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Charles Abbott Associates Inc (2005) OCTIP M 4, ECEIVED 0 5 2005 PROFESSIONAL SERVICES AGREEMENT PLANNING, BUILDING & FOR BUILDING AND SAFETY SERVICES CODE ENFORCEMENT THIS AGREEMENT is made and entered into this 21st day of June 2005, by and between the CITY OF RANCHO PALOS VERDES, hereinafter referred to as "CITY", and CHARLES ABBOTT ASSOCIATES, INC., hereinafter referred to as "CONSULTANT". • RECITALS City wishes to use the professional services of Consultant to provide building and safety consulting services to City on an as-needed basis; and, Consultant has represented that it has a unique and specialized knowledge and understanding of, and experience with, plan check, permit issuance, inspection and enforcement of the Uniform Administrative, Building, Electrical, Plumbing and Mechanical Codes as adopted by Rancho Palos Verdes Municipal Code Chapters 15.04, 15.08, 15.12, 15.16 and 15.18, and is qualified to perform said services for City; and, IN CONSIDERATION of the foregoing recitals and the covenants hereinafter set forth, the parties hereto mutually agree as follows: ARTICLE I SCOPE OF CONSULTANT'S SERVICES Consultant shall, in a professional and timely manner, perform the following services, when requested by the City, by or under the direct supervision of the City's certified building official: A. Plan Check: Review building and development plans for conformance with the Uniform Building, Electrical, Plumbing and Mechanical Codes, City Ordinances and other requirements as set by City Departments, as well as arranging for reviews by other responsible agencies, as appropriate. Plan g check services may be provided either through the contractor's own employees or by firms previously approved by the City. Unless there are exceptional circumstances, first plan check of residential construction shall be completed within 14 calendar days of submittal; subsequent checks p shall be completed within 7 calendar days of re-submittal. B. Permit Issuance: Issue building permits when all City requirements and State law are met. Office hours for the Building Inspectors to issue permits shall be established by the Director of Planning, Building and Code Enforcement or his/her designee to optimize service to the public. • • C. Inspection: Provide field inspections during the course of construction, pursuant to applicable Codes. Inspection shall be made by the next working day following a request made by 3:00 PM on the preceding day. If requested by a permit applicant, Building Inspectors will provide appointments for field inspections within a specified two-hour time frame on the day of the inspection. D. Building Code Enforcement: Inspect for and enforce all violations of the Code listed in paragraph A above, including substandard conditions and attend office conferences and appeals to the Board of Appeals, as specified in Municipal Code Section 15.18.030, or appeals to the City Council, pursuant to requests for attendance from the Director of Planning, Building and Code Enforcement or his or her designee. Report to the appropriate City Departments all suspected violations of other City laws and requirements. E. Coordination: Coordinate procedures with the Director of Planning, Building and Code Enforcement and provide appropriate information to the public. F. Working Relationships: Establish working relationships and coordination with other appropriate public agencies and private utilities. G. Meetings: Attend meetings with City staff, City officials, developers, contractors, ;and the general public, as required by the Director of gBuilding Planning, and Code Enforcement or his/her designee. H. Records: Maintain all original Building and Safety records and files at City Hall. All records, documents, studies, computer programs and files, etc. are the property of the City. Fee Collection: Calculate and identify all necessary fees for building permits, plan check and other related services for collection by the City. Assist in coordination of requirements for contractor City business licenses. J. Reporting: Keep daily logs of all permit and inspection activities. Submit a monthly itemized report and an annual itemized report of all service activities to the Director of Planning, Building and Code Enforcement. Submit reports to other agencies, as required by law. Coordinate the content and format of any reports to the City with the Director of Planning, Building and Code Enforcement. K. Training: Provide periodic technical training to keep consultant's staff up- to-date on the latest codes and building techniques. Provide to, and receive from, the Planning and Code Enforcement Division's staff 2 826054-1 • appropriate training to coordinate the functions of those Divisions and the consultant. L. Availability to the Public: The consultant understands that Building and Safety personnel must be available to provide information about the status of activep ermits and to answer general questions from the public at the counter or over the telephone during all City hall business hours except during a lunch break between 12:00 p.m. and 1 p.m. Such public availability shall be provided by either the City or consultant personnel using schedules established by the City's Building Official that optimize service to the public and are consistent with this contract. M. Investigations: Conduct investigations pursuant to an approved purchase order from the City, including field and office research, including any follow-up work, such as the preparation of letters and documents. These investigations may also include inspections, research, and code enforcement, etc., which are not billable to a permit. N. Special Studies. As occasions arise, Consultant may be called upon to perform special building and safety studies or other work pursuant to an approved purchase order from the City. Charges shall be billed as defined under Article IV (Compensation) either to a trust deposit account or budget account, or a specific contract proposal shall be agreed upon defining the scope of work and payment schedule. O. Records. All costs are to be allocated to the appropriate trust deposit, plan check number or other special fund to which they pertain. The tract, lot or parcel numbers, address or other designation to identify the project site to which the costs pertain shall be indicated on all records and documents. P. Vehicles. Provide all vehicles necessary to properly perform the services and duties required under this agreement. Q. The scope of consultant's services does not include the provision of a certified building official to the City. R. When determined appropriate to do so by the Director of Planning, Building and Code Enforcement, the scope of consultant's services shall include the issuance of construction related permits in the City's public rights-of-way. The type of permits to be issued will be determined by the Director of Planning; Building and Code Enforcement and will include, but not be limited to, curb cut permits for new or relocated driveway aprons and temporary dumpster permits in the street. 3 826054-1 ARTICLE II PERFORMANCE OF SERVICES Consultant shall perform all services and duties pursuant to this Agreement in a professional and timely manner, at the direction of the Director of Planning, Building and Code Enforcement or the Directors' designee. All directives, instructions, or other communications between City and Consultant shall be through only the Director of Planning, Building and Code Enforcement or the Directors' designee. ARTICLE III TERM This Agreement shall commence on July 1, 2005, and shall terminate on June 30, 2007, unless otherwise extended by the parties hereto. ARTICLE IV COMPENSATION FOR SERVICES For fee-related services described in Article I, paragraphs A, B, C, D, E, F, G, H, I, J, K, L, 0, P, and R City shall pay Consultant for its professional services rendered and costs incurred pursuant to this Agreement in an amount equal to the following percentage of the fees collected monthly by the City for those services: Monthly Fees Collected % Of Fees Paid to Consultant _Less than (<) $20,000 73% Between $20,000 and $40,000 68% Between 40,001 and $75,000 63% Between $75,001 and $100,000 58% Greater than (>) $100,001 53% For the services described in Article I, paragraphs M and N, Consultant will be paid for these services in accordance with Consultant's schedule of hourly rates attached hereto as Exhibit "A" and incorporated herein by reference. Because Consultant no longer provides a certified building official to the City as part of this Agreement, Consultant's invoices for services shall include a credit to the City in the amount of$9,083 per month ($109,000 per year). City may request in writing that Consultant perform additional services not covered by the specific Scope of Work set forth in this agreement, and Consultant shall perform such services and will be paid for such additional services in accordance with Consultant's schedule of hourly rates attached 4 826054-1 110 • hereto as Exhibit "A" and incorporated herein by reference. The schedule of hourly rates shall be effective through June 30, 2006. The schedule of hourly rates may be increased as of July 1, 2006, during the term of this Agreement, pursuant to Article III. The hourly rate shall be increased by an amount equal to the percentage increase in the U.S. Bureau of Labor Statistics Consumer Price Index for Urban Wage Earners and Clerical Workers, Los Angeles —Anaheim — Riverside area (1967=100) during the preceding twelve (12) months. In the event the Consumer Price Index is discontinued, a comparable publication or index shall be chosen by City to determine any increase. Notwithstanding the foregoing, in no event shall any one increase exceed 3%. Consultant shall submit to City, bynot later than the tenth (10th) day of each month, its bill for services rendered and costs incurred during the previous month. If Consultant's bill is properly prepared and received by City by not later than the tenth (10th) day of the month, City shall pay Consultant all uncontested amounts set forth in Consultant's bill by not later than 30 days from the date that the bill was received. All other properly billed and uncontested invoices received after the 10th of the month shall be paid by City not later than forty-five (45) days after receipt of Consultant's bill by City. All payments due Consultant shall be paid to: Charles Abbott Associates, Inc. 2601 Airport Drive, Suite 110 Torrance, California 90505 In the event City fails to pay any undisputed amount due to Consultant within thirty (30) days after City receives invoices, then City agrees to pay Consultant an additional 2% of the fees collected. In the event City fails to pay any undisputed amounts due Consultant within forty-five (45) days after invoices are received by City, then City agrees that Consultant shall have the right to consider said default a breach of this Agreement and may be terminated by Consultant without liability to Consultant upon ten (10) working days advance notice to City. Additionally, Consultant may charge interest at the rate of one percent (1%) per month on any undisputed amounts due Consultant that have not been paid within forty-five (45) days. ARTICLE V PERSONNEL Consultant shall provide all personnel necessary to properly perform the services and duties required under this Agreement, and shall at all times direct such personnel in the performance of such services and duties. Allan Rigg shall bep rincipally responsible for Consultant's obligations and performance under this Agreement and shall serve as the principal liaison between City and Consultant. Consultant shall not designate representatives or liaisons other than 5 826054-1 Allan Rigg, without the prior written consent of either the Director of Planning, Building and Code Enforcement. All staff changes recommended by Consultant shall be requested a minimum of thirty (30) days in advance of the proposed change. Consultant shall notify City in writing of its recommendation of the retention of any supplemental subconsultants and the need therefor. However, City shall have the exclusive authority to determine whether such subconsultants shall be retained pursuant to Consultant's recommendation and the ability to pre- approve all sub-consultants. ARTICLE VI DUTIES OF CITY City shall provide or make available to Consultant, without charge or expense, all information, data, records, maps, reports, plans, equipment, or other material in its possession necessary for carrying out the services and duties contemplated under this Agreement. ARTICLE VII OWNERSHIP OF DOCUMENTS City and Consultant agree that all records, data, reports or other documentation prepared by, in response to, or as a result of the performance of this Agreement shall be the sole property of City, and are to remain confidential, and not be released or otherwise made available to any person, entity or organization without express prior written approval of City. Copies of any data, records, reports or other documents held by Consultant shall be delivered to City upon demand. During the term of this Agreement, Consultant may retain one copy of each document for its records. No reports, maps or other documents produced in whole or in part under this Agreement shall be the subject of an application for copyright by or on the behalf of Consultant. ARTICLE VIII CONFLICT OF INTEREST Consultant agrees not to accept any employment or representation during the term of this Agreement which is or may likely make Contractor "financially interested" (as provided in California Government Code Sections 1090 and 87100) in any decision made by City on any matter in connection with which Consultant has been retained pursuant to this Agreement. 6 826054-1 • Consultant also warrants that it is not, at the time this Agreement is entered into, engaged in any employment or representation which will or may likely make Consultant "financially interested" in any decision made by City on any matter in connection with which Consultant has been retained pursuant to this Agreement. ARTICLE IX INDEMNIFICATION AND INSURANCE A. Indemnification. Consultant agrees to comply with the provisions of Rancho Palos Verdes Municipal Code Section 15.18.020, Administrative Code amended — Liability. Consultant will defend, indemnify and hold harmless City, its City Council, Boards, Commissions and its officers, employees and agents (collectively "CITY"), against any claim, loss or liability that arises because of the sole or primary negligence or willful misconduct of Consultant, its agents, officers or employees, in performing any of the services under this Agreement, including any related claims based on City's passive negligence. B. General Liability. Consultant shall at all times during the term of the Agreement carry, maintain, and keep in full force and effect, a policy or policies of Comprehensive General Liability Insurance, with minimum limits of one million dollars ($1,000,000.00)for each occurrence and in the aggregate, combined single limit, against any personal injury, death, loss or damage resulting from the wrongful or negligent acts by Consultant. Said policy or policies shall be issued by an insurer admitted in the State of California and rated in Best's Insurance Guide with a rating A VII or better. C. Professional Liability. Consultant shall at all times during the term of this Agreement, carry, maintain, and keep in full force and effect a policy or policies of professional liability insurance with a minimum limit of two million dollars ($2,000,000.00). Said policy or policies shall be issued by an insurer admitted in the State of California and rated in Best's Insurance Guide with a rating of A VII or better. D. Automobile Liability. Consultant shall at all times during the term of this Agreement, carry, maintain, and keep in full force and effect a policy or policies of automobile liability insurance with a minimum limit of one million dollars ($1,000,000.00) per accident for bodily injury and property damage. Said policy or policies shall be issued by an insurer admitted in the State of California and rated in Best's Insurance Guide with a rating of A VII or better. E. Worker's Compensation. Consultant agrees to maintain in force at all times during the performance of work under this Agreement worker's 7 826054-1 compensation insurance as required by the law. Consultant shall require any subcontractor similarly to provide such compensation insurance for their respective employees. F. Notice of Cancellation. i. All insurance policies shall provide that the insurance coverage shall not be canceled by the insurance carrier without thirty (30) days prior written notice to City. Consultant agrees that it will not cancel or reduce said insurance coverage. ii. Consultant agrees that if it does not keep the aforesaid insurance in full force and effect, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may take out the necessary insurance and pay, at Consultant's expense, the premium thereon. G. Certificate of Insurance. At all times during the term of this Agreement, Consultant shall maintain on file with the City Clerk certificates of insurance showing that the aforesaid policies are in effect in the required amounts. The comprehensive general liability policy or policies and any professional liability insurance policy shall contain an endorsement naming the City as an additional insured. H. Primary Coverage. The insurance provided by Consultant shall be primary to any coverage available to City in relation to the services provided under this agreement. The insurance policies (other than worker's compensation and professional liability) shall include provisions for waiver of subrogation. ARTICLE X TERMINATION This Agreement may be terminated at any time, with or without cause, by either party upon sixty (60) days prior written notice. Notice shall be deemed serviced upon deposit in the United States Mail of a certified or registered letter, postage prepaid, return receipt requested, addressed to the other party, or upon personal service of such notice to the other party, at the address set forth in Article XI. In the event of termination or cancellation of the Agreement by Consultant or City, due to no fault or failure of performance by Consultant, Consultant shall be paid compensation for all services performed by Consultant, in an amount to be determined as follows: for work done in accordance with all of the terms and provisions of this Agreement, Consultant shall be paid an amount equal to the 8 826054-1 amount of services performed prior to the effective date of termination or cancellation in accordance with the schedule attached hereto as Exhibit "A"; provided, in no event shall the amount of money paid under the foregoing provisions of this paragraph exceed the amount which would have been paid to consultant for the full performance of the services described in Article IV and the particular purchase order. In the event of such termination, all finished or unfinished documents, reports, charts, data, studies, surveys, in the possession of Consultant under this agreement shall be returned to City, at its option. ARTICLE XI GENERAL PROVISIONS A. Fair Employment Practices/Equal Opportunity Acts. In the performance of this Agreement, Consultant shall comply with all applicable provisions of the California Fair Employment Practices Act (California Government Code Sections 12940-48) and the applicable equal employment provisions of the Civil Rights Act of 1964 (42 U.S.C. 200e-217), whichever is more restrictive. B. Non-discrimination. Consultant shall not discriminate as to race, creed, religion, gender, color or national origin in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of the City relating thereto. C. Legal Action. i. Should either party to this Agreement bring legal action against the other, the case shall be handled in Los Angeles County, California, and the party prevailing in such action shall be entitled to reasonable attorney's fees, which shall be fixed by the judge hearing the case and such fee shall be included in the judgement. iii. Should any legal action about a project between City and a party other than Consultant require the testimony of Consultant when there is no allegation that Consultant was negligent, City shall compensate Consultant for its testimony and preparation to testify at the hourly rates in effect at the time of such testimony. D. Compliance with Applicable Law. Consultant and City shall comply with all applicable laws, ordinances and codes of the Federal, State and local Governments. 9 826054-1 • • E. Assignment. This Agreement shall not be assignable by either party without the prior written consent of the other party. Notwithstanding the foregoing, Consultant may use the services of persons and entities not in its employ, when it is appropriate and customary to do so upon prior approval by City. Such persons and entities include, but are not limited to, surveyors, specialized consultants and testing laboratories. Consultant's use of others for additional services shall not be unreasonably restricted by City, provided Consultant notifies City in advance. F. Independent Consultant. Consultant is and shall at all times remain, as to City, a wholly independent Consultant. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as herein set forth. Consultant expressly warrants not to, at any time or in any manner, represent that it, or any of its agents, servants or employees, are in any manner the agents, servants or employees of City, it being distinctly understood that Consultant is, and shall at all times remain to City, a wholly independent contractor and Consultant's obligations to City are solely such as are prescribed by this Agreement. G. Titles. That titles used in this Agreement are for general reference only and are not part of this Agreement. H. Extent of Agreement. This Agreement and Exhibit "A" represents the entire and integrated Agreement between City and Consultant and supersedes all prior negotiations, representations or agreements, written or oral. This Agreement may be modified or amended only by a subsequent written agreement signed by both parties. Legal Construction i. This Agreement is made and entered into in the State of California and shall in all respects be interpreted, enforced and governed under the laws of the State of California. ii. This Agreement shall be construed without regard to the identity of the persons who drafted its various provisions. Each and every provision of this Agreement shall be construed as though each of the parties participated equally in the drafting of same, and any rule of construction that a document is to be construed against the drafting party shall not be applicable to this Agreement. iii. The article and section, captions and headings herein have been inserted for convenience only, and shall not be considered or referred to in resolving questions of interpretation or construction. 10 826054-1 i f 1 ` t • • iv. Whenever in this Agreement the context may so require, each gender shall be deemed to refer to and include any other gender and the singular shall refer to and include the plural. J. Notices. All notices pertaining to this Agreement shall be in writing and addressed as follows: If to Consultant: Charles Abbott Associates, Inc. 2601 Airport Drive, Suite 110 Torrance, California 90505 If to City: Les Evans City Manager City of Rancho Palos Verdes 30940 Hawthorne Boulevard Rancho Palos Verdes, California 90275 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first above written. CHARLES ABBOTT ASSOCIATES, INC. By: glit 471110 ( itle) Dated: • zh. • d By: (Title) Dated: 11 826054-1 • • CITY OF RANCHO P A LOS VERDES 41, By: 411111 .. (IL• Mayor Dated: Attest: City Clerk 4":7 -11 "-) 12 826054-1 • • • EXHIBIT "A" FEE SCHEDULE Personnel Classification Registration Rate (per hour) Project Manager C.B.O. $90.00 Building Official C.B.O. $ 86.00 Senior Plan Check Engineer P.E. $ 80.00 Building Plan Check Engineer $ 76.00 Senior Building Inspector $ 70.00 Building Inspector/Checker $ 60.00 Rates shown shall include all overhead and related costs except for direct expenses for reproduction, printing and report costs that may be incurred, which shall be billed at cost. 13 826054-1