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HomeMy WebLinkAbout25B - HISTORIC RESOURCES CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: REQUEST FOR COUNCIL ACTION AUGUST 18, 2008 TITLE: CONTRACT AWARD WITH SAPPHOS ENVIRONMENTAL, INC. TO PERFORM HISTORIC RESOURCES CONSULTING SERVICES APPROVED o As Recommended o As Amended o Ordinance on 1 st Reading o Ordinance on 2nd Reading o Implementing Resolution o Set Public Hearing For ,1/ dJt2 Ulf,.i I ~ CITY MANAGER CONTINUED TO .---- FILE NUMBER RECOMMENDED ACTION Authorize attached $50,000, and City the City Manager and Clerk of the Council to execute the agreement with Sapphos Environmental, Inc. in the amount of subject to non-substantive changes approved by the City Manager Attorney to assist with historic resources consulting services. DISCUSSION As a Certified Local Government with the State Office of Historic Preservation, the City has agreed to participate with the ongoing survey and documentation of historic resources throughout the city. Further, the Historic Resources Commission has identified as one of its objectives the need to continue documenting and maintaining records for properties eligible for listing on the Santa Ana Register of Historical Properties. The City has been working with Sapphos Environmental, Inc. since January 2006 to comprehensively research and document historic structures. An agreement with Sapphos Environmental, Inc. is recommended due to the firm's unique experience regarding Santa Ana's historic resources, and its excellent track record of historic resource consulting. Tasks included in the scope of work include conducting windshield surveys, preparation of historic resource templates to document individual resources, performing field survey and research, and attending meetings of the Historic Resources Commission and other staff meetings as required. The recommended contract amount would be for an amount not to exceed $50,000. 258-1 Contract Award for Historic Resources Consulting Services August 18, 2008 Page 2 FISCAL IMPACT Funding for this project is available in the Community Development Block Grant (CDBG) fund (account no. 135-149-6291). ~~ Ja M Trevino Exe utlve Dlrector Planning & Building Agency ~9M--- Cynt ia J. Nelson Deputy City Manager for Development Services Community Development Agency APPROVED AS TO FUNDS AND ACCOUNTS: ~ (! 1J<<A~ A-v'Francisco Gutierrez (il1( P- - Executive Director Finance & Management Services Agency HS:rb Hs:\historic_info\Sapphos_contract\2008_Sapphos_contract.cc 258-2 CONSUL T ANT AGREEMENT INCORPORATING COMMUNITY DEVELOPMENT BLOCK GRANT REQUIREMENTS THIS AGREEMENT, made and entered into this 18th day of August, 2008 by and between Sapphos Environmental Inc., a California corporation, (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of providing historic resources consulting services. B. The City, as an entitlement recipient and grantee ofthe United States Department of Housing and Urban Development ("HUD") Community Development Block Grant ("CDBG") Program, desires to enter this Agreement with the Consultant for the expenditure ofCDBG funds in accordance with Title 24, Part 570 of Code of Federal Regulations 24 CFR 570.000, et seq. ("CDBG Reg's"); and C. Consultant represents that Consultant is not listed as debarred, is able and willing to provide such services to the City, and will comply with the CDBG Reg's. D. In undertaking the performance ofthis 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 ofthe mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES At the request ofthe Executive Director of the Community Development Agency and Planning and Building Agency, Consultant shall provide assistance on all aspects addressed in the Scope of Work attached hereto and incorporated herein as Exhibit A. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed Fifty Thousand Dollars ($50,000.00) during the term ofthis Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not 258-3 be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on June 30, 2009, unless terminated earlier in accordance with Section 9, below. The term of this Agreement may be extended upon a writing executed by the Deputy City Manager for Development Services, the Executive Director of Planning and Building, and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term ofthis 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 ofthis 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. 5. 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, agents, volunteers, and employees 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. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit B upon execution of this Agreement and shall be approved in form by the City Attorney. 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 3300 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 2 258-4 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. 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 in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. 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 effect 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. 6. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, 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 health, and claims for property damage, which may arise from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalfwhich relates to the services described in section 1 ofthis 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 ofthe 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 ofthe City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party 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. 3 258-5 7. CONSULTANT'S OBLIGATIONS A. No Conflict. To the best of Consultant's knowledge, Consultant's execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or order to which Consultant is a party or by which it is bound. B. No Bankruptcy. Consultant is not the subject of any current or threatened bankruptcy proceeding. C. No Pending Legal ProceedingslDebarment. Consultant is not the subject of a current or threatened litigation that would or may materially affect Consultant's performance under this Agreement. Consultant further acknowledges that it is not on the list of debarred contractors. D. No Pending Investigation. Consultant is not aware that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, that would relate to affect performance of the Agreement or provision of services hereunder. E. Licensing. Consultant agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. Consultant shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing Consultant's operations hereunder. F. Audit Report Requirements. Consultant agrees that if Consultant receives Three Hundred Thousand Dollars ($300,000.00) or more in federal funds, Consultant shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. Consultant shall provide City with a copy of said audit by October 1 of the year following the program year in which this Agreement is executed, if applicable. G. Record KeepinglReporting. Consultant shall keep and maintain complete and adequate records and reports to assist City in meeting and maintaining its record keeping responsibilities under Title 24, Part 570 of Code of Federal Regulations 24 CFR 570.000, et seq. H. Access to Records. City and the United State Government and/or their representatives shall have access for purposes of monitoring, auditing, and examining Consultant's activities and performance, to books, documents and papers, and the right to examine records of Consultant's subcontractors, bookkeepers and accountants, employees and participants in regard to said program. City and the United States Government and/or their representatives shall also schedule on-site monitoring at their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants in said program and entering any premises or any site in which any of the services or activities funded hereunder are conducted or in which any of the records of Consultant are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law. 4 258-6 I. Location of RecordslRequired Length of Record Keeping. All accounting records, reports, and evidence pertaining to all costs, expenses and the funds received by Consultant and all documents related to this Agreement shall be maintained and kept available at Consultant's office or place of business for the duration of the Agreement and thereafter for four (4) years after completion of an audit in conformity with the CDBG Reg's. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses ofthis Agreement to which City or any other governmental agency takes exception, shall be retained beyond the four (4) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event Consultant does not make the above-referenced documents available within the city of Santa Ana, California, Consultant agrees to pay all necessary and reasonable expenses incurred by City in conducting any audit at the location where said records and books of account are maintained. J. Confidentiality. Without prejudice to any other provisions of this Agreement, Consultant shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, Consultant shall submit to City and or HUD or its representatives, all records requested, including audit, examinations, monitoring and verifications of reports submitted by Consultant, costs incurred and services rendered hereunder. K Lobbying. Consultant certifies that it will comply with federal law (31 V.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. Consultant shall sign a certification to that effect in a form as set forth in Exhibit C attached hereto and by this reference incorporated herein. Consultant shall submit said signed certification to City prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of City to pay any sums to Consultant under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a "Disclosure Form to Report Lobbying," in accordance with its instructions. L. Financial Interest. Consultant agrees that except for the use of funds to pay salaries and other related administrative or personnel costs, no persons who exercise or have exercised any function with respect to activities assisted under the terms ofthis Agreement, or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a City-assisted activity of 5 258-7 Consultant, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of City, or of any designated public agencies, or the Consultant. M. Drug Free Workplace. Consultant certifies that it has established the following drug-free workplace policy: I. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace for any employee involved in a federally funded program. 2. As an employee working in conjunction with a federally funded program, the employees of Consultant will be required to: a) Abide by the terms above in statement I. b) Notify appropriate officials of Consultant and City officials of any criminal drug statute conviction for a violation occurring in the workplace not later than five days after such conviction. 3. The City and the United State Department of Housing and Urban Development will be notified within ten days after receiving notice of any such violation. 4. Within 30 days of receiving such notice, appropriate personnel action will be taken against such employee, up to and including termination. Each such employee shall be required to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state or local health, law enforcement, or other appropriate agency. N. Nondiscrimination. Consultant agrees that no person on the ground of race, age, color, national origin, religion or sex will be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds received pursuant to this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 6 258-8 O. Conflict of Interest. Consultant agrees that no officer, employee, agent or assignee of City who was involved in the sale of said property, either directly or indirectly, shall serve as an officer of Consultant. Further, any conflict or potential conflict of interest of any officer of Consultant shall be fully disclosed in writing prior to the execution of this Agreement and said writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by Consultant to City regarding any changes or modifications to its board of directors and list of officers. P. Prohibition Of Nepotism. Consultant agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member ofthat person's immediate family is employed in an administrative capacity by Consultant. For the purposes of this section, the term "immediate family" means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, stepparent and stepchild. The term "administrative capacity" means having selection, hiring, supervisor or management responsibilities. 8. ASSIGNABILITY None of the duties of, or work to be performed by, Consultant under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of City. Consultant must submit all subcontracts and other agreements that relate to this Agreement to City. No subcontract or assignment shall terminate or alter the legal obligations of Consultant pursuant to this Agreement. 9. TERMINA nON A. This Agreement may be terminated on thirty (30) days' written notice by either party. In the event of such termination, Consultant shall only be entitled to reimbursement for approved expenses incurred to the effective date oftermination. B. This Agreement may be suspended or terminated by City upon five (5) days' written notice for violation by Consultant of Federal Laws governing the use of Community Development Block Grant Funds. In the event of such suspension or termination, Consultant shall only be entitled to reimbursement for approved expenses incurred up to the effective date of suspension or termination. C. Pursuant to 24 CFR 85.43, in the event Consultant defaults by failing to fulfill all or any of its obligations hereunder, City may declare a default and termination of this Agreement by written notice to Consultant, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, City shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (l) any payments 7 258-9 made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by City in obtaining substitute performance. D. The grant of funds under this Agreement may be terminated for convenience in accordance with 24 CFR 85.44. 10. VENUE/JURISDICTION 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 arise out of, in connection with or by reason of this Agreement. 11. VALIDITY The invalidity in whole or in part of any provision ofthis Agreement shall not void or affect the validity of any other provision of this Agreement. 12. 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 telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk ofthe City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702-1988 telefacsimile (714) 647-6956 With courtesy copies to: Executive Director Community Development Agency City of Santa Ana 20 Civic Center Plaza (M-25) P.O. Box 1988 Santa Ana, California 92702-1988 telefacsimile (714) 647-6549 Executive Director Planning and Building Agency City of Santa Ana 20 Civic Center Plaza (M-20) Ross Annex 8 258-10 Santa Ana, California 92702-1988 and, City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 telefacsimile (714) 647-6515 To Consultant: Sapphos Environmental, Inc. Attn: Marie Campbell 430 N. Halstead Street Pasadena, CA 91107 13. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms ofthis Agreement, and shall indemnifY Agency fully, including reasonable costs and attorney's fees, for any injuries or damages to Agency 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 iffully set forth in the body of this Agreement. c. No delay or omission by either party hereto to exercise any right or power accruing upon any noncompliance or default by the other party with respect to any ofthe terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. 9 258-11 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. A TrEST: CITY OF SANTA ANA PATRICIA E. HEALY City Clerk DAVID N. REAM City Manager APPROVED AS TO FORM: SAPPHOS ENVIRONMENTAL, INC. JOSEPH W. FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney By: MARIE CAMPBELL President Tax ID# 10 258-12 EXHIBIT A SCOPE OF SERVICES Sapphos Environmental, Inc. understands that the City of Santa Ana (City) requires the services of an environmental consulting firm to provide historic resources consulting services in support of the Comprehensive Citywide Historic Survey, City of Santa Ana, California (project). The Citywide Historic Survey is being conducted by the City to identify properties eligible for inclusion in the Santa Ana Register of Historical Properties (Register); to nominate those properties that best preserve and present the history of each of the identified neighborhoods in the City, according to the criteria established in Chapter 30 of the Santa Ana Municipal Code; to research the history of each of the City's neighborhoods; and to categorize each nominated property as "Landmark," "Key," or "Contributive," according to the definitions in Chapter 30. Sapphos Environmental, Inc. further understands that the scope of work for the fiscal year 2008/2009 is part of the continuing effort to reach the goal of completing the comprehensive, citywide historic survey in four years. Sapphos Environmental, Inc. also understands that the scope of work will be performed in support of objectives set by the City Historic Resources Commission (HRC) and also may involve on-call consultations regarding miscellaneous historic resources issues in the City. SCOPE OF WORK TASK 1.2 CA TEGORIZA TIONS Several assumptions were taken into consideration in the scoping of Task 1.2: . The City will identify potential nominees to the Register and provide a monthly list of properties to Sapphos Environmental, Inc. . City will be responsible for ownership, assessor's parcel numbers, U.S. Geological Survey quadrangle information, and sketch maps required on the California Department of Parks and Recreation (DPR) forms. . The City will provide building permit cards and photographs. . The City will continue to provide copies of relevant documentation. · Up to thirty-two (32) templates will be prepared; should additional work efforts be requested by the City of Santa Ana, the total number of templates would decrease accordingly. TASK 1.2.1 Templates Sapphos Environmental, Inc. shall prepare Register templates (Le., the Executive Summary and the State of California Primary Record and Building, Structure, and Object Record) for properties identified by the City of Santa Ana as eligible for the Register, primarily in the Key and Landmark categories, and for self-nominated properties. The maximum number of templates completed on a monthly basis will vary but generally will not exceed five. It is estimated that each property will require five to seven hours to complete the template, including development of a neighborhood history, and the subtasks listed below. Sapphos Environmental, Inc. will provide weekly e-mails to the City regarding the status of ongoing work efforts, as well as a monthly status report with the invoice, which will summarize completed and anticipated work efforts, issues encountered, and recommendations for resolution of issues. 11 258-13 TASK 1.2.1a Research and Draft Templates Work Efforts Sapphos Environmental, Inc. will conduct site inspections to confirm eligibility of nominees, as well as neighborhood and site-specific research using one or more of the following sources: existing documentation such as survey forms, National Register of Historic Places forms, and tour brochures; building permits; the Orange County Archives, Santa Ana History Room, or other library collections; and the Internet. It is estimated that each property will require approximately one to three hours to research (including contextual, neighborhood research). Sapphos Environmental, Inc. shall prepare a draft template for each property placed on the HRC agenda for Register consideration and categorization and will submit the draft templates to the City for review and comment. Work Products · Thirty-three (33) weekly e-mail updates · Eleven (11) monthly status reports and invoices . Up to thirty-two (32) draft templates TASK 1.2.1b Final Templates Work Efforts Sapphos Environmental, Inc. will perform additional research and field investigations as required to respond to comments on the draft templates by the City or the Template Review Committee (Committee). It is expected that the additional research and field investigations will require approximately one-half hour per property. The draft templates will be revised to incorporate City and Committee comments and new information. Approximately one hour has been allocated to prepare final templates for each property. Work Products · Up to thirty-two (32) final templates TASK 2.2 MEETINGS Work Efforts Upon request by the City, Sapphos Environmental, Inc.'s cultural resources manager, project manager, or staff architectural historian shall attend the monthly HRC meeting. For budgeting purposes, an average of five hours per meeting has been assumed, with one Sapphos Environmental, Inc. staff member in attendance at one (1) meeting. If additional meeting attendance is requested by the City, the available budget for Task 1 or 3 may be correspondingly reduced. 12 258-14 TASK 3.2 OTHER SERVICES Work Efforts At the City's request, Sapphos Environmental, Inc. may undertake additional tasks, including, but not limited to, assisting the City with reconnaissance-level surveys and historic assessments, preparing a brief historic context statement for Santa Ana's post-World War II residential development, providing additional documentation for the City to submit to the California Office of Historic Preservation, additional site inspections, and assisting the City with application of the Secretary of the Interior's Standards. Sapphos Environmental, Inc. shall notify the City when and if this budget is depleted or if any tasks would require budget augmentation. ESTIMATED COST This cost estimate has been prepared based on the following assumptions: . The City of Santa Ana (City) will identify potential nominees to the Register and provide a list of properties found preliminarily eligible. . Templates and weekly status updates will be transmitted electronically. . The City will be responsible for ownership, assessor's parcel numbers, U.S. Geological Survey quadrangle information, and sketch maps required on the California Department of Parks and Recreation forms. . The City will provide building permit cards and photographs of Register nominees. . The City will continue to provide copies of relevant documentation. . Up to thirty-two (32) templates will be prepared; should additional work efforts be requested by the City of Santa Ana, the total number of templates would decrease accordingly. . Sapphos Environmental, Inc. will attend one (1) HRC meeting; Sapphos Environmental, Inc. staff will be available to attend additional meetings as requested by the City; funds from Tasks 1 or 3 may be transferred and correspondingly reduced to fund this additional meeting attendance. Not-to-exceed fees are as follows: TASK 1.2 TASK 2.2 TASK 3.2 CATEGORIZATIONS MEETINGS OTHER SERVICES $36,000.00 $1,000.00 $11,350.00 $48,350.00 $1,650.00 $50,000.00 SUBTOTAL LABOR SUBTOTAL DIRECT COST TOTAL ESTIMATED COST: Billings will be submitted monthly for the services completed during each month. Payment terms are net 30 days. Invoices not paid within the agreed payment schedule are subject to a monthly interest charge as indicated in the Standard Schedule of Fees. The Client agrees to pay reasonable costs and fees in the event legal proceedings are required to collect past-due accounts. The terms of this proposal shall remain valid for 60 days. 13 258-15 2006 STANDARD SCHEDULE OF FEES 14 258-16 SCHEDULE Milestone Authorization to Proceed TASK 1.2 CATEGORIZATIONS Memorandum for the Record identifying potential Register properties and transmitting photographs Templates for October HRC agenda Templates for November HRC agenda Templates for December HRC agenda Templates for January HRC agenda Templates for February HRC agenda Templates for March HRC agenda Templates for April HRC agenda Templates for May HRC agenda Templates for June HRC agenda Templates for July HRC agenda Templates for August HRC agenda Thirty-three (33) weekly status reports Date August 1, 2008 One week following windshield surveys August 18, 2008 September 22, 2008 October 20,2008 November 17, 2008 December 15, 2008 January 19, 2009 February 16, 2009 March 16, 2009 April 20, 2009 May 18, 2009 June 15, 2009 Eleven (11) monthly status reports/invoices August 11, 2008 - June 29, 2009 TASK 2.2 MEETINGS HRC meeting (1 total) TASK 3.2 OTHER SERVICES On-call services 15 258-17 August 4, 2008 September 2,2008 October 2, 2008 November 4, 2008 December 2,2008 January 5, 2009 February 3, 2009 March 3, 2009 April 2, 2009 May 4, 2009 June 2, 2009 To be determined As requested 258-18