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HomeMy WebLinkAboutItem 11e - Newcastle Park Precise Scoping PlanProfessional Services Agreement for the Newcastle Park Precise Scoping Plan November 17, 2020 Page 1 of 4 DATE: November 17, 2020 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH INTEGRATED CONSULTING GROUP, INC. FOR THE NEWCASTLE PARK PRECISE SCOPING PLAN IN THE AMOUNT OF $98,380 Recommendation: Approve SUMMARY The Fiscal Year 2020-21 Capital Improvement Program budget provides for the preliminary design of park improvements at Newcastle Park. To ensure that the City is receiving the highest quality of service and most competitive pricing for design services, the Public Works Services Department (“PWSD”) conducted a Request for Proposal (“RFP”) for a Precise Scoping Plan. The Precise Scoping Plan will serve as an update to the current Parks Master Plan for Newcastle Park Improvements and will be developed based on community feedback, staff direction, Low Impact Development (“LID”) runoff mitigation requirements, and the project construction budget. Based on the evaluated proposals, personal interviews, and financial evaluation, it was determined that Integrated Consulting Group, Inc. provided the best proposal and is a qualified and responsible firm to prepare the Newcastle Park Precise Scoping Plan. It is recommended that the City Council approve, authorize, and direct the City Manager to execute, a Professional Services Agreement with Integrated Consulting Group (“ICG”), Inc. for the Newcastle Park Precise Scoping Plan in the amount of $98,380. BACKGROUND On August 1, 2017, the City Council adopted the Recreation and Parks Master Plan (“Master Plan”), which is a guiding policy document that provides recommendations for prioritizing future recommendations for growth, development, and implementation strategies related to parks and recreation services. The recommendations were based on a detailed assessment of community demographics, needs of the community, existing conditions of recreation and parks facilities, and effectiveness of various recreation and community services programs. The renovation of Newcastle Park is included in the Professional Services Agreement for the Newcastle Park Precise Scoping Plan November 17, 2020 Page 2 of 4 Master Plan and is scheduled in the Fiscal Year 2021-22 Capital Improvement Program budget. Newcastle Park is a popular park that is used by residents for sports, games, and picnics. Existing amenities include handball courts, picnic tables, barbeque units, playground equipment, sand volleyball courts, and two tennis courts. The park is approximately three acres in size, triangular in shape, and bounded by the LA County Metro rail line on the northeast, Colorado Boulevard on the south, and the houses east of San Luis Rey Road on the west as shown in Exhibit “A”. The Newcastle Park Precise Scoping Plan will analyze and expand on the conceptual design included in the Master Plan as shown in Exhibit “B” to finalize the key park amenities and elements, determine the permits and documents required for construction, and provide quantities and cost estimates of the materials necessary for the design and construction of the Project. Also included in the Precise Scoping Plan will be project research, data review, field investigation, and the public outreach to finalize the improvements for the Project. Public outreach efforts will include both virtual and, possibly, one-on-one meetings. The in-person meetings will include adhering to COVID- 19 protocols and social distancing. The goal of the public outreach efforts is to solicit input on the Park’s proposed conceptual design and amenities. Additional community outreach on the proposed park plan will include online surveys, mailers, and pushing out information on the City’s website, and social media. The final Precise Scoping Plan will be presented to City Council and will then be constructed by a design-build contractor in Fiscal Year 2021-22. DISCUSSION The RFP was published in the City’s adjudicated newspaper and RFP packages were provided to various firms that are known to be experts in the field of plan design for parks and recreational facilities. Five proposals were received on September 29, 2020, and all five firms were reviewed and evaluated. The top three firms were invited to interview on October 22, 2020. Each proposal was evaluated based on the firm’s experience, capability to complete the work requested, qualifications of personnel, record of success, implementation timeline, and cost. The results of the final evaluation with each firm’s ranking is as follows: RANK CONSULTING FIRM Score COST 1 ICG, Inc. 94% $ 88,215 2 RHA Landscape Architects 89% $ 95,555 3 Hirsch & Associates 85% $ 90,080 4 Community Works Design Grp. 67% $ 91,955 5 RRM Design Group 65% $ 100,000 Professional Services Agreement for the Newcastle Park Precise Scoping Plan November 17, 2020 Page 3 of 4 After careful review and consideration, it was determined that ICG, Inc. is the best qualified firm to prepare the Newcastle Park Precise Scoping Plan. ICG, Inc. was rated the highest based on their successful completion of projects of similar complexity and requirements and the project team’s technical and project management approach. They have demonstrated an understanding of the project and provided a proposal that would suit the City’s needs for this Precise Scoping Plan. ICG, Inc. previously developed the City of Arcadia’s Parks Master Plan. They have also been responsible for the design of parks for several other municipal agencies in Southern California, and they have the necessary expertise in parks scoping plan design. ICG, Inc. is confident that they can prepare a high quality and cost-effective Newcastle Park Precise Scoping Plan in a timely manner. The PWSD negotiated with ICG, Inc. to include a geotechnical report and 3D rendering as part of the project. The total cost to include these options is $10,165. The geotechnical report is necessary to determine the various characteristics of the soil, rock, and water conditions at Newcastle Park. In addition, the geotechnical report will help the City to select the optimal sites for construction of the stormwater infiltration element of the project; and the 3D rendering will provide residents and staff with a clearer visualization of the proposed park improvements. The total project cost including the geotechnical report and 3D rendering will be $98,380. There is sufficient funding in the budget to include these items in the contract. ENVIRONMENTAL ANALYSIS The proposed action to execute a Professional Services Agreement for the Newcastle Park Precise Scoping Plan does not constitute a project under the California Environmental Quality Act (“CEQA”), under Section 15061(b)(3): as it can be seen with certainty that it will have no impact on the environment. CEQA clearance is specified as part of the scope of work for this PSA contract. The Awarded Firm will perform the CEQA determination, and file the CEQA clearance with Los Angeles County. FISCAL IMPACT Funds in the amount of $100,000 are budgeted in the Fiscal Year 2020-21 Capital Improvement Program for this project. The total cost for the Newcastle Park Precise Scoping Plan is $98,380. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is therefore exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize and direct the City Manager to execute a Professional Services Agreement with Integrated Consulting Group, Inc. for the Newcastle Park Precise Scoping Plan in the amount of $98,380. Professional Services Agreement for the Newcastle Park Precise Scoping Plan November 17, 2020 Page 4 of 4 Attachments: Exhibit “A” –Newcastle Park Aerial Photo Exhibit “B” –Newcastle Park Proposed Site Amenities Proposed Professional Services Agreement Exhibit “A” NEWCASTLE PARK PRECISE SCOPING PLAN Current Aerial View of Newcastle Park     Exhibit “B” NEWCASTLE PARK PRECISE SCOPING PLAN     Proposed Site Amenities for Newcastle Park                                                     Proposed Site Amenities for Newcastle Park Continued          1 24347.00006\30493020.2 CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT NEWCASTLE PARK PRECISE SCOPING PLAN This Agreement is made and entered into as of ________________, 20____ by and between the City of Arcadia, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066 (“City”), and Integrated Consulting Group, Inc., a California Corporation, with its principal place of business at 4195 Chino Hills Parkway, Suite 222, Chino Hills, CA 91709 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: Newcastle Park Precise Scoping Plan (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 2. Compensation. a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of Ninety-Eight Thousand, Three Hundred Eighty Dollars and No Cents ($98,380.00). This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 3. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or 2 24347.00006\30493020.2 the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4. Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term. The term of this Agreement shall be for one year from the date of execution, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work. 6. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 7. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 8. Standard of Care Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 3 24347.00006\30493020.2 9. Assignment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Agreement (8) Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. 4 24347.00006\30493020.2 (v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. c. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. d. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must 5 24347.00006\30493020.2 specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $1,000,000 per occurrence/$2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. g. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any 6 24347.00006\30493020.2 insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. h. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. i. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. 7 24347.00006\30493020.2 (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. To the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify, and/or hold harmless arise out of Consultant’s performance of “design professional services” (as that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final adjudication that liability under a claim is caused by the comparative active negligence or willful misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault. 13. California Labor Code Requirements. a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any 8 24347.00006\30493020.2 failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). b. If the services are being performed as part of an applicable “public works” or “maintenance” project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 15. City Material Requirements. Consultant is hereby made aware of the City’s requirements regarding materials, as set forth in Request for Proposal, which are deemed to be a part of this Agreement. 16. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Los Angeles, State of California. 17. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and 9 24347.00006\30493020.2 specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 18 Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 19. Organization Consultant shall assign Jeffrey Scott as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 20. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 21. Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: City of Arcadia 240 West Huntington Drive Arcadia, CA 91066 Attn: Eddie Chan Principal Civil Engineer CONSULTANT: Integrated Consulting Group, Inc. 4195 Chino Hills Parkway, Suite 222 Chino Hills, CA 91709 Attn: Jeffrey Scott, Principal, President and shall be effective upon receipt thereof. 10 24347.00006\30493020.2 22. Third Party Rights Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 23. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 24. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 25. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal. 26. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 27. Non-Waiver None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specifically specified in writing. 28. Time of Essence Time is of the essence for each and every provision of this Agreement. 29. City’s Right to Employ Other Consultants City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 11 24347.00006\30493020.2 30. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE] 12 24347.00006\30493020.2 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ARCADIA AND INTEGRATED CONSULTING GROUP, INC. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF ARCADIA INTEGRATED CONSULTING GROUP, INC. By: By: Dominic Lazzaretto City Manager Title: Printed Name: ATTEST: By: Title: By: City Clerk Printed Name: APPROVED AS TO FORM: CONCUR: By: By: _____________________________ Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director 13 24347.00006\30493020.2 EXHIBIT A Scope of Services Scope of Services for the Newcastle Park Precise Scoping Plan shall include, but are not limited, to the following: Conceptual Design Phase: Task 1 – Project Review: ICG and PBLA shall meet with City Staff prior to beginning work to discuss background, scope, objectives, and any other pertinent details of the project. ICG shall also attend periodic meetings with City staff at various stages of the project as needed. Task 2 – Research: PBLA shall conduct record research with the City of Arcadia and the County of Los Angeles for existing improvements and mapping on and adjacent to the site. Compile relevant data and input for a basis of design. Task 3 ‐ Boundary Survey: PBLA shall conduct required field work to locate existing monuments and analyze record mapping to establish overall project boundary. Task 4 ‐ Topographic Survey: PBLA shall provide Topographic Survey at a scale of 1” = 40’ with 1 ft. contours, spot elevations, and all visible man‐made features. Task 5 ‐ Aerial Topography: PBLA shall provide Aerial Topography at a scale of 1” = 40’ with 1 ft. contours, spot elevations, and all visible man‐made features. Task 6 – Title Report and Fees: PBLA shall provide title report and title services to be provided by your designated Title Company. Task 7 – Final Parcel Map: Prepare final parcel map in accordance with City and County standards and methods outlined in the Subdivision Map Act. The map will be processed for recordation. This service will include obtaining bond and fee amounts, governmental agency clearances, and map approval by the City of Arcadia. Task 8 – Encumbrance Map: Consultant shall plot encumbrances shown on a title report that is to be provided by the City. Consultant shall deliver to City an AutoCAD file of the record data map. Task 9 – Geotechnical/Infiltration Report: CW Soils shall prepare a preliminary geotechnical interpretive report (4 copies, 1 PDF) to illustrate the findings, conditions, and recommendations. The report will be prepared in general accordance with the 2016 California Building Code as well as the current accepted professional engineering practices of Southern California. CW Soils shall also prepare an infiltration report in the vicinity of the anticipated infiltration system and in‐situ conduct hydraulic conductivity testing. Infiltration report (4 copies, 1 PDF) will present the results of our findings. 14 24347.00006\30493020.2 Task 10 – Community Outreach & Parks and Recreation Commission: ICG shall conduct three (3) public outreach meetings, three (3) progress meetings with stakeholders, one (1) final design meeting, and one (1) presentation at a Council study session meeting is required. The public outreach shall include meetings with user groups, families of registered program participants, and neighborhood residents to receive input on user needs and community interests. ICG shall prepare a survey for the workshop to gather data. Task 11 – Schematic Site Plan and Renderings: ICG shall prepare two (2) colored schematic site plans of the planned improvements, with cost estimates. Proposed new improvements will include but are not limited to volleyball courts, tennis court, pickle ball court, walkway, tot‐ lot, parking lot, monument, and covered shelter. Task 12 – Schematic Restroom Plan and Renderings: ICG shall explore the potential for a new restroom facility for the site. ICG will evaluate ground‐up and prefab structures and prepare a pros and con list with costs. Additionally, the design team shall prepare colored floor plans and elevation. Task 13 – 3D Visualization: ICG shall capture surrounding site context; model site, landscape, sports courts, playgrounds, and architectural structures, create appropriate lighting, materials, and entourage; render up to 6 high resolution still images and up to 1:30 of HD animated footage. Please visit our web site for a video example www.icg‐inc.org/videos. The 3D visualization is typically used at the City Council final meeting and then placed on City web site for public awareness. Task 14 – Schematic Landscape Plan: ICG shall prepare a schematic landscape planting plan. The landscape plan shall indicate location of proposed trees, shrubs, and ground cover. A planting legend will denote symbols, botanical and common names, size, quantities, photo images, and remarks. ICG will coordinate with staff to ensure the plant material selected are acceptable to the maintenance crews. Task 15 – Site Amenities Plan: Consultant shall utilize the Parks Master Plan to determine the site amenities and prepare a graphic presentation board for the community presentation and final report. Task 16 ‐ Schematic Grading Plan: PBLA shall prepare a schematic grading plan based on the final schematic site plan design that will including pad grades and limits; all slopes, rates of grade, high and low points; required storm drain layout and all existing and proposed contours. Preliminary earthwork quantities are also included. Task 17 ‐ Schematic Utility Plan: PBLA shall prepare a schematic utility plan depicting all underground utilities including storm drain, sewer, and water pipelines, also shown will be surface features such as buildings, utility vaults and curbs. Task 18 – Preliminary Water Quality Management Plan: Based on the geotechnical report noted in Task 9, PBLA shall prepare Preliminary Water Quality Management Plan (WQMP) to identify best management practices for the intended uses of the project in accordance with state, county, and local requirements. 15 24347.00006\30493020.2 Task 19 ‐ Preliminary Hydrology Report: PBLA shall prepare overall on‐site hydrology map and calculations. The map will establish storm runoff and size of storm drain conduits for on‐site systems. This will be coordinated with the overall regional hydrology study for master planned systems. Task 20 – Schematic Electrical Plan: JCA shall prepare electrical schematic documents reflecting proposed new volleyball courts, tennis court, pickle ball court, walkway, tot‐lot, parking lot, monument, and covered shelter lighting. JCA shall prepare a design of conceptual lighting/power for new restroom building, as well as evaluate existing electrical service and determine if a new service is required. Task 21 – CEQA / Categorical Exemption: Based on the uses proposed for the site and the fact the site is less than five acres, our recommendation is to prepare a Categorical Exemption pursuant to CEQA Guidelines section 15332 In Fill Development Projects. The Categorical exemption will include the following: • Prepare a Categorical Exemption following the CEQA Guidelines Appendix E format. • Provide the information and analysis necessary to demonstrate the project satisfies all five conditions listed in CEQA Guidelines Section 15332. • Prepare a Vehicles Miles Traveled (VMT) analysis to document the project would not have traffic impacts. • Submit a screen check categorical exemption to the City for its review and incorporate their comments. • Once the comments are incorporated, submit a screen check categorical exemption to the City for its final review. • Provide the City with a CD of the categorical exemption in Word and PDF. File Notice of Exemption: Upon approval of the project and adoption of the Categorical Exemption by the City, Phil Martin & Associates will file a Notice of Exemption (NOE) with the Los Angeles County Clerk Recorder the day the project and Categorical Exemption are approved. Task 22 – Preliminary Opinion of Construction Cost: ICG will prepare a construction cost estimate including a minimum of a 10% contingency for budgetary purposes through the design process. The estimate will include all proposed items, units, unit costs, quantities, and overall project costs. Task 23 ‐ Final Report: Based on comments from City Council study session and City staff final review, ICG will prepare final report. The final report will include a summary of all findings noted above and conclusions from the Council study session. We will provide all of the work effort in a three‐ring binder in 8‐1/2 x11 and 11x17 format for future staff’s reference (including PDF copies). ICG will also provide two (2) full size colored presentation renderings mounted on foam core. 16 24347.00006\30493020.2 EXHIBIT B Schedule of Charges/Payments Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract. Compensation shall be based on time and materials spent in accordance with the following tasks, not to exceed the total compensation listed below. The schedule of prices is attached as attachment “A” to this Exhibit “B”. 2020 Urban Water Management Plan - $98,380.00 Total Compensation - $98,380.00 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of this agreement. 17 24347.00006\30493020.2 EXHIBIT C Activity Schedule All work shall be completed in accordance with the following schedule: The term of this Agreement shall be for one year from the date of execution. All tasks under Exhibit A shall be adhered to and executed accordingly.