10-1102_CAA PLANNING_Personal Services AgreementPERSONAL SERVICES AGREEMENT
TH GREEMENT is made, entered into, and shall become effective thiday
of N, by and between the City of San Juan Capistrano (hereinafter referred to
as the "City") and CAA Planning. (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City desires to retain the services for the performance of Biological
Monitoring and Reporting for one year spanning 2010 through 2011, at the 700 Reservoir
Site.
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," described as the Consultant's proposal of August 30, 2010; attached
and incorporated herein by reference. To the extent that there are any conflicts between
the provisions described in Exhibit "A" and those provisions contained within this
Agreement, the provisions in this Agreement shall control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than 14 months from the date of
the agreement.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $47,000, as
set forth in Exhibit ""A," attached.
3.2 Method of Payment.
Subject to Section 3. 1, Consultant shall submit monthly invoices based on
total services which have been satisfactorily completed for such monthly period. The City
will pay monthly progress payments based on approved invoices in accordance with this
Section. Invoices shall be addressed as provided for in Section 10 below.
Attachment 1
3.3 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 Assi__, nom.
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 park 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.
Section 6. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra 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/or Construction Site.
By execrating this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of
all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed 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 the 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.
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Section 9. Compliance with Law; E -Verify.
9.1. Compliance with Law.
Consultant shall comply with all applicable laws, ordinances, codes and regulations
of federal, state and local government.
9.2. E -Verify.
If Consultant is not already enrolled in the U.S. Department of Homeland Security's
E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the
effective date of this Agreement to verify the employment authorization of new employees
assigned to perform work hereunder. Consultant shall verify employment authorization
within three days of hiring a new employee to perform work under this Agreement.
Information pertaining to the E -Verify program can be found at htt//www.uscis.gov, or
access the registration page at https://e-verify.uscis..qov/enroll/. Consultant shall certify its
registration with E -Verify and provide its registration number within sixteen days of the
effective date of this Agreement. Failure to provide certification will result in withholding
payment until full compliance is demonstrated.
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 work, Consultant shall have delivered to City at least one
(1) copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the City shall be in reproducible format, or in the format otherwise approved
by the City in writing.
Section 12. Ownership_ of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant in
connection with the performance of its services pursuant to this Agreement are confidential
to the extent permitted by law, and Consultant agrees that they shall not be made available
to any individual or organization without prior written consent of the City. All such reports,
information, data, and exhibits shall be the property of the City and shall be delivered to the
City upon demand. without additional costs or expense to the City. The City acknowledges
such documents are instruments of Consultant's professional services.
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Section 13. Indemnity.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and
hold harmless the City and its elective and appointive boards, officers, agents, 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 damages of any nature,
including interference with use of property, arising out of, or in any way connected with the
negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's
agents, officers, employees, subcontractors, or independent contractors hired by
Consultant in the performance of the Agreement. The only exception to Consultant's
responsibility to protect, defend, and hold harmless the City, is due to the negligence,
recklessness and/or wrongful conduct of the City, or any of its elective or appointive
boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with insurers and under forms of insurance satisfactory in all respects to
the City. Consultant shall not allow any subcontractor to commence work on any
subcontract until all insurance required of the Consultant has also been obtained for the
subcontractor. Insurance required herein shall be provided by 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 an amount not less than one
million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
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 an amount not less than one million dollars per occurrence
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($1,000,000.00).
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 naming City, its officers, employees, agents, and
volunteers as additional insureds as respects each of the following: Liability arising out of
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant; premises
owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed
by Consultant. The coverage shall contain no special limitations on the scope of protection
afforded City, its officers, employees, agents, or volunteers.
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 not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty (30) days' written notice is given to City, except that
ten (10) days' notice shall be given if there is a cancellation due to failure to pay a
premium.
14.7 Terms of Compensation.
Consultant shall not receive any compensation until all insurance provisions
have been satisfied.
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.
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Section 15. Termination.
City shall have the right to terminate this Agreement without cause by giving thirty
(30) days` advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party 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: Nasser Abbaszadeh, Public Works Director
To Consultant: CAA Planning
85 Argonaut, Suite 220
Aliso Viejo, California 92656
Attn: Shawna L. Schaffner, Chief Executive Officer
Section 17. Attorne s" 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.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
APPROVED AS TO FORM:
CITY OF SAN JUAN CAPISTRANO
By:
(Oe Tait,pity Manager
CONSULTANT
By:
4x--
Shg�w6a L. Schaffn
Chief Executive Officer ZV
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August 30, 2010
Mr. Eric Bauman
Water Engineering Manager
Public Works Department
City of San Juan Capistrano
32100 Paseo Adelanto
San Juan Capistrano, CA 92675
SUBJECT: Proposal. for Professional Planning Services, Biological Monitoring, and
Reporting Relating to the 760 Reservoir Site in the City of San Juan Capistrano
Dear Mr. Bauman:
CAA Planning (CAA) appreciates the opportunity to submit this proposal for the fifth year of
Biological Monitoring and Reporting relating to the 760 Reservoir Site. CAA has been working
on the 760 Reservoir project since December 2003. The habitat restoration is mainly on target for
2009, and we are nearing the close of our fourth calendar year of biological monitoring and
reporting. While the habitat creation project has been successful for the most part, there are a few
issues on site that need to be addressed so that the project is successful. A detailed report on the
status of the site was provided to you on December 17, 2009.
As a whole, the project continued to develop satisfactorily during 2009. The majority of sites
grew toward their established objectives. Native grasses and CSS are flaking hold where planted
and on an acreage basis, approximately 85 percent of the total RCHRP area is growing as
planned. The growth of the native versus nonnative vegetation continues to be positive but weed
abatement is an anticipated task that will need to be continued during the next year of
monitoring, namely some mustard grass and rye grass. During 2009 Dr, Jeffrey B. Froke
conducted approximately II days of biological field monitoring. Dr. Froke will needto continue
to engage in biological field monitoring to improve the long-term viability of the project. Dr.
Froke's tasks are anticipated to total 266 hours in 2010 and include monitoring plant
vigor/density, definition and monitoring of site maintenance, preparation ofmonthly field reports
and annual report preparation. Also, Dr. Froke's work efforts will include extra work for the
gully -erosion repair and restoration in Area 11, the completion of the recovery efforts in Area I
due to the construction of the unauthorized bike trail, and guidance in the repair to the riparian
basin in Area 8 caused by siltation from the erosion in Area 11.
In addition to Dr. Froke's work, we will prepare monthly status reports to the City and the City's
Maintenance Contractor. We will also prepare yearly Monitoring Reports in accordance with the
conditions of the City's Resource Agency Permits. We will submit the Annual Reports to the
Exhibit 1
85 Argonaut, Suite 220 ® Aliso Viejo, California 92656 • (949) 581-2888 • Fax (949) 581-3599
0
Mr. Eric Bauman
August 30, 2010
Page 2 of 4
respective Resource Agency in accordance with the provisions of the City's permits, and provide
copies of all correspondence to the City. We will provide on-going project management
including coordination efforts with the Maintenance Contractor. The project management task
will also include analysis of data gathered during held monitoring to adjust or fine tune
maintenance techniques for each restoration site.
Finally, because of the need to correct the erosion issues on site, CAA will have an additional
work effort as compared to the past year. CAA will provide necessary coordination with the
Resource Agencies on the City's behalf to obtain approval for the necessary modifications to the
habitat restoration plan. An outline of our proposed tasks, along with the estimated fee, is
provided below.
Pro'ect Tasks and Estimated Fee
No.
Task
Cost
Field Work and Monitoring by Dr. Jef key Froke
1.
Field Monitoring, year-end reporting and monthly status reports to City
and City's .Maintenance Contractor
$ 31,500
2.
Direct and evaluate the placement of check -dams inside Area 1.1; silt
removal from site $; and. follow-up planting and seeding in each site
following remedial construction
6,000
3.
Maintenance needs above standard practices currently in place
1,000
4.
Provide biological support to update of 2011 maintenance documentation
1,000
Dr. Froke Sub -Total
39,500
Resource Agency Coordination by CAA
5.
Project Management including data analysis, coordination with the Dr.
leffry Froke: annual reporting requirement verification
5,000
6.
Strategic coordination with City and Resource Agencies on additional site
restoration areas and erosion controls stem
2,500
CAA Sub -Total
7,500
Total
$ 47,000
Prior to initiation of the new year of biological monitoring, .Dr. Froke will submit a held
monitoring schedule to the City and to the City's maintenance contractor. This schedule will
promote effective communication between Dr. Froke and the maintenance contractor, and will
enable any maintenance efforts requiring Dr. Froke's supervision to be planned in a cost-
effective manner.
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Mr. Eric Bauman
August 30, 2010
Page 3 of 4
Limitations
The proposal is based on the time parameters and estimated fees set forth herein, and the narrative
outlining the scope of work. Changes in the schedule or scope of work assumptions may result in costs
beyond those currently anticipated. Major changes include, but are not limited to:
1. Changes in the project by the City, State, or other approving body which cause
revisions of printed documentation or plans beyond those covered by the scope of
work.
2. Changes in the schedule by the City, State, or other approving body, beyond the
parameters set forth in this proposal.
3. Expansion of the project area under study by the City, State, or other approving
body.
4. Additional planning entitlements, permits or processing requested by the City.
5. Appeal of project determinations (e.g. project approval or denial) by the City,
State, or other approving body, or other person, group or organization.
If one or more of the above incidents occurs, CAA shall be entitled to request a contract
amendment. in the event a contract amendment cannot be mutually agreed upon or is denied,
CAA shall be entitled to withdraw from the project and terminate the contract/agreement, and be
paid. by the Client for all amounts owed/pending up to the date of termination of the
contract/agreement for the work performed.
Conclusion
We believe that the continued project team of Dr. Jeffrey Proke and CAA Planning can provide
the best representation for the City on this project. Should you Find this proposal acceptable, our
authorization to proceed will be satisfied by signing where indicated on the following page and.
returning the original of this letter to my attention. We look forward to continuing our work with
the City on. this important project. Should you have any questions regarding this proposal, please
contact me or Tom Mathews at (949) 581-2888.
Sincerely,
CAA PLANNING, INC.
Shawna L. Schaffner
Chief Executive Officer
Mr. Eric Bauman
August 30, 2010
Page 4 of 4
Attachment: CAA Schedule of Fees
AUTHORIZATION TO PROCEED:
Signature:
Name:
Title:
Date:
Place of Execution:
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General Conditions and
Schedule of Fees for Professional Services
Standard Billing Rates Effective January 1, 2010*
Classification
Hourly Rate
Principal
$275
Principal Planner I
$200
Principal Planner II
$150
Project Manager
$135
Associate Planner 1
$100
Associate Planner Il
$85
Graphics Manager
$75
Assistant Planner
$65
Planning Assistant
$35
*Rates are subject to revision effective January 1 of each year
General Conditions
1. Reimbursable expenses (travel accommodations
including rental vehicles and regularly scheduled
commercial airline flights, food and lodging, blueprinting
and reproduction, delivery/courier, supplies, extensive
mailing postage, etc.) are billed at cost and are in
addition to the estimated fee for the project.
2. Automobile mileage outside Orange County will be billed
at $0.50 per mile.
3. Hourly rates apply to work time as well as travel time and
waiting time that occurs at public hearings. Rates
increase 50% for depositions or court testimony.
4. Statements will be submitted monthly for work in
progress or upon completion of work. Statements are
payable upon receipt. Any statement unpaid after thirty
(30) days shall be subject to the maximum monthly
interest charge provided by law on amounts thirty (30)
days past due. If Client fails to pay Consultant within
sixty (60) days after invoice is rendered, client agrees
Consultant shall have the right to consider such default
in payment a material breach of the entire agreement,
and, upon written notice, the duties, obligations, and
responsibilities of Consultant under this agreement are
terminated.
5. Client hereby agrees that the balance in a billing
statement is correct and binding unless the Client
notifies the Consultant in writing within ten (10) days of
the date of billing and informs Consultant of alleged
incorrect item; provided, however, that the foregoing
shall apply only to the description of work performed as
set forth in the billing statement, and if after such ten
(10) day period Client discovers a mathematical error in
the billing statement, Client shall not be bound by the
erroneous balance, which Consultant hereby agrees to
correct.
6. Consultant makes no warranty as to its findings, except
that the work is performed using generally accepted
methods.
7. Consultant makes no warranty that the project will be
approved by any governmental agency, nor endorsed by
any citizens group.
8. Client agrees to limit the Consultant's liability to the
Client and to all Contractors and Subcontractors on the
project due to Consultant's material, willful, and grossly
negligent acts, errors, or omissions, to the sum of
$50,000 or to the Consultant's fee, whichever is less.
9. In the event either party commences legal action to
enforce this Agreement of the General Conditions, the
prevailing party shall be entitled to recover its reasonable
attorney's fees and costs incurred in the action, in
addition to all other relief to which the prevailing party is
entitled.
10. In the event of a mid -phase contract suspension, billings
will be prorated to reflect tasks in progress, except where
a task was completed early, in which case it will be billed
as if the task were complete.
11. Client agrees and concurs that Consultant is obligated to
only Client to perform and/or receive direction or
instructions on the project, and that Consultant is not
obligated to perform and/or take direction or instructions
from Client's other Consultants or Subconsultants
without prior written notification and concurrence by
Consultant.