RPVCCA_CC_SR_2013_05_07_I_RPV_Infrastructure_Report_Card_ContractCrrvOF
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
Project Manager:
HONORABLE MAYOR AND CITY COUNCIL MEMBERS
LES JONES,INTERIM DIRECTOR OF PUBLIC WORKS
MAY 7,2013
RPV INFRASTRUCTURE REPORT CARD PROJECT
(SUPPORTS 2013 CITY COUNCIL GOAL No.4,PUBLIC
INFRASTRUCTURE).
CAROLYN LEHR,CITY MANAGER cfJ--..
Siamak Motahari,Senior Engineer $
RECOMMENDATIONS
1.Award contract to SA Associates to prepare the City of Rancho Palos Verdes
Infrastructure Report Card in accordance with the American Society of Civil
Engineers (ASCE)guidelines in an amount not to exceed $46,000 and authorize
staff to spend up to a maximum of $3,500 for possible additional work,for a total
authorization of $49,500.
2.Authorize the Mayor and City Clerk to execute the contract with SA Associates.
BACKGROUND
Infrastructure requires constant maintenance and repairs,occasional alteration or
expansion,and in eventually,rehabilitation or replacement in order to meet the needs of
the community.By addressing aging and deteriorating infrastructure in a proactive,
timely manner and maintaining them in good condition,significant savings of resources
can be realized over a period of time.
The goal of preparing the Infrastructure Report Card is to establish a comprehensive
long term development and maintenance plan.This task can be performed by
assessing the condition of the City's infrastructure,identifying the level at which it
should be maintained,determining funding shortfalls,identifying how to pay for
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maintenance,and preparing an Infrastructure Management Program (IMP)which
addresses community needs and sustains vital services over the long term.The
Infrastructure Report Card will provide a solid basis upon which Staff can further build a
long term infrastructure strategy.
Staff has identified eight infrastructure components to be included in the Report Card:
1.Public Buildings
2.Park Sites
3.Trails
4.Storm Water System
5.Sanitary Sewer System
6.Abalone Cove Assessment District Sewer System
7.Rights-of-Way and Traffic Devices
8.Palos Verdes Drive South Landslide (Including Dewatering Well System)
The approximate quantities for the above listed infrastructures are as follows:
1.Public Buildings:68,819 Square Feet
2.Active Parks:244.03 Acres
3.Trails:32 Miles
4.Storm Water System:4.6 miles of storm water lines;402 catch basins;67
manholes;82 culverts;51 inlets;129 outlets.
5.Sanitary Sewer System:150 miles of sewer lines;3,707 manholes.
6.Abalone Cove Assessment District Sewer System:7.78 miles;130 manholes;44
grinder pumps;17 primary lift stations.
7.Rights-of-Way and Traffic Devices:23,497,303 SF of AC pavement;3,332,396
SF of concrete sidewalk;1,084,172 LF of curb and gutter;627,435 SF of
Median's;15 traffic signals;4 safety lights;6 flashing Beacons
8.1.2 miles of Palos Verdes Drive South exposed to Landslide
The assessment and analysis will be in terms of design,structure,capacity and
serviceability,and expected useful life by analyzing existing master plans and
engineering assessment reports of the City facilities,reviewing detailed drawings,
exploring current maintenance practices and conducting necessary facility inspections.
The existing documents include:
1.The City's GASB-34 Report prepared in April 2002 (Government Accounting
Standards Board,Statement 34 requiring local governments full disclosure of
the value of all infrastructure assets).
2.Drainage System Master Plan (November 2004)
3.Wastewater System Master Plan (June 2009)
4.Pavement Management System (October 2009)
5.Civic Center Assessment Report (November 2010)
6.Citywide ADA Self-Evaluation and Transition Plan (September 2011)
7.City of RPV General Plan Update
8.City of RPV Trails Master Plan
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9.City of RPV Palos Verdes Nature Preserve which Includes the following:
a.Preserve Trails Plan
b.Public Use Master Plan (PUMP)
c.Upcoming trail projects in the nature preserve
10.City of RPV California Coastal Trail Project
11.City of RPV Conceptual Trails Plan
12.City of RPV Coast Vision Plan
13.City Facilities Existing Drawings.
The evaluation will describe whether a facility is in compliance with current codes and
best practices.It will further provide suggestions and improvements including
preventive maintenance,repair,alteration,rehabilitation or replacement to bring the
existing infrastructure into compliance with current codes,best practices and
satisfactory level of service.The report will be supported by preliminary cost estimates
for the recommended improvements and maintenance.
The result of the assessment will be depicted in a letter grade scale (A,B,C,D and F)
which will be assigned both to components,and,a cumulative average for the whole
infrastructure.The grades will be evaluated based on standard criterion established in
the industry and in accordance with the American Society of Civil Engineers (ASCE)
guidelines.Similar Report Cards have been prepared for City of Los Angeles,Orange
County,Los Angeles County and the State of California in accordance with those
guidelines.
The summary for each infrastructure component will include the following:
•Introduction
•Assessment of Existing Infrastructure
•Current Capacity
•Recommendations
•Investment Needs (cost estimates)
DISCUSSION
Staff sent a Request for Qualifications (RFQ)for this project to nine consultants.Two
consultants (Harris &Associates and SA Associates)submitted their qualifications.A
panel of four staff members reviewed the respondents'general background,
qualifications and specific skills pertinent to these type of projects.The process of
selection of the design firm was based on the guidelines of the Brooks Act,also known
as Qualification Based Selection,Public Law 92-582.The panel found SA Associates
to be the most qualified consultant.SA Associates is part of the team which prepared
Report Cards for Los Angeles County in accordance with ASCE Guidelines and the
State of California in accordance with ASCE Guidelines.SA Associates also provided
professional consulting services to the City of RPV satisfactorily from 1999 through
2004.
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Last year Staff and City Council held workshops for Portuguese Bend Landslide and
San Ramon project.The RPV Infrastructure Report Card will be a valuable tool to be
utilized at a future City Council workshop regarding a citywide Infrastructure
Management Program (IMP).
FISCAL IMPACT
The City Council's approval tonight will obligate $46,000 from the General Fund for the
consultant's fee and a maximum of $3,500 for possible additional work (a total
maximum of $49,500).The budget appropriated for this work in Fiscal Year 12-13 is
$50,000.
CONCLUSION
The RPV Report Card provides a base upon which a citywide Infrastructure
Management Program (IMP)can be developed.An infrastructure maintenance and
improvement plan addresses the community needs and sustains vital services over the
long term and,by keeping the aging and deteriorating infrastructure in good condition
proactively,saves considerable amounts of resources over the long term.It is
recommended that this report be updated every few years in order to re-evaluate the
status of the infrastructure affected by implementation of maintenance and improvement
plans.
Attachment:Contract with SA Associates
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CITY OF RANCHO PALOS VERDES
DESIGN PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT ("Agreement")is made and entered into this i h day of May
2013,by and between the City of Rancho Palos Verdes (hereinafter referred to as the
"CITY")and SA Associates (hereafter referred to as "CONSULTANT").
IN CONSIDERATION of the covenants hereinafter set forth,the parties hereto agree
as follows:
ARTICLE 1
SCOPE OF SERVICES
1.1 Project Description
The Project is described as preparation of an Infrastructure Report Card for
the City of RPV to assess the condition of the City's infrastructure,identify the level at
which it should be maintained,determine funding shortfalls,identify how to pay for
maintenance,and prepare an infrastructure investment plan that addresses needs.
1.2 Description of Services
CONSULTANT shall prepare an Infrastructure Report Card for the City as
described in the CITY's Request for Qualifications,which is attached hereto as Exhibit "A"
and incorporated herein by this reference,and in CONSULTANT's proposed Scope of
Services,which is attached hereto as Exhibit "B"and incorporated herein by this reference.
In the event of any conflict between the terms of this Agreement and incorporated
documents,the terms of this Agreement shall control.
1.3 Schedule of Work
Upon receipt of written Notice to Proceed from the CITY,CONSULTANT
shall perform with due diligence the services requested by the CITY.Time is of the
essence in this Agreement.CONSULTANT shall not be responsible for delay,nor shall
CONSULTANT be responsible for damages or be in default or deemed to be in default by
reason of strikes,lockouts,accidents,or acts of God,or the failure of CITY to furnish timely
information or to approve or disapprove CONSULTANT's work promptly,or delay or faulty
performance by CITY,other consultants/contractors,or governmental agencies,or any
other delays beyond CONSULTANT's control or without CONSULTANT's fault.
[continued]
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ARTICLE 2
COMPENSATION
2.1 Fee
CITY agrees to compensate CONSULTANT an amount not to exceed Forty
Six Thousand dollars ($46,000)for services as described in Article 1.
2.2 Terms of Compensation
CONSULTANT shall submit monthly invoices for the percentage of work
completed in the previous month.CITY agrees to authorize payment for all undisputed
invoice amounts within thirty (30)days of receipt of each invoice.CITY agrees to use its
best efforts to notify CONSULTANT of any disputed invoice amounts or claimed
completion percentages within ten (10)days of the receipt of each invoice.However,
CITY's failure to timely notify CONSULTANT of a disputed amount or claimed completion
percentage shall not be deemed a waiver of CITY's right to challenge such amount or
percentage.
Additionally,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 total breach of
this Agreement and be terminated by CONSULTANT without liability to CONSULTANT
upon ten (10)working days advance written notice.
2.3 Additional Services
CITY may request additional specified work under this Agreement.All such
work must be authorized in writing by the CITY's Director of Public Works prior to
commencement.CONSULTANT shall perform such services,and CITY shall pay for such
additional services in accordance with CONSULTANT's Hourly Charge Rate and Expense
Reimbursement Schedule,which is within Exhibit "B."The rates in Exhibit "B"shall be in
effect through the end of this Agreement.
2.4 Term of Agreement
This Agreement shall commence on May 8,2013 and shall terminate on May
7,2014 unless sooner terminated pursuant to Article 4 of this Agreement.Additionally,
there shall be one one-year option to renew the Agreement with the mutual written consent
of both parties.
ARTICLE 3
INDEMNIFICATION AND INSURANCE
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3.1 Indemnification.Hold Harmless.and Duty to Defend
(a)Indemnity for Design Professional Services.In connection with its
design professional services and to the maximum extent permitted by law,CONSULTANT
shall hold harmless and indemnify CITY,and its officials,officers,employees,agents and
independent contractors serving in the role of CITY officials,and designated volunteers
(collectively,"Indemnitees"),with respect to any and all claims,demands,causes of action,
damages,injuries,liabilities,losses,costs or expenses,including reimbursement of
attorneys'fees and costs of defense (collectively,"Claims"hereinafter),including but not
limited to Claims relating to death or injury to any person and injury to any property,which
arise out of,pertain to,or relate to in whole or in part to the negligence,recklessness,or
willful misconduct of CONSULTANT or any of its officers,employees,subcontractors,or
agents in the performance of its design professional services under this Agreement.
(b)Other Indemnities.In connection with any and all claims,demands,
causes of action,damages,injuries,liabilities,losses,costs or expenses,including
attorneys'fees and costs of defense (collectively,"Damages"hereinafter)not covered by
Section 3.1 (a),and to the maximum extent permitted by law,CONSULTANT shall defend,
hold harmless and indemnify the Indemnitees with respect to any and all Damages,
including but not limited to,Damages relating to death or injury to any person and injury to
any property,which arise out of,pertain to,or relate to the acts or omissions of
CONSULTANT or any of its officers,employees,subcontractors,or agents in the
performance of this Agreement,except for such loss or damage arising from the sole
negligence or willful misconduct of the CITY,as determined by final arbitration or court
decision or by the agreement of the parties.CONSULTANT shall defend Indemnitees in
any action or actions filed in connection with any such Damages with counsel of CITY's
choice,and shall pay all costs and expenses,including all attorneys'fees and experts'
costs actually incurred in connection with such defense.Consultant's duty to defend
pursuant to this Section 3.1 (b)shall apply independent of any prior,concurrent or
subsequent misconduct,negligent acts,errors or omissions of Indemnitees.
(c)All duties of CONSULTANT under Section 3.1 shall survive termination
of this Agreement.
3.2 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 Commercial General
Liability Insurance,with minimum limits of one million dollars ($1,000,000)for each
occurrence and two million dollars ($2,000,000)general aggregate for bodily injury,death,
loss or property damage for products or completed operations and any and all other
activities undertaken by CONSULTANT in the performance of this Agreement.Said policy
or policies shall be issued by an insurer admitted to do business in the State of California
and rated in A.M.Best's Insurance Guide with a rating of A:VII or better.
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3.3 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 one million dollars ($1 ,000,000)per claim and aggregate
for errors and/or omissions of CONSULTANT in the performance of this Agreement.Said
policy or policies shall be issued by an insurer admitted to do business in the State of
California and rated in Best's Insurance Guide with a rating of A:VII or better.If a "claims
made"policy is provided,such policy shall be maintained in effect from the date of
performance of work or services on the CITY's behalf until three (3)years after the date of
work or services are accepted as completed.Coverage for the post-completion period may
be provided by renewal or replacement of the policy for each of the three (3)years or by a
three-year extended reporting period endorsement,which reinstates all limits for the
extended reporting period.If any such policy and/or policies have a retroactive date,that
date shalf be no later than the date of first performance of work or services on behalf of the
CITY.Renewal or replacement policies shall not allow for any advancement of such
retroactive date.
3.4 Automobile Liability
CONSULTANT shall at all times during the term of this Agreement obtain,
maintain,and keep in full force and effect,a policy or policies of Automobile Liability
Insurance,with minimum of one million dollars ($1 ,000,000)per claim and occurrence and
two million dollars ($2,000,000)in the aggregate for bodily injuries or death of one person
and five hundred thousand dollars ($500,000)for property damage arising from one
incident.
3.5 Worker's Compensation
CONSULTANT agrees to maintain in force at all times during the
performance of work under this Agreement worker's compensation insurance as required
by the law.CONSULTANT shall require any subcontractor similarly to provide such
compensation insurance for their respective employees.
3.6 Notice of Cancellation
(a)All insurance policies shall provide that the insurance coverage shall
not be cancelled or modified by the insurance carrier without thirty (30)days prior written
notice to CITY,or ten (10)days notice if cancellation is due to nonpayment of premium.
Additionally,CONSULTANT shall provide immediate notice to the City if it receives a
cancellation or policy revision notice from the insurer.
(b)CONSULTANT agrees that it will not cancel or reduce any required
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insurance coverage.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.
3.7 Entire Policy and Certificate of Insurance
At all times during the term of this Agreement,CONSULTANT shall maintain
on file with the CITY Clerk both a copy of the entire policy and a certificate of insurance
showing that the aforesaid policies are in effect in the required amounts.The commercial
general liability policy shall contain endorsements naming the CITY,its officers,agents and
employees as additional insureds.
3.8 Primary Coverage
The insurance provided by CONSULTANT shall be primary to any coverage
available to CITY.The insurance policies (other than workers compensation and
professional liability)shall include provisions for waiver of subrogation.
ARTICLE 4
TERMINATION
4.1 Termination of Agreement
(a)This Agreement may be terminated at any time,with or without cause,
by the CITY upon thirty (30)days prior written notice or by CONSULTANT upon ninety (90)
days prior written notice.Notice shall be deemed served if completed in compliance with
Section 6.14.
(b)In the event of termination or cancellation of this 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 satisfactorily done in accordance with
all of the terms and provisions of this Agreement as determined by the CITY,
CONSULTANT shall be paid an amount equal to the percentage of services performed
prior to the effective date of termination or cancellation in accordance with the work items;
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 this Agreement.
ARTICLE 5
OWNERSHIP OF DOCUMENTS
5.1 Ownership of Documents and Work Product
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All documents,plans,specifications,reports,information,data,exhibits,
photographs,images,video files and media created or developed by CONSULTANT
pursuant to this Agreement ("Written Products")shall be and remain the property of the
CITY without restriction or limitation upon its use,duplication or dissemination by the CITY.
All Written Products shall be considered "works made for hire,"and all Written Products
and any and all intellectual property rights arising from their creation,including,but not
limited to,all copyrights and other proprietary rights,shall be and remain the property of the
CITY without restriction or limitation upon their use,duplication or dissemination by the
CITY.CONSULTANT shall not obtain or attempt to obtain copyright protection as to any
Written Products.
CONSULTANT hereby assigns to the CITY all ownership and any and all
intellectual property rights to the Written Products that are not otherwise vested in the CITY
pursuant to the paragraph directly above this one.
CONSULTANT warrants and represents that it has secured all necessary
licenses,consents or approvals to use any instrumentality,thing or component as to which
any intellectual property right exists,including computer software,used in the rendering of
the services and the production of all Written Products produced under this Agreement,
and that the CITY has full legal title to and the right to reproduce the Written Products.
CONSULTANT shall defend,indemnify and hold the CITY,and its elected officials,officers,
employees,servants,attorneys,designated volunteers,and agents serving as independent
contractors in the role of CITY officials,harmless from any loss,claim or liability in anyway
related to a claim that CITY's use of any of the Written Products is violating federal,state
or local laws,or any contractual provisions,or any laws relating to trade names,licenses,
franchises,copyrights,patents or other means of protecting intellectual property rights
and/or interests in products or inventions.CONSULTANT shall bear all costs arising from
the use of patented,copyrighted,trade secret or trademarked documents,materials,
equipment,devices or processes in connection with its provision of the services and
Written Products produced under this Agreement.In the event the use of any of the
Written Products or other deliverables hereunder by the CITY is held to constitute an
infringement and the use of any of the same is enjoined,CONSULTANT,at its expense,
shall:(a)secure for CITY the right to continue using the Written Products and other
deliverables by suspension of any injunction,or by procuring a license or licenses for CITY;
or (b)modify the Written Products and other deliverables so that they become non-
infringing while remaining in compliance with the requirements of this Agreement.This
covenant shall survive the termination of this Agreement.
Upon termination,abandonment or suspension of the Project,the
CONSULTANT shall deliver to the CITY all Written Products and other deliverables related
to the Project without additional cost or expense to the CITY.If CONSULTANT prepares a
document on a computer,CONSULTANT shall provide CITY with said document both in a
printed format and in an electronic format that is acceptable to the CITY.
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ARTICLE 6
GENERAL PROVISIONS
6.1 Representation
The CITY representative shall be the Director of Public Works or his or her
designee,and CONSULTANT shall notify CITY of CONSULTANT's designated
representative.These individuals shall be the primary contact persons for the parties
regarding performance of this Agreement.
6.2 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),the applicable equal employment provisions ofthe
Civil Rights Act of 1964 (42 U.S.C.200e-217),and the Americans with Disabilities Act of
1990 (42 U.S.C.§11200,et seq.).
6.3 Personnel
CONSULTANT represents that it has,or shall secure at its own expense,all
personnel required to perform CONSULTANT's services under this Agreement.Any
person who performs engineering services pursuant to this Agreement shall be licensed as
a Civil Engineer by the State of California and in good standing.CONSULTANT shall
make reasonable efforts to maintain the continuity of CONSULTANT's staff who are
assigned to perform the services hereunder and shall obtain the approval of the Director of
Public Works of all proposed staff members who will perform such services.
CONSULTANT may associate with or employ associates or subcontractors in the
performance of its services under this Agreement,but at all times shall CONSULTANT be
responsible for its associates and subcontractors'services.
6.4 CONSULTANT's Representations
CONSULTANT represents,covenants and agrees that:a)CONSULTANT is
licensed,qualified,and capable offurnishing the labor,materials,and expertise necessary
to perform the services in accordance with the terms and conditions set forth in this
Agreement;b)there are no obligations,commitments,or impediments of any kind that will
limit or prevent CONSULTANT's full performance under this Agreement;c)to the extent
required by the standard of practice,CONSULTANT has investigated and considered the
scope of services performed,has carefully considered how the services should be
performed,and understands the facilities,difficulties and restrictions attending
performance of the services under this Agreement.
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6.5 Conflicts of Interest
CONSULTANT agrees not to accept any employment or representation
during the term of this Agreement or within twelve (12)months after completion of the work
under this Agreement which is or may likely make CONSULTANT "financially interested"
(as provided in California Government Code Sections 1090 and 87100)in any decisions
made by CITY on any matter in connection with which CONSULTANT has been retained
pursuant to this Agreement.
6.6 Legal Action
(a)Should either party to this Agreement bring legal action against the
other,the validity,interpretation,and performance of this Agreement shall be controlled by
and construed under the laws of the State of California,excluding California's choice of law
rules.Venue for any such action relating to this Agreement shall be in the Los Angeles
County Superior Court.
(b)If any legal action or other proceeding,including action for declaratory
relief,is brought for the enforcement of this Agreement or because of an alleged dispute,
breach,default or misrepresentation in connection with this Agreement,the prevailing party
shall be entitled to recover reasonable attorneys'fees,experts'fees,and other costs,in
addition to any other relief to which the party may be entitled.
(c)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.
6.7 Assignment
Neither this Agreement nor any part thereof shall be assigned by
CONSULTANT without the prior written consent of the CITY.Any such purported
assignment without written consent shall be null and void,and CONSULTANT shall hold
harmless,defend and indemnify the CITY and its officers,officials,employees,agents and
representatives with respect to any claim,demand or action arising from any unauthorized
assignment.
Notwithstanding the above,CONSULTANT may use the services of persons
and entities not in CONSULTANT's direct employ,when it is appropriate and customary to
do so.Such persons and entities include,but are not necessarily limited to,surveyors,
specialized consultants,and testing laboratories.CONSULTANT's use of subcontractors
for additional services shall not be unreasonably restricted by the CITY provided
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CONSULTANT notifies the CITY in advance.
6.8 Independent Contractor
CONSULTANT is and shall at all times remain,as to the CITY,a wholly
independent contractor.Neither the CITY nor any of its agents shall have control over the
conduct of CONSULTANT or any of the CONSULTANT's employees,except as herein set
forth,and CONSULTANT is free to dispose of all portions of its time and activities which it
is not obligated to devote to the CITY in such a manner and to such persons,firms,or
corporations as the CONSULTANT wishes except as expressly provided in this Agreement.
CONSULTANT shall have no power to incur any debt,obligation,or liability on behalf of the
CITY or otherwise act on behalf of the CITY as an agent.CONSULTANT shall not,at any
time or in any manner,represent that it or any of its agents,servants or employees,are in
any manner agents,servants or employees of CITY.CONSULTANT agrees to pay all
required taxes on amounts paid to CONSULTANT under this Agreement,and to indemnify
and hold the CITY harmless from any and all taxes,assessments,penalties,and interest
asserted against the CITY by reason of the independent contractor relationship created by
this Agreement.CONSULTANT shall fully comply with the workers'compensation law
regarding CONSULTANT and its employees.CONSULTANT further agrees to indemnify
and hold the CITY harmless from any failure of CONSULTANT to comply with applicable
workers'compensation laws.The CITY shall have the right to offset against the amount of
any fees due to CONSULTANT under this Agreement any amount due to the CITY from
CONSULTANT as a result of its failure to promptly pay to the CITY any reimbursement or
indemnification arising under this Article.
6.9 Titles
The titles used in this Agreement are for general reference only and are not
part of the Agreement.
6.10 Entire Agreement
This Agreement,including any other documents incorporated herein by
specific reference,represents the entire and integrated agreement between CITY and
CONSULTANT and supersedes all prior negotiations,representations or agreements,
either written or oral.This Agreement may be modified or amended,or provisions or
breach may be waived,only by subsequent written agreement signed by both parties.
6.11 Construction
In the event of any asserted ambiguity in,or dispute regarding the
interpretation of any matter herein,the interpretation of this Agreement shall not be
resolved by any rules of interpretation providing for interpretation against the party who
causes the uncertainty to exist or against the party who drafted the Agreement or who
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drafted that portion of the Agreement.
6.12 Non-Waiver of Terms,Rights and Remedies
Waiver by either party of anyone or more of the conditions of performance
under this Agreement shall not ,be a waiver of any other condition of performance under
this Agreement.In no event shall the making by the CITY of any payment to
CONSULTANT constitute or be construed as a waiver by the CITY of any breach of
covenant,or any default which may then exist on the part of CONSULTANT,and the
making of any such payment by the CITY shall in no way impair or prejudice any right or
remedy available to the CITY with regard to such breach or default.
6.13 Severability
.If any term or portion of this Agreement is held to be invalid,illegal,or
otherwise unenforceable by a court of competent jurisdiction,the remaining provisions of
this Agreement shall continue in full force and effect.
6.14 Notice
Except as otherwise required by law,any payment,notice or other
communication authorized or required by this Agreement shall be in writing and shall be
deemed received on (a)the day of delivery if delivered by hand or overnight courier service
during CONSULTANT's or CITY's regular business hours or (b)on the third business day
following deposit in the United States mail,postage prepaid,to the addresses listed below,
or at such other address as one party may notify the other:
To CITY:
Les Jones,Interim Director of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
To CONSULTANT:
Shahnawaz Ahmad,President
SA Associates
1130 W.Huntington Drive,Unit 12
Arcadia,CA 91007
[continued]
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IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of
the date and year first above written.
Dated:-'--_
Dated:_
ATTEST:
By:_
City Clerk
SA ASSOCIATES ("CONSULTANT")
By:_
Printed Name:---------
Title:_
By:_
Printed Name:---------
Title:------------
CITY OF RANCHO PALOS VERDES
("CITY")
By:_
Mayor
APPROVED AS TO FORM:
By:_
City Attorney
R6876-0001\1347704v1.doc
Page 11 of 11
Agreement for Design Professional Services
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R6876-0001\1347704v1.doc
Exhibit "A":
City's Request For Qualifications
Exhibit "A"
Agreement for Design Professional Services
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'Exhibit "A"
City of Rancho Palos Verdes
Infrastructure Report Card Project
Request for Qualifications for Professional Services
The City of Rancho Palos Verdes invites proposals from selected qualified consulting
engineering firms to provide professional services to assess the City's infrastructure and
prepare a report as described below.
The successful firm will provide complete professional services,project management
during information gathering,information evaluation,identifying grades for components
of the infrastructure,providing criterion and supporting documents for grade evaluation,
preparation of the reports,and cost estimates and clerical/document control services for
this project.The City is particularly interested in proposals that utilize innovative project
approaches.
To be considered for this project,four (4)copies of the qualifications must be submitted
to the Public Works Department located at 30940 Hawthorne Boulevard,Rancho Palos
Verdes,CA 90275,attention:Bindu Vaish,Associate Engineer,no later than 5:00 p.m.
on Thursday January 12,2012.
1.Project Background and Description
The purpose of preparing the Infrastructure Report Card is to assess the condition of the
City's infrastructure,identify the level at which it should be maintained,determine
funding shortfalls,identify how to pay for maintenance,and prepare an infrastructure
investment plan that addresses needs.
The Report Card will focus on the following infrastructure components:
•Public Buildings (65,700 SF)and Parks (267.50 acres)
•Storm Water System (4.6 miles of pipes;402 catch basins;67 manholes;82
culverts;51 inlets;129 outlets)
•Sanitary Sewer System (150 miles;3,707 manholes)
•Abalone Cove Assessment District Sewer System (7.78 miles;130 man holes;
44 grinder pumps;17 primary lift stations)
•Right of Way and Traffic Devices (23,497,303 SF of AC pavement;3,332,396
SF of concrete sidewalk;1,084,172 LF of curb and gutter)
• ;627,435 SF of Median's;14 traffic signals;4 safety lights;5 flashers)
•Palos Verdes Drive South Landslide (1.2 miles)
To assist the consultant the City will provide existing information and reports on
Pavement Management,Storm Water Master Plan,Sewer Master Plan,Citywide ADA
Self Evaluation and Transition Plan,GASB 34,City Hall Facilities Assessment, available
as-built plans/specifications and further information which staff may have.
The RPV Infrastructure Report Card will be a work in progress and reflects efforts
undertaken to date.The consultant needs to evaluate existing reports,make site visits
and,when needed,perform inspections in order to assign a letter grade to each
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component by using grading scales A,B,C,D,F.(You can use the following links to
review similar Report Cards prepared for L.A.County,Orange County and the City of
Los Angeles:
http://www.ascecareportcard.org/Citizen Guides/2005 Los Angeles Citizen Guide.pdf
http://www.ascecareportcard.org/Citizen Guides/2005 Orange County Citizen GUide.pdf
http://eng.lacity.org/bureau docs/Complete Exec Summary.pdf
The grades shall show the criterion the components are based on and evaluated.The
estimates need to show the cost to bring the grade up one level at a time (phased
improvements)and also the cost to achieve Grade A in a single phase.
2.Scope of Services
'The Consultant shall be responsible for providing professional services for all
phases of the project.Project management and oversight will be needed during
the report evaluations,development phase,grade report preparation and cost
estimate phase.The successful firm will be required to complete the following
tasks:
Task "A":Reports review;site visits.field inspections and verifications;reports
analysis and evaluation;grade development
The purpose of this task is to assess and analyze existing conditions of
the infrastructure in terms of design,structure,capacity and serviceability,
and expected useful life by reviewing City provided reports and
conducting inspections when necessary.The evaluation shall describe
whether a facility is in compliance with current codes and best practices.
Assign a letter grade scale to each infrastructure component.Provide
suggestions and improvements (maintenance,repair,renewal and/or
replacement)that should be implemented to bring the existing
infrastructure into compliance with current codes,best practices and
satisfactory level of service.Prepare a preliminary cost estimate for
recommended improvements and maintenance.
A field inventory shall be prepared utilizing the documents provided by the
City and to be verified through site visits and inspections.Additionally,
attention to the required maintenance and associated costs through the
landslide area shall be included.Task "A"shall include meetings with City
staff.
Task "B":Infrastructure report card with cost estimate
Task "B"shall include a report card summary and an executive summary
for each infrastructure component which should include the following:
•Introduction
•Assessment of Existing Infrastructure
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•Current Capacity
•Recommendations
•Investment Needs (final cost estimates)
Final report shall be submitted electronically in a format acceptable to the
City of Rancho Palos Verdes.Submittal milestones shall include a 75%
submittal,a 95%submittal and a Final submittal.
3.Consultant's Representative
The Consultant,as deemed acceptable by the city,shall assign a qualified
primary representative and a qualified alternate to perform the services described
in the scope of work.Both shall be identified in the submittal.The Consultant's
representative shall remain in responsible charge of all duties from contract
negotiations through project completion.If the primary representative is unable
.to continue with the project,then the alternate representative shall become the
primary representative with the City's approval.
4.Additional Consultant Responsibilities
The successful consultant shall be required to enter into a written contract with
the City of Rancho Palos Verdes and shall be responsible for completing the
specified services in accordance with the City's standard "Professional Services
Agreement"which shall be prepared by the City.A copy of this standard
agreement is attached to this RFQ.This Request for Qualifications and any part
thereof may be incorporated into and made a part of the final contract;however,
the City reserves the right to further negotiate the terms and conditions of the
agreement with the successful consultant.The primary components and
provisions of the agreement shall include errors and omissions insurance
coverage in the minimum amount of one million dollars ($1,000,000).
5.City Responsibilities
The City shall provide the following to assist the Consultant with the project and
its completion:
•Municipal property/facility location and address
•BUildings and Parks plans (as available)
•GASB 34 Compliance Valuation Report
•Pavement Management System Report
•Storm Water Master Plan
•Sewer Master Plan
•Citywide Accessibility Self-Evaluation and Transition Plan
•Asbestos and lead audit of City facilities (as available)
•Existing record information as available
•City Hall Campus Assessment Report
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6.Submission of Qualifications Report
The report shall be in letter format,and include at a minimum the following
information:
•Introduction and understanding of the project.
•Identification of any sub-consultants.
•Consultants experience with at least two projects of similar scope,
including references with contact persons and telephone numbers.
•Identification of the project team,including organizational chart and
resumes of each team member.The Consultant's primary representative
shall be available on all occasions for discussion with City staff.Specific
responsibilities of each team member shall be detailed along with
anticipated total effort,expressed in percentages of work hours,to be
provided by each member of the team.
•Project schedule,including task start and completion dates.For
purposes of the proposal,it shall be assumed that the Consultant will
receive a Notice to Proceed in early February 2012,and that the final
report is expected to be completed by early May 2012.
•Scope of work.
7.Selection Procedure
A review committee comprised of City staff will review the submittals and
evaluate them based on the following criteria:
•Experience of the firm in providing similar services.
•Relevant experience of individual team members assigned to the project.
•Understanding of the project.
•References from clients for whom similar services were provided.
•Previous services provided to the City of Rancho Palos Verdes by the
firm and/or team members assigned to the project.
•Previous services provided to other clients on the Palos Verdes
Peninsula.
•Appropriateness of project schedule
Any questions regarding this proposal shall be submitted in writing to the City of
Rancho Palos Verdes,Public Works Department,30940 Hawthorne Boulevard,
Rancho Palos Verdes,CA 90275,attention:Bindu Vaish,Associate Engineer.
Questions may be submitted via fax to 310/544-5292 or e-mail to
binduv@rpv.com.Please copy all the correspondence to Siamak Motahari,
Senior Engineer at siamakm@rpv.com.All questions must be received no
later than 5:00 p.m.on Wednesday January 4,2012.Responses to all
questions received will be faxed and e-mailed to all prospective proposers soon
thereafter.
8.Generallnformation
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Page 5 of 5
•This Request for Qualifications does not commit the City of Rancho Palos
Verdes to pay costs incurred in the preparation of a response to this
request.No work may begin until a "Professional Services Agreement"is
executed and the City issues a Notice to Proceed.
•Notwithstanding any other provisions of this Request for Qualifications,
the City of Rancho Palos Verdes reserves the right to reject any and all
submittals and to waive any informality in a submittal.
•Submission of a letter of qualifications shall constitute acknowledgement
of all terms and conditions set forth in the Request for Qualifications
unless otherwise expressly stated in the proposal.
•All data,documents,and other products used or developed for this
project shall remain in the public domain upon completion of the project.
Similarly,all responses to this Request for Qualifications shall become
the property of the City of Rancho Palos Verdes.
•The method of payment upon negotiation of a contract shall be monthly
payments based upon satisfactory progress and the submission of
invoices for payment.
Attachment:Professional Services Agreement Form
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Exhibit "8":
Consultant's Proposed Scope of Services,including the Hourly Charge Rate
and Expense Reimbursement Schedule
Exhibit "8"
R6876-0001\1347704v1.doc Agreement for Design Professional Services
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Exhibit "B"
~City of Rancho Palos Ve,d..
Infrastructure Report Card Project -Scope of Services
RANCHO PALOS VERDES INFRASTRUCTURE REPORT CARD PROJECT
SCOPE OF SERVICES
The purpose of the Infrastructure Report Card is as follows:
•Assess the condition of the City's infrastructure
•Identify the levels at which the infrastructure should be maintained
•Determine funding shortfalls
•Identify how to pay for maintenance
•Prepare an infrastructure investment plan
The City has identified eight infrastructure components to be included in the Report Card:
A.Public Buildings
B.Park Sites
C.Trails
D.Storm Water System
E.Sanitary Sewer System
F.Abalone Cove Assessment District Sewer System
G.Right-of-Way and Traffic Devices
H.Palos Verdes Drive South Landslide (Including Dewatering Well System)
The approximate quantities for the above listed infrastructures are as follows:
----ASSOCIATES
a.Public Buildings:68,819 Square Feet
b.Active Parks:244.03 Acres
c.Trail:35 miles
d.Storm Water System:4.6 miles of storm water lines;402 catch basins;67 manholes;82 culverts;51 inlets;
129 outlets.
e.Sanitary Sewer System:150 miles of sewer lines;3,707 manholes.
f.Abalone Cove Assessment District Sewer System:7.78 miles;130 manholes;44 grinder pumps;17 primary
lift stations.
g.Right of Way and Traffic Devices:23,497,303 SF of AC pavement;3,332,396 SF of concrete sidewalk;
1,084,172 LF of curb and gutter;627,435 SF of Median's;15 traffic signals;4 safety lights;6 flashers
h.1.2 miles of Palos Verdes Drive South exposed to Landslide
The City will make copies of the following documents available to the Consultant for their use:
a.The City's GASB-34 Report prepared in April 2002 (Government Accounting Standards Board,Statement 34
requiring local governments full disclosure of the value of all infrastructure assets).
b.Drainage System Master Plan (November 2004)
c.Wastewater System Master Plan (June 2009)
d.Pavement Management System (October 2009)
e.Civic Center Assessment Report (November 2010)
f.Citywide ADA Self-Evaluation and Transition Plan (September 2011)
SCOPE OF SERVICES Page 1 of 4
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~City of Raocho Palos V.roes
Infrastructure Report Card Project -Scope of Services SA
ASSOCIATES
g.Existing Infrastructure Drawings:The City Hall Campus Park and Buildings drawings are limited to footprints;
Ladera Linda Community Center Park and Building drawings are limited to utilities and landscape plans;Ryan
Park and Building drawings are limited to grading,utilities and landscape plans;Hesse Park ahs a complete
set of plans;Point Vicente Interpretive Center has a complete set of plans;Landslide Reports and the latest
Survey plans are available.
h.City of RPV General Plan Update
i.City of RPV Trails Master Plan
j.City of RPV Palos Verdes Nature Preserve which Includes the following:
•Preserve Trails Plan
•Public Use Master Plan (PUMP)
•Upcoming trail projects in the nature preserve
k.City of RPV California Coastal Trail Project
I.City of R~V Conceptual Trails Plan
m.City of RPV Coast Vision Plan
The following will be the Scope of Work:
1.Kick-Off Meeting:Conduct a Kick-Off Meeting with the City to obtain various reports,documents,information,
correspondence,etc.,pertaining to the project.
2.Field Trips:Schedule 2 site visits of the public buildings,parks,sewer system,storm system,right of way /
traffic devices and Palos Verdes Drive South landslide.
3.Review Reports:Review the reports listed above and other documents provided by the City.
4.Meetings:Conduct meetings with the Operations and Maintenance (O&M)staff to obtain their input on the
condition of various infrastructure components;and with Engineering and Finance staff to get their input on
infrastructure assessment,funding and investment matters.
5.Public Buildings and Parks:
There are 16 Active Parks in the City and most of them have buildings located on the site.The buildings are
as follows:
•Administration,Community Development,PV-NET,Telecommunications,Sign Shop and War Head
Room,at the Civic Center Campus;
• 5 buildings at Ladera Linda Community Center;
• 1 building at Hesse Park;
• 1 building at Palos Verdes Interpretive Center (PVIC);
• 1 building at Ryan Park.;Restrooms at Eastview Park and Pelican Cove (Abalone Cove
Fisherman's Access).
a.Conduct site visits of the active parks and buildings in the City to evaluate their condition (included in
item 2 above).
b.Prepare an inventory utilizing existing documents provided by the City and supplemental site visits.
6.Storm Water System:The report on the Master Plan of Drainage Update,prepared in November,2004 will
be used to evaluate the storm water system along with discussions with City Staff on improvements made to
the system since that time.Conduct necessary site visits.
7.Sanitarv Sewer System:A Wastewater Master Plan Update was prepared in June,2009.This document
will be used to evaluate the wastewater facilities in the City.Conduct necessary site visits.
SCOPE OF SERVICES Page 2 of 4
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~City of Rancho Palos Verdes
Infrastructure Report Card Project -Scope of Services
8.Abalone Cove Assessment District Sewer System:Existing Plans will be used.
SA
ASSOCIATES
a.Conduct a field trip to the Abalone Cover Sewer System with O&M staff to evaluate the sewer facilities
in Abalone Cove.
9.Right-of-Way and Traffic Devices:Includes roads,traffic signals,signs,etc.The Pavement Management
System (PMS)2009 Report will be reviewed.This report will be used to evaluate this infrastructure
component.
a.Prepare an inventory utilizing the PMS 2009 Report and supplemental site visits.
10.Palos Verdes Drive South Landslide:The City conducts GPS monitoring of the landslide area annually to
track movements of the land.The City also repairs road movements,maintains drainage and de-watering
wells for road stabilization at this area as needed during the year.
a.Review information provided by the City.
b.Visit the site with City Staff (included in Item 2 above).
11.Development of Report Card Grades:
In the development of the Report Card grades,five fundamental components of the infrastructure will be
considered:
a)Condition:The existing condition,or near future condition,of the infrastructure facility.In this
assessment the existing condition of the infrastructure and the immediate future conditions (up to three
years)will be evaluated.
b)Capacity:The existing capacity,as well as the future capacity of each infrastructure component will be
evaluated.
c)Operation &Maintenance:Funding levels and resources available for the facility maintenance will be
determined.Consideration will be given to infrastructure failures that contribute to non-compliance with
regulatory requirements.
d)Security and Safety:Physical improvements required to assure protection from identifiable threats to
the component will be evaluated.
e)Grading Criteria:The Infrastructure Report Card effort will follow the American Society of Civil
Engineers (ASCE)Report Card's approach of issuing letter grades based on the criteria used to
analyze the various infrastructure components.The Report Card grades will be based on the following
scale:
A =90 -100%
B=80-99%
C =70 -79%
D =41 -69%
F =40%or lower
12.Prepare Infrastructure Report Card:
The following will be included:
a.Introduction:Short paragraph on why that particular infrastructure is important to the City.
b.Overall Grade:Short paragraph on the overall grade for this infrastructure and what it means.
c.Recommendations:Developed by the Infrastructure Working Group and Review Committee.
d.Infrastructure Assessment Methodology:In the early pages of the overall report,there will be an
explanation of the overall methodology.That explanation will address the four general areas of
evaluation (Le.condition,capacity,deferred maintenance,and security/safety)and set the general
definitions of these areas.In this section,the specific criteria for each infrastructure component will be
explained.
SCOPE OF SERVICES Page 3 of 4
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City of Rancho Palos Verdes
Infrastructure Report Card Project -Scope of Services SA
ASSOCIATES
e.Investment Needs:Cost estimates to bring the grade up one level at a time (phased improvements)and
also the cost to achieve an "A"grade in a single phase will be prepared.These cost estimates will be
preliminary in nature,with an accuracy of ±25%.
f.Data Gathering and Sources:Listing of how the data was gathered and the sources of data.
g.Results and Conclusions:Summary section on the results of the findings and some general
conclusions.
h.References:List the sources used to evaluate each infrastructure component.
13.Submit the Draft Infrastructure Report Card to the City for review
14.Meet with the City to discuss review comments.
15.Finalize the Infrastructure Report Card
16.Submit a reproducible lelectronic copy of the Infrastructure Report Card to the City.Printing will be provided
by the City.
17.Consultant will be prepared for a Power Point presentation at a City Council meeting if required.
SCOPE OF SERVICES Page 40f 4
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eXl-H131T 13
CITY OF RANCHO PALOS VERDES
INFRASTRUCTURE REPORT CARD
Fee Estimate 4
Conduct Kick-Off Meetin 8 16 2 26 3,230
Conduct 2 Field Tri s 8 32 2 42 4,910
8 32 40 4,760
8 16 4 28 3,380
8 16 4 2 30 3,790
6 16 2 24 3,010
2 8 2 12 1,470
1 6 2 9 1,085
1 8 1 10 1,155
2 16 2 2 22 2,460
2 8 1 11 1,330
4 16 2 2 24 2,810
8 32 4 12 56 6,220
1 1 75
4 8 2 14 1,690
4 8 4 16 1,840
2 2 150
6 6 2 14 1,830
805
TOTAL 80 244 20 37 381 46,000
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Exhibit "B"
ASSOCIATES
CITY OF RANCHO PALOS VERDES
INFRASTRUCTURE REPORT CARD
2013-2014
HOURLY CHARGE RATE AND EXPENSE REIMBURSEMENT SCHEDULE
Project Manager.............................................................................................$175.00
Engineer $105.00
Review Committee $140.00
Secretary..............................................................................................$75.00
Reimbursable In-House Costs:
Photo Copies $0.15/each
Blueprints $0.50/S.F.
Delivery Service,Express Mail At Cost+15%
Vehicle mileage,between engineer's office and project site andlor client offices,will be billed at $0.58 per
mile.
HOURLY CHARGE RATE AND EXPENSE REIMBURSEMENT SCHEDULE
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