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HomeMy WebLinkAbout2003 CON Rudolph and Sletten - Construction Management Fire StationAGREEMENT BY AND BETWEEN THE CITY OF NATIONAL CITY AND RUDOLPH AND SLETTEN, INC. THIS AGREEMENT is entered into this 2nd day of December , 2003, by and between the CITY OF NATIONAL CITY, a municipal corporation (the "CITY"), and Rudolph and Sletten, Inc. (the "CONTRACTOR"). RECITALS WHEREAS, the CITY desires to employ a CONTRACTOR to provide construction management services during the design and construction of a new Fire Station. WHEREAS, the CITY has determined that the CONTRACTOR is a professional construction management firm and is qualified by experience and ability to perform the services desired by the CITY, and the CONTRACTOR is willing to perform such services. NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS FOLLOWS: 1. ENGAGEMENT OF CONTRACTOR. The CITY hereby agrees to engage the CONTRACTOR and the CONTRACTOR hereby agrees to perform the services hereinafter set forth in accordance with all terms and conditions contained herein. The CONTRACTOR represents that all services required 'hereunder will be performed directly by the CONTRACTOR or under direct supervision of the CONTRACTOR. 2. SCOPE OF SERVICES. The CONTRACTOR will perform services as set forth in the attached Exhibit A. The CONTRACTOR shall be responsible for all research and reviews related to the work and shall not rely on personnel of the CITY for such services, except as authorized in advance by the CITY. The CONTRACTOR shall appear at meetings cited in Exhibit A to keep staff and City Council advised of the progress on the project. The CITY may unilaterally, or upon request from the CONTRACTOR, from time to time reduce or increase the Scope of Services to be performed by the CONTRACTOR under this Agreement. Upon doing so, the CITY and the CONTRACTOR agree to meet in good faith and confer for the purpose of negotiating a corresponding reduction or increase in the compensation associated with said change in services, not to exceed a factor of 15% from the base amount. 3. PROJECT COORDINATION AND SUPERVISION. Mr. Stephen M. Kirkpatrick hereby is designated as the Project Coordinator for the CITY and will monitor the progress and execution of this Agreement. The CONTRACTOR shall assign a single August 2003 Project Director to provide supervision and have overall responsibility for the progress and execution of this Agreement for the CONTRACTOR. Mr. Rene Olivo thereby is designated as the Project Director for the CONTRACTOR. 4. COMPENSATION AND PAYMENT. The base compensation for this project is $ $260,095. Reimburseable expenses are allowed up to a not to exceed amount of $19,140. The compensation for the CONTRACTOR shall be based on monthly billings covering actual work performed. Billings shall include labor classifications, respective rates, hours worked and also materials, if any. The total cost for all work described in Exhibit A shall not exceed the schedule given in Exhibit B (the Base amount) without prior written authorization from the City's Project Coordinator. Monthly invoices will be processed for payment and remitted within thirty (30) days from receipt of invoice, provided that work is accomplished consistent with Exhibit A as determined by the CITY. The CONTRACTOR shall maintain all books, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred and shall make such materials available at its office at all reasonable times during the term of this Agreement and for three (3) years from the date of final payment under this Agreement, for inspection by the CITY and for furnishing of copies to the CITY, if requested. 5. LENGTH OF AGREEMENT. The work shall be completed within 18 months. 6. DISPOSITION AND OWNERSHIP OF DOCUMENTS. The Memoranda, Reports, Maps, Drawings, Plans, Specifications and other documents prepared by the CONTRACTOR for this Project, whether paper or electronic, shall become the property of the CITY for use with respect to this Project, and shall be turned over to .the CITY upon completion of the Project, or any phase thereof, as contemplated by this Agreement. Contemporaneously with the transfer of documents, the CONTRACTOR hereby assigns to the CITY and CONTRACTOR thereby expressly waives and disclaims, any copyright in, and the right to reproduce, all written material, drawings, plans, specifications or other work prepared under this agreement, except upon the CITY's prior authorization regarding reproduction, which authorization shall not be unreasonably withheld. The CONTRACTOR shall, upon request of the CITY, execute any further document(s) necessary to further effectuate this waiver and disclaimer. The CONTRACTOR agrees that the CITY may use, reuse, alter, reproduce, modify, assign, transfer, or in any other way, medium or method utilize the CONTRACTOR's written work product for the CITY' s purposes, and the CONTRACTOR expressly waives and disclaims any residual rights granted to it by Civil Code Sections 980 through 989 relating to intellectual property and artistic works. Any modification or reuse by the CITY of documents, drawings or specifications prepared by the CONTRACTOR shall relieve the CONTRACTOR from liability under Section 14 but only with respect to the effect of the modification or reuse by the CITY, or for any liability to the CITY should the documents be used by the CITY for some project other than what was expressly agreed upon within the Scope of this project, unless otherwise mutually agreed. 2 August 2003 7. INDEPENDENT CONTRACTOR. Both parties hereto in the performance of this Agreement will be acting in an independent capacity and not as agents, employees, partners or joint venturers with one another. Neither the CONTRACTOR nor the CONTRACTOR'S employees are employee of the CITY and are not entitled to any of the rights, benefits, or privileges of the CITY's employees, including but not limited to retirement, medical, unemployment, or workers' compensation insurance. This Agreement contemplates the personal services of the CONTRACTOR and the CONTRACTOR's employees, and it is recognized by the parties that a substantial inducement to the CITY for entering into this Agreement was, and is, the professional reputation and competence of the CONTRACTOR and its employees. Neither this Agreement nor any interest herein may be assigned by the CONTRACTOR without the prior written consent of the CITY. Nothing herein contained is intended to prevent the CONTRACTOR from employing or hiring as many employees, or subcontractors, as the CONTRACTOR may deem necessary for the proper and efficient performance of this Agreement. All agreements by CONTRACTOR with its subcontractor(s) shall require the subcontractor to adhere to the applicable terms of this Agreement. 8. CONTROL. Neither the CITY nor its officers, agents or employees shall have any control over the conduct of the CONTRACTOR or any of the CONTRACTOR's employees except as herein set forth, and the CONTRACTOR expressly agrees not to represent that the CONTRACTOR or the CONTRACTOR's agents, servants, or employees are in any manner agents, servants or employees of the CITY, it being understood that the CONTRACTOR, its agents, servants, and employees are as to the CITY wholly independent contractors and that the CONTRAC- TOR' s obligations to .the CITY are solely such as are prescribed by. this Agreement. 9. COMPLIANCE WITH APPLICABLE LAW. The CONTRACTOR, in the performance of the services to be provided herein, shall .comply with all applicable State and Federal statutes and regulations, and all applicable ordinances, rules and regulations of the City of National City, whether now in force or subsequently enacted. The CONTRACTOR, and each of its subcontractors, shall obtain and maintain a current City of National City business license prior to and during performance of any work pursuant to this Agreement. 10. LICENSES, PERMITS, ETC. The CON TRACTOR represents and covenants that it has all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession. The CONTRACTOR represents and covenants that the CONTRACTOR shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any license, permit, or approval which is legally required for the CONTRACTOR to practice its profession. 1 I . STANDARD OF CARE. A. The CONTRACTOR, in performing any services under this Agreement, shall perform in a manner consistent with that level of care and skill ordinarily exercised by members of the CONTRACTOR'S trade or profession currently practicing under similar conditions and in similar locations. The CONTRACTOR shall take all special precautions necessary to protect the CONTRACTOR's employees and members of the public from risk of harm arising out of the nature of the work and/or the conditions of the work site. B. Unless disclosed in writing prior to the date of this agreement, the CONTRACTOR warrants to the CITY that it is not now, nor has it for the five (5) years preceding, 3 August2003 been debarred by a governmental agency or involved in debarment, arbitration or litigation proceedings concerning the CONTRACTOR's professional performance or the furnishing of materials or services relating thereto. C. The CONTRACTOR is responsible for identifying any unique products, treatments, processes or materials whose availability is critical to the success of the project the CONTRACTOR has been retained to perform, within the time requirements of the CITY, or, when no time is specified, then within a commercially reasonable time. Accordingly, unless the CONTRACTOR has notified the CITY otherwise, the CONTRACTOR warrants that all products, materials, processes or treatments identified in the project documents prepared for the CITY are reasonably commercially available. Any failure by the CONTRACTOR to use due diligence under this sub -paragraph will render the CONTRACTOR liable to the CITY for any increased costs that result from the CITY's later inability to obtain the specified items or any reasonable substitute within a price range that allows for project completion in the time frame specified or, when not specified, then within a commercially reasonable time. 12. NON-DISCRIMINATION PROVISIONS. The CONTRACTOR shall not discriminate against any employee or applicant for employment because of age, race, color, ancestry, religion, sex, sexual orientation, marital status, national origin, physical handicap, or medical condition. The CONTRACTOR will take positive action to insure that applicants are employed without regard to their age, race, color, ancestry, religion, sex, sexual orientation, marital status, national origin, physical handicap, or medical condition. Such action shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The CONTRACTOR agrees to post in conspicuous places available to employees and applicants for employment any notices provided by the CITY setting forth the provisions of this non-discrimination clause. 13. CONFIDENTIAL INFORMATION. The CITY may from time to time communicate to the CONTRACTOR certain confidential information to enable the CONTRACTOR to effectively perform the services to be provided herein. The CONTRACTOR shall treat all such information as confidential and shall not disclose any part thereof without the prior written consent of the CITY. The CONTRACTOR shall limit the use and circulation of such information, even within its own organization, to the extent necessary to perform the services to be provided herein. The foregoing obligation of this Section 13, however, shall not apply to any part of the information that (i) has been disclosed in publicly available sources of information; (ii) is, through no fault of the CONTRACTOR, hereafter disclosed in publicly available sources of information; (iii) is already in the possession of the CONTRACTOR without any obligation of confidentiality; or (iv) has been or is hereafter rightfully disclosed to the CONTRACTOR by a third party, but only to the extent that the use or disclosure thereof has been or is rightfully authorized by that third party. The CONTRACTOR shall not disclose any reports, recommendations, conclusions or other results of the services or the existence of the subject matter of this Agreement without the prior written consent of the CITY. In its performance hereunder, the CONTRACTOR shall comply with all legal obligations it may now or hereafter have respecting the information or other property of any other person, firm or corporation. CONTRACTOR shall be liable to CITY for any damages caused by breach of this condition, pursuant to the provisions of Section 14. 4 August 2003 14. INDEMNIFICATION AND HOLD HARMLESS. The CONTRACTOR agrees to defend, indemnify, and hold harmless the City of National City, its officers and employees, against and from any and all liability, loss, damages to property, injuries to, or death of any person or persons, and all claims, demands, suits, actions, proceedings, reasonable attorneys' fees, and defense costs, of any kind or nature, including workers' compensation claims, of or by anyone whomsoever, resulting from or arising out of the CONTRACTOR's negligent performance of this Agreement. 15. WORKERS' COMPENSATION. The CONTRACTOR shall comply with all of the provisions of the Workers' Compensation Insurance and Safety Acts of the State of California, the applicable provisions of Division 4 and 5 of the California Government Code and all amendments thereto; and all similar state or Federal acts or laws applicable; and shall indemnify, and hold harmless the CITY and its officers, and employees from and against all claims, demands, payments, suits, actions, proceedings and judgments of every nature and description, including reasonable attorney's fees and defense costs presented, brought or recovered against the CITY or its officers, employees, or volunteers, for or on account of any liability under any of said acts which may be incurred by reason of any work to be performed by the CONTRACTOR under this Agreement. 16. INSURANCE. The CONTRACTOR, at its sole cost and expense, shall purchase and maintain, and shall require its subcontractors, when applicable, to purchase and maintain throughout the term of this agreement, the following insurance policies: A. Professional Liability Insurance (errors and omissions) with minimum limits of $1,000,000 per occurrence. B. Automobile insurance covering all bodily injury and property damage incurred during the performance of this Agreement, with a minimum coverage of $1,000,000 combined single limit per accident. Such automobile insurance shall include non -owned vehicles. C. Comprehensive general liability insurance, with minimum limits of $1,000,000 combined single limit per occurrence, covering all bodily injury and property damage arising out of its operation under this Agreement. D. Workers' compensation insurance covering all of CONSULTANT's employ- ees. E. The aforesaid policies shall constitute primary insurance as to the CITY, its officers, employees, and volunteers, so that any other policies held by the CITY shall not contribute to any loss under said insurance. Said policies shall provide for thirty (30) days prior written notice to the CITY of cancellation or material change. F. Said policies, except for the professional liability and worker's compensation policies, shall name the CITY and its officers, agents and employees as additional insureds. G. If required insurance coverage is provided on a "claims made" rather than "occurrence" form, the CONTRACTOR shall maintain such insurance coverage for three years after expiration of the term (and any extensions) of this Agreement. H. Any aggregate insurance limits must apply solely to this Agreement. I. Insurance shall be written with only California admitted companies which hold a current policy holder's alphabetic and financial size category rating of not less than A VIII according to the current Best's Key Rating Guide, or a company equal financial stability that is approved by the City's Risk Manager. J. This Agreement shall not take effect until certificate(s) or other sufficient proof that these insurance provisions have been complied with, are filed with and approved by the 5 August 2003 CITY's Risk Manager. If the CONTRACTOR does not keep all of such insurance policies in full force and effect at all times during the terms of this Agreement, the CITY may elect to treat the failure to maintain the requisite insurance as a breach of this Agreement and terminate the Agreement as provided herein. 17. LEGAL FEES. If any party brings a suit or action against the other party arising from any breach of any of the covenants or agreements or any inaccuracies in any of the representations and warranties on the part of the other party arising out of this Agreement, then in that event, the prevailing party in such action or dispute, whether by final judgment or out -of -court settlement, shall be entitled to have and recover of and from the other party all costs and expenses of suit, including attorneys' fees. For purposes of determining who is to be considered the prevailing party, it is stipulated that attorney's fees incurred in the prosecution or defense of the action or suit shall not be considered in determining the amount of the judgment or award. Attorney's fees to the prevailing party if other than the CITY shall, in addition, be limited to the amount of attorney's fees incurred by the CITY in its prosecution or defense of the action, irrespective of the actual amount of attorney's fees incurred by the prevailing party. 18. MEDIATION/ARBITRATION. If a dispute arises out of or relates to this Agreement, or the breach thereof, the parties agree first to try, in good faith, to settle the dispute by mediation in San Diego, California, in accordance with the Commercial Mediation Rules of the American Arbitration Association (the "AAA") before resorting to arbitration. The costs of mediation shall be borne equally by the parties. Any controversy or claim arising out of, or relating to, this Agreement, or breach thereof, which is not resolved by mediation shall be settled by arbitration in San Diego, California, in accordance with the Commercial Arbitration Rules of the AAA then existing. Any award rendered shall be final and conclusive upon the parties, and a judgment thereon may be entered in any court having jurisdiction over the subject matter of the controversy. The expenses of the arbitration shall be borne equally by the parties to the arbitration, provided that each party shall pay for and bear the costs of its own experts, evidence and attorneys' fees, except that the arbitrator may assess such expenses or any part thereof against a specified party as part of the arbitration award. 19. TERMINATION. A. This Agreement may be terminated with or without cause by the CITY. Termination without cause shall be effective only upon 60-day's written notice to the CONTRACTOR. During said 60-day period the CONTRACTOR shall perform all services in accordance with this Agreement. B. This Agreement may also be terminated immediately by the CITY for cause in the event of a material breach of this Agreement, misrepresentation by the CONTRACTOR in connection with the formation of this Agreement or the performance of services, or the failure to perform services as directed by the CITY. C. Termination with or without cause shall be effected by delivery of written Notice of Termination to the CONTRACTOR as provided for herein. D. In the event of termination, all finished or unfinished Memoranda Reports, Maps, Drawings, Plans, Specifications and other documents prepared by the CONTRACTOR, whether paper or electronic, shall immediately become the property of and be delivered to the CITY. and the CONTRACTOR shall be entitled to receive just and equitable compensation for any work satisfactorily completed on such documents and other materials up to the effective date of the Notice 6 August 2003 of Termination, not to exceed the amounts payable hereunder, and less any damages caused the CITY by the CONTRACTOR's breach, if any. Thereafter, ownership of said written material shall vest in the CITY all rights set forth in Section 6. E. The CITY further reserves the right to immediately terminate this Agreement upon: (1) the filing of a petition in bankruptcy affecting the CONTRACTOR; (2) a reorganization of the CONTRACTOR for the benefit of creditors; or (3) a business reorganization, change in business name or change in business status of the CONTRACTOR. 20. NOTICES. All notices or other communications required or permitted hereunder shall be in writing, and shall be personally delivered; or sent by overnight mail (Federal Express or the like); or sent by registered or certified mail, postage prepaid, return receipt requested; or sent by ordinary mail, postage prepaid; or telegraphed or cabled; or delivered or sent by telex, telecopy, facsimile or fax; and shall be deemed received upon the earlier of (i) if personally delivered, the date of delivery to the address of the person to receive such notice, (ii) if sent by overnight mail, the business day following its deposit in such overnight mail facility, (iii) if mailed by registered, certified or ordinary mail, five (5) days (ten (10) days if the address is outside the State of California) after the date of deposit in a post office, mailbox, mail chute, or other like facility regularly maintained by the United States Postal Service, (iv) if given by telegraph or cable, when delivered to the telegraph company with charges prepaid, or (v) if given by telex, telecopy, facsimile or fax, when sent. Any notice, request, demand, direction or other communication delivered or sent as specified above shall be directed to the following persons: To the CITY: Mr. Park Morse Acting City Manager City of National City 1243 National City Boulevard National City, CA 91950-4301 To the CONTRACTOR: Mr. Rene Olivo Project Executive Rudolph and Sletten 10955 Vista Sorrento Parkway, Suite 100 San Diego, CA 92130 Notice of change of address shall be given by written notice in the manner specified in this Section. Rejection or other refusal to accept or the inability to deliver because of changed address of which no notice was given shall be deemed to constitute receipt of the notice, demand, request or communication sent. Any notice, request, demand, direction or other communication sent by cable, telex, telecopy, facsimile or fax must be confirmed within forty-eight (48) hours by letter mailed or delivered as specified in this Section. 21. CONFLICT OF INTEREST AND POLITICAL REFORM ACT OBLIGATIONS. During the term of this Agreement, the CONTRACTOR shall not perform services of any kind for any person or entity whose interests conflict in any way with those of the City of National City. The CONTRACTOR also agrees not to specify any product, treatment, process or material for the project in which the CONTRACTOR has a material financial interest, either direct or indirect, without first notifying the CITY of that fact. The CONTRACTOR shall at all times comply with the terms of the Political Reform Act and the National City Conflict of Interest 7 August 2003 Code. The CONTRACTOR shall immediately disqualify itself and shall not use its official position to influence in any way any matter coming before the CITY in which the CONTRACTOR has a financial interest as defined in Government Code Section 87103. The CONTRACTOR represents that it has no knowledge of any financial interests that would require it to disqualify itself from any matter on which it might perform services for the CITY. The CONTRACTOR shall be strictly liable to the CITY for all damages, costs or expenses the CITY may suffer by virtue of any violation of this Paragraph 21 by the CONTRACTOR. 22. MISCELLANEOUS PROVISIONS. A. Computation of Time Periods. If any date or time period provided for in this Agreement is or ends on a Saturday, Sunday or federal, state or legal holiday, then such date shall automatically be extended until 5:00 p.m. Pacific Time of the next day which is not a Saturday, Sunday or federal, state or legal holiday. B. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute but one and the same instrument. C. Captions. Any captions to, or headings of, the sections or subsections of this Agreement are solely for the convenience of the parties hereto, are not a part of this Agreement, and shall not be used for the interpretation or determination of the validity of this Agreement or any provision hereof. D. No Obligations to Third Parties. Except as otherwise expressly provided herein, the execution and delivery of this Agreement shall not be deemed to confer any rights upon, or obligate any of the parties hereto, to any person or entity other than the parties hereto. E. Exhibits and Schedules Exhibit A — Scope for Standard Professional Services Agreement. Exhibit B — Fee Schedule Exhibit C - Reimburseables Exhibit D — Rate Schedule The Exhibits and Schedules attached hereto are hereby incorporated herein by this reference for all purposes. F. Amendment to this Agreement. The terms of this Agreement may not be modified or amended except by an instrument in writing executed by each of the parties hereto. G. Waiver. The waiver or failure to enforce any provision of this Agreement shall not operate as a waiver of any future breach of any such provision or any other provision hereof. H. Applicable Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. I. Entire Agreement. This Agreement supersedes any prior agreements, negotiations and communications, oral or written, and contains the entire agreement between the parties as to the subject matter hereof. No subsequent agreement, representation, or promise made by either party hereto, or by or to an employee, officer, agent or representative of any party hereto shall be of any effect unless it is in writing and executed by the party to be bound thereby. J. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors and assigns of the parties hereto. 8 August 2003 K. Construction. The parties acknowledge and agree that (i) each party is of equal bargaining strength, (ii) each party has actively participated in the drafting, preparation and negotiation of this Agreement, (iii) each such party has consulted with or has had the opportunity to consult with its own, independent counsel and such other professional advisors as such party has deemed appropriate, relative to any and all matters contemplated under this Agreement, (iv) each party and such party's counsel and advisors have reviewed this Agreement, (v) each party has agreed to enter into this Agreement following such review and the rendering of such advice, and (vi) any rule or construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement, or any portions hereof, or any amendments hereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first above written. CITY OF NATIONAL CITY By: APPROVED AS TO FORM: 7-) a„.., .0, George H. Eiser, III City Attorney RUDOLPH AND SLETTEN, INC (Two signatures required for a corporation) By:Cel (Name) By: PkE / FaJr -. '€-Eo (Title) (Name) C4Q (Title) 9 August2003 EXHIBIT A Scope for Standard Professional Services Agreement With National City November 20, 2003 page 1 of 4 PROJECT: NATIONAL CITY MAIN FIRE STATION 34 333 E. 16th Street, National City, CA. 91950 I. PROJECT BACKGROUND AND DESCRIPTION The existing fire station, located at 16th Street an D avenue in the City of National City, will be demolished and replaced with a modern facility. The new fire station will be approximately 18,000 square feet. The estimated construction cost of the fire station is approximately $7.75M. The entire project is estimated to cost $9.5M. The cost of construction management services in this agreement have been outlined in Exhibit B Fee Schedule dated November 18, 2003. This service agreement has been developed with the following schedule guidelines: • This project is being fast -tracked. • Design started mid July 2003. • Schematic Design of the station was recently completed [October 2003]. • The project is scheduled to begin construction in March of 2004 and take approximately 11 months to complete. II. SCOPE OF SERVICES The Construction Management firm (or Construction Manager), understood in this agreement and hereafter referenced to be by Rudolph and Sletten, Inc.; will serve as staff augmentation to the City Of National City Public Works Department in the implementation of the construction project. It is expected that the Construction Manager will manage projects from pre -construction phase to project closeout. EXHIBIT A Scope for Standard Professional Services Agreement With National City November 20, 2003 page 2 of 4 The Construction Manager will assist the City with the following activities, including, but not limited to: A. Pre -construction Phase 1. Review design documents for constructability, scheduling, consistency, and coordination 2. Provide value engineering analyses if necessary 3. Assist in the preparation of supplemental conditions for the specifications as it relates to the general requirements 4. Prepare a CPM schedule for the project 5. Monitor the design and procurement schedule 6. This scope is limited to one comprehensive independent estimate of 80% Construction Set drawings available on November 20, 2003 from the Architect. 7. Fee schedule attached in Attachment B dated November 20, 2003 does not include additional estimates as a result of addenda, plan corrections, or value engineering revisions to 80% construction drawings 8. Construction Manager is not responsible for any delivery or reproduction costs associated with the bid or construction documents B. Bidding Phase 1. Conduct a pre -bid conference with all parties in the design and development team 2. Work with City's Contractor Outreach Coordinator to attract local contractors and subcontractors to bid on the work, actual costs of advertising are not included (see attachment C — Additional Conditions and Qualifications to Fee Schedule dated November 20, 2003) 3. Review addenda and develop distribution methods 4. Conduct public bid opening 5. Perform evaluation and qualification review of prospective bids 6. Conduct post -bid conference and interview with potential qualified contractor 7. Assist with the preparation of agenda items for City Council 8. Provide recommendation to City of most qualified bid after analysis 9. Assist with developing a plan for assembling, delivering, and executing the contract documents C. Construction. Phase 1. Review and comment on General Contractor's construction schedule throughout the course of the project 2. Review contractor's submittal and procurement schedule and make recommendations to City 3. Assemble and conduct kick-off and lay -of -the -land meeting 4. Provide continuous on -site management personnel as required and outlined in attachment B November 20, 2003 page 3 of 4 EXHIBIT A Scope for Standard Professional Services Agreement With National City Fee Schedule dated November 20, 2003 5. Establish and develop communication procedures 6. Assist and support architect's construction administration processes 7. Review and support the processing of RFI's, shop drawings, samples, and other submittals 8. Coordinate project site meetings 9. Coordinate change order control process 10. Establish and implement quality control program 11. Review monthly construction progress and prepare reports 12. Review and analyze proposed change orders and make recommendations to City 13. Determine cost and schedule effects of change orders 14. Coordinate and evaluate contractor's recovery schedules 15. Prepare change order reports 16. Coordinate monthly pay requests and make recommendations to the City 17. Verify schedule of values 18. Determine substantial completion and payments 19. Coordinate the preparation of the punch -list 20. Coordinate procurement and installation of FF&E 21. Assist in developing scope requirements for special inspection agency 22. Monitor overall budget and schedule and advise City project manager of any trends that affect the timely procedures and cost effective completion of the project 23. Review the activities of the construction inspector in the performance of the construction inspector's duties 24. Initiate and maintain project document files 25. Maintain daily diary describing general events, noting problems and unusual events 26. Submit monthly written reports to the City's project manager to reflect new contingency balance, and any other issues 27. Be familiar with the plans and specifications and the General Contractor's operations at all times 28. Personally observe, check, and measure items placed in the construction for compliance to the contract documents, technical instructions from the Project Architect/Engineer and directives from the Project Manager D. Close -Out Phase 1. Coordinate close-out procedures 2. Coordinate and expedite record drawings 3. Coordinate O&M manuals, warranties/guarantees, and certificates 4. Prepare final accounting report EXHIBIT A Scope for Standard Professional Services Agreement With National City November 20, 2003 page 4 of 4 III. ANTICIPATED PROJECT SCHEDULE Construction Management services as agreed herein are based on the following milestone dates. This agreement does not include services that extend beyond dates outlined due to unforeseen conditions, inclement weather, procurement deficiencies, City inspection, design development, City plan check, conditions as a result of an act of God, theft, or vandalism that may cause delays beyond the Anticipated Project Schedule. Design Development is complete by November 2003 Preparation of Construction Documents will complete by December 2003 Bidding opening in January 2004 Construction to start March of 2004 The Fire Station move -in should be complete and open by the end of March 2005 Close out services to complete April 2005 IV. ADDITIONAL CONDITIONS This agreement shall be accordance with the executed "Standard Professional Services Contract" dated December 2, 2003 between Rudolph and Sletten, Inc. and the City of National City Additional documents included in this agreement include: 1. Exhibit B Fee Schedule dated November 20, 2003 2. Exhibit C, Work Sheet and Fee Schedule Qualifications dated November 20, 2003 3. Exhibit D, Construction Management rate sheet dated November 20, 2003 End of Exhibit A EXHIBIT B NATIONAL CITY FD FEE SCHEDULE NOVEMBER 20, 2003 PRECONSTRUCTION SERVICES DESCRIPTION QUANTITY UNIT UNIT COST TOTAL ESTIMATING - (1) estimates and value analysis Sr. Estimator 45 HRS 126.00 5,670 Mechanical Estimator 18 HRS 126.00 2,268 Electrical Estimator 18 HRS 126.00 2,268 Cost Engineer 45 HRS 80.00 3,600 Administrative Support 4 HRS 55.00 220 SUBTOTALS DESIGN MEETINGS - (4) two hour meetings Sr. Estimator 16 HRS 126.00 Project Executive 10 HRS 150.00 Project Manager 14 HRS 104.00 SUBTOTALS 14,026 1 2,016 1,500 1,456 4,972 PROCUREMENT Estimator Cost Engineer Project Manager Administrative Support SUBTOTALS 16 HRS 126.00 2,016 0 HRS 80.00 0 20 HRS 104.00 2,080 8 HRS 55.00 440 ASSIST CITY'S OUTREACH COORDINATOR Project Manager Administrative Support SUBTOTALS 40 HRS 104.00 140 HRS 55.00 GENERAL CONDITIONS DESCRIPTION QUANTITY UNIT UNIT COST 4,536 4,160 7,700 11,860 TOTAL PROJECT PERSONNEL Project Executive 80 HRS 150.00 12,000 Project Manager 36 WKS 4160.00 156,541 Project Engineer 200 HRS 80.00 16,000 Project FOC 200 HRS 55.00 11,000 General Liability Insurance approx. 8/1000 2,100 SUBTOTALS 195,541 CLOSE OUT PROJECT PERSONNEL Project Manager Project Engineer Project FOC SUBTOTALS 1 WKS 4160.00 4,160 45 HRS 80.00 3,600 40 HRS 55.00 2,200 PROJECT SITE OFFICE Office Equipment .. Computer, Fax 11 MOS 800.00 page 1 of 2 9,960 8,800 EXHIBIT B FEE SCHEDULE NATIONAL CITY FD NOVEMBER 20, 2003 Office Supplies Postage, Courier, Federal Express SUBTOTALS 11 MOS 300.00 3,300 11 MOS 300.00 3,300 15,400 PROJECT VEHICLE EXPENSES Trucks/Cars (Included in Labor Rates) Car Expense (Included in Labor Rates) Fuel SUBTOTALS N/A N/A 11 MOS 250.00 2,750 2,750 TOTAL PROJECT END OF EXHIBIT B 260,095 page 2 of 2 EXHIBIT C Fee Schedule Worksheet Additional Conditions and Qualifications to Fee Schedule NATIONAL CITY FIRESTATION NOVEMBER 20, 2003 Reimbursable Costs Temp. Office Mobilization/Demobilization - packaging, office set up, delivery, transport $500 Protective Equipment/First Aid Supplies for City Staff and R&S Only $150 Blue Printing/Reproduction Costs (miscellaneous over counter, copies, etc. not bid documents) $1,500 Progress Photographs (equipment, materials, etc.) $850 Advertising for Bids/Postage $500 Advertising for Outreach Program/Mailers/Fax Mailers/running articles mailers $1,250 San Diego Business Journal 858.277.6359 1/2 page four weeks $2,000 San Diego Union Tribune 619.299.212619.297.6083 weeks - 2x2 inch ad $2,500 San Diego Daily Transcript (619) 232-4381 $1,750 National City Chamber of Commerce web site http://www.nationalcitychamber.org/ $200 Miscellaneous minority publications $2,000 Local Outreach Meetings (excl. labor) Miscellaneous expenses 1yr (tolls, parking, file recording, meetings, etc.) Projected actual cost of reimb Projected reimbursables with Contractor mark up of 10%: Total projected reimbursable cost Exclusions (provided by General Contractor) Temp. Office Rental Office Cleaning Telephone Service - Pac Bell & DSL connection jobsite Scheduling Temporary Power jobsite Temporary Water Jobsite Copier Jobsite Office Furniture Proprietary management software to accommodate General Contractor Exclusions Toilets/Handwash Stations Dumpster/Debris Box Security Guard Services Security Site Fencing Barricades Traffic Control Dust Control Survey, Staking & Restaking Daily Clean Up Final Clean Up SWPP Implementation and Maintenance Testing and Inspection Design Fees Asbestos and Lead Abatement Building Permit and Plan Check Fees Utility Company Fees Blueprints END OF EXHIBIT C x1.10 $3,000 $1,200 $17,400 $1,740 $19,140 page 1 of 1 RUDOLPHOSLETTEN V Schedule of Fees EXHIBIT D RATE SCHEDULE National City Main Fire Station Fee schedule as follows: Title Hourly rate $150 Project Executive Sr. Project Manager $126 Project Manager $104 Sr. Superintendent $126 Superintendent $104 Sr. Project Engineer $80 Project Engineer $63 Project Engineer Intern $43 Sr. Mechanical Coordinator $126 Mechanical Coordinator $104 Safety Manager $126 Safety Inspector $104 Quality Manager $95 Sr. Cost Engineer $80 Cost Engineer $63 Sr. Project Estimator $126 Project Estimator $104 Electrical Estimator $126 Mechanical Estimator $126 Sr. Project Accountant $70 Project Accountant $63 Sr. Field Office Coordinator $63 Field Office Coordinator $55 Administrative Assistant $55 NOVEMBER 20, 2003 END OF EXHIBIT D National City Main Fire Station Page 1 of 1 MEETING DATE City of National City, California COUNCIL AGENDA STATEMENT December 2 2003 AGENDA ITEM NO, 10 ITEM TITLE RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE THE CONTRACT WITH RUDOLPH AND SLETTEN, INC. TO PERFORM CONSTRUCTION MANAGEMENT SERVICES FOR THE FIRE STATION PROJECT PREPARED BY Stephen Kirkpatrick 336-4580 EXPLANATION See attached explanation. DEPARTMENT Public Works/Engineering ( Environmental Review X N/A Financial Statement Approved By: The fee agreed upon to perform the Construction Mana ement g Fi : nce rector Services including reimbursable expenses, is $279,235. Funds are available in account250-409-500-598-1588. Account No. STAFF RECOMMENDATION Adopt the Resolution that authorizes the Mayor to execute the contract with Rudolph and Sletten, Inc. to perform the services as described. BOARD / COMMISSION RECOMMENDATIc N/A ATTACHMENTS ( Listed Below ) 1. Resolution 2. Contract A-200 (s:99) Resolution No. 2003-167 Explanation: The City advertised a Request for Qualifications (RFQ) to services. Eight consulting firms submitted a Statement requirements. The nine firms were: ABS Consulting/O'Connor CM* B&G Consultants* Douglas E. Barnhart, Inc Harris and Associates ProWest, Inc. Rollins and Hanscomb Rudolph and Sletten* Vanir Construction Management select a consulting firm to provide the required of Qualifications in accordance with the RFQ Urvine, California San Diego, California San Diego, California San Diego, California Temecula, California San Diego, California San Diego, California San Diego, California A selection committee consisting of Fire Chief Don Condon, Assistant to the City Manager Randy Kimble, Acting Director of Public Works/Engineering Stephen Kirkpatrick, Project Architect Jeff Katz, and Management Analyst Lori Brown reviewed the statements and decided to interview(*) three of the firms. As a result of the interviews the three firms were ranked in the following order: B&G Consultants, Rudolph and Sletten, and ABS Consulting/O'Connor CM. Negotiations began with B&G Consultants for the required scope of services and corresponding fee. B&G's work proposal and corresponding fee far exceeded the budget for this component of the project and, in accordance the RFQ language, the committee decided to move on to the second ranked firm. The selection committee and Rudolph and Sletten, Inc. agreed to a scope of work that would successfully complete the project at a proposed cost that was within the amount budgeted. In summary, the Scope of Work includes all the work necessary to manage the project from 50% Construction Documents through the construction, FF&E acquisition, and finally move -in. Rudolph and Sletten will also manage the Contractor Outreach Program focusing on attracting the participation in the project of National City contractors and vendors. The Scope of Work and fee proposal is detailed fully in the attached contract document. RESOLUTION NO. 2003 — 167 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH RUDOLPH AND SLETTEN, INC. TO PERFORM CONSTRUCTION MANAGEMENT SERVICES FOR THE FIRE STATION PROJECT WHEREAS, the City desires to employ a contractor to provide construction management services during the design and construction of the new fire station; and WHEREAS, the City has determined that Rudolph and Sletten, Inc. is a professional construction management firm and is qualified by experience and ability to perform the services desired by the City, and Rudolph and Sletten, Inc. is willing to perform such services. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute on behalf of the City an Agreement with Rudolph and Sletten, Inc. to provide construction management services during the design and construction of the new fire station. Said Agreement is on file in the office of the City Clerk. Passed and adopted this 2nd day of December, 2003. Nic ATTEST: Michael D Ila, City Clerk APPROVED AS TO FORM: George H. Eiser, III City Attorney Passed and adopted by the Council of the City of National City, California, on December 2, 2003, by the following vote, to -wit: Ayes: Councilmembers Inzunza, Morrison, Natividad, Parra, Ungab. Nays: None. Absent: None. Abstain: None. AUTHENTICATED BY: NICK INZUNZA Mayor of the City of National City, California MICHAEL R DALLA City Clerk of the City of National City, California By: Martha L. Alvarez Deputy City Clerk I HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTION NO. 2003-167 of the City of National City, California, passed and adopted by the Council of said City on December 2, 2003. City Clerk of the City of National City, California By: Deputy City of National City Office of the City Clerk 1243 National City Boulevard, National City, California 91950-4397 Michael R. Della, CMC - City Clerk (619) 336-4228 Fax: (619) 336-4229 December 11, 2003 Rene Olivo, Project Executive Rudolph and Sletten 10955 Vista Sorrento Parkway Suite 100 San Diego CA 92130 Dear Rene Olivo, On December 2, 2003, Resolution No. 2003-167 was passed and adopted by the City Council of the City of National City, authorizing the Mayor to execute an agreement with Rudolph and Sletten, Inc. to perform construction management services for the Fire Station project. We are forwarding a certified copy of the above Resolution and a fully executed agreement. Sincerely, Martha L. Alvarez, CMC Deputy City Clerk /mla Enclosure cc: Public Works / Engineering File No. C2003-53 Recycled Paper