17-0919_RRM DESIGN GROUP, INC_2nd Amd to Personal Services Agreement SECOND AMENDMENT
TO THE PERSONAL SERVICES AGREEMENT
1. Parties and Date.
This Second Amendment to the Personal Services Agreement is made and entered into as of
this 19th day of September, 2017, by and between the City of San Juan Capistrano, a municipal
organization organized under the laws of the State of California with its principal place of business
at 32400 Paseo Adelanto, San Juan Capistrano, California 92675 ("City") and RRM Design Group,
Inc. ("Consultant"). City and Consultant are sometimes individually referred to as "Party" and
collectively as"Parties."
2. Recitals.
2.1 Original Agreement. The City and Consultant have entered into an agreement
entitled "Personal Services Agreement" dated August 31, 2014 ("Agreement") for the purpose of
retaining the services of Consultant to provide preliminary design services for the Verdugo Street
Beautification Project—CIP 14106 ("Project").
2.2 Amendment Purpose. The City and Consultant desire to amend the Agreement to
allow Consultant to provide additional design services for the Project by adding additional scope to,
extending the term of, and increasing the compensation under the Agreement.
3. Term.
3.1 Amendment. Exhibit "A" of the Agreement is hereby amended to add the additional
services set forth in Attachment A to this Second Amendment. Attachment 1 is attached hereto and
incorporated herein by this reference.
3.2 Amendment. Section 2 of the Agreement is hereby amended to read in full as
follows:
This Agreement shall commence on the effective date of the Agreement and shall
terminate, and all services required hereunder shall be completed no later than April
1,2018.
3.3 Amendment. Section 3.1 of the Agreement is hereby amended to authorize additional
compensation in accordance with the following:
Compensation for services set forth under Attachment A to this Second Amendment
that are satisfactorily rendered by Consultant shall not exceed the total amount of
$81,440 without the prior written consent of the City and shall be at the rates
specified in Attachment A to this Second Amendment.
3.4 Continuing Effect of Agreement. Except as amended by this Second Amendment, all
other provisions of the Agreement remain in full force and effect and shall govern the actions of the
parties under this Second Amendment. From and after the date of this Second Amendment,
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whenever the term "Agreement" appears in the Agreement, it shall mean the Agreement as amended
by this Second Amendment and the First Amendment. In the event of any conflicts between this
Second Amendment and the terms of the First Amendment and the Agreement,the provisions of this
Second Amendment shall govern.
3.5 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they
have each received adequate and independent consideration for the performance of the obligations
they have undertaken pursuant to this Second Amendment.
3.6 Severability. If any portion of this Second Amendment is declared invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall
continue in full force and effect.
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61147.02100\29825199.1
SIGNATURE PAGE
TO
SECOND AMENDMENT
TO THE PERSONAL SERVICES AGREEMENT
CITY OF SAN JUAN CAPISTRANO RRM DESIGN GROUP, INC.
Approved By 111-1 /2--Sie , City anager Signature
7-29- (7 Mike Sherrod, ASLA, PLA, LEED AP
Date Name
Attest : Principal
,, � Title
ri orris, i� Clerk September 22, 2017
Date
Approved As T. : :
City Attorney iiiiiiillI
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61147 02100\29825199.1
. .
rrrn
design
group
September 18, 2017
ATTACHMENT A
RE: VERDUGO STREET BEAUTIFICATION PROJECT
Amendment#2
Introduction
RRM Design Group will work with the City of San Juan Capistrano to make design revisions to
the two concept plans for Verdugo Street Beautification Project. The revised concept plan
alternatives will include coordination and review of the 2007 concept plan and the 2014 concept
plans to find the preferred design elements from each plan to combine into one final concept
plan. The project area will consist of Verdugo Street Right-of-Way from Camino Capistrano
intersections to Los Rios Street(not including improvements in the rail track ROW).This
design effort requires a topographic survey for an accurate base plan, concept design alternative
revision plans of 2007 and 2014 plans, design review meetings with city staff, Design Review
Committee (DRC), Planning Commission to review updated concept plan,final concept plan and
estimates, and a presentation to City Council.The following description outlines the detailed
scope of services.
I. SCOPE SUMMARY
Task A: Project Coordination Services
Subtask A.01: Project Coordination and Management
Subtask A.02: Kickoff Meeting and Project Development Team (PDT) Meetings
Task B: Pre-Design Services
Subtask B.01: Data Collection and Review
Subtask B.02: Topographic Survey and Title Reports
Task C: Concept Design Refinements
Subtask C.01: Concept Design Alternatives and Estimate
Subtask C.02: Final Concept Plan and Estimates
Subtask C.03: Design Review Committee (DRC) Presentation
Subtask C.04: Planning Commission Meeting
Subtask C.05: City Council and Committee Presentations
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VERDUGO STREET BEAUTIFICATION PROJECT
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H. DETAILED SCOPE OF SERVICES
TASK A: PROJECT COORDINATION SERVICES
Subtask A.O I: Project Coordination and Management
RRM's project manager will coordinate with City and design staff on an on-going basis
throughout the concept design phase. This task includes review, and day-to-day project
coordination efforts including project schedule tracking, progress memos, invoice
reporting, quality control, general correspondence and telephone conferencing as
required to support City staff during the Project's development.
Deliverables: - Memos, meeting minutes, project schedule, general correspondence for
document control, compiled in electronic file.
Subtask A.02: Kickoff Meeting and Project Development Team (PDT)
Meetings
RRM's project manager, and appropriate team memberas necessary, will prepare for and
facilitate up to three (3) PDT meetings and one (I) Kickoff meeting. These meetings will
provide an opportunity to collectively review, discuss, and clarify any design issues so that
work may proceed in an efficient manner. The PDT meetings can be flexible to occur on
other project milestones such as following the stakeholder meeting, DRC review, and
other internal review and comments to maximize on time efficiencies as needed.
Deliverables: - One (1) Kickoff meeting
- Prepare for and facilitate up to three (3) PDT meetings.
- Prepare and distribute meeting notes.
TASK B: PRE-DESIGN SERVICES
Subtask B.01: Data Collection and Review
RRM will collect from the City all relevant data for the design effort, and includes the
following:
• Previous current engineering studies in the road way
• Geotechnical investigations and reports in the roadway
• Available right-of-way mapping
• Previous traffic studies
• As-Built drawings of relevant projects within the road right-of-way (some files
already obtained)
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• Underground and/or overhead public utility maps in AutoCAD format
• Standard City details and specifications
• Sample bid documents (plans and specifications) from recent similar projects
RRM will review previous pedestrian counts for the Verdugo and the transit stop,
Our Design Team will review this data for completeness and may request additional
information from the City, as necessary, to help further identify the project area's
opportunities and constraints. This data will be useful in identifying the physical,
jurisdictional and land use constraints of the corridors, and will play a critical role in
assessing all aspects of proposed streetscape improvements.
Deliverables: - Collect and review relevant data as noted above.
Subtask B.02:Topographic Survey and Title Reports
This task will include the surveying and mapping of The Project limits. The survey task
will be based on a "not to exceed" approach.
Verdugo Street Right-of-Way
• Verdugo Street from I' outside the edge of the Rail ROW to Camino Capistrano
Intersection
• 100' North and South along Camino Capistrano from the intersection with
Verdugo Street
• Verdugo Street west side of rail tracks, I' outside west side rail track ROW to
the edge of Los Rios Street existing pavement.
Arguello W.y Right-of-Way
• Arguello Way (alley) from Camino Capistrano street edge to the Verdugo Street
parking lot east curb edge.
Survey mapping will include the following detail items:
• Contours at two-foot intervals with spot elevations
• Detailed mapping of surface features at I" = 20' scale
• Tree trunks diameter with drip lines
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• Structures, striping, fences, walks, driveways, curbs, gutters, the edge of the
pavement, utility and light poles, building entrances and wall frontage and other
pertinent planimetric features
• Surface evidence of utilities within project limits as well as identified
underground utilities
• Cross sections at 25-foot intervals when necessary
• Vertical and horizontal project control
Deliverables:
• Digital base map in Civil3d format to be used in construction documents
• Title reports within survey boundary
OPTIONAL SURVEY TASK
• Detailed right-of-way and parcel research
• Boundary control to establish right-of-way along project limits
TASK C: PRELIMINARY DESIGN SERVICES
Subtask C.O I: Concept Design Revision and Cost Estimates
Based on the outcome of the Stakeholder Meeting, and design direction from the
Project Design Team (PDT) meeting, RRM will develop the Concept Plan update. At this
stage, the Project's design features such as:
• Intersection treatments
• LID measures
• Lighting options
• Curb bulbouts
• Street furnishing options
• Bike facilities
• Wayfinding signs
• Paving
• Crosswalk striping and other pedestrian improvements
The design alternative elements will be clearly communicated and packaged for
presentation back to the PDT at a regular PDT meeting and to prepare concept
alternatives for the upcoming Stakeholder Meeting.
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The schematic design plan refinement package will be communicated through a
combination of plan view graphics and sections, photo images, and sketches. The
alternatives will include concept level cost estimates. The package will be provided to
the City's Project Manager for distribution in advance of the upcoming PDT meeting.
Deliverables: - Concept Plan Revision package and cost estimates.
Subtask C.02: Final Concept Design Plans and Cost Estimates
Following the review with City Staff comments and input from the City-lead Stakeholder
Meeting, RRM will develop the Final Concept Design Plan package. At this stage, the
Project's design features such as the intersection treatments, LID measures, lighting
options, crosswalk striping, site amenities, and other pedestrian improvements will be
clearly communicated and packaged for presentation back to the PDT at a regular PDT
meeting and in refinement for the upcoming City Council Meeting.
The Final Concept plan refinement package will be communicated through a
combination of plan view graphics, sketches, photos, and sections. The design plans will
include concept level cost estimates. The package will be provided to the City's Project
Manager for distribution in advance of the upcoming PDT meeting.
Deliverables: - Final Concept Plan and Cost Estimates package.
Subtask C.03: Design Review Committee (DRC) Presentation
RRM will work with City staff to prepare a presentation to DRC of the Final Concept
Plan
Deliverables: -Prepare for and conduct DRC presentation
Subtask C.04: Planning Commission Presentation
RRM will work with City staff to prepare a presentation to the Planning Commission of
the Final Concept Plan.
Deliverables: - Prepare for and conduct Planning Commission presentation
Subtask C.05: City Council Presentation
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RRM will prepare for and attend one (I) City Council hearing to present the Final Concept Plan
document. The Concept Plan package will be communicated through a combination of plan view
graphics and sections and sketches both as hard copies and in a PowerPoint formal presentation
Deliverables:
• Prepare for and conduct one (I) Concept Plan Presentations.
CLIENT RESPONSIBILITIES
• Permitting (City will acquire the permits. RRM will respond to plan check comments)
• Bid and contract"boiler plate" documents, such as invitation, instructions,
general and special conditions, contract forms, insurance, forms, etc.
• Document distribution for technical reviews, bidding, and construction
• Primary project contact person
• Meeting notification, facility, logistics and refreshments
• Geotechnical Report
• Reimburse RRM for Title Report Fees
LIMITATION OF SCOPE
Please note that the tasks to be performed by the RRM team are limited to those
outlined above. This scope of services excludes the following:
• Environmental documentation (CEQA/NEPA)
• Construction Documents
• Independent verification of accuracy of City-provided information
• Off-site utility analysis
• Hazardous Materials testing, reports, or recommendations for removal
• Geotechnical Report
• Payment of Fees and Permits
• SUSMP and SWPPP (exempt - less than one acre)
• Survey or any design work within the Railroad Right-of-Way
• Permits or fees for Railroad
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Any additional services that RRM Design Group is asked to perform over and above the
tasks described above will be billed on a negotiated and City-approved fixed fee or
hourly basis as additional services.
ATTACHMENT Al — VERDUGO STREET EAUTI:ICAT'ON —AMENDMENT 2
TASK AND FEE SUMMARY
TASK DESCRIPTION FIXED FEE
(sec footr�ic,j
Task A f Project Initiation
A.I Project Coordination and Management $ 10,600
A.2 Kickoff Meeting/Site Walk and Project Design Team (PDT) Meetings $ 6,480
Task A Subtotal I $ 17,080
Task B Design Development
B.I Data Collection and Review $ 1,680
B.2 Topographic Surveying and Title Reports $ 17,360
Task B Subtotal $ 19,040
Task C Construction Documents "A" Permit and "B" Permit
C.I Concept Design Alternatives and Estimates $ 24,230
C.2 Final Concept Design Plan and Estimates $ 15,050
C.3 DRC Presentation $ 1,640
C.4 i Planning Commission Meeting $ 950
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C.5 City Council Meeting $ 950
Task C Subtotal $ 42,820
SUMMARY OF FEES: $ 78,940
Reimbursable Expenses: $2,500
PROJECT TOTAL: $81,440
Reimbursable Expenses
Incidental expenses incurred by RRM Design Group, or any subconsultant it may hire to
perform services for this project, are reimbursed by the client at actual cost plus 10%to cover
its overhead and/or administrative expenses. Reimbursable expenses include, but are not limited
to, reproduction costs, postage, shipping and handling of drawings and documents, long-distance
communications,fees paid to authorities having jurisdiction over the project, the expense of any
additional insurance requested by client in excess of that normally carried by RRM Design
Group or its subconsultants, project expenses Title Report fees, renderings, and printing and
other project related expenses. Reimbursable automobile travel mileage will be billed at the
current IRS business standard mileage rate.
I. PROECT SCHEDULE
TASK A: PROJECT COORDINATION SERVICES
Subtask A.01: Project Coordination and Management—(Sep. 30 thru January 2018)
Subtask A.02: Kickoff Meeting—(Oct 03, 2017)
TASKS: PRE-DESIGN SERVICES
Subtask B.0 I: Data Collection and Review—(Sep thru Oct. 20 17)
Subtask B.02: Topographic Survey and Title Reports—(Base Plan by: Oct. 02, 2017)
TASK C: CONCEPT DESIGN REFINEMENTS
Subtask C.01: Concept Design Alternatives and Estimate—(Nov. 15, 20 17)
Subtask C.02: Final Concept Plan and Estimates—(Dec. 06, 2017)
Subtask C.03: DRC Presentation—(Dec. 14, 2017)
Subtask C.04: Planning Commission —(Jan. 09, 2017)
Subtask C.05: City Council and Committee Presentations—(Feb. 06, 20 18)
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