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06-12005_HUNT DESSIGN0 0 CITY CLERK'S DEPARTMENT - ACTION REMINDER TO: Douglas Dumhart, Economic Development Manager FROM: Christy Swanson, Secretary DATE: June 1, 2007 SITUATION: On December 5, 2006, the City of San Juan Capistrano entered into a Personal Services Agreement with Hunt Design to proved planning an design services for downtown way finding and directional signage program. ACTION REQUESTED: Said Agreement states services shall be completed by June 30, 2007. Please notify our office if agreement has been completed or will be extended. ACTION TO BE TAKEN: DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN: SIGNATURE OF OFFICI TA ING ACTION: A izzzo"'eot DATE SIGNED: [P ***FOR CITY CLERK'S DEPARTMENT USE ONLY*** Tickler Date: 06/01/07 Deadline Date: 06/30/07 (600.40/huntdesign) 0 0 CONSULTANT SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 5th day of December, 2006, by and between the San Juan Capistrano Community Redevelopment Agency (hereinafter referred to as the "Agency") and Hunt Design (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, Agency desires to retain the services of Consultant regarding the Agency's proposal to provide planning and design services for downtown way finding and directional signage program; and, WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, Agency 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 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. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2007. Section 3. Compensation. 3.1 Amount. Agency shall pay Consultant upon the submission of required work product prepared to the satisfaction of the Agency for each task as set forth in Exhibit "A" the Scope of Work Total compensation for the scope of services for this Project shall not exceed five thousand dollars ($5,000.00), also set forth in Exhibit "A," attached and incorporated herein by reference. No payments for expenses or labor shall be paid by Agency unless it is related to this Agreement 3.2 Rate Schedule. 0 • The services shall be billed to the Agency at the hourly rate set forth in Exhibit "B," 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. The Agency shall pay Consultant upon the completion of services required hereunder and upon submission of invoice by Consultant for tasks which have been satisfactorily completed. For extra work not part of this Agreement, a written authorization from Agency is required prior to Consultant undertaking any extra work. 3.4 Records of Expenses. Consultant shall keep complete and accurate records of all expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to Agency. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of Agency, and shall obtain no rights to any benefits which accrue to Agency'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 Agency to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the Agency. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the Agency. If Consultant is permitted to subcontract any part of this Agreement by Agency, Consultant shall be responsible to Agency 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 Agency. All persons engaged in the work will be considered employees of Consultant. Agency will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the Agency, 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, including the location of all utilities, and is aware of all conditions there; 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 Agency, it shall immediately inform Agency of this and shall not proceed with further work under this Agreement until written instructions are received from the Agency. 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. At the completion of the contract period, Consultant shall have delivered to Agency 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 Agency shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the Agency. 0 0 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 Agency. All such reports, information, data, and exhibits shall be the property of the Agency and shall be delivered to the Agency upon demand without additional costs or expense to the Agency. The Agency acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. Consultant agrees to protect, defend and hold harmless Agency, 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: $500,000 property damage; n U 0 $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 submitthe 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 Agency's General Counsel 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 Agency's General Counsel 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 coverage's reduced, until after thirty (30) days' written notice is given to Agency, 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. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the Agency has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. Agency 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 Agency: San Juan Capistrano Community Redevelopment Agency 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Douglas D. Dumhart, Economic Development Manager To Consultant: Hunt Design 25 North Mentor Avenue Pasadena, California 91106-1709 Attention: T. Wayne Hunt 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"). 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. 0 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. Agency ATTEST: Dave Adams, Executive Director Consultant MA A T R. MONAHAN, -CITY T. W yne H t, Principal APPROVED AS TO FORM: Z� John R. aw, Agency Attorney Page 7 of 9 C� 0 Exhibit A San Juan Capistrano Wayfinding Construction Administration Services As a continuation of our work with the City of San Juan Capistrano, Hunt Design will provide the following services during the fabrication and installation of the wayfinding program: 1. Assist City in preparation of Bid Documents. 2. Respond to questions from bidders/sign contractors. 3. Assist in review bids from sign contractors for adherence to scope. Review suggested alternates. 4. Review shop drawings, color and materials samples and mock-ups provided by sign contractors. 5. Conduct shop visits to inspect work in progress. 6. Assist in administration and inspection for installation of typical signage elements. 7. Prepare "punch list" of items requiring post installation attention by sign contractor. Work Products: Contractor coordination, submittals review, `punch list." Fee $5,000 Expenses (estimate) $ 250 Page 8 of 9 9 Principal Designer Programming 0 Exhibit B Hourly Rates $150 $120 $110 Technical Drafting $ 80 Page 9 of 9 V O4 S N IbPN C PISBANO� s s F r nrl Mmrmnm � �CTV t)tm'SAN IUPK CAPSTRPNIIi San Juan Capistrano Community Redevelopment Agency TRANSMITTAL TO: T. Wayne Hunt Hunt Design 25 North Mentor Avenue Pasadena, CA 91106-1709 DATE: February 15, 2007 FROM: Maria Morris, Deputy City Clerk (949) 443-6309 0 RE: Consultant Services Agreement — Planning & Design for Downtown Way Finding and Directional Signage Program Thank you for providing documentation confirming compliance with the terms of the agreement related to insurance. Please keep in mind this documentation must remain current with our office during the term of this agreement. If you have questions related to insurance requirements, please call me at (949)443-6309. If you have questions concerning the agreement, please contact Douglas D. Dumhart, Economic Development Manager (949) 443-6316. An original, executed agreement is enclosed for your records. Cc: Douglas D. Dumhart, Economic Development Manager 32400 Paseo Adelanto San Juan Capistrano California 92675 949-493-1171 0 0 CRA 12/5/2006 AGENDA REPORT TO: Dave Adams, Executive Director S*` FROM: Douglas D. Dumhart, Economic Development Manager SUBJECT: Consideration of Approval of Plans and Specifications and Authorization to Receive Bids - Downtown Way -Finding Signage Program (CIP No. R04) City Council Priority No. 7a. By motion, 1. Approve the Plans and Specifications for the Downtown Way -Finding Signage Program prepared by Hunt Design; and, 2. Authorize staff to receive bids from the list of pre -qualified signage contractors. SUMMARY: On July 18, 2006, the City Council adopted Resolution No. 06-07-18-02 approving the Downtown Way -finding Signage Program and directing staff to prepare the necessary plans and specification. Hunt Designs has now completed the Plans and Specifications in accordance with the criteria established by the approving resolution for the Agency Board of Directors' consideration. At this time, staff is requesting the Board review and approval of the Plans and Specifications; approve a list of pre -qualified contractors, and grant authorization to receive bids. BACKGROUND: San Juan Capistrano is a small historic town located directly off Interstate 5. San Juan Capistrano attracts tourists and commuters from all over Southern California and beyond. Due to the amount of traffic coming into San Juan Capistrano, the city has recognized the need for a uniform way -finding sign program. The primary objective is to enhance and complement the City's visual character while providing direction to the traveling public. The way -finding sign program will be beneficial in improving the flow of vehicular and pedestrian traffic, and reducing congestion by providing direction to the destinations and points of interest identified in the table on the following page: 0 Agenda Report Page 2 ► The Interstate 5 Highway. ► The Capistrano Train Station. ► Mission San Juan Capistrano. ► Downtown amenities. 0 December 5, 2006 ► The Los Rios Historic District. ► The Community Center/Sports Park. ► The San Juan Library. ► Public Parking Lots and Restrooms. The scope of the project includes signage design concepts that will improve the signage system by making the signs more readable, attractive, and visible. The aesthetically appealing signage from a design standpoint is intended to be both pedestrian and motorist friendly. Plans and Specifications Plans and specifications have been prepared in accordance with the programs approving resolution. The plans and specifications have been provided to the Board of Directors in the Mayor's office and are on file at the City Clerk's office for public inspection. Abatement Component Part of the program's overall effort to bring clarity to motorist and pedestrian orientation includes the abatement of existing, duplicate, conflicting, and illegible signage. A total of 24 signs have been identified by Hunt Design and city staff for removal as part of the downtown directional way -finding project. Pre -qualified Signage Contractors The downtown directional signage is a specialized procurement project. The project calls for the fabrication and installation of aluminum street signs which have design features and qualities unique to the City of San Juan Capistrano. The specifications called for in San Juan Capistrano's directional sign program require a supplier that has the capacity for customization and proven experience for successful implementation. Hunt Designs has submitted to the city a list of five qualified fabricators they have worked with and believe qualified to handle this project. They include the following: 1. Ampersand. 3400 San Fernando Rd., Los Angeles, CA 90065 2. TFN Architectural Signage Inc. 3411 Lake Center Dr., Santa Ana, CA 92604 3. Architectural Sign Group. 9812 Independence Ave., Chatsworth, CA 91311 4. Architectural Design & Signs, Inc. 2950 Palisades Drive, Corona, CA 92880 5. Adcon. 25217 Via Tanara, Valencia, CA 91355 Staff is requesting the Agency Board of Directors authorize staff to receive bids from the above list of pre -qualified firms. 0 0 Agenda Report Page 3 California Environmental Quality Act December 5, 2006 The proposed way -finding signage program has been found to be categorically exempt pursuant to Section 15301 "Existing Facilities" Class 1(c.), which deals with operation of existing streets and highways that involve no expansion of use, because signage is proposed in ROW or existing parking lots. A Notice of Exemption "NOE" was posted on June 13, 2006. FINANCIAL CONSIDERATIONS: Funding for the design of a Downtown Directional Sign Program was identified in the Redevelopment Agency's Five Year (2005-2009) Implementation Plan. Funding for the signage and installation has been included in the FY 06/07 budget. An estimated cost breakdown of the recommended way -finding project along with a unit count of signs by type is contained in the table below. Sign Exist. Types Quantity Unit Cost Ext. Cost New Pole Pole Ext. Cost V-01 2 $650.00 $1,300.00 $2,400.00 $3,700.00 V-01 2 $650.00 $1,300.00 X $1,300.00 V -02(A) 5 $550.00 $2,750.00 $6,000.00 $8,750.00 V -02(A) 1 $550.00 $550.00 X $550.00 V -02(B) 8 $900.00 $7,200.00 $9,600.00 $16,800.00 V-02 (B) 10 $900.00 $9,000.00 x $9,000.00 V-03 (S/F) 1 $300.00 $300.00 $1,200.00 $1,500.00 V-03(S/F) 3 $300.00 $900.00 X $900.00 V-03 (D/F) 1 $600.00 $600.00 $1,200.00 $1,800.00 V-03 IMF) 2 $600.00 $1,200.00 X $1,200.00 V-04 1 $350.00 $350.00 $1,200.00 $1,550.00 V-04 4 $350.00 $1,400.00 X $1,400.00 V-05 2 $4,500.00 $9,000.00 $9,000.00 P -01(A) 3 $700.00 $2,100.00 $1,200.00 $3,300.00 P-01 (A) 3 $700.00 $2,100.00 X $2,100.00 P-01 (B) 3 $800.00 $2,400.00 $3,600.00 $6,000.00 P-01 (B) 5 $800.00 $4,000.00 X $4,000.00 M-01 2 $3,500.00 $7,000.00 $2,400.00 $9,400.00 M-02 11 $500.00 $5,500.00 X $5,500.00 T-01 7 $400.00 $2,800.00 X $2,800.00 Total Signs 76 Total Ext. Cost $90,550.00 Installation (All New Signs) $8,500.00 " Post is part of sign fabrication. Removal Abatement $4,500.00 Total Fabrication/Installation $103,550.00 Contingency -15% $15,532.00 Grand Total $119,082.00 0 Agenda Report Page 4 December 5, 2006 COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: N/A NOTIFICATION: Hunt Design* * Provided with copy of staff report. By motion, 1. Approve the Plans and Specifications for the Downtown Way -Finding Signage Program prepared by Hunt Design; and, 2. Authorize staff to receive bids from the list of pre -qualified signage contractors. Respectfully submitted, Douglas D. Dumhart Economic Development Manager Attachment 1: Plans and Specifications for the Downtown Directional Signage Project. C� Attachment 1 Plans & Specifications for the Downtown Directional Signage Project The plans and specifications have been provided to the Board of Directors in the Mayor's Office and are on file at the City Clerk's Office for public inspection. 0 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493-1171 (949) 493-1053 FAX www.sanjuancapistrano.org December 8, 2006 T. Wayne Hunt Hunt Design 25 North Mentor Avenue Pasadena, CA 91106-1709 Dear Mr. Hunt: 0 MEMBERS OF THE CITY COUNCIL SAM ALLEVATO THOMAS W. HRIBAR MARK NIELSEN JOE SOTO DR. LONDRES USO An agreement to provide planning and design services for downtown way finding and directional signage program is in the process of being executed. It will be issued upon receipt of required documentation related to contract terms under Section 14. Insurance. Insurance evidence may be faxed to (949) 493-1053 — ATTENTION CITY CLERK -- followed by original signed documents. I have enclosed a copy of the agreement terms for your reference in supplying this documentation. If you have questions specific to the contact, please contact the project manager, Douglas Dumhart, Economic Development Manager (949) 443-6316. Please call me at (949) 443-6309 if you have questions regarding the forms of insurance needed. Enclosure conomic Development Manager San Juan Capistrano: Preserving the Past to Enhance the Future 404 Printed on recycled paper