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02-1205_RJM DESIGN GROUP, INC._Personal Services AgreementPERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this V day of by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and RJM Design Group, Inc. (hereinafter referred to as "Consultant'). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to provide landscape architectural consultant services for the Orange County Head Start site; and, WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in the Consultant's proposal dated July 11, 2002 (Exhibit "A") attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Tenn. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than January 1, 2004. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed twelve thousand dollars ($12,000), per the consultants proposal dated July 11, 2002 attached and incorporated herein by reference. 3.2 Rate Schedule. The services shall be billed to the City at the hourly rate set forth in Exhibit "A," attached and incorporated herein by reference. Included within the compensation are all the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the City representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services, which have been satisfactorily completed and specifying a percentage of projected completion for approval by the City. The City will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. 3.4 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. 2 Section 6. Changes to Scone of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, Nie Ieeafie of '*and (3) it understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. Work Product. At the completion of the contract period, Consultant shall have delivered to City at least one (1) copy of any final reports and architectural drawings containing Consultant's findings, conclusions, and recommendations with any support documentation. All reports submitted to the City shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the City. Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. Consultant agrees to protect, defend and hold harmless City, its elected and appointed officials and employees from any and all claims, liabilities, expenses or damages of any nature, including attorneys' fees, for injury or death of any person or damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A - Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in the following minimum amounts: 4 $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 14.3 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement to the Consultant's general liability and umbrella liability policies to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.5 Errors and Omissions Coverage Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 5 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition, this Agreement may be terminated for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn.: Public Works Director To Consultant: RJM Design Group, Inc. 31591 Camino Capistrano San Juan Capistrano, CA 92675 Attention: Larry Ryan Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). n Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: R. Monahan, APPROVED AS TO FORM: John R. haw, City Attorney Chi 7�'. WITNIF1 E, _ : _ ► e City Manager CONSULTANT 7 n July 11, 2002 Mr. Joe Mankawich MUM DESIGN GROUP, INC. PLANNING AND LANDSCAPE ARCHITECTURE Associate Engineer City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 RE: Proposal for Professional Design Services Head Start Center Dear Joe: As you have requested, we are pleased to submit this proposal for landscape architectural services for the Head Start Center in the City of San Juan Capistrano. SCOPE OF WORK The following is a summary of our scope of work as it relates to the development to be included under this agreement: DESIGN DEVELOPMENT A. Identify and determine all major landscape architectural components, sizes, and locations. B. Coordinate Design Development design specifically with architectural and civil engineering site plans. (walks, walls, and fencing locations and details improvement plans. C. Assemble product literature and preliminary details explaining and illustrating all components and/or systems being utilized. D. Prepare Landscape Design Development plan. Head Start Center 002-103R 11/26/02 EXHIBIT "A" 2. CONSTRUCTION WCUMENTS A. Attend 1 (one) coordination meetings. B. Coordinate with other consultants. C. Prepare Construction Documents: 1. Construction layout plan (walks, fences and walls) 2. Irrigation Plan 3. Details Note: Construction, grading, sewer, water and electrical improvement plans are note included within this scope of work. D. Prepare typed final technical specifications (Part 2 and Part 3) utilizing the "Greenbook" format. General provisions are to be provided by the City. E. Revise drawings for (2) plan checks by reviewing city departments. F. Final itemized cost estimate. G. Submit final plans to City for printing and distribution to bidders. 3. BIDDING AND NEGOTIATIONS A. Respond to City with all clarifications and addenda items. B. Provide addenda to City as required to clarify project documents. C. Assist with post -bid analysis of landscape architectural components, if required. 4. CONSTRUCTION AND POST CONSTRUCTION A. Provide 2 (two) field observation trips and 1(one) final job site observation. B. Provide clarifications when required. C. Review shop drawings and submittals. D. Prepare landscape architectural final punch list. E. Review contractor provided "as -built' drawings. Head Start Center 2 002-103R 11/26/02 COMPENSATION BASIC FEE Compensation for the above professional services will be billed on an hourly basis for an estimated not to exceed fee of $12,000.00. This fee includes all costs to be incurred by the Landscape Architect with the exception of selected supplemental services and all reimbursable expenses. The fee will be as follows: Design Development Phase $2,500.00 Construction Document Phase $8,000.00 Bidding and Negotiations Phase (Hourly as requested) $ 00.00 Construction and Post Construction Phase (Hourly as requested) $ 1000.00 TOTAL $11,500.00 2. REIMBURSABLE EXPENSES (Estimate $500) When incurred, the following project expenses will be billed at cost plus 15% handling fee: Reprographic printing, plotting, postage and delivery services. Site measurement, survey or grade checking to determine "as built" conditions. Permits, plan check and inspection fees Soils testing Arborist for review of existing trees. Verification of existing "as built" irrigation infrastructure. fJ lug' UrIM-10 Payments will be due and payable on a monthly basis following the completion of any substantial phase of work. Carrying charges for overdue accounts beyond 30 days of billing date are charged at 1-1/2% of the amount due, compounded monthly. 4. SUPPLEMENTAL SERVICES The following services will be performed at your request, and shall be considered additional services to the above, reimbursable on an hourly basis: A. Preparation of AB325 Controller Charts (if required). B. Revisions to the preliminary landscape plan as a result of agency review or significant site plan refinements shall be per the attached standard hourly rates. C. Revisions to the work following authorization by client to proceed with working drawings, changes in scope or modification of the project, design of and/or participation in work beyond the designated site. Head Start Center 002-103R 11/26/02 D. Formal biddies procedures and/or contract negotiations with contractors. E. Providing additional on-site observation during construction ($300.00 per trip). Compensation for supplemental services will be on an hourly basis at our standard rates as follows: RJM DesignGroup. Inc. PRINCIPAL LANDSCAPE ARCHITECT DESIGNER SENIOR DRAFTSPERSON JUNIOR DRAFTSPERSON FIELD OBSERVATION WORD PROCESSOR $110 - $130 per hour $100.00 per hour $ 90.00 per hour $ 60 - $75 per hour $ 60.00 per hour $ 90.00 per hour $ 48.00 per hour Fees will be escalated each August 1 st, 2003, in accordance with any increase in the Consumer's Price Index or other mutually agreed upon cost index. 5. CONSULTANTS A. No special consulting services are included as part of the professional services. B. If it is in the interest of the project to engage or retain the services of any other consultants (civil engineer, structural engineer or electrical engineer), then upon Client's written authorization, RJM Design Group may engage or retain any such consultant, and the engagement of each consultant shall be an expenditure reimbursable to RJM Design Group, plus a 15% coordination fee. C. Should the services of an arbortist, horticultural, surveyor, geologist or soils engineer be required, the Client shall select, retain or engage such consultant directly. Thank you for the opportunity to submit this proposal. We look forward to working with you on this exciting project. Sincerely, RJM DESIGN GROUP, INC. I"tLarry P Ry L. ., #LA2502 Princip Head Start Center 002-103R 11/26/02 2 & ° Satu � ~k | \ A \ u § k k § Ik w - LL ( LU > o Wk)< « f/ 82L ] §�}\ a )G§ ��) =QG « � u 2 & ° Satu ~k | # A \ § k § Ik - / > o « f/ CD ] ��)