11-1101_RJM DESIGN GROUP, INC._Personal Services Agreement First AmdFIRST AMENDMENT TO
PERSONAL SERVICES AGREEMENT
THIS FIRST AMENDMENT TO THE PERSONAL SERVICES AGREEMENT between
the CITY OF SAN JUAN CAPISTRANO ("City") and RJM Design Group, Inc. ("Consultant") is
made and entered into, to be effective the day of July, 2013, as follows:
RECITALS
WHEREAS, the City and Consultant have entered into that Personal Services
Agreement dated November 1, 2011, for cultural landscape design for the Blas AguilarAdobe
project (CIP No. 07403) (the "Agreement"); and,
WHEREAS, the original landscape design requires an alteration due to the existing
underground utility; and,
WHEREAS, the City and Consultant desire to amend the terms of the Agreement as
provided hereunder.
AMENDMENT
NOW, THEREFORE, in consideration of the promises and mutual covenants contained
therein, City and Consultant agree to the amend Section 2 and Section 3 of the Agreement as
follows:
Section 2. Term.
The term of this Agreement shall be extended to December 31, 2013.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $41,400 (Forty
one thousand four hundred dollars) including reimbursables as set forth in Exhibit "A,"
attached and incorporated herein by reference.
All other provisions of the Agreement not amended hereunder shall remain in full force
and effect.
[SIGNATURE PAGE FOLLOWS]
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APPROVED AS TO FO
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CONSULTANT
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RJM Design Group, Inc.
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EXHIBIT A
31591 Camino Capistrano
San Juan Capistrano, CA 92675
www.RJMdesigngroup.com
[9491493-2690 !,:.x
[9491493-2600
May 29, 2013
Mr. Bill Ramsey
AICP Principal Planner & Commission Secretary
City Of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Re: Blas Aguilar Adobe — Streetscape Frontage
Dear Bill:
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Thank you for your feedback regarding the design alternates at the Blas Aguilar Adobe
streetscape frontage. We understand that Alternate 'C' is the preferred re -design of this
entry area to retain the existing fire hydrant location.
Our fee for revising the existing plans is $4,875.00. This work includes revisions to the
project base plan, demolition, construction, irrigation with planting plans. In addition,
updates will be provided to the Engineer's Estimate as well as the Project Bid Schedule. We
propose our work will be billed on a time and materials basis. From our previous
discussions, it is our understanding that a City Standard footing detail will be referenced
for the relocation of the Camino Capistrano Bell.
This fee assumes that no additional meetings and/or community presentations will be
required. Any and all reimbursable expenses (printing, delivery costs, etc.) will be billed as
incurred, at cost plus 15/0; as outlined in our original contract agreement with the City
dated November 1, 2011.
As you review the enclosed, please do not hesitate to call to discuss. We look forward to
the project's bid and successful installation.
Best regards,
RIM Design Group, Inc.
OHibach, LLA, LEED AP
Landscape Architect
13-087 San Juan Capistrano - Blas Aguilar Adobe
Page 1
Page 2
32400 PASEO ADELANTO
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MEMBERS OF THE CITY COUNCIL
SAN JUAN CAPISTRANO, CA 92675
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ESTABLISHER
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LARRY KRAMER
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TRANSMITTAL
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RJM Design Group, Inc.
Attn: Larry Ryan
31591 Camino Capistrano
San Juan Capistrano, CA 92675
DATE: July 19, 2013
FROM: Manny Ruelas, Office Assistant (949) 443-6308
RE: Personal Services Agreement — Amendment No. 1 or cultural landscape design for the
Blas Aguilar Adobe project (CIP 07403).
Thank you for maintaining documentation confirming compliance with the terms of the
agreement related to insurance.
Please keep in mind this documentation must remain current with our office during the term of
the agreement. If you have questions related to insurance requirements, please call Manny
Ruelas, Office Assistant at (949) 443-6308.
If you have questions concerning the agreement, please contact Bill Ramsey, Assistant
Development Services Director at (949) 443-6334.
Enclosed is an original amendment for your records.
Cc: Bill Ramsey, Assistant Development Services Director
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Printed on 100% recycled paper
MEMORANDUM July 3, 2013
TO: Karen P. Brust, City Manager
FROM: Ayako Rauterkus, Management Analyst
SUBJECT: First Amendment to the Personal Services Agreement with RJM Design Group,
Inc. for Blas Aguilar Adobe Project (CIP No. 07403)
RJM Design Group, Inc. (Consultant) has been working on the cultural landscape
design services for the Blas Aguilar Adobe project. The design work is almost complete
except for the necessary design change due to the old fire hydrant. The Project
Manager, Bill Ramsey consulted with the Utility Dept. regarding the relocation of the
subject fire hydrant and learned that the estimate relocation cost would be $26,145 (per
e-mail from Eric Bauman to Bill Ramsey on May 28, 2013). Instead, staff chose to
revise the design so that the hydrant will not need to be relocated. The revision of the
design by Consultant is $4,875 as indicated on the Exhibit "A" to the 1St amendment to
the PSA.
The current contract amount with the Consultant is $36,525. As of today, we have
expended the entire contract amount. In order for us to move forward with the revision
of the plan, we would like to get the contract amended and complete the design for the
project.
Please let me know if you have further questions.
Bill Ramse
From: Eric Bauman
Sent: Tuesday, May 28, 2013 11:15 AM
To: Bill Ramsey
Cc: Maryam Ramsey
Subject: FW: Blas Aguilar Adobe Fire Hydrant
Attachments: W-25.pdf; W-7_ComFH.PDF; W-8_Trench.pdf; W-8_Std 700.pdf; MS11454[1]_new-sewer-
west.pdf; DW002661[1]_Ex-FS.PDF; 13 -0516 -Proposed FH Location.pdf
Bill:
The bid price I have to do a turnkey construction on this is $26,145. Attached is the design I worked up. Call to discuss.
Eric
From: King, Scott [mailto:Scott@ckc.co]
Sent: Tuesday, May 28, 2013 10:42 AM
To: Eric Bauman
Cc: King, Butch; Debi Hawkins
Subject: RE: Blas Aguilar Adobe Fire Hydrant
Eric,
Complete per provided requirements including night work.
Lump Sum $26,145
Thank you,
Scott King
From: Eric Bauman [mailto:EBauman sanjuancapistrano org]
Sent: Tuesday, May 21, 2013 5:17 PM
To: King, Scott
Subject: FW: Blas Aguilar Adobe Fire Hydrant
Scott:
Can you give me a fixed price to cut and cap a 4" wharf head hydrant (W-25), and install a new (W-7) hydrant as shown
on the attached map. Plan DWO02661_Ex-FS.pdf shows two alternates for construction. I believe Alt #1 will be easier
and lower cost. Back fill, compaction per W-8, and pavement restoration per W -8 -std -700. I'd be happy to meet w/ you
on site to review the project.
Eric.
From: Maryam Ramsey
Sent: Thursday, May 16, 2013 5:57 PM
To: Bill Ramsey; Craig Sensenbach (Crago) (craig@rimdesigngroup.com)
Cc: Keith Van Der Maaten; Eric Bauman; Glenn Garrett; Tom Johnson; Mike Smith
Subject: RE: Blas Aguilar Adobe Fire Hydrant
Bill,
This is to summarize our meeting discussion, understanding, and action regarding the subject project fire hydrant:
1- A new fire hydrant will be installed at the location proposed in the attached map per City Standard W-7 prior to
removal of the existing wharf head hydrant in front of the Blas Aguilar Adobe.
2- The Development Services will fund construction and installation of the new fire hydrant and removal of the
existing hydrant as a separate CIP project from the Blas Aguilar Adobe renovation project. The FH project will be
a design -built project.
3- We will provide you with name and contact information of few contractors to request for proposal on the
subject project.
4- A backflow preventer is required to be installed after existing water meter, if there is none exist at this time. If
there is an existing BFD, it needs to be brought up to code. A copy of Ordinance No. 895 is attached for your
information. Please contact Glenn Garrett with the BFD requirements.
5- A copy of Standard W-7 and Water Notes provided to Craig Sensenbach of RJM at our meeting early this
afternoon; the same notes and standards and more are attached for your use.
Please let us know if you have any questions or need more information.
Thanks.
Maryam F. Ramsey
Associate Engineer
Utilities Department
City of San Juan Capistrano
Office: (949) 443-6366
Fax: (949) 496-3725
mramsey@sanivancapistrano.org
-----Original Appointment -----
From: Bill Ramsey
Sent: Wednesday, May 15, 2013 10:19 AM
To: Maryam Ramsey; Craig Sensenbach (Craig@rimdesigneroup.com)
Subject: Blas Aguilar fire hydrant
When: Thursday, May 16, 2013 1:00 PM -2:00 PM (GMT -08:00) Pacific Time (US & Canada).
Where: Conf Room - Community Development
Maryam: Would you please bring along copies of the construction details that RJM will need to include in the CDs to
incorporate the new hydrant in their plans. Much thanks.
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2
� ,.jum CITY OF SAN JUAN CAPISTRANO
o _ DOCUMENT TRANSMITTAL FORM
776 This form is for the transmittal of documents for signature.
•c14-IFOK�`� (e.g. Agreements, Contracts, Deeds, Easements)
Date: �� % ( Agenda Item No. (if Applicable): N/A
City Council, SJCHA or SACRA Meeting Date (if applicable): N/A
Brief description of document and/or services provided: Cultural Landscape Design for Blas Aguilar Adobe project, cIP no. 07403,
1 st Amendment to the PSA
Submitting Department: Development Services
Staff Contact: Biu Ramsey
Please sign each original of the attached document, where indicated and circulate in the below route order as applicable
(Please note the procurement limitations below). When the document is fully executed, the City Clerk will provide a signed
copy to the submitting department and to the Financial Services Department (when applicable), and will mail a signed
original to the contractor/consultant.
Step 1 F Purchasing — For Procurement Contracts/Agreements (if applicable)
$3,000 or less — (Department Head's Authority — No Purchase Order Required — STOP — Jurther routing not necessary)
0 $3,001 - $10,000— (Department Head's Authority)
$10,001 - $45,000 — (City Manager's Authority)
® $45,001 or over - (City Council Approval Required*) *Date of Council Approval: or Resolution. No.:
0 Public Contracts $45,000 or less — (City Manager's Authority Required)
Q Public Contracts over $45,000 - (City Council's Authority Required*) *Date of Council Approval: or
Resolution. No.:
Step 2
U Department Lead
0
Approved
Not Approved
Director's
Not Applicable
Initials/Date'
Step 4 ❑■ Finance
Funding Available
No Funding Available
Budget Amendment Require
Notes:
Finance Initials/Date
Step 3 ❑1 City Attorney
Step 5 0 City Manager
1 72 Approved
Not Approved Approved
Not Applicabl Denied
City Attorney's Initia /D�t y City Manager's Initial's/Date: (�
Step 6 0 Insurance Requirements (if applicable) *Mark the requirements included in the attached document.
0 Commercial/General Liability 0 Additional Insured Endorsement
0 Auto Liability Worker's Compensation
=Professional/Errors and Omissions 0 Not Applicable
0 Public Works Contracts — Labor/Material & Performance Bonds
Step 7 0 City Clerk (For Final Routing)
0 Approval Process Completed — Copy of Contract Transmittal Form with documents forwarded to FS Department or
back to the originating department as appropriate.
0 Denied — Returned to submitting department. Please provide the following and return to the City Clerk's Office:
City Clerk's Initial's/Date:
Page 1 of 2
1. Contractor/Consultant Name: RJM Design Group
2. Business License*: ❑- Yes ❑ No License Number: 12483 Date of Expiration 12/31/13
*If work is performed in the City, a Business License is required.
3. Contract Amount: $ 41400
4. Budget Account Number: 50-62199-62250-07403-000
5. City Services and Facilities to be provided (If Applicable):
N/A
6. Is this a standard City contract? ❑■ Yes ❑ No If no, explain:
7. Are two original contracts submitted? ❑■ Yes ❑ No If no, explain:
8. Contract Date: Expiration Date: 12/31/13
9. Insurance Certificate (if applicable) attached: ❑ Yes A-1 No If no, explain:
alreadv on file
10. Purchase (if applicable) Requisition attached: ❑E Yes ❑ No If no, explain:
it is a POM to the original PO.
11. Bid Recap (if applicable) attached: ❑ Yes FEW No If no, explain:
amendment to the oriainal PSA
12. W-9 Form (if applicable) attached: ❑ Yes No If no, explain:
Not a new vendor.
13. New Vendor Application Form (if applicable) attached: ❑ Yes FM -1 No If no, explain:
not a new vendor.
14. Does this document need to be recorded? ❑ Yes FE -1 No If Yes, please provide only one
original copy.
The Financial Services Department will issue a Purchase Order (PO) to the submitting department, once all of the
information on this Contract Transmittal Form has been received by finance through the City Clerk's Office.
Page 2 of 2