04-0217_THIRTIETH STREET ARCHITECTS, INC._Agenda Report0
PERSONAL SERVICES AGREEMENT
v
THIS AGREEMENT is made and entered into this � da day of
2004, by and between the City of San Juan Capistrano (hereinafter referred to as th
"City") and Thirtieth Street Architects (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to Prepare plans and specifications for the Rehabilitation of the San Juan
Capistrano Regional Library ; 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 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 December 31, 2004
Section 3. Compensation.
3.1 Amount.
Total compensation forthe scope of services for this Project shall not exceed
Fifty Six Thousand Six Hundred and Forty Dollars ($56,640.00), as set forth in Exhibit "B,"
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
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"E," 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.
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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 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, 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 underthis 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 furtherwork 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 complywith 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 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
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of the City.
Section 12. Ownership of Documents.
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All reports, information, data and exhibits prepared or assembled by Consultant in
connection with the performance of its services pursuant to this Ag reement 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.
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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;
$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 using ISO form CG 20 10 11 85 (in no event with an edition date later than 1990)
to the City'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 City's General Counsel for certification that the
insurance requirements of this Agreement have been satisfied.
14.6 Notice of Cancel Iation/Termination of Insurance.
The above policy/policies shall notterminate, 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.
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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
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: Director of Engineering & Building
To Consultant: Thirtieth Street Architects
2821 Newport Blvd.
Newport Beach, Ca 92663
Attn: John C. Loomis
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.
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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.
IN WITNESS WHEREOF, the parties hereto
CITY
By: `—,
Joe Soto,
executed this Agreement.
ISTRANO
' John C. Loomis
ATTEST: G', �'� (00,P7:
R. Monahan, City Clerk
AS TO FORM:
John R. S aw, City Attorney
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Exhibit "A" Scope of Work
Based on the City's RFP, a field visit and discussions with the City's Project Manager, we
propose the following Scope of Work for the project.
Services Provided by TSA
• Architectural Design
• Landscape Architecture and Irrigation Design
• Electrical Engineering
• Civil Engineering
• Structural Engineering
• Cost Estimating
Services Provided by City of San Juan Capistrano
• Hazardous Materials Report
• Dryrot Report
• Termite Report
• Mold and Mildew Report
• Destructive Testing and Repair of Finishes
Phase 1, Assessment of Existing Conditions
1.1 The Architect shall attend a kick-off meeting with the City to verify program requirements,
establish an expeditious work schedule including the identification of all major meetings,
submittal and approval dates, discuss budget requirements and other pertinent project
matters.
1.2 The Team shall review the existing database including the original Construction
Documents, Soils Report, and the reports by Christopher Construction and Friess Company
Builders.
1.3 The Civil Engineer shall prepare a detailed localized topographic survey around the
building perimeter and garden areas to identify existing drainage patterns of planters,
paving and existing grade.
1.4 The Landscape Architect shall assess the condition of the existing landscape and irrigation
system.
1.5 The MPE Engineer shall assess the condition of the exterior lighting and exposed conduit
at pergolas, etc.
1.6 The City shall have prepared a hazardous materials and termite report, dryrot report and
mold and mildew report.
1.7 The City shall open up various building cavities etc. where needed for inspection by the
Team as directed by the Architect. This work will be accomplished during non -hours of
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library operation and debris will be removed offsite to minimize any disruption to library
functions. The City shall provide temporary weather protection to these areas during the
Assessment Phase of work. Permanent repairs to these areas disturbed will be included in
the Scope of the Work in the Bid Package.
1.8 All field work shall be coordinated with the City and the Orange County Library.
1.9 Based on the reports by Christopher Construction and the Friess Company Builders, the
Architect shall conduct a field reconnaissance with the entire Consultant Team to access
existing conditions and to identify the extent of deterioration and to identify causes of
deterioration, damage, or distress.
1.10 The Architect shall meet with the City on a periodic basis as required.
1.11 The Architect shall summarize the Team's findings in a brief written report.
Assessment of Existing Conditions Products:
• Written report summarizing existing conditions and extent and causes of deterioration.
Phase 2, Preliminary Design
2.1 Based on the identified assessment of existing conditions, areas of deterioration and causes
of deterioration, the Architect shall prepare for review by the City alternative design
solutions to repair the damage, mitigate the cause of the deterioration, other suggestions or
improvements to minimize future deterioration and to minimize future maintenance.
Recommendations shall include site drainage, landscape improvements, irrigation
modifications, exterior lighting and electrical, as well as building envelope
weatherproofing. All work shall be designed to be invisible and not impact the appearance
of the existing library.
2.2 The Cost Estimator shall prepare cost estimates for each of the alternatives.
2.3 The Architect shall meet with City staff and present the alternatives.
2.4 The Architect shall coordinate with City and County as required.
2.5 After the selection of the "preferred" alternatives by the City, the Architect shall prepare
for review a final design package identifying all elements of the proposed repairs and
preventative work, and a preliminary cost estimate for the work.
2.6 The Architect shall coordinate with the consultants as required.
2.7 The Architect shall assist the City in obtaining Design approvals from the City of San Juan
Capistrano.
2.8 The Architect shall include one presentation to the City Council if required.
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Preliminary Design Products:
Preliminary alternatives and cost estimates.
Final Design package including final design cost estimate.
Phase 3, Construction Documents and Bidding
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3.1 Based on the selected design alternatives and any further adjustments in the scope or
quality of the project, or in the construction budget authorized by the City, the Architect
shall prepare for approval by the City, Construction Documents consisting of Drawings and
Specifications setting forth in detail the requirements for the construction of the project.
3.2 The Architect shall advise the City of any adjustments to previous preliminary estimates of
construction cost indicated by changes in requirements of general market conditions.
3.3 The Architect shall assist the City in filing the documents required for the approval of
government authorities having jurisdiction over the project.
3.4 The Architect shall coordinate approval of the Construction Documents by the City and
shall make any revisions or additions as necessary.
3.5 The Architect, following the City's approval of the Construction Documents and of the
latest preliminary estimate of construction cost, shall prepare the bid package and assist the
City in obtaining bids and assist in awarding and preparing contracts for construction.
3.6 The Architect and all consultants shall attend a pre-bid meeting for the Project at the
project site.
3.7 The Architect shall respond to all Contractor questions concerning the architectural and
technical matters during the bidding and shall act as a "clearing house" for all questions for
the consultants.
3.8 The Architect shall issue Addenda clarifying Contractor's questions during the bidding
period.
Construction Documents and Bidding Products:
• A complete set of Construction Documents including all Drawings, Specifications and
contract language along with all other documentation required as part of the bid package.
All building systems will be descriptively diagrammed to fully illustrate their proposed
scope and functions.
• A detailed construction cost estimate and summary in C.S.I. format with individual line
items including unit costs, quantities, and total quantity costs.
• Questions Log.
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Phase 4, Construction Observation
4.1 The Architect's Project Manager shall visit the site on a bi-monthly basis during
construction or as otherwise agreed by the City in writing to become generally familiar
with the progress and quality of the Work, and to determine in general, if the Work is
proceeding in accordance with the Contract Documents. Additional site visits may be
required from time to time, however, the Architect shall not be required to make exhaustive
or continuous on-site inspections to check the quality or quantity of the Work. On the basis
of such on-site observations as an Architect, the Architect shall keep the City informed of
the progress and quality of the Work.
4.2 The Consultants shall visit the site at intervals appropriate to the stage of construction or as
otherwise agreed by the Architect and the City to become generally familiar with the
progress and quality of the Work and to determine if the Work is proceeding in accordance
with the Contract Documents. The consultants shall not be required to make continuous or
exhaustive on-site inspections to check the quality or quantity of the Work.
4.3 The Architect shall review and take appropriate action upon those Shop Drawings, product
data and samples required of the Contractor by the Contract Documents, but only for the
limited purpose of checking for general conformance with the visual aesthetic design
concept as expressed in the Contract Documents. The Architect shall not be responsible for
any deviation between (1) the Shop Drawings; and, (2) the Contract Documents and field
conditions.
4.4 When the Work is substantially complete, the Architect and the entire consultant team shall
walk the job with the County and the General Contractor and shall prepare a Final Punch
List describing all incomplete or unsatisfactory areas of the Work. After the General
Contractor has completed all items on the Punch List, the Architect and the entire
consultant team shall make a final walk-through to verify that all items have been
completed. The Architect shall assist the City with final project closeout as required.
4.5 The City shall provide Contractor with a set of prints of the original Contract Document
drawings at the commencement of construction. The Contractor, at the Contractor's sole
expense, shall maintain and keep up to date during the course of the Work, as -built
sketches and notes which accurately document any and all changes or deviation from the
Contract Document drawings. The Contractor is solely responsible for the accuracy and
completeness of these marked -up drawings. These drawings shall be available for review
by the City and Architect at any time during the course of construction.
Construction Observation Products:
• Field Orders.
• Proposals Requests.
• Change Orders.
• Final Punch List.
• Final Letter Recommending Acceptance of Project.
Page 4
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Exhibit "C". Professional Fees
Phase
Lump Sum Fee
Reimbursable
Total
Photography
1.15 x Invoice
Allowance*
$1 fax
Phase 1, Assessment of Existing
$15,180
$650
$15,830.00
Conditions
Phase 2, Preliminary Design
$14,750
$600
$15,350.00
Phase 3, Construction
$19,700
$550
$20,250.00
Documents and Bidding
Phase 4, Construction
$4,710
$500
$5,210.00
Observation
Total
$54,340.00
$2,300.00
$56,640.00
*Excludes Building Sets
Exhibit "D", Reimbursable Costs
Reimbursable Cost List
The following is a listing of rates for all reimbursable expenses which will be billed on an actual
cost x 1.15 basis to cover the cost of processing and bookkeeping. Total reimbursable expenses
shall not exceed the maximums for each phase listed in the Fee Proposal.
Blueprinting
1.15 x Invoice
Copying
.25/page
Photography
1.15 x Invoice
Faxes
$1 fax
In-house Blueprints
$1/sheet
Other Expenses*
1.15 x Cost
Exhibit "E", Hourly Billing Rates
The following is a listing of hourly billing rates for all Consultants. If Extra Services are
requested in writing by the City, they shall be billed at the following rates:
Architect
Principal $125/hr
Licensed Architect $90/hr.
Draftsperson $65/hr.
Structural Engineer $125/hr.
Civil Engineer $125/hr.
Electrical Engineer $115/hr.
Landscape Architect $110/hr.
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Exhibit "F", Time of Performance
Phase
Phase 1, Assessment of Existing Conditions
Phase 2, Preliminary Design
Phase 3, Construction Documents and Bidding
Phase 4, Construction Observation
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11
Time to Complete
3 Weeks
3 weeks
4 weeks
as required
Client#: 6445
&THIRTSTRE
,AyQRD,„. ERTIFIC E OF LIABILITY
C
INSURANCE
5/17/MIDD/YVYY)
OS/17I04
,'y'ODUCER t
Dealey, Renton & Associates
P. O. Box 10550
Santa Ana, CA 92711-0550
714 427-6810
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE NAIC #
INSURED
Thirtieth Street Architects
2821 Newport Boulevard
Newport Beach, CA 92663
INSURER A: United States Fidelity & Guaranty
INSURER B. American Automobile Ins. Co.
INSURER c: Great American Assurance Co.
INSURER D:
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR
NSR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE MMFECTIV
POLICY EXPIRATION
DATE EXPIRATION
LIMITS
A
GENERAL LIABILITY
BKO1386433
05/16/04
05/16/05
EACH OCCURRENCE $1.000,000
X COMMERCIAL GENERAL LIABILITY
General Llab.
PARMMGETO RENTEDn $1,000,000
CLAIMS MADE 7XOCCURexcludes
claims
MED EXP (Any one person) $10000
PERSONAL 8 ADV INJURY $1 000 000
arising out of
GENERAL AGGREGATE s2,000,000
the performance
GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMPIOP AGG $2000000
of professional
POLICY PRO ECservicesLOC
50ICB5
A
AUTOMOBILE
LIABILITY
BKO1386433
05/16/04
05/16/05
COMBINED SINGLE LIMIT
(Ea accident) $1,000,000
ANY AUTO
BODILY INJURY $
ALL OWNED AUTOS
SCHEDULED AUTOS
(Per person)
BODILY INJURY $
X
HIREDAUTOS
X
NON -OWNED AUTOS
(Per accident)
PROPERTY DAMAGE $
Feracndent)
GARAGE LIABILITY
AUTO ONLY - EA ACCIDENT $
OTHER THAN EA AOC $
ANY AUTO
AUTO ONLY: AGG $
EXCESSIUMBRELLA LIABILITY
EACH OCCURRENCE $
OCCUR FICLAIMS MADE
AGGREGATE $
$
$
DEDUCTIBLE
$
RETENTION $
B
WORKERS COMPENSATION AND
WZP80915731
09/01/03
09/01/04
X I TWOoTH-
EMPLOYERS' LIABILITY
E.L. EACH ACCIDENT $1,000,000
ANY PROPRIETORIPARTNEWEXECUTIVE
--
E.L. DISEASE - EA EMPLOYEE $1,000,000
OFFICERIMEMBEREXCLUDED?
If yes, describe under
SPECIAL PROVISIONS below
E.L. DISEASE -POLICY LIMIT$1,000,000
C
OTHER Professional
EDN320932203
05/13/04
05/13105
$1,000,000 per claim
Liability
$1,000,000 annl aggr.
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
*Except 10 days notice of cancellation for non-payment of premium.
Re: All Operations as pertains to named insured.
City of San Juan Capistrano is additional insured on General Liability
coverage but only as respects to work being performed by the insured.
City of San Juan Capistrano
Attn: Brian Perry
32400 Paseo Adelante
San Juan Capistrano, CA 92675
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL sn* DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
ACORD 25 (2001/08) 1 of 1 #M103060 THC 0 ACORD CORPORA
•
P011cy Number: 13KO1386433
Owners Lessees or Contractors (Form B)
ADDITIbNAL INSURED
Change(s) Effective: 05/17/04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT
CAREFULLY. This endorsement modifies insurance policy under the following:
LIABILITY COVERAGE PART:
Schedule
Name of Person or Organization:
City of San Juan Capistrano
Attn: Brian Perry
32400 Paseo Adelante
San Juan Capistrano, CA 92675
SECTION II - WHO IS AN INSURED is amended to include as an insured the
person or organization shown in the Schedule, but only with respect to liability
arising out of "your work" for that insured by or for you.
Re: All Operations as pertains to named insured.
CL/BF 22 40 03 95
0
32400 PAS90 ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAx
www.sanjuancapistrano.org
April 2, 2004
Thirtieth Street Architects
2821 Newport Boulevard
Newport Beach, CA 92663
777"
I�MEMBERS OF THE CITY COUNCIL
SAM W
vono961AL
DIANE LLLTO BAATHGATE
Sipm WYATT HART
V 76 JOE SOTO
• • DAVID M. SWERDLIN
RE: Compliance with Insurance Requirements — Plans and Specifications for San
Juan Capistrano Regional Library
The following insurance documents are due to expire:
✓ General Liability Certificate 05/13/2004 W--
✓ General Liability Endorsement Form naming the City of San Juan
Capistrano as additional insured.
✓ Automobile Liability Certificate 05/13/2004
✓ Professional Liability Certificate 05/16/2004
Please submit updated documentation to the City of San Juan Capistrano, attention City
Clerk's office, 32409 Paseo Adelanto, San Juan Capistrano, CA 92675 by the above
eviratpn dates. jqou have any questions, please contact me at (949) 443-6309.
cc: Dawn Schanderl, Administrative Assistant
San Juan Capistrano: Preserving the Past to Enhance the Future
0 0 2/17/2004
AGENDA REPORT
TO: Dave Adams, City Manager
FROM: William M. Huber, Engineering and Building Director
Gla
SUBJECT: Consideration of Budget Amendment and Personal Services Agreement for
San Juan Capistrano Regional Library Repairs (Thirtieth Street Architects)
RECOMMENDATION
By motion,
Transfer $275,000 from General Fund Reserves to the San Juan Capistrano
Regional Library Repairs project to fund design, construction, and
administration costs for repairs to the San Juan Capistrano Regional Library;
and,
2. Approve a Personal Services Agreement with Thirtieth Street Architects for the
preparation of plans and specifications and construction observation for repairs
to San Juan Capistrano Regional Library in the amount of $56,640.00.
SITUATION
A. Summary and Recommendation
The San Juan Capistrano Regional Library was opened in December 1983. In 2002,
City Staff recognized that a large scale project is now appropriate to address a range
of repairs at the Library.
Staff is recommending award of a Personal Services Agreement to Thirtieth Street
Architects forthe preparation of plans and specifications and construction observation
for repairs to the San Juan Capistrano Regional Library in the amount of $56,640.00.
B. Background
The San Juan Capistrano Regional Library, designed by Architect Michael Graves,
was opened in December 1983.
In June 1982, the City entered into a maintenance agreement with Orange County for
the Library Complex. The County is responsible for maintenance of the library proper,
interior, and exterior, except for painting the exterior, which is 70% reimbursable to the
City. Maintenance of the rest of the complex is the City's responsibility.
In July 2002, termite and pest fumigation was performed on the Library. During
preparations for the fumigation, which included the removal of vegetation from around
FOR CIN COUNCIL AGENDA.S.:�
Agenda Report February 17, 2004
Page 2
the structure, City Staff found evidence of dry rot and water intrusion problems at
various locations throughout the facility.
In particular, the trellis areas from where the vegetation was removed exhibited
structural damages. In orderto insure public safety, the City had some portions of the
rotted wooden trellis removed.
In May 2003, City Staff requested proposals to prepare plans and specifications for
repairs to the Library. Two proposals were received from Ware Malcomb and Thirtieth
Street Architects. Staff believes that Thirtieth Street Architects personnel, background,
and experience best suits the City's needs for this building.
In September 2003, the City hired Friess Company Builders to inspect the library
complex and produce a work schedule and cost estimates for repair.
The Library has recently been subject to vandalism damaging roof lighting and air
conditioning units. Thirtieth Street Architects Scope of Work allows for design to
address vandalism and roof access, landscape, irrigation and site drainage to prevent
some repair conditions from recurring.
The budget request is based on the Friess Report, Thirtieth Street Architects proposed
Scope of Work, and City staff review.
COMMISSIONS/BOARD REVIEW, RECOMMENDATIONS
N/A
FINANCIAL CONSIDERATIONS
Staff is recommending a budget transfer of $275,000 from the General Fund Reserves to pay
for this project. The project will be included in the Capital Improvement Program.
NOTIFICATION
The following parties received notification of this Council agenda item:
John C. Loomis, Thirtieth Street Architects*
*Agenda Report Included
•
Agenda Report
Paoe 3
ALTERNATIVE ACTIONS
By motion,
February 17, 2004
a. Transfer $275,000.00 from General Fund Reserves tothe San Juan Capistrano
Library project to fund design, construction, and administration costs for repairs
to the San Juan Capistrano Regional Library; and,
b. Approve a Personal Services Agreement with Thirtieth Street Architects for the
preparation of plans and specifications and construction observation for repairs
to San Juan Capistrano Regional Library in the amount of $56,640.00.
Do not fund the repairs to the San Juan Capistrano Regional Library or retain Thirtieth
Street Architects,
3. Request additional information from Staff.
RECOMMENDATION
By motion,
Transfer $275,000.00 from General Fund Reserve to San Juan Capistrano
Regional Library Project Repairs to fund design, construction, and
administration costs for repairs to the San Juan Capistrano Regional Library;
and,
2. Approve a Personal Services Agreement with Thirtieth Street Architects for the
preparation of plans and specifications and construction observation for repairs
to San Juan Capistrano Regional Library in the amount of $56,640.00.
Respectfully submitted:
William M. Huber, P.E.
Engineering and Building Director
W MHIBP:jk
Prepared by:
A2
Brian Perry, P.E.
Project Manager/
Attachments: 1. Location Map
2. Personal Services Agreement
• 0
THE CITY OF
SAN JUAN CAPISTRANO
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SAN JUAN CAPISTRANO
REGIONAL LIBRARY REPAIRS
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LOCATION
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ATTACHMENT
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PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this_ day of
2004, by and between the City of San Juan Capistrano (hereinafter referred to as the
"City") and Thirtieth Street Architects (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to Prepare plans and specifications for the Rehabilitation of the San Juan
Capistrano Regional Library ; 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 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 December 31, 2004
Section 3. Compensation.
3.1 Amount.
Total compensation forthe scope of services for this Project shall not exceed
Fifty Six Thousand Six Hundred and Forty Dollars ($56,640.00), as set forth in Exhibit "B,"
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
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ATTACHMENT
"E," 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.
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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 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, 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 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.
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
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PJ
of the City.
Section 12. Ownership of Documents.
0
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 thatthey 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 ordamages
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.
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FA
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;
$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 using ISO form CG 20 10 11 85 (in no event with an edition date later than 1990)
to the City's General Counsel for certification that the insurance requirements of this
Agreement have been satisfied.
14.5 Errors and Omissions Coverage
Throughoutthe 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). Priorto beginning any work underthis Agreement, Consultant
shall submit an insurance certificate to the City'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 notterminate, 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.
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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
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: Director of Engineering & Building
To Consultant: Thirtieth Street Architects
2821 Newport Blvd.
Newport Beach, Ca 92663
Attn: John C. Loomis
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.
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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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
BV:
Joe Soto, Mayor
CONSULTANT
Bv:
John C. Loomis
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
John R. S aw, City Attorney
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Exhibit "A" Scope of Work
Based on the City's RFP, a field visit and discussions with the City's Project Manager, we
propose the following Scope of Work for the project.
Services Provided by TSA
• Architectural Design
• Landscape Architecture and Irrigation Design
• Electrical Engineering
• Civil Engineering
• Structural Engineering
• Cost Estimating
Services Provided by City of San Juan Capistrano
• Hazardous Materials Report
• Dryrot Report
• Termite Report
• Mold and Mildew Report
• Destructive Testing and Repair of Finishes
Phase 1, Assessment of Existing Conditions
1.1 The Architect shall attend a kick-off meeting with the City to verify program requirements,
establish an expeditious work schedule including the identification of all major meetings,
submittal and approval dates, discuss budget requirements and other pertinent project
matters.
1.2 The Team shall review the existing database including the original Construction
Documents, Soils Report, and the reports by Christopher Construction and Friess Company
Builders.
1.3 The Civil Engineer shall prepare a detailed localized topographic survey around the
building perimeter and garden areas to identify existing drainage patterns of planters,
paving and existing grade.
1.4 The Landscape Architect shall assess the condition of the existing landscape and irrigation
system.
1.5 The MPE Engineer shall assess the condition of the exterior lighting and exposed conduit
at pergolas, etc.
1.6 The City shall have prepared a hazardous materials and termite report, dryrot report and
mold and mildew report.
1.7 The City shall open up various building cavities etc. where needed for inspection by the
Team as directed by the Architect. This work will be accomplished during non -hours of
Page 1
library operation and debris will be removed offsite to minimize any disruption to library
functions. The City shall provide temporary weather protection to these areas during the
Assessment Phase of work. Permanent repairs to these areas disturbed will be included in
the Scope of the Work in the Bid Package.
1.8 All field work shall be coordinated with the City and the Orange County Library.
1.9 Based on the reports by Christopher Construction and the Friess Company Builders, the
Architect shall conduct a field reconnaissance with the entire Consultant Team to access
existing conditions and to identify the extent of deterioration and to identify causes of
deterioration, damage, or distress.
1.10 The Architect shall meet with the City on a periodic basis as required.
1.11 The Architect shall summarize the Team's findings in a brief written report.
Assessment of Existing Conditions Products:
• Written report summarizing existing conditions and extent and causes of deterioration.
Phase 2, Preliminary Design
2.1 Based on the identified assessment of existing conditions, areas of deterioration and causes
of deterioration, the Architect shall prepare for review by the City alternative design
solutions to repair the damage, mitigate the cause of the deterioration, other suggestions or
improvements to minimize future deterioration and to minimize future maintenance.
Recommendations shall include site drainage, landscape improvements, irrigation
modifications, exterior lighting and electrical, as well as building envelope
weatherproofing. All work shall be designed to be invisible and not impact the appearance
of the existing library.
2.2 The Cost Estimator shall prepare cost estimates for each of the alternatives.
2.3 The Architect shall meet with City staff and present the alternatives.
2.4 The Architect shall coordinate with City and County as required.
2.5 After the selection of the "preferred" alternatives by the City, the Architect shall prepare
for review a final design package identifying all elements of the proposed repairs and
preventative work, and a preliminary cost estimate for the work.
2.6 The Architect shall coordinate with the consultants as required.
2.7 The Architect shall assist the City in obtaining Design approvals from the City of San Juan
Capistrano.
2.8 The Architect shall include one presentation to the City Council if required.
Page 2
Preliminary Design Products:
• Preliminary alternatives and cost estimates.
• Final Design package including final design cost estimate.
Phase 3, Construction Documents and Bidding
3.1 Based on the selected design alternatives and any further adjustments in the scope or
quality of the project, or in the construction budget authorized by the City, the Architect
shall prepare for approval by the City, Construction Documents consisting of Drawings and
Specifications setting forth in detail the requirements for the construction of the project.
3.2 The Architect shall advise the City of any adjustments to previous preliminary estimates of
construction cost indicated by changes in requirements of general market conditions.
3.3 The Architect shall assist the City in filing the documents required for the approval of
government authorities having jurisdiction over the project.
3.4 The Architect shall coordinate approval of the Construction Documents by the City and
shall make any revisions or additions as necessary.
3.5 The Architect, following the City's approval of the Construction Documents and of the
latest preliminary estimate of construction cost, shall prepare the bid package and assist the
City in obtaining bids and assist in awarding and preparing contracts for construction.
3.6 The Architect and all consultants shall attend a pre-bid meeting for the Project at the
project site.
3.7 The Architect shall respond to all Contractor questions concerning the architectural and
technical matters during the bidding and shall act as a "clearing house" for all questions for
the consultants.
3.8 The Architect shall issue Addenda clarifying Contractor's questions during the bidding
period.
Construction Documents and Bidding Products:
A complete set of Construction Documents including all Drawings, Specifications and
contract language along with all other documentation required as part of the bid package.
All building systems will be descriptively diagrammed to fully illustrate their proposed
scope and functions.
A detailed construction cost estimate and summary in C.S.I. format with individual line
items including unit costs, quantities, and total quantity costs.
Questions Log.
Page 3
Phase 4, Construction Observation
4.1 The Architect's Project Manager shall visit the site on a bi-monthly basis during
construction or as otherwise agreed by the City in writing to become generally familiar
with the progress and quality of the Work, and to determine in general, if the Work is
proceeding in accordance with the Contract Documents. Additional site visits may be
required from time to time, however, the Architect shall not be required to make exhaustive
or continuous on-site inspections to check the quality or quantity of the Work. On the basis
of such on-site observations as an Architect, the Architect shall keep the City informed of
the progress and quality of the Work.
4.2 The Consultants shall visit the site at intervals appropriate to the stage of construction or as
otherwise agreed by the Architect and the City to become generally familiar with the
progress and quality of the Work and to determine if the Work is proceeding in accordance
with the Contract Documents. The consultants shall not be required to make continuous or
exhaustive on-site inspections to check the quality or quantity of the Work.
4.3 The Architect shall review and take appropriate action upon those Shop Drawings, product
data and samples required of the Contractor by the Contract Documents, but only for the
limited purpose of checking for general conformance with the visual aesthetic design
concept as expressed in the Contract Documents, The Architect shall not be responsible for
any deviation between (1) the Shop Drawings; and, (2) the Contract Documents and field
conditions.
4.4 When the Work is substantially complete, the Architect and the entire consultant team shall
walk the job with the County and the General Contractor and shall prepare a Final Punch
List describing all incomplete or unsatisfactory areas of the Work. After the General
Contractor has completed all items on the Punch List, the Architect and the entire
consultant team shall make a final walk-through to verify that all items have been
completed. The Architect shall assist the City with final project closeout as required.
4.5 The City shall provide Contractor with a set of prints of the original Contract Document
drawings at the commencement of construction. The Contractor, at the Contractor's sole
expense, shall maintain and keep up to date during the course of the Work, as -built
sketches and notes which accurately document any and all changes or deviation from the
Contract Document drawings. The Contractor is solely responsible for the accuracy and
completeness of these marked -up drawings. These drawings shall be available for review
by the City and Architect at any time during the course of construction.
Construction Observation Products:
• Field Orders.
Proposals Requests.
• Change Orders.
• Final Punch List.
• Final Letter Recommending Acceptance of Project.
Page 4
Thirtieth Street Architects, Inc..'
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Exhibit "C", Professional Fees
0
Phase
Lump Sum Fee
Reimbursable
Total
Photography
1.15 x Invoice
Allowance*
$1 fax
Phase 1, Assessment of Existing
$15,180
$650
$15,830.00
Conditions
Phase 2, Preliminary Design
$14,750
$600
$15,350.00
Phase 3, Construction
$19,700
$550
$20,250.00
Documents and Bidding
Phase 4, Construction
$4,710
$500
$5,210.00
Observation
Total
$54,340.00
$2,300.00
$56,640.00
*Excludes Building Sets
Exhibit "D", Reimbursable Costs
Reimbursable Cost List
The following is a listing of rates for all reimbursable expenses which will be billed on an actual
cost x 1.15 basis to cover the cost of processing and bookkeeping. Total reimbursable expenses
shall not exceed the maximums for each phase listed in the Fee Proposal.
Blueprinting
1.15 x Invoice
Copying
.25/page
Photography
1.15 x Invoice
Faxes
$1 fax
In-house Blueprints
$1/sheet
Other Expenses*
1.15 x Cost
Exhibit "E". Hourly Billing Rates
The following is a listing of hourly billing rates for all Consultants. If Extra Services are
requested in writing by the City, they shall be billed at the following rates:
Architect
Principal $125/hr
Licensed Architect $90/hr.
Draftsperson $65/hr.
Structural Engineer $125/hr.
Civil Engineer $125/hr.
Electrical Engineer $115/hr.
Landscape Architect $110/hr.
Page 6
0
Exhibit " F". Time of Performance
Phase
Phase 1, Assessment of Existing Conditions
Phase 2, Preliminary Design
Phase 3, Construction Documents and Bidding
Phase 4, Construction Observation
Page 7
0
Time to Complete
3 Weeks
3 weeks
4 weeks
as required
0
32400 PASEO ADEL.ANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAx
www.sanjuancapistrano.org
March 9, 2004
Thirtieth Street Architects
2821 Newport Blvd.
Newport Beach, CA 92663
Attention: John C. Loomis
Dear Mr. Loomis:
E�// IA[OIR�IRAAIfB
OSXfA 1961
1776
MEMBERS OF THE CITY COUNCIL
CITY MANAGER
DIANE L. BATHGATE
JOHN S. GELFF
WYATT HART
JOE SOTO
DAVID M. SWERDLIN
DAVEADAMS
On February 17, 2004 the City Council approved a personal services agreement related
to preparation of plans and specifications for the rehabilitation of the San Juan
Capistrano Regional Library. An executed original agreement is enclosed for your
records.
Thank you for forwarding current insurance documentation. Please keep in mind it must
remain current, or all work under this agreement must stop and all payments for
services rendered will be withheld, until these documents are brought current.
You may proceed with work under this agreement in coordination with the Project
Manager, Brian Perry, Senior Civil Engineer (949) 443-6353.
Yours truly,,/
V
M g Mon han, CMC
Ci y Cler
enclosed: Agreement
cc: Brian Perry, Senior Civil Engineer
William M. Huber, Engineering and Building Director
San Juan Capistrano: Preserving the Past to Enhance the Future
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAx
www sanjaancaptstran o. org
CITY MANAGER
NOTIFICATION OF MEETING OF POTENTIAL INTEREST
OF THE SAN JUAN CAPISTRANO CITY COUNCIL
DIANE L. BATHGATE
JOHN S. GELFF
WYATT HART
JOESOTO
DAVID M. SWERDLIN
DAVEADAMS
The City Council of San Juan Capistrano will meet at 7:00 p.m. on February 17, 2004 in
the City Council Chamber in City Hall, to consider: "Consideration of Budget
Amendment and Personal Services Agreement for San Juan Capistrano Regional
Library Repairs (Thirtieth Street Architects)" — Item No. G1
If you have specific thoughts or concerns regarding this item, you are encouraged to
participate in this decision making process. You can communicate with the City Council
through correspondence addressed to the Council and/or by attending the meeting and
speaking to the Council during the public meeting.
Correspondence related to this item must be received at City Hall by 5:00 p.m. on
Monday, February 16, 2004 to allow time for the Council to consider its content.
If you would like to speak at the meeting, please complete a blue `Request to Speak"
form found inside the entrance to the Council Chamber. This form is turned in at the
staff table, just in front of the Council dais. You will be called to speak by the Mayor
when the item is considered.
You have received this notice at the request of the City staff member Brian Perry,
Senior Civil Engineer. You may contact that staff member at (949) 443-6553 with any
questions.
The agenda, including agenda reports, is available to you on our web site:
www.sanivancapistrano.ora. If you would like to subscribe to receive a notice when
agendas are posted to the web site, please make that request by sending an e-mail to:
council-aoendasC�sanivancapistano.oro.
Meg Monahan, CMC
City Clerk
cc: John C. Loomis, Thirtieth Street Architects'; William M. Huber, Engineering and
Building Director; Brian Perry, Senior Civil Engineer
Received staff report
San Juan Capistrano: Preserving the Past to Enhance the Future
ALCOR &' CERTIFICATE OF LIABILITY INSUISANCE03/115/2004/YY)
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Dealey, Renton & Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
P. O. BOX 10550 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
Santa Ana, CA 92711-0550 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
714 427.6810 INSURERS AFFORDING COVERAGE
INSURED
Thirtieth Street Architects
2821 Newport Boulevard
Newport Beach, CA 92663
1410714 c7.TN 4--1
INSURER A. United States Fidelity & Guaranty
INSURER B:American Automobile Ins. Co.
INSURER cGreat American Assurance Co.
INSURER D:
INSURER E.
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCE POLICYNUMSER POLICY EFFECTIVE POLICY EXPIRATION'.
LTR A MM DD/Y AT M /DD/YY LIMITS
A GENERAL LIABILITY BKO1386433 05/16/03 05/16104
EACH OCCURRENCE $1,000,900 _
X COMMERCIAL GENERAL LIABILITY General Liability
FIRE DAMAGE (Anyone fire) $1,000,000
CLAIMSMADE X OCCUR excludes claims
MEDEXP(Anyoneper.on) 11$10,009 _
arising out of the
PERSONAL a ADV INJURY - $1,000,000 _
performance of
GENERAL AGGREGATE $2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: professional
PRODUCTS -COMP/OPAGds2,000,000
POLICY PRO LOC services
A AUTOMOBILE LIABILITY BKO1386433 05116/03 05116/04
COMBINED SINGLE LIMIT
ANYAUTO
(Ea accident) $1,000,000
ALL OWNED AUTOS
BODILY INJURY
SCHEDULED AUTOS
(Per person) §
X HIRED AUTOS
' BODILY INJURY
X NONOWNEDAUTOS
(Per accident) $
I PROPERTY DAMAGE $
'(Per
accident)
GARAGE LIABILITY
,AUTO ONLY- EAACCIDENT,$
ANYAUTO
OTHERTHAN EAACC $
,AUTO ONLY: AUG $
EXCESSLIABILITY
EACH OCCURRENCE $
OCCUR CLAIMS MADE
AGGREGATE §
DEDUCTIBLE
$_ _-
RETENTION $
$
B WORKERS COMPENSATION AND WZP80915731 09/01/03 '09101/04
X IWCSTATU- II _ -.DER_. _.
EMPLOYERS' LIABILITY
E.L. EACH ACCIDENT 141,999,999 _
'E.L.DISEASE-EA EMPLOYEE $1,000,090
E.L.DISEASE-POLICYLIMIr $1,000,000
C OTHER Professional EDN320932202 05/13/03 05/13/04
$1,000,000 per claim
Liability
$1,000,000 annl aggr.
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY EN DORSEMENT/SPECIAL PROVISIONS
*Except 10 days notice of cancellation for non-payment of premium.
Re: All Operations as pertains to named insured.
City of San Juan Capistrano is additional insured on General Liability
coverage but only as respects to work being performed by the insured.
(See Attached Descriptions)
City of San Juan Capistrano
Attn: Brian Perry
32400 Paseo Adelante
San Juan Capistrano, CA 92675
SHOULD ANYOFTHE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF,THE ISSUING INSURER WILLENDEAVORTO MAIL30* DAYSWRITTEN
NOTICETO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUTFAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR
ACORD 25-S (7/97)1 of 2 #M88756 THC 9 ACORD CORPORATION 1988
DE RIPTIONS (Continued from age 1)
3-5-04 REVISED
AMS 25.3 (07197) 2 Of 2 #M88756
City of San Juan Capistrano
Date:
To:
r /�o
J
Sender: /n/W3 130
32400 Paseo Adelanto
San Juan Capistrano, CA, 92675
(949) 493-1171
Fax: (949) 493-1053
FAX TRANSMISSION COVER SHEET
YOU SHOULD RECEIVEC1'AGE(S), INCLUDING THIS COVER SHEET. IF
YOU DO NOT RECEIVE ALL THE PAGES, PLEASE CALL (949)
7�0'fzm- hamvu�atCr�y A/.Jzzu a"v�
cn44;-a-) -
,,�IrnatnM CERTIFICAE OF LIABILITY INSUO►NCE I 0DATE 3/03/04 DD/rq I
PRODUCER
Dealey, Renton & Associates
P. O. Box 10550
Santa Ana, CA 92711-0550
714 427-6810
INSURED
Thirtieth Street Architects
2821 Newport Boulevard
Newport Beach, CA 92663
COVERAGES
ONLY AND CONFERS NO RIGHTS UPON
HOLDER. THIS CERTIFICATE DOES NOT
ALTER THE COVERAGE AFFORDED BY TF
INSURERS AFFORDING COVERAGE
INSURER A: United States Fidelity & Guaranty_
INSURER B:American Automobile Ins. Co. _
INSURER C:Great American Assurance Co.
INSURER D:
INSURER E:
EXTEND OR
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WRH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSRTYPE OF INSURANCE POLICVNUMBER POLICY EFFECTIVE POLICYEXPIRATION'
T AT /0 I T M /D /
- -- --
LIMITS
A GENERAL LIABILITY BKO1386433 05/16/03 05/16/04
EACH OCCURRENCE � $1 Doo LIDO
X COMMERCIAL GENERAL LIABILITY General Liability
FIRE DAMAGE (Anyone fire). $1,000,000
CLAIMSMADE X OCCUR excludes Claims
MEDEXP(Anyoneperson)- _$10,00
arising out of the
PERSONAL &ADV INJURY $1,000,000
performance of
GENERAL AGGREGATE $22000,000
GEN'LAGGREGATE LIMITAPPLIESPER: professional
PRODUCTS-COMP/OP AGGI 82,000,000
POLICY PRO LOC BBNICBS
A AUTOMOBILE LIABILITY BKO1386433 05/16/03 05/16/04
COMBINED SINGLE LIMIT
ANYAUTO
(Esaccidenl) $1,000,000
ALL OWNED AUTOS
BODILY INJURY
SCHEDULED AUTOS
(Per person) $
X HIREDAUTOS
BODILY INJURY
X NON-OWNEDAUTOS
(Peracci de nR $
PROPERTY DAMAGE $
(Per acc Ioen p
GARAGE LIABILITY
AUTOONLY-EAACCIDENT $
ANYAUTO
OTHERTHAN EAACC S
AUTO ONL Y: AGG S
EXCESS LIABILITY
EACH OCCURRENCE $
OCCUR CLAIMS MADE
AGGREGATE $
$
DEDUCTIBLE
$
RETENTION $
$
B WORKERS COMPENSATION AND WZP80915731 09/01/03 09/01/04
X WCSTATU-1 'OTH -1,
TORYLIMITSa ,_ ER
EMPLOYERS' UABILITY
E.L. EACH ACCIDENT $1,0_00,000
E.L. D I SEASE-EA EMPLOYEE' $1,000,000
E.L. DISEASE -POLICY LIMIT $1,000,000
C OTHER Professional EDN320932202 05/13/03 05/13/04
$1,000,000 per claim
Liability
$1,000,000 annl aggr.
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS AOOED BY ENDORSEMENT/SPECIAL PROVISIONS
*Except 10 days notice of cancellation for non-payment of premium.
Re: All Operations as pertains to named insured.
City of San Juan Capistrano
Attn: Brian Perry
32400 Paseo Adelante
San Juan Capistrano, CA 92675
SHOULD ANVOFTHE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF,THE ISSUING INSURER WILL E N DEAVOR TO MAI L30'_ DAYSWRDTEN
NOTICETO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUTFAILURE TO DO SO SHALL
IMPOSE NO OB LIGATION OR LIABILITY OF ANY KIND UPON THE INSUREFUTS AGENTS OR
0
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAX
wwivsanjuancaptstrano.org
February 20, 2004
Mr. John C. Loomis
Thirtieth Street Architects
2821 Newport Blvd
Newport Beach, CA 92663
Dear Mr. Loomis:
T9
mtoavonnlEo
tstneluxto 1961
1776
MEMBERS OF THE CITY COUNCIL
DIANE L. BATHGATE
JOHN S. GELFF
WYATT HART
JOE SOTO
DAVID M. SWERDUN
CITY MANAGER
DAVE ADAMS
1 �!
A Personal Services Agreement related to preparing plans and specifications for the
rehabilitation of the San Juan Capistrano Regional Library 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, Brian
Perry, Senior Civil Engineer (949) 443-6353. Please call Maria Guevara, Secretary,
(949) 443-6310 if you have questions regarding the forms of insurance ne11ee�ded. (�1
Thank you, 0�
Me o han, CMC
Ci Clerk
cc: Brian Perry, Senior Civil Engineer
William M. Huber, Engineering and Building Director
San Juan Capistrano: Preserving the Past to Enhance the Future
0
of the City.
Section 12. Ownership of Documents.
0
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.
Throughoutthe 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 personfany 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.
a\myfiles\agree\personalsvcs.wpd 01/25/00
pACity Manager\cmgr shared\personalsves.wpd -4-
r
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;
$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 using ISO form CG 20 10 11 85 (in no event with an edition date later than 1990)
to the City'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 City'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 notterminate, norshall 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.
c:\myfiles\agree\personalsvcs.wpd 01/25/00
p:\City Manager\amgr shared\personatsvcs.wpd -5-
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
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: Director of Engineering & Building
To Consultant: Thirtieth Street Architects
2821 Newport Blvd.
Newport Beach, Ca 92663
Attn: John C. Loomis
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.
a\myfiles\agree\personaisvcs.wpd 01/25/00
p:\City Manager\cmgr shared\personalsvcs.wpd -6-
Client#: 6445
ACORD, CERTIFICAW. OF LII
PRODUCER
Dealey, Renton & Associates
P. O. Box 10550
Santa Ana, CA 92711-0550
714 427-6810
INSURED
Thirtieth Street Architects
2821 Newport Boulevard
Newport Beach, CA 92663
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR
NSR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE MM/DDNY
POLICY EXPIRATION
DATE MM/DD/YY
LIMITS
A
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE aOCCUR
BKO1386433
General Llab.
excludes claims
arising out of
the performance
of professional
services.
05/16/04
05/16/05
EACH OCCURRENCE $1,000,000
DAMAGE TO RSES LEdENTEDd. n $1,000,000
MED EXP (Any one person) $10000
PERSONAL & ADV INJURY $1,000,000
GENERAL AGGREGATE s2,000,000
GENT AGGREGATE LIMITAPPLIES PER:
POLICY PRO LOC
ECT
PRODUCTS - COMP/OP AGG $2000000
A
AUTOMOBILE
X
X
LIABILITY
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
HIRED AUTOS
NON -OWNED AUTOS
BKO1386433
05/16/04
05/16/05
COMBINED SINGLE LIMIT
(Ea accident) $1,000,000
BODILY INJURY
(Per person) $
BODILY INJURY $
(Per accident)
PROPERTY DAMAGE $
(Peraccident)
GARAGE LIABILITY
ANY AUTO
AUTO ONLY - EA ACCIDENT $
OTHER THAN EA ACC $
AUTO ONLY: AGG $
EXCESSIUMBRELLA LIABILITY
OCCUR FICLAIMS MADE
DEDUCTIBLE
RETENTION $
EACH OCCURRENCE_ $
AGGREGATE $
S
$
S
B
WORKERS COMPENSATION AND
LIABILITY
ANY PROPRIETOR/PARTNEWEXECUTIVE
OFFICEWMEMBER EXCLUDED?
U yes, describe under
SP EC IAL PROVISIONS below
WZP80924111
09/01/04
09/01/05EMPLOYERS'
E.L. EACH ACCIDENT $11000000
E.L. DISEASE - EA EMPLOYEO $1,000,000
E.L.DISEASE - POLICY LIMIT 1 $1,000,000
C
OTHER Professional
Liability
EDN320932203
05/13/04
05/13/05
$1,000,000 per claim
$1,000,000 annl aggr.
DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES i EXCLUSIONS ADDED BY ENDORSEMENT/ SPECIAL PROVISIONS
"Except 10 days notice of cancellation for non-payment of premium.
Re: All Operations as pertains to named insured.
City of San Juan Capistrano is additional insured on General Liability
coverage but only as respects to work being performed by the insured.
City of San Juan Capistrano
Attn: Brian Perry
32400 Paseo Adelante
San Juan Capistrano, CA 92675
ACORD 25 (2001/08) 1 of 1 #S1093431M1093413
LD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL In* DAYS WRITTEN
E TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIE
TMN
986
Policy Number: BKO1386433
Owners Lessees or Contractors (Form B)
ADDITIbNAL INSURED
Change(s) Effective: 08/30/04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT
CAREFULLY. This endorsement modifies insurance policy under the following:
LIABILITY COVERAGE PART:
Schedule
Name of Person or Organization:
City of San Juan Capistrano
Attn: Brian Perry
32400 Paseo Adelante
San Juan Capistrano, CA 92675
SECTION II - WHO IS AN INSURED is amended to include as an insured the
person or organization shown in the Schedule, but only with respect to liability
arising out of "your work" for that insured by or for you.
Re: All Operations as pertains to named insured.
CL/BF 22 40 03 95
0
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493 1171
(949) 493.1053 FAX
www.sanjuancapistratio.org
August 25, 2004
Thirtieth Street Architects
2821 Newport Boulevard
Newport Beach, CA 92663
It1U1P1111[I
' IssemsePo � (96I
1776
MEMBERS OF THE CITY COUNCIL
SAM ALLEVATO
DIANE L BATHGATE
WYATT HART
JOE SOTO
DAVID M. SWERDLIN
RE: Compliance with Insurance Requirements — Plans and Specifications for San
Juan Capistrano Regional Library
The following insurance document is due to expire:
r�
✓ Workers Compensation Certificate 09/01/2004
Please submit updated documentation to the City of San Juan Capistrano, attention City
Clerk's office, 32400 Paseo Adelanto, San Juan Capistrano, CA 92675 by the above
expir ion date. If you jyave any questions, please contact me at (949) 443-6309.
Secretary
cc: Dawn Schanderl, Administrative Assistant
San Juan Capistrano: Preserving the Past to Enhance the Future
9 0
FROM: Christy Swanson, Secretary DATE: June 1, 2008
SITUATION:
la.ta�bg
At their meeting on February 17, 2004, the City Council of the City of San Juan Capistrano
approved a personal services agreement with Thirtieth Street Architects to prepare plans
and specifications for the rehabilitation of the San Juan Capistrano Regional Library.
ACTION REQUESTED:
Said agreement states services shall be completed by December 31, 2004.
On December 1, 2004, said agreement extended to June 30, 2005.
On June 2, 2005, said agreement extended to June 30, 2006.
On June 2, 2006, said agreement extended to June 30, 2007.
On June 5, 2007, said agreement extended to June 30, 2008
Please notify this office if agreement has been extended or completed.
ACTION TO BE TAKEN:
C 10 5k-/" Gac)re t �n� W+-�\ 5 t--ee'f- 14 r pt l� cv2
rl— d Fk ert tD CID cvt ad j t 176WJ0 / k t Q*4*
p Gepp �Qr to()to()DAi9!W4 IAf NEXY ACT16N�p (S) SHOULD BE TA EN:
SIGNATURE OF OFFICIAL TAKING ACTION:
DATE SIGNED:
Tickler Date: 12101104
Deadline Date: 12101104
(600.30/thirtieth)
so
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
06101105 06101106 06101107 06101108
06130105 06130106 06130107 06130108
C�
•
• CITY CLERK'S DEPARTMENT -ACTION REMINDER FNrrjzctCL
LcVAcl l
TO: 4MM Pq"y V11IEngma#r
FROM: Christy Swanson,Secretary DATE: June 1, 2007
SITUATION:
At their meeting on February 17, 2004, the City Council of the City of San Juan Capistrano
approved a personal services agreement with Thirtieth Street Architects to prepare plans
and specifications for the rehabilitation of the San Juan Capistrano Regional Library.
ACTION REQUESTED:
Said agreement states services shall be completed by December 31, 2004.
On December 1, 2004, said agreement extended to June 30, 2005.
On June 2, 2005, said agreement extended to June 30, 2006.
On June 2, 2006, said agreement extended to June 30, 2007.
Please notify this office if agreement has been extended or completed.
• ACTION TO BE TAKEN:
G�- tf ATE> % �t/7VT-i �o , Zvt
DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN:
SIGNATURE OF OFFICIAL TAKING ACTION:
I
DATE SIGNED: 615
Tickler Date: 12/01104
Deadline Date: 12/01104
0
(600.30/thirtieth)
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
06101105 06101106 06101107
06130105 06/30/06 06130107
0
E
•
CITY CLERK'S DEPARTMENT - ACTION REMINDER
TO: Brian Perry, Senior Civil Engineer
FROM: Christy Swanson, Secretary
SITUATION:
DATE: June 1, 2006
At their meeting on February 17, 2004, the City Council of the City of San Juan Capistrano
approved a personal services agreement with Thirtieth Street Architects to prepare plans
and specifications for the rehabilitation of the San Juan Capistrano Regional Library.
ACTION REQUESTED:
Said agreement states services shall be completed by December 31, 2004.
On December 1, 2004, said agreement extended to June 30, 2005.
On June 2, 2005, said agreement extended to June 30, 2006.
Please notify this office if agreement has been extended or completed.
ACTION TO BE TAKEN:
&"' V0 qty 30, 2eZr7
Tickler Date: 12/01/04
Deadline Date: 12/01/04
cc: Department Head
(600.30/thirtieth)
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
06/01/05 06/01/06
06/30/05 06/30/06
CITY CLERKS DEPARTMENT - ACTION REMINDER
TO: Brian Perry, Senior Civil Engineer
FROM: Mitzi Ortiz, Deputy City Clerk DATE: June 1, 2005
SITUATION:
At their meeting on February 17, 2004, the City Council of the City of San Juan Capistrano
approved a personal services agreement with Thirtieth Street Architects to prepare plans
and specifications for the rehabilitation of the San Juan Capistrano Regional Library.
ACTION REQUESTED:
Said agreement states services shall be completed by December 31, 2004.
On December 1, 2004, said agreement extended to June 30, 2005.
Please notify this office if agreement has been extended or completed.
ACTION TO BETAKEN: fin /
DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN:
-_'
SIGNATURE OF OFFICIAL TAK
ING ACTION:
/
DATE SIGNED: /L2-
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
Tickler Date: 12101/04 06/01/05
Deadline Date: 12101/04 06/30/05
cc: Department Head
(600.30/thirtieth)
0
0
CITY CLERK'S DEPARTMENT - ACTION REMINDER
TO: Brian Perry, Senior Civil Engineer
FROM: Mitzi Ortiz, Deputy City Clerk DATE: December 1, 2004
43k10L�die] TA
At their meeting on February 17, 2004, the City Council of the City of San Juan Capistrano
approved a personal services agreement with Thirtieth Street Architects to prepare plans
and specifications for the rehabilitation of the San Juan Capistrano Regional Library.
ACTION REQUESTED:
Said agreement states services shall be completed by December 31, 2004.
Please notify this office if agreement has been extended or completed.
ACTION TO BETAKEN:
k 30,
DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN:� K/�
SIGNATURE OF OFFICIAL TAKING ACTION: V
DATE SIGNED: iZ LoL�-
***FOR
CITY CLERK'S DEPARTMENT USE ONLY***
Tickler Date: 12/01/04
Deadline Date: 12131/04
cc: Department Head
(600.30/thirtieth)