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HomeMy WebLinkAboutItem 22 - Design Services for Various Projects Public Works Agency https://www.santa-ana.org/pw Item # 22 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 20, 2021 TOPIC: Design Services for Various Projects AGENDA TITLE Approve an Agreement With IDS Group for Design Services for Pacific Electric Bike Trail Phase 2 and Sandpointe Park Security Lighting in an Amount not to Exceed $71,556 for a Three-Year Term (Project Nos. 21-2726 and 21-2728) (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with IDS Group to provide concept design, design development, and contract documents for the Pacific Electric Bike Trail Phase 2 and Sandpointe Park Security Lighting project in the amount of $65,051, with a contingency of $6,505, for a total amount not to exceed $71,556, for a three-year term beginning April 20, 2021 and expiring April 20, 2024, with an option for two, one-year extensions, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On November 4, 2020, the Public Works Agency released Request for Proposals (RFP) No. 20-129 to seek the services of a professional engineering firm to provide complete plans, specifications, and a cost estimate (PS&E) for new electrical and security lighting systems for the Pacific Electric Bike Trail - Phase 2 project and the Sandpointe Park project (Exhibit 1). The scope of work includes preparation of the plans, specifications, and estimate package including, but not limited to, lighting plans and construction details. The RFP was advertised on the City’s online procurement management and publication system with proposals due on November 24, 2020. Nine proposals were received and evaluated by a selection committee. The top three scoring firms were invited to participate in electronic interviews for final selection. Following the interviews, IDS Group was selected as the most qualified firm for construction management of the project and as such, staff recommends awarding an agreement to the firm (Exhibit 2). Their proposal demonstrated a high degree of technical competence and experience performing similar services. The proposal contains a clear path toward achieving City goals and objectives as required by the RFP. The following summarizes the responding firms and their ranking. Design Services for Various Projects April 20, 2021 Page 2 6 4 7 Firm City Rank IDS Group Irvine 1 KEWO Engineering Inc.Eastvale 2 Owen Group Irvine 3 Lopez Engineering San Diego 4 RJM Design Group San Juan Capistrano 5 P2S Inc.Long Beach 6 Synergos Inc.Walnut 7 Asplundh Cypress 8 PBS Engineers Inc.Los Angeles 9 ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT Funds are budgeted and available for expenditure in the current Fiscal Year 2020-21 Capital Improvement Program (Project Nos. 21-2726, 21-2728). The table below indicates the estimated expenditures by fiscal year. Any remaining balances not expended at the end of the agreement term will be carried forward for expenditure in the event the optional extension periods are exercised Fiscal Year Accounting Unit - Account No. Fund Description Accounting Unit - Account No. Description Amount Agreement Term 2020-21 (April-June) 31313260-66220 (21-2726) Residential Development District No. 3 Acquisition & Development, Improvements Other Than Building $9,200 2020-21 (April-June) 31313260-66220 (21-2728) Residential Development District No. 3 Acquisition & Development, Improvements Other Than Building $3,800 2021-22 (July-June) 31313260-66220 (21-2726) Residential Development District No. 3 Acquisition & Development, Improvements Other Than Building $36,800 2021-22 (July-June) 31313260-66220 (21-2728) Residential Development District No. 3 Acquisition & Development, $15,200 Design Services for Various Projects April 20, 2021 Page 3 6 4 7 Fiscal Year Accounting Unit - Account No. Fund Description Accounting Unit - Account No. Description Amount Improvements Other Than Building 2022-23 (July-June) 31313260-66220 (21-2726) Residential Development District No. 3 Acquisition & Development, Improvements Other Than Building $3,500 2022-23 (July-June) 31313260-66220 (21-2728) Residential Development District No. 3 Acquisition & Development, Improvements Other Than Building $1,400 2023-24 (July-April) 31313260-66220 (21-2726) Residential Development District No. 3 Acquisition & Development, Improvements Other Than Building $727 2023-24 (July-April) 31313260-66220 (21-2728) Residential Development District No. 3 Acquisition & Development, Improvements Other Than Building $929 Total $71,556 EXHIBIT(S) 1. Location Map 2. Agreement with IDS Group Submitted By: Lisa Rudloff, Executive Director – Parks, Recreation, and Community Services Agency Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager PWA SANTA ANA PUBLIC WORKS AGENCY Project Nos. 21-2726 and 21-2728: Pacific Electric Bike Trail Lighting Phase 2 And Sandpointe Park Security Lighting Exhibit 1 Page 1 of 10 AGREEMENT TO PROVIDE ELECTRICAL LIGHTING DESIGN SERVICES FOR PACIFIC ELECTRIC BIKE TRAIL PHASE 2 AND SANDPOINTE PARK SECURITY LIGHTING PROJECT THIS AGREEMENT is made and entered into on this 20th day of April, 2021 by and between IDS Group (“Consultant”), and the City of Santa Ana (“City”), a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California. RECITALS A.The City desires to retain a consultant having special skill and knowledge in the field of construction management and inspection services. B.Consultant represents that Consultant is able and willing to provide such services to the City. C.In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1.SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Scope of Services - Exhibit A, attached hereto and incorporated by reference. 2.COMPENSATION a.City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount to be expended under this Agreement shall not exceed $71,556 during the term of this Agreement, including any extension periods exercised under Section 3. The sum is comprised of the base amount of $65,051 with a contingency in the amount of $6,505 for additional services at the City’s sole discretion. b.Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. City shall retain ten percent (10%) of the invoice amount from each payment until the completed Project has been accepted by the City. Page 2 of 10 3. TERM This Agreement shall commence on the date first written above for a three (3) year term with the option for the City to grant up to a two (2) one (1) year extensions renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 4. PREVAILING WAGES Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the services being performed are part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk. Page 3 of 10 7. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant’s operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. c. Worker’s Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker’s compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer’s liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. Page 4 of 10 v. Consultant shall supply City with a fully executed additional insured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City’s election, to forthwith terminate this Agreement. Such termination shall not affect Consultant’s right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 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. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 10. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements Page 5 of 10 charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 11. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms Page 6 of 10 of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or Page 7 of 10 arise out of, in connection with or by reason of this Agreement. 19. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 Fax: 714-647-5635 Page 8 of 10 To Consultant: Robin (Rob) O’Neil, PE MEP Principal IDS Group 1 Peters Canyon Road, Suite 130 Irvine, CA 92606 (949) 387-8500 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Daisy Gomez Kristine Ridge Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO CONSULTANT: City Attorney By: Jose Montoya Robin O’Neil, PE Deputy City Attorney MEP Principal RECOMMENDED FOR APPROVAL: Nabil Saba Executive Director Public Works Agency Page 9 of 10 EXHIBIT A SCOPE OF SERVICES Page A1-1 City of Santa Ana RFP 20-129 Appendix ATTACHMENT 1 SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR ELECTRICAL LIGHTING DESIGN SERVICES FOR PACIFIC ELECTRIC BIKE TRAIL LIGHTING PHASE 2 & SANDPOINTE PARK RFP NO.: 20-129 Introduction and Description of Work The City desires to continue its efforts in installing security lighting systems by using the same hardware and fixtures as those recently installed by the manufacturer Ameron International Corporation at: Pacific Electric Bike Trail Phase 1 (McFadden Ave to Occidental St) and Saddleback View Park (see attachment 5). The specific works to be included are as follows: - Pacific Electric Bike Trail – Phase 2 (Occidental Street to Warner Avenue) is the southern phase from Pacific Electric Bike Trail – Phase 1 project from McFadden Avenue to Occidental Street. Same type of lighting will be continued and shall be designed for the entire length of the Pacific Electric Bike Trail from Occidental Street to Warner Ave. The trail currently does not have an electrical nor lighting system. Electrical connection points shall be verified and proposed for installation accordingly. Alignment of lighting fixtures shall face towards the bike trail path and maintain a consistent distance from the edge of pavement fr. All lighting will be 16 feet from the ground and anti-graffiti coat will be used for every light fixture and its base. (See Attachment 4, Exhibit 1). - Sandpointe Park currently does not have electrical not lighting system. The electrical connection point shall be verified and proposed for installation accordingly. The lighting system shall be hard-wired, coated in anti-graffiti coat, 16 feet from the ground, and will hang towards the meandering walkway. All existing lights will be replaced and the location can be modified depending on the developed photometric diagram for the park. Alignment of lighting fixtures shall maintain a consistent distance from the edge of the meandering walkway for aesthetic purposes (see Attachment 4, Exhibit 2). Page A1-2 City of Santa Ana RFP 20-129 Minimum Requirement The responsible-charge of the projects shall be a licensed professional electrical engineer and shall sign and stamp all plan sheets, the title sheet of the specifications, calculations, and reports. Project Scope The project scope involves the preparation of PS&E for new electrical and security lighting systems at: 1) Pacific Electric Bike Trail – Phase 2; and 2) Sandpointe Park. Page A1-3 City of Santa Ana RFP 20-129 Consultant Responsibilities: The Consultant’s responsibilities include the following: Task 1: Preliminary Engineering Preliminary Engineering shall include Kick-off meeting with City Staff to discuss scope of work, project required tasks and objectives, potential elements and issues, and schedule. Preliminary Engineering will also include field work and subsequent meetings with City staff as required for preparation of site plans. Project required tasks include, but may not be limited to:  Identify the locations where all of the above ground equipment and light standards will be installed.  Identify where all the underground utilities are located to eliminate field conflicts.  Coordinate with Southern California Edison from application filing through construction and until the lights are lit. Task 2: Design Development (30% plans) Design development will involve the development of electrical system improvements for security lighting as outlined in the preliminary engineering phase to address project required tasks and shall include preliminary electrical engineering plans and cost estimate. Should project scope exceed available budget, project plans/specifications will be value engineered or phased as appropriate. Electrical design tasks shall include, but may not be limited to:  Title Sheet (City provide template)  Electrical & Lighting plans  Photometric  Load and Diagram schedule  Details and notes Task 3: Construction Documents (85% and 100% plans) Construction Documents shall include finalizing Design Development plans, obtaining plan check approvals and securing permitting. This includes the provision of detailed engineering and construction drawings that will serve as the basis for both bid advertisement and construction. Consultant shall also provide updated cost estimate which shall reflect finalized plans, materials, systems, details of construction, and known or anticipated changes in the bidding market relative to the project. Project required tasks shall include, but may not be limited to:  Plans and Specifications (Contract Documents) shall be reviewed at 85% and 100%.  Updated Cost Estimate shall be provided. Project phasing may need to be considered and Contract Documents may need to be structured accordingly pending available construction funding.  Review sets shall be provided in .pdf format.  Final plans shall be provided in Micro Station V8i format and .pdf format. Page A1-4 City of Santa Ana RFP 20-129  Technical Specifications shall be written using Microsoft Word. The City will provide the specification boiler plate to the Consultant.  Quantity calculations shall be provided for items that are applicable to this project, and prepare and provide cost estimates at milestone stages.  A list of contract pay items with the descriptions and estimated quantities shall be provided for inclusion in Bid Proposal and Definition of Bid Items of City Boiler Plate.  All plan sheets and the title sheet of the specifications, calculations and reports shall be signed and stamped, including license number and expiration date, by the Consultant’s State of California Registered Professional Engineer in the field of Electrical Engineering responsible for the project.  Coordinate plan check with the City of Santa Ana and other agencies including but not limited to City of Santa Ana Public Works Design and Parks Recreation & Community Services Division. Task 4: Bid Advertisement, Construction Administration, Record Drawings: If requested, Consultant shall provide support during bid advertisement and construction, and provide record drawings as described below. Bid Advertisement: If requested, Consultant shall:  Respond to written Requests for Information (RFI) to provide clarification or resolve discrepancies in the contract documents. Responses shall be completed within three (3) working days.  Review addenda.  Attend pre-bid meeting. Construction Support: All construction support work shall be at the request of and coordinated by the City of Santa Ana. As requested, Consultant shall:  Attend the pre-construction meeting.  Review and approve submittals, as requested. If requested, Consultant shall complete submittal reviews within one (1) weeks of receipt.  Provide periodic field reviews and bring to the attention of the City of Santa Ana any defects or deficiencies in the work by the construction contractor which the Consultant may observe. The Consultant shall have no authority to issue instruction on behalf of the City of Santa Ana, or to deputize another to do so.  Be available as requested by the City to resolve discrepancies in the contract documents. Consultant shall bring to the attention of the City any defects or deficiencies in the work by the construction contractor which the Consultant may observe. Consultant shall have no authority to issue instruction on behalf of the City, or to deputize another to do so.  Furnish, at the consultant’s sole cost and expense, all necessary drawings for corrections and change orders required by errors and omissions of the Consultant. Electronic files for the change orders shall be submitted to the city for duplication and distribution. Page A1-5 City of Santa Ana RFP 20-129 Record Drawings / As-Built Plans:  Upon completion of construction, the record drawings kept by the General Contractor shall be turned over to the Consultant for preparation of “as-built” plans. The Consultant shall incorporate all changes to the plans electronically with all necessary revision notations. Once plans have been updated, an electronic file shall be submitted to the City in Microstation V8i CADD and pdf formats of the final as-built drawings via CD, e-mail, or through an FTP site. Fee Proposal: In addition to Section III.B.3 (Submittal Requirements: Fee Proposal) fee schedule shall be structured to correspond to the above mentioned tasks as follows: Task 1: Pre-Design Task 2: Design Development Task 3: Construction Documents Task 4: Bid Advertisement, Construction Administration, Record Drawings Total Fee (for each project): _____________ Fee schedule for each task should include an hourly breakdown that corresponds to the task total for each project. City Responsibilities The City will be responsible for the following items:  Furnishing electronic design file with City title block and title sheet (24" x 36")  Providing standard City boilerplate specification.  Processing plans for governmental agency approvals having jurisdiction over the project.  Providing support with the application process with Southern California Edison.  Acting as a liaison with the appropriate decision making bodies, as necessary.  Providing standard invoice template. PAYMENT AND INVOICING: Selected Consultant shall invoice the City based on time and material according to the City’s standard invoice template. Tasks and hours shall be clearly identified and all rates must match those included in the approved agreement. City shall retain ten percent (10%) of the invoice amount from each payment until the completed Project has been accepted by the City. PacificElectricBikeTrail–Phase2,SandpointePark RFPNo.20-129 Page19 Section2:ScopeofSe rvicesandSchedule Our mission at IDS is to deliver a quality project to our clients. To achieve this goal, a carefully thought out plan, in which both client and IDS agree on the project scope and an approach that will result in a successful project. The project scope involves the preparation of Construction Documents suitable for bidding and plan check approval to include new electrical and area lighting systems for Pacific Electric Bike Trail and Sandpointe Park. The following is a step-by-step approach that was outlined in the City of Santa Ana’s RFP and that IDS has implemented on many successful projects as well: Task 1: Preliminary Engineering: Preliminary Engineering shall include one Kick-off meeting with City Staff to discuss scope of work, project required tasks and objectives, potential elements and issues, and schedule. Preliminary Engineering will also include field work and subsequent meetings with City staff as required for preparation of site plans. Engineering and Design tasks include, but may not be limited to: ƒ Identify the locations where all of the above ground equipment and light standards will be installed. City shall provide topography maps; ƒ Identify all the underground utilities are located to eliminate field conflicts. IDS will utilize our in-house Civil Engineering, and ƒ IDS will coordinate with Southern California Edison (SCE) from application filing through construction and until the installation is complete and system is energized from SCE. Our proposal assumes electrical service upgrade is required for both projects. Task 2: Design Development (30% plans) Design development will involve the development of electrical system improvements for security lighting as outlined in the preliminary engineering phase to address project required tasks and shall include preliminary electrical engineering plans and cost estimate. Should project scope exceed available budget, project plans/specifications will be value engineered or phased as appropriate. Engineering and design required tasks shall include, but may not be limited to: ƒ Title Sheet (City provide template) ƒ Electrical & Lighting plans ƒ Photometrics ƒ Panel schedules ƒ Single line diagrams ƒ Details and notes ƒ Structural Calculations and details for lighting pole base foundations as required ƒ Preliminary Cost Estimation PacificElectricBikeTrail–Phase2,SandpointePark RFPNo.20-129 Page20 Task 3: Construction Documents (85% and 100% plans) Construction Documents shall include finalizing Design Development plans, obtaining plan check approvals and securing permitting. This includes the provision of detailed engineering and construction drawings that will serve as the basis for both bid advertisement and construction. IDS shall also provide updated cost estimate reflecting finalized plans, materials, systems, details of construction, and known or anticipated changes in the bidding market relative to the project. Engineering and design required tasks shall include, but may not be limited to: ƒ Plans and Specifications (Contract Documents) shall be reviewed (with the City staff) at 85% and 100%. ƒ Updated Cost Estimates. Project phasing may need to be considered and Contract Documents may need to be structured accordingly pending available construction funding. ƒ Review sets s provided in PDF format. ƒ IDS will provide final plans in Micro Station V8i format and PDF format. ƒ IDS will prepare the Technical Specifications in Microsoft Word, using the City provided boiler plate. ƒ Quantity calculations shall be provided for items that are applicable to this project, IDS will prepare and provide cost estimates at milestone stages. ƒ A list of contract pay items with the descriptions and estimated quantities shall be provided for inclusion in Bid Proposal and Definition of Bid Items of City Boiler Plate. ƒ All plan sheets and the title sheet of the specifications, calculations and reports shall be signed and stamped, including license number and expiration date, by IDS’ State of California Registered Professional Engineer in the field of Electrical Engineering responsible for the project. ƒ Coordinate plan check with the City of Santa Ana and other agencies including, but not limited to, City of Santa Ana Public Works Design and Parks Recreation & Community Services Division. Task 4: Bid Advertisement, Construction Administration, Record Drawings: If requested, IDS shall provide support during bid advertisement and construction, and provide record drawings as described below: Bid Advertisement: If requested, IDS shall: ƒ Respond to written Requests for Information (RFI) to provide clarification or resolve discrepancies in the contract documents. Responses shall be completed within three (3) working days; ƒ Review addenda, and ƒ Attend pre-bid meeting. Construction Support: All construction support work shall be at the request of and coordinated by the City of Santa Ana. As requested, IDS shall: PacificElectricBikeTrail–Phase2,SandpointePark RFPNo.20-129 Page21 ƒ Attend the pre-construction meeting. ƒ Review and approve submittals, as requested. If requested, IDS shall complete submittal reviews within one (1) weeks of receipt. ƒ IDS will provide periodic field reviews and bring to the attention of the City of Santa Ana any defects or deficiencies in the work by the construction contractor which the Consultant may observe. IDS shall have no authority to issue instruction on behalf of the City of Santa Ana, or to deputize another to do so. ƒ IDS will be available- as requested by the City, to resolve discrepancies in the contract documents. IDS shall bring to the attention of the City any defects or deficiencies in the work by the construction contractor which the Consultant may observe. IDS shall have no authority to issue instruction on behalf of the City, or to deputize another to do so. ƒ Furnish, at the consultant’s sole cost and expense, all necessary drawings for corrections and change orders required by errors and omissions of the Consultant. Electronic files for the change orders shall be submitted to the city for duplication and distribution. Record Drawings / As-Built Plans: ƒ Upon completion of construction, the record drawings kept by the General Contractor shall be turned over to the IDS for preparation of “as-built” plans. IDS shall incorporate all changes to the plans electronically with all necessary revision notations. Once plans have been updated, IDS will submit an electronic file to the City in Microstation V8i CADD and pdf formats of the final as-built drawings via CD, e-mail, or through an FTP site. Page 10 of 10 EXHIBIT B COMPENSATION Fee Proposal including hourly rates if applicable EXHIBIT B 1PetersCanyonRoad,Suite130,IrvineCalifornia92606 Ÿ T:949.387.8500 Ÿ F:949.387.0800 Ÿwww.idsgi.com November 24, 2020 City of Santa Ana, Public Works Agency 20 Civic Center Plaza; Ross Annex, 3rd Floor Reception Santa Ana, CA 92701 Attn: Mr. Kenny Nguyen, Project Manager SUBJECT: Fee Proposal to Provide Electrical Lighting Design Services for Pacific Electric Bike Trail –Phase 2 and Sandpointe Park, RFP No. 20-129 Dear Mr. Nguyen and Members of the Selection Committee: IDS Group (IDS) is pleased to submit our Fee proposal to complement our Technical proposal to provide electrical engineering services in response to the City of Santa Ana’s Request for Proposal for Electrical Lighting Design Services, RFP No. 20-129. Our proposed project hours and fees are presented herein. Our Fee Proposal includes the standard reimbursable expenses as listed below our hourly rates. Our breakdown for each park is as follows: Pacific Electric Bike Trail, Phase 2 $46,035 Sandpoint Park $19,016 Should you have any questions or concerns relating to our fees, please feel free to contact Mr. Robin O’Neil, PE, MEP. IDS Group, Inc. Robin (Rob) O’Neil, PE MEP Principal IDDDDDDDDDDDDDDDDDDDDDDDDDDSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSS Group, Inc. RoRRRoRoRRRRoRoRoRRoRRoRooRRooRoRRoRoRRRRRRoRoRoRRRRRRoRRRRRRRRooooooooRRoooooooRRooRoooRRoooRRooooooooooooooooooobbbbbbbbbbibbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbn (Rob) O’Neil, PE MEP Principal PacificElectricBikeTrail –Phase2,SandpointePark RFPNo.20-129 Page2 Pacific Electric Bike Trail Phase II Task Total Team Hours Fee Preliminary Engineering 72 $9,624 Design Development 117 $13,827 Construction Documents 128 $15,521 Bid Advertisement, Construction Administration, Record Drawings 36 $4,663 Reimbursables $2,400 Totals 353 $46,035 Sandpoint Park Task Total Team Hours Fee Preliminary Engineering 21 $2,666 Design Development 51 $5,728 Construction Documents 53 $6,321 Bid Advertisement, Construction Administration, Record Drawings 16 $1,901 Reimbursables $2,400 Totals 141 $19,016 PacificElectricBikeTrail –Phase2,SandpointePark RFPNo.20-129 Page3 IDS Group, Inc. 2020 Rate Sheet Title – Association Hourly Rate Principal $190 Associate Principal $178 Senior Project Manager ~ Associate $168 Project Manager $157 Senior Architect or Engineer $146 Senior Cost Estimator $135 Project Architect or Engineer $135 Designer Architect or Engineer $120 Engineering Designer - BIM $105 Two Man Survey Crew $250 Architectural Job Captain | Designer $100 CAD Drafting Engineer | Architect $90 Office Administration $55 Expenses such as, but not limited to, plan check fees, permits, inspections, testing services, title company fees, special delivery charges, plotting/ presentation boards, maps, aerial photographs, and reprographics/ illustrations that may be required for community or other stakeholder presentation, shall be billed to the owner at Consultant’s direct cost plus 5%.