's best interest to repair the roof
structures of eight historic buildings at the Leo Carrillo Ranch; and
WHEREAS, on Nov. 24, 2020, a Request for Proposals (RFP) was posted on the city website to
solicit design services for the Leo Carrillo Ranch Roof Repair Project, CIP Project No. 4748 (Project); and
WHEREAS, on Jan. 14, 2021, five design firms responded to the RFP; and
WHEREAS, per Carlsbad Municipal Code Section 3.28.050 (D)(2), staff have reviewed and ranked
the proposals received for the Project and have selected Heritage Architecture & Planning, Inc. as the
firm offering the best value to the city; and
WHEREAS, Heritage Architecture & Planning, Inc. has tendered a proposal for these design
services in an amount not to exceed $103,300; and
WHEREAS, the City Planner has considered the potential environmental effects of the
agreement and determined that the Project is categorically exempt from environmental review
pursuant to Article 19, Section 15301 (d), Existing Facilities, Class 1, because the Project proposes
restoration or rehabilitation of deteriorated or damaged structures, facilities or mechanical equipment
to meet current standards of public health and safety, and that no exception to the exemption, as set
forth is CEQA Guidelines section 15300.2 applies.
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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 the proposal submitted by Heritage Architecture & Planning, Inc. in an amount not
to exceed $103,300 for the roof repair design services at the Leo Carrillo Ranch is hereby
accepted.
3.That the mayor is authorized and directed to execute the Agreement attached hereto
as Attachment A.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 6th day of April, 2021, by the following vote, to wit:
AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None.
MATT HALL, Mayor
-"f7K
BARBARA ENGLESON, Citklerk
(SEAL)
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AGREEMENT FOR LEO CARRILLO RANCH - ROOF REPAIR DESIGN SERVICES
HERITAGE ARCHITECTURE & PLANNING
THIS AGREEMENT is made and entered into as of the 6th day of
April , 2021, by and between the City of Carlsbad, a municipal
corporation, ("City''), and Heritage Architecture & Planning, a California corporation,
("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in
professional services.
8. Contractor has the necessary experience in providing professional services and
advice related to professional services.
C. Contractor has submitted a proposal to City under RFP21-1333FAC 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 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 one (1) year 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. 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
City will pay Contractor for all work associated with those services described in Exhibit "A" on a
time and materials basis not-to-exceed one hundred three thousand three hundred dollars
($103,300). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed
to include hours performed, hourly rates, and related activities and costs for approval by City. No
other compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not
exceed fifty thousand dollars ($50,000) per Agreement year. 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".
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Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
6.PREVAILING WAGE RATES
Any construction, alteration, demolition, repair, and maintenance work, including work performed
during design and preconstruction such as inspection and land surveying work, cumulatively
exceeding $1,000 and performed under this Agreement are subject to state prevailing wage laws.
The general prevailing rate of wages, for each craft or type of worker needed to execute the
contract, shall be those as determined by the Director of Industrial Relations pursuant to the
Section 1770, 1773 and 1773.1 of the California Labor Code. Pursuant to Section 1773.2 of the
California Labor code, a current copy of applicable wage rates is on file in the office of the City
Engineer. Contractor shall not pay less than the said specified prevailing rates of wages to all
such workers employed by him or her in the execution of the Agreement. Contractor and any
subcontractors shall comply with Section 1776 of the California Labor Code, which generally
requires keeping accurate payroll records, verifying and certifying payroll records, and making
them available for inspection. Contractor shall require any subcontractors to comply with Section
1776.
7.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.
8.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.
9.OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
10.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 attorney's
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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.
11. 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 Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
11.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
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. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
11.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
"occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
11.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
11.1.3 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.
11.1.4 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.
11.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
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11.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
11.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
11.2.3 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.
11.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
11.4 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.
11.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
12.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.
13.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.
14.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.
15.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.
16.NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
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For City For Contractor
Name Steven Stewart Name David Marshall
Title Municipal Projects Manager
Department Public Works
City of Carlsbad
Address 1635 Faraday Avenue
Carlsbad, CA 92008
Phone No. 760-602-7543
Title Project Manager
Address 832 Fifth Avenue
San Diego, CA 92101
Phone No. 619-239-7888
Email david@heritagearchitecture.com
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.
17.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.
Yes No E
18.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 whose services are
required by this Agreement.
19.DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
20.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. lithe 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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21.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.
22.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.
23.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.
24.JURISDICTION 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.
25.SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
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and their respective successors. Neither this Agreement nor 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.
26. 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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27. 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 CITY OF CARLSBAD, a municipal
HERITAGE ARCHITECTURE & corporation of the State of California
PLANNING, a California corporation
By:
Owij. iturstutl.
By:
(sign here)
Paul David Marshall, President & CEO
(print name/title)
Matt Hall, Mayor
By:
(sign here)
Joy A. Guevara, CFO
(print name/title)
ATTEST:
7/fte.. 6. for
for Barbara Engleson, City Clerk
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 Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President 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:
CELIA A. BREWER, City Attorney
BY: -14
Assistant City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES
Contractor shall provide design services as noted in the attached proposal dated February 9,
2021. Unit prices noted below are not to exceed amounts, all work will be billed on a time and
materials basis using the rates established in the attached proposal.
Item Description Qty Unit Unit Price Extended Total
Task 1 Review Conditions Assessment Report 1 Lot $3,700 $3,700
Task 2 Inspect Buildings to Assess Roof Conditions 1 Lot $11,880 $11,880
Task 3
Develop Design and Construction
Documents 1 Lot $51,620 $51,620
Task 4
Provide Construction Administration
Services 1 Lot $14,500 $14,500
Task 5 Cost Estimating 1 Lot $13,300 $13,300
A Structural Consultant Review 1 Lot $5,000 $5,000
B Reimbursable Expense Allowance 1 Lot $800 $800
Additional Services
1 Lateral Roof Diaphragm / Seismic Anchoring 1 Lot $2,500 $2,500
TOTAL: $103,300
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Exhibit "A"
HERITAGE
Al2CHITECTURE A PLANNING
February 9, 2021
Facilities Engineering Division
Public Works, Fleet & Facilities Department
1635 Faraday
Carlsbad, CA 92008
Attn: Steven Stewart, CCM
Subject: Leo Carrillo Ranch HAP #2020.063
Roof Repair Design Services
Dear Mr. Stewart:
Thank you for inviting Heritage Architecture & Planning to submit this revised proposal for the Leo
Carrillo Ranch Roof Repair project. Endosed please find a summary of our proposed fees for this
project.
As requested, we have added Building Cost Group (BCG) to provide construction cost estimating at
50% and the final stage of design. Reimbursables expenses were previously included.
If you have any questions or require additional information, please call me at (619) 239-7888. Thank
you for your consideration.
Sincerely,
Ad/44, 097 David Marshall, AIA, NCARB
President
C24785
AL\Propusals \ 2020 \ 2020.063 - Len Carrillo Ranch Repair Design Services .1 I'mposai \HAP prcposdl 02,09-21
832 FIFTH AVENUE, SAN DIEGO, CA 92101 TEL: 619.239.7888 1TERTTAGRARCHTTECTURE.COM FAX: 619.234.6286
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Exhibit "A"
HER IITAGE
ARCHITECTURE .q< PLANNING
LEO CARRILLO RANCH
Roof Repair Design Services
February 9,2021
Page 2
PROPOSED FEES
The following is a breakdown of fees for the proposed project.
TASK
Task 1
R T1-
Review of Conditions Ass es sme nt Report
•Senior Principal $ 250
•Project Architect $ 200
Total for Task I
HOLES
2
16
FEE
$ 500
$ 3,200
$ 3,700
Task 2 Inspect Buildings to Assess Roof Conditions
•Senior Principal $ 250 4 1,000
•Project Architect $ 200 32 6,400
•Draftsperson $ 140 32 4,480
Total for Task 2
11,880
Task 3 Construction Documents
•Senior Principal $ 250 10 2,500
•Project Architect $ 200 100 20,000
•Draftsperson $ 140 208 29,120
Total for Task 3
51,620
Task 4 Construction Administration Services
•Senior Principal $ 250 10 2,500
•Project Architect $ 200 60 12,000
Total for Task 4
14,500
Task 5 Construction Cost Estimating
•Senior Principal S 250 2 • SOO
•Project Architect 200 4 800
•Building Construction Group
12,000
Total for Task 5
13,300
Structural Consultant: Melvyn Green and Associates
S 5,000
Reimbursable Expenses
S 800
TOTAL
$ 100,800
Lateral Roof Diaphragm and Seismic Anchorage for Roof Framing
Structural Consultant: Melvyn Green and Associates 2,500
Total for Task 2,500
GRAND TOTAL $ 103,300
832 FIFTH AVEN1M, SAN DTFGO, CA 92101 TF,I.: 619.239.7888 HERLIAGE-.ARCHITECLIJR.E.COM FAX: 619.23C6286
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Exhibit "A"
HERITAGE
ARCHITECTURE 8, PLANNING
LEO CARRILLO RANCH
Roof Repair Design Services
February 9, 2021
Page 3
SCHEDULE OF FEES
Job Description Hourly Rates
Principal $250.00/Hour
Project Manager/Architect $200.00/Hour
Project Historian/Architectural Historian $200.00/Hour
Specification Writer $160.00/Hour
Designer/Draftsperson $140.00 / Hour
Field Assistant $120.00/Hour
Research Assistant $100.00/Hour
Clerical $100.00/Hour
General Terms
Hourly rates include proVisions for normal overhead costs including benefits, office rental, utilities,
insurance, clerical services, and equipment.
Reproduction, blueprinting, long distance telephone calls, travel outside of San Diego County, and
other non-labor direct costs are billed at cost plus 15%.
Automobile travel outside a 30 mile radius from Heritage's office will he billed at the most current
IRS Standard Mileage Rate (SMR).
Other Consultants Employed by the Client
Coordination of services from consultants employed by the Client usually generates additional
coordination work for Heritage Architecture & Planning, not included in the fee. Heritage will
provide a separate fee proposal to the Client if additional coordination is necessary.
Terms of Payment
All fees are fixed lump sum unless noted otherwise and will be billed monthly by percentage
complete. Payment for services is due upon presentation of the invoice. The schedule of fees is valid
for 12 months. Payments for services tendered and for reimbursable expenses incurred shall
be made monthly upon presentation of the Architect's statement of services.
832 FIFTH AVENUE, SAN DIEGO, CA 92101 TEL: 619.239.7888 HERIT.AGE_ARCHITECfUltE.COM FAX: 619.234.6286
April 6, 2021 Item #3 Page 17 of 18
DocuSign Envelope ID: 207ADDB9-6387-4C7D-B6A0-351B71964CE5 PSA21-1415FAC
Exhibit "A"
HERITAGE
ARCHITECTURE & PLANNING
LEO CARRILLO RANCH
Roof Repair Design Services
February 9, 2021
Page 4
Reimbursable Expenses
Reimbursable Expenses described below shall occur, as necessary, and be billed by the Architect on
an itemized statement specifying the type of service and/or the material provided, copies of receipts,
if applicable, the position of the person providing the service, the person's hourly rate, the time
spent and the cost incurred to provide the service. Funding for the reimbursable expenses is
provided to pay the Architect for the various duties described below that do not lend themselves to
precise estimation on a lump sum basis, and for that reason is not included in the Basic Services.
Reimbursable Expenses, however, are essential to aid the Architect in the performance of the Basic
Services and Additional Services; when authorized.
•Printing and reproduction as required by the Consultant
•Automobile Mileage/Travel related costs
•Long distance telephone/fax
•Equipment rental
•Report reproduction and expendable supplies (data duplication, historic maps, historic
photographs, field maps, and graphics supplies).
Additional Services
The following services are available at an additional fee. This fee can be determined once the scope
of work is further defined.
•Additional meetings beyond those listed in the scope.
•Additional submittals beyond those listed in the scope.
•Additional drawings beyond those listed in the scope.
•Architectural renderings and presentations.
•Mechanical, plumbing, and electrical engineering services.
•Landscape, planting, and irrigation design.
•As-built Record Drawings
832 FIFTH AVENUE, SAN DIEGO, CA 92101 TEL: 619.239.7888 FTERTTAGBARCHI rECTURE.CON. FAX: 619.234.6286
April 6, 2021 Item #3 Page 18 of 18