17-0607_ELEMENTS ARCHITECTURE_Professional Services AgrCITY OF SAN JUAN CAPISTRANO
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of , 20Y�L by and
between the City of San Juan Capistrano, a municipal corporation, organized and operating
under the laws of the State of California with its principal place of business at 32400 Paseo
Adelanto, San Juan Capistrano, CA 92675 ("City"), and Elements Architecture, Inc. a
CORPORATION, with its principal place of business at 6B Liberty #100 Aliso Viejo, CA 92656
(hereinafter referred to as "Consultant"). City and Consultant are sometimes individually
referred to as "Party" and collectively as "Parties" in this Agreement.
RECITALS
A. City Is a public agency of the State of California and is in need of professional
services for the following project;
Architectural Electrical and Structural Design Services for Reconstruction of the Trellis Roof at
the San Juan Capistrano Train Depot (hereinafter referred to as "the Project").
B. Consultant is duly licensed and has the necessary qualifications to provide such
services.
C. The Parties desire by this Agreement to establish the terms for City to retain
Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
Services.
Consultant shall provide the City with the services described in the Scope of Services
attached hereto as Exhibit "A."
2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in
accordance with Exhibit "A."
b. In no event shall the total amount paid for services rendered by
Consultant under this Agreement exceed the sum of $19,800, This amount includes a 10%
contingency that use of which requires prior City approval. This amount is to cover all printing
and related costs, and the City will not pay any additional fees for printing expenses. Periodic
payments shall be made within' 30 days of receipt of an invoice which includes a detailed
description of the work performed. Payments to Consultant for work performed will be made on
a monthly billing basis.
Consultant will invoice City on a monthly cycle. Consultant will include
with each invoice a detained progress report that indicates the amount of budget spent on each
task. Consultant will inform City regarding any out -of -scope work being performed by
Consultant. This is a time -and -materials contract.
6114 7.021 OOl 1097477 7.1
3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal
consultations with the other party indicate that a change is warranted, it shall be processed in
the following manner: a letter outlining the changes shall be forwarded to the City by Consultant
with a statement of estimated changes in fee or time schedule. An amendment to this
Agreement shall be prepared by the City and executed by both Parties before performance of
such services, or the City will not be required to pay for the changes in the scope of work. Such
amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs
incurred shall be maintained by Consultant and made available at all reasonable times during
the contract period and for four (4) years from the date of final payment under the contract for
inspection by City.
S. Time of Performance.
Consultant shall perform its services in a prompt and timely manner and shall
commence performance upon receipt of written notice from the City to proceed ("Notice to
Proceed"). Consultant shall complete the services required hereunder within 40 calendar days.
The Notice to Proceed shall set forth the date of commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for
delays in performance caused by circumstances beyond the reasonable control of the non-
performing party. For purposes of this Agreement, such circumstances include but are not
limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and
other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances;
sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a
reasonable time of being prevented from performing, give written notice to the other party
describing the circumstances preventing continued performance and the efforts being made to
resume performance of this Agreement.
Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and
regulations of the federal, state and local government, including Cal/OSHA requirements.
b. If required, Consultant shall assist the City, as requested, in obtaining and
maintaining all permits required of Consultant by federal, state and local regulatory agencies.
C. If applicable, Consultant is responsible for all costs of clean up and/ or removal of
hazardous and toxic substances spilled as a result of his or her services or operations
performed under this Agreement.
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8. Standard of Care
Consultant's services will be performed in accordance with generally accepted
professional practices and principles and in a manner consistent with the level of care and skill
ordinarily exercised by members of the profession currently practicing under similar: conditions.
9. Assignment and Subconsultant
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or
interest in this Agreement without the written consent of the City, which may be withheld for any
reason. Any attempt to so assign or so transfer without such consent shall be void and without
legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a
provision making them subject to all provisions stipulated in this Agreement. Nothing contained
herein shall prevent Consultant from employing independent associates, and subconsultants as
Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent ConsWtant
Consultant is retained as an independent contractor and is not an employee of City. No
employee or agent of Consultant shall become an employee of City. The work to be performed
shall be in accordance with the work described in this Agreement, subject to such directions and
amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided
evidence satisfactory to the City it has secured all insurance required under this section. In
addition, Consultant shall not allow any subcontractor to commence work on any subcontract
until it has secured all insurance required under this section.
a. Commercial General_ Liability
(i) The Consultant shall take out and maintain, during the
performance of all work under this Agreement, in amounts not less than specified herein,
Commercial General Liability Insurance, in a form and with insurance companies acceptable to
the City.
(ii) Coverage for Commercial General Liability insurance shall be at
least as broad as the following:
(1) Insurance Services Office Commercial General Liability
coverage (Occurrence Form CG 00 01) or exact equivalent.
(iii) Commercial General Liability Insurance must include coverage
for the following:
(1) . Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion
deleted
(7) Contractual Liability with respect to this Contract
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(8) Broad Form Property Damage
(9) Independent Consultants Coverage
(iv) The policy shall contain no endorsements or provisions limiting
coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one
insured against another; (3) products/completed operations liability; or (4) contain any other
exclusion contrary to the Agreement.
(v) The policy shall give City, Its officials, officers, employees,
agents and City designated volunteers additional insured status using ISO endorsement forms
CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
(vi) The general liability program may utilize either deductibles or
provide coverage excess of a self-insured retention, subject to written approval by the City, and
provided that such deductibles shall not apply to the City as an additional insured.
b. Automobile Liability
(i) At all times during the performance of the work, under this
Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and
property damage including coverage for owned, non -owned and hired vehicles, in a form and
with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as
broad as Insurance Services Office Form Number CA 00 01 covering automobile liability
(Coverage Symbol 1, any auto).
(ill) The policy shall give City, its officials, officers, employees, agents
and City designated volunteers additional insured status.
(iv) Subject to written approval by the City, the automobile liability
program may utilize deductibles, provided that such deductibles shall not apply to the City as an
additional insured, but not a self-insured retention.
C. Workers' Compensation/Employer's Liability
(i) Consultant certifies that he/she is aware of the provisions of
Section 3700 of the California Labor Code which requires every employer to be insured against
liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that code, and he/she will comply with such provisions before commencing work
under this Agreement.
(ii) To the extent Consultant has employees at any time during the
term of this Agreement, at all times during the performance of the work under this Agreement,
the Consultant shall maintain full compensation insurance for all persons employed directly by
him/her to carry out the work contemplated under this Agreement, all in accordance with the
"Workers' Compensation and Insurance Act," Division IV of the Labor Code of the State of
California and any acts amendatory thereof, and Employer's Liability Coverage in amounts
indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the
period required by this Agreement, workers' compensation coverage of the same type and limits
as specified In this section.
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d. Professional LiabilitylErrors and Omissions
At all times during the performance of the work under this Agreement the Consultant
shall maintain professional liability or Errors and Omissions insurance appropriate to its
profession, in a form and with insurance companies acceptable to the City and in an amount
indicated herein. This insurance shall be endorsed to include contractual liability applicable to
this Agreement and shall be written on a policy form coverage specifically designed to protect
against acts, errors or omissions of the Consultant. "Covered Professional Services" as
designated in the policy must specifically include work performed under this Agreement. The
policy must spay on behalf of the insured and must include a provision establishing the insurer's
duty to defend.
e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate
for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 per occurrence for bodily injury and
property damage
Employer's Liability $1,000,000 per occurrence
Professional Liability $1,000,000 per claim and aggregate (errors and
omissions)
Defense costs shall be payable in addition to the limits.
(iii) Requirements of specific coverage or limits contained in this
section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of
any coverage normally provided by any insurance. Any available coverage shall be provided to
the parties required to be named as Additional Insured pursuant to this Agreement.
Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City
evidence of insurance from an insurer or insurers certifying to the coverage of all insurance
required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer's
equivalent) signed by the insurer's representative and Certificate of Insurance (Acord Form 25-
S or equivalent), together with required endorsements. All evidence of insurance shall be
signed by a properly authorized officer, agent, or qualified representative of the insurer and
shall certify the names of the insured, any additional insureds, where appropriate, the type and
amount of the insurance, the location and operations to which the insurance applies, and the
expiration date of such insurance.
g. Policy Provisions Required
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(i) Consultant shall provide the City at least thirty (30) days prior
written notice of cancellation of any policy required by this Agreement, except that the
Consultant shall provide at least ten (10) days prior written notice of cancellation of any such
policy due to non-payment of premium. If any of the required coverage is cancelled or expires
during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including
the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to
the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy
shall each contain a provision stating that Consultant's policy is primary insurance and that any
insurance, self-insurance or other coverage maintained by the City or any named insureds
shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than
the effective date of this Agreement. Consultant shall maintain such coverage continuously for
a period of at least three years after the completion of the work under this Agreement,
Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is
advanced past the effective date of this Agreement; B) if the policy Is cancelled or not renewed;
or C) if the policy is replaced by another claims -made policy with a retroactive date subsequent
to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional
liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its
officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or
others providing insurance evidence in compliance with these specifications to waive their right
of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and
shall require similar written express waivers and insurance clauses from each of its
subconsultants.
(v) The limits set forth herein shall apply separately to each insured
against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in
excess of such coverage, nor shall it limit the Consultant's indemnification obligations to the
City and shall not preclude the City from taking such other actions available to the City under
other provisions of the Agreement or law.
Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance
companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies
with a current A.M. Best's rating of no less than A:VII and admitted to transact in the
business of insurance in the State of California, or otherwise allowed to place insurance
through surplus line brokers under applicable provisions of the California Insurance
Code or any federal law.
Additional insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance
coverage to be maintained by Consultant, and any approval of said insurance by the City, is
not intended to and shall not in any manner limit or qualify the liabilities and obligations
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otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to,
the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of
insurance required under this Agreement does not comply with these specifications or is
canceled and not replaced, City has the right but not the duty to obtain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of
all Insurance policies in effect for the duration of the Project.
(iv) Neither the City nor any of its officials, officers, employees, agents
or volunteers shall be personally responsible for any liability arising under or by virtue of this
Agreement.
j. Subconsultant Insur nce ire uirements. Consultant shall not allow any
subcontractors or subconsultants to commence work on any subcontract until they have
provided evidence satisfactory to the City that they have secured. all insurance required under
this section. Policies of commercial general liability insurance provided by such subcontractors
or subconsultants shall be endorsed to name the City as an additional insured using ISO form
CG 20 38 04 13 or an endorsement providing the exact same coverage. 1f requested by
Consultant, City may approve different scopes or minimum limits of insurance for particular
subcontractors or subconsuitants.
12. Indemnific
a. To the fullest extent permitted by law, Consultant shall defend, with
counsel of City's choosing and at Consultant's own cost, indemnify and hold the City, its
officials, officers, employees, agents and volunteers free and harmless from any and all claims,
demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments,
awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, (collectively, "Claims') in any manner arising out of,
pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of
Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection
with the performance of the Consultant's services, the Project or this Agreement, including
without limitation the payment of all consequential damages, expert witness fees and attorneys'
fees and other related costs and expenses. Notwithstanding the foregoing, to the extent
Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be
limited, to the extent required by Civil Code Section 2782.8, to Claims that arise out of, pertain
to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any,
received by the City, its officials, officers, employees, agents or volunteers.
b. Additional Indemnity Oblic tons. Consultant shall defend, with counsel
of City's choosing and at Consultant's own cost, expense and risk, any and all Claims covered
by this section that may be brought or instituted against the City, its officials, officers,
employees, agents or volunteers. Consultant shall pay and satisfy any judgment, award or
decree that may be rendered against the City, Its officials, officers, employees, agents or
volunteers as part of any such claim, suit, action or other proceeding. Consultant shall also
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reimburse City for the cost of any settlement paid by the City, its officials, officers, employees,
agents or volunteers as part of any such claim, suit, action or other proceeding. Such
reimbursement shall include payment for the City's attorney's fees and costs, including expert
witness fees. Consultant shall reimburse the City, Its officials, officers, employees, agents and
volunteers, for any and all legal expenses and costs incurred by each of them in connection
therewith or in enforcing the indemnity herein provided: Consultant's obligation to indemnify
shall not be restricted to insurance proceeds, if any, received by the City, its officials, officers,
employees, agents and volunteers.
13. California Labor Code Re uirements.
a. Consultant is aware of the requirements of California Labor Code
Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and
the performance `of other requirements on certain "public works" and "maintenance" projects. If
the services are being performed as part of an applicable "public works" or "maintenance"
project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or
more, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable.
Consultant shall defend, indemnify and hold the City, its officials, officers, employees and
agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of
any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory
upon the Consultant and all subconsultants to comply with all California Labor Code provisions,
which include but are not limited to prevailing wages, employment of apprentices, hours of labor
and debarment of contractors and subcontractors.
b. If the services are being performed as part of an applicable "public works"
or "maintenance" project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the
Consultant and all subconsultants performing such Services must be registered with the
Department of Industrial Relations. Consultant shall maintain registration for the duration of the
Project and require the same of any subconsultants, as applicable. This Project may also be
subject to compliance monitoring and enforcement by the Department of Industrial Relations. It
shall be Consultant's sole responsibility to comply with all applicable registration and labor
compliance requirements.
14. Verification of Employment Eligibility,
By executing this Agreement, Consultant verifies that it fully complies with all
requirements and restrictions of state and federal law respecting the employment of
undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of
1986, as may be amended from time to time, and shall require all subconsultants and sub-
subconsultants to comply with the same.
15. CitMaterial Requirements.
Deleted.
16. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of
California. If any action is brought to interpret or enforce any term of this Agreement, the action
shall be brought in a state or federal court situated in the County of Orange, State of California.
17 Termination or Abandonment
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a. City has the right to terminate or abandon any portion or all of the work
under this Agreement by giving ten (10) calendar days written notice to Consultant. In such
event, City shall be immediately given title and possession to all original field notes, drawings
and specifications, written reports and other documents produced or developed for that portion
of the work completed and/or being abandoned. City shall pay Consultant the reasonable value
of services rendered for any portion of the work completed prior to termination. If said
termination occurs prior to completion of any task for the Project for which a payment request
has not been received, the charge for services performed during such task shall be the
reasonable value of such services, based on an amount mutually agreed to by City and
Consultant of the portion of such task completed but not paid prior to said termination. City shall
not be liable for any costs other than the charges or portions thereof which are specified herein.
Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to
damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under
this Agreement upon thirty (30) calendar days' written notice to City only in the event of
substantial failure by City to perform in accordance with the terms of this Agreement through no
fault of Consultant.
18 Documents. Except as otherwise provided in "Termination or Abandonment,"
above, all original field notes, written reports, Drawings and Specifications and other
documents, produced or developed for the Project shall, upon payment In full for the services
described in this Agreement, be furnished to and become the property of the City.
19. Omanization
Consultant shall assign Scott Holland as Project Manager. The Project Manager shall
not be removed from the Project or reassigned without the prior written consent of the City.
above.
20. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described
21. Notice
Any notice or instrument required to be given or delivered by this Agreement may be
given or delivered by depositing the same in any United States Post Office, certified mail, return
receipt requested, postage prepaid, addressed to:
CITY:
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Paul Meshkin
and shall be effective upon receipt thereof.
22. Third Part Ry_ Ights
6 114 7.02 1 00\ 10974777.1
CONSULTANT:
Elements Architecture, Inc.
6B Liberty #100
Aliso Viejo, CA 92656
Attn: Scott Holland
Nothing in this Agreement shalt be construed to give any rights or benefits to anyone
other than the City and the Consultant.
23. Eguial Opportunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not
discriminate against any employee or applicant for employment because of race, religion, color,
national origin, ancestry, sex, age or other interests protected by the State or Federal
Constitutions. Such noxi -discrimination shall include, but not be limited to, all activities related to
Initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff
or termination.
24. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and
Consultant as to those matters contained herein, and supersedes and cancels any prior or
contemporaneous oral or written understanding, promises or representations with respect to
those matters covered hereunder. Each party acknowledges that no representations,
inducements, promises or agreements have been made by any person which are not
incorporated herein, and that any other agreements shall be void. This Agreement may not be
modified or altered except in writing signed by both Parties hereto. This is an integrated
Agreement.
25. Severability
The unenforceability, invalidity or Illegality of any provision(s) of this Agreement shall not
render the provisions unenforceable, invalid or illegal.
26. Sgccnssors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in
interest, executors, administrators and assigns of each party to this Agreement. However,
Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights,
burdens, duties or obligations without the prior written consent of City. Any attempted
assignment without such consent shall be invalid and void.
27. Non -Waiver
None of the provisions of this Agreement shall be considered waived by either party,
unless such waiver is specifically specified in writing.
28. Time of Essence
Time is of the essence for each and every provision of this Agreement.
29. City's Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, In connection
with this Project or other projects.
30. Prohibited Interests
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Consultant maintains and warrants that it has not employed nor retained any company
or person, other than a bona fide employee working solely for Consultant, to solicit or secure
this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Consultant, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. For breach or violation of this warranty, City shall
have the right to rescind this Agreement without liability. For the term of this Agreement, no
director, official, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material benefit
arising therefrom.
[SIGNATURES ON FOLLOWING PAGE]
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SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF SAN JUAN CAPISTRANO
AND ELEMENTS ARCHITECHTURE, INC.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first
written above.
CITY OF SAN JUAN CAPISTRANO ELEMENTS ARCHITECTURE, INC.
By:
'4 "-qcity
ATTEST:
By:
It lark
APPROVED AS TO FORM:
1
By:
My A orney
By: --�
AIA Architect, Principal; Elements Architecture, Inc
Printed Name; Scott Holland
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61147.02100t 10974777.1
EXHIBIT A
Scope of Services
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61147.02 1 OM 10974777.1
City of San Juan Capistrano
Train Station Trellis Repair
San Juan Capistrano, California
EXHIBIT A
May 9, 2017 (Revision 1 : 5.22.17)
We are grateful for the opportunity to provide you with a proposal for our architectural and
engineering services for the Trellis Repair Project at the Train Station in San Juan Capistrano.
Per your request, we have provided a Full -Service Design Proposal for your review and
approval. We have based our proposal on information gathered during our meeting at the
site on Monday May 1, 2017.
SCOPE OF WORK:
• New design shall be based on the existing trellis at the front of the train station that
was recently repaired.
• New wood beams, roofing, gutters and light fixtures to match the existing front trellis.
• Design connection for the new roof gutter to tie -into the existing roof drain pipes that
are exposed.
• Services to include construction documents, plan check and permitting, bidding and
negotiations, and construction support.
We have added the following Proposed Project Timeline:
(1) WEEK VERIFICATION OF EXISTING SITE CONDITIONS:
(2) WEEKS PREPARE CONSTRUCTION DOCUMENTS:
(1) WEEK CITY REVIEW OF CONSTRUCTION DOCUMENTS:
(1) WEEK INCORPORATE CITY COMMENTS AND SUBMIT FOR PLAN CHECK:
(2) WEEKS CITY PLAN CHECK REVIEW; OBTAIN APPROVAL FOR BUILDING PERMITS:
Architectural and Engineering Services Proposal (Revision 1 : 5.22.1 7) Page 1 of 6
Mr. Paul Meshkin, Project Manager
City of San Juan Capistrano Public Works Department
NJ
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
ELEMENTS
ARCHITECTURAL AND ENGINEERING SERVICES PROPOSAL
TRAIN STATION TRELLIS REPAIR
A R C H I T E C T U R E
26701 Verdugo St.
6B Liberty # 1 0 0
San Juan Capistrano, CA 92675
Aliso Viejo, CA 92656
TEL.949.488.0865
FAX.949.488.0864
www.ElementsArch.com
Dear Mr. Meshkin:
We are grateful for the opportunity to provide you with a proposal for our architectural and
engineering services for the Trellis Repair Project at the Train Station in San Juan Capistrano.
Per your request, we have provided a Full -Service Design Proposal for your review and
approval. We have based our proposal on information gathered during our meeting at the
site on Monday May 1, 2017.
SCOPE OF WORK:
• New design shall be based on the existing trellis at the front of the train station that
was recently repaired.
• New wood beams, roofing, gutters and light fixtures to match the existing front trellis.
• Design connection for the new roof gutter to tie -into the existing roof drain pipes that
are exposed.
• Services to include construction documents, plan check and permitting, bidding and
negotiations, and construction support.
We have added the following Proposed Project Timeline:
(1) WEEK VERIFICATION OF EXISTING SITE CONDITIONS:
(2) WEEKS PREPARE CONSTRUCTION DOCUMENTS:
(1) WEEK CITY REVIEW OF CONSTRUCTION DOCUMENTS:
(1) WEEK INCORPORATE CITY COMMENTS AND SUBMIT FOR PLAN CHECK:
(2) WEEKS CITY PLAN CHECK REVIEW; OBTAIN APPROVAL FOR BUILDING PERMITS:
Architectural and Engineering Services Proposal (Revision 1 : 5.22.1 7) Page 1 of 6
City of San Juan Capistrano
Train Station Trellis Repair
San Juan Capistrano, California
Thank you once again for your consideration of Elements Architecture for this project. We
look forward to working with you and your team. Please provide us with a Purchase Order if
the proposal meets with your approval. Feel free to contact me at my office at (949) 488 -
0865, x1 12 if I can be of any further assistance.
Respectfully,
Elements Architecture, Inc.
Scott Holland, AIA Architect
Principal
Architectural and Engineering Services Proposal (Revision 1: 5.22.1 7) Page 2 of 6
City of San Juan Capistrano
Train Station Trellis Repair
San Juan Capistrano, California
TASK 1: FINAL DESIGN CONSTRUCTION DOCUMENTS:
Based on the existing recently repaired trellis, Elements Architecture will prepare a complete set
of Final Design Construction Document Drawings and Specifications setting forth in sufficient
detail the architectural, structural, and electrical scope of work required to construct the
project. Submittal to the local Regulatory Agencies for plan check and permits has been
included in Task 2.
S__UBT_ ASKS:
1 . Meet at the site with the Elements Consultant Team and City Project Stakeholders to
review the existing field conditions and verify the scope of work
2. Field measure the and document the existing masonry column layout and field
conditions as well as the wood framing members at the recently repaired front trellis.
3. Generate As -built Exterior Structure Footprint drawings based off the field
measurements.
4. Coordination with the Elements Architecture, structural and electrical engineers for all
drawings, specifications and calculations regarding the scope of work.
5. Coordination with the City Project Stakeholders for all project requirements.
6. Produce a complete Final Design Construction Documents Package including
architectural, structural, and electrical drawings and Specifications.
7. Prepare a Project Manual / Technical Specifications.
MEETINGS:
(2) Progress Review meetings with the Project Stakeholders at the Site.
SUBMITTALS:
50% CONSTRUCTION DOCUMENT PACKAGE
100% CONSTRUCTION DOCUMENT PACKAGE
Task 1 Fee Summary:
TASK DESCRIPTION
PROPOSED FEE:
ARCHITECTURAL
$6,000.00
STRUCTURAL ENGINEERING
$3,000.00
ELECTRICAL ENGINEERING
$1,500.00
TOTALS:
$10,500.00
TASK 1: CONSTRUCTION DOCUMENTS FEE: $10,500.00
(Lump Sum Fee Complete)
Architectural and Engineering Services Proposal (Revision 1: 5.22 1 7) Page 3 of 6
City of San Juan Capistrano
Train Station Trellis Repair
San Juan Capistrano, California
TASK 2: PLAN CHECK WITH THE CITY OF SAN JUAN CAPISTRANO
Once the revised Final Design Construction Document Packages has been completed and
approved by the Project Stakeholders, Elements Architecture will submit these documents to the
City of San Juan Capistrano Building Dept. for plan check processing and permit approval.
SUB -TASKS:
1. Initial Submittal of the Construction Document Packages to the City of San Juan
Capistrano.
2. Incorporate Building Plan Check Comments into the Construction Document
Packages.
3. Submit Final Construction Document Packages to the City of San Juan Capistrano
Bldg. Dept. for final approval.
I r r
I aSK L Fee aummary:
TASK DESCRIPTION PROPOSED FEE:
ARCHITECTURAL $2,000.00
TOTALS: 1 $2,000.00
TASK 2: PLAN CHECK PROCESSING FEE: $2,000.00
(Lump Sum Fee Complete)
TASK 3: BIDDING AND NEGOTIATIONS:
Includes telephone support and issuing of addenda as required during the bidding phase of
the project. We will also attend the job walk for the General Contractors to be held at the Site.
SUBTASKS:
1. Prepare and assemble Bid Documents to be given to the General Contractors and
hired vendors.
2. Attend job walk at the Site with the Project Stakeholders and invited General
Contractors.
3. Phone support and issuing of addenda during the bidding process.
MEETINGS..
(1) Attendance at job walk meeting at the Site for the General Contractors
Tnsk 3 Fee Summorv:
TASK DESCRIPTION
PROPOSED FEE:
ARCHITECTURAL
$1,500.00
STRUCTURAL ENGINEERING
$250.00
ELECTRICAL ENGINEERING
$250.00
TOTALS:
$2,000.00
TASK 3: BIDDING AND NEGOTIATIONS FEE: $2,000.00
(Lump Sum Fee Complete)
Architectural and Engineering Services Proposal (Revision 1: 5.22.1 7) Page 4 of 6
City of San Juan Capistrano
Train Station Trellis Repair
San Juan Capistrano, California
TASK 4: CONSTRUCTION SUPPORT:
Elements Architecture's construction support includes shop drawing review, telephone support,
and issuing of addenda as required during the construction phase of the project. Elements
Architecture will also attend progress meetings at the site during the construction period.
SUBTASKS:
1. Phone support and issuing of addenda during the construction process.
2. Review and approve the submittals and shop drawings with Project Stakeholders
3. Timely responses to Requests For Information (RFI's).
4. Attend periodic meetings during the construction phase of the project to observe the
quality of the work and the conformance to the design intent of the construction
documents.
5. Walk the site with the General Contractor and Client once the project is deemed
substantially complete to prepare a punch list
6. Review the completion of the punch list items.
MEETINGS:
(1) Site Visits during Construction by the Architect.
Task 4 Fee Summary:
TASK DESCRIPTION
PROPOSED FEE:
ARCHITECTURAL
$2,500.00
STRUCTURAL ENGINEERING
$500.00
ELECTRICAL ENGINEERING
$500.00
TOTALS:
$ 3,500.00
TASK 4: CONSTRUCTION SUPPORT FEE: $3,500.00
(Lump Sum Fee Complete)
PROJECT FEE BREAKDOWN PER TASK:
TASK
DESCRIPTION
PROPOSED FEE:
TASK 1
CONSTRUCTION DOCUMENTS
$10,500.00
TASK 2
PLAN CHECK PROCESSING
$2,000.00
TASK 3
BIDDING AND NEGOTIATIONS
$2,000.00
TASK 4
CONSTRUCTION SUPPORT
$3,500.00
TOTALS
$18,000.00
TOTAL ARCHITECTURAL AND ENGINEERING FEES: $18,000.00
(Lump Sum Fee Complete)
REIMBURSABLE EXPENSES:
Printing of plans, reproduction, shipping, CADD plots, mileage and Regulatory Agency Fees
shall be reimbursed to Elements Architecture at 1.2 times the actual cost of the expense.
Architectural and Engineering Services Proposal (Revision 1 : 5.22.1 7) Page 5 of 6
City of San Juan Capistrano
Train Station Trellis Repair
San Juan Capistrano, California
EXCLUSIONS:
1. Planning approval fees, building permit plan check fees, or building permit fees
required by any Regulatory Agency. Elements Architecture will assist the owner with
the processing of these fees if required.
2. Entitlement Packages required by the Planning Dept.
3. Civil and Plumbing Engineering
4. Preparation of a SWPPP and / or environmental studies.
5. Improvements in the Public Right — of — Way.
6. Landscape design and engineering.
7. Schematic and Final Design of Fire Suppression and Fire / Life -Safety systems.
8. Major Client requested changes in the scope of work after approval of the Schematic
Design Package.
9. Construction Sequencing or scheduling normally performed by the G.C.
10. Major Value Engineering of approved plans after construction documents have been
approved by the Project Stakeholders.
1 1 . LEED Certification and Commissioning.
Thank you once again for your consideration of Elements Architecture for this project. Feel
free to contact me at my office at (949) 488 — 0865, xl 12 if I can be of any further assistance.
Respectfully,
Elements Architecture
Scott Holland, AIA Architect
Principal
California Licensed Architect #C23,872
Architectural and Engineering Services Proposal (Revision 1 : 5.22.1 7) Page 6 of 6