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HomeMy WebLinkAboutLS Mitchell Architect, Inc. 2017-06-09COU No. 1617091 AGREEMENTFOR PROFESSIONAL CONSULTING SERVICES (Design Professional] This Agreement, made and entered into this 91h day of June, 2017 ("Effective Date"), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and L. S. Mitchell Architect, Inc., a corporation organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a. City requires consulting services related to architectural services related to the design and building plans for the 1350 Hastings Road Property. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. City and Consultant agree upon the Scope -of -Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope -of -Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope -of -Work upon receipt of a Notice to Proceed from City. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. 4.0 COMPENSATION FOR SERVICES 4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $120,000. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment B, which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment B. Consultant shall complete the Scope of Work for the not -to -exceed guaranteed maximum, even if actual time and expenses exceed that amount. 4.2 Changes. Should changes in compensation be required because of changes to the Scope -of - Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope -of -Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement. 4.3 Sub -contractor Payment. The use of sub -consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub -consultants shall be included within guaranteed not -to -exceed amount set forth in Section 4.1. 4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and the expenses claimed. 5.0 ASSURANCES OF CONSULTANT 5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not City's agent, employee, or representative for any purpose. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Consultant shall pay all estimated and actual federal and state income and self-employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Dnie P,otS,-1-1 ee-''0,'_008 PA(iF'_OF7 _ Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City's local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager's determination. 6.0 INDEMNIFICATION 6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement. A. Minimum Scope of Insurance Coverage shall be at least as broad as: Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage — Completed Operations Form No. CG 20 37 10 01. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4. Errors and Omissions liability insurance appropriate to the consultant's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability. B. Minimum Limits of Insurance Consultant shall maintain limits no less than: General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. [3— PmlW- Xg,—, m-A���en1-10.11008 PAI II �11I 7 Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. 4. Errors and Omissions liability: $1,000,000 per occurrence. C. Deductibles and Self -Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: General Liability and Automobile Liability Coverages The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope -of -protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. UeI10. '0111 <i[I'ndS e, \:rieemen�-Vucrniher . PAr 4 ( IIS 7 1 Professional Liability Coverage If written on a claims -made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend two years from date of final invoice. 4. All Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E. Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB -1 for short-term credit rating. F. Verification of Coverage Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, after notice to Consultant that City has paid the premium, the cost of insurance may be deducted from the compensation otherwise due the contractor under the terms of this Contract. G. Subcontractors Consultant shall include all sub -contractors or sub -consultants as insured under its policies or shall furnish separate certificates and endorsements for each sub -contractor or sub -consultant. All coverage for sub -contractors or sub -consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1. 6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant and its agents in the performance of services under this contract, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City. "Indemnify," as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all Da,i —'u,lann PAOF 5 01 costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses. References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors. 7.0 CONTRACT PROVISIONS 7.1 Documents and Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope -of -Work, Attachment "A". All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub -contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, 1)., h"IS I',%(,I t, Of _ subject to off -set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. 7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH DEPT. OF ELECTRIC UTILITY 300 SEMINARY AVENUE UKIAH, CALIFORNIA 95482-5400 9.0 SIGNATURES L.S. MITCHELL ARCHITECT, INC. ATTN-. LAWRENCE MITCHELL 135 WEST GOBBI STREET UKIAH, CALIFORNIA 95482 IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: L.S. MITCHELL ARCHITECT, INC ^ / ate PRINT NAME: F�llClS I 45- 5-2 5.2 / 8 36 I IRS IDN Number CITY OF UKIAH BY. AG S GIACOMO Date CITY MANAGER ATTEST CITY CLERK Date Umun Pro f"m, \ neemrn�-tiii�tin6er lei. ]ilg9 P,\G[_ 7 OF 7 _ ATTACHMENT A L.S. Mitchell Architect, Inc. Building Architects / Land Planners FILE INFORMATION & WORK OUTLINE Project: 11,E : z /> - !� Date: 8. an– /q Client Name: i _- - Contact: Company: Status: 91 — 7 S Address: Phone: Facsimile: Alternate: Bill Address: 2/C Ti's Email: 4/�{ _- Other: G3-�oZ9S Ate. Phone: Facsimile: _-- - __-- -- APN(s): - Project Location: APLU–– Zoning Classification: e `? FY SY RY H't GPLU Project Description: Minimum Lot Area: � %J.r � ice'" � :� "' �'"%" .,'L�_ _,_,-/'-r• .� � Jl"r 'f.� G[�'J�r r 1) Scope of Service(s): 2) Form of Presentation: Blueprints and/or photocopies of work in progress submitted for review at completion of each phase checked below: Pre -Design o SA Site Analysis D m Scheatics Design "D–Design Development � CD Construction Documentation N Bid/Negotiation tA_Contract Administration a PC Post Construction Q SS Supplemental a Other: 135 West Gobbi Street, Suite #203, U.l-iah, CA 95482 Voice: 707-489-3337 f acsim le: 707462-9109 Emml: ukuharch it lmuil cum /Aprl 01, 2013 Page 1 of 3 3) Schedule (Tune goals); _ 4) Budget (A&E /Project): 5) Stake Holders: 6) Other Information: y.Ci% 2, , 7) Sketch Notes: 135 West Gobbi Street, Suite #203, Ul ish, CA 95482 Voice: 707-489-3337 Facsimile: 707-462-9109 Ismail. u6iaharch'u 4nud cum /Apal 01, 2013 Page 2 of 3 o} Decision -malting Process: Decision for the Owner :vill be Lnnde directly through die contact person listed above. ,1L decision shall be rendered witlirl a reasonable period o; time, according to the context of the issue and the program schedule. 4) Special Provision(s): Owner, through die contact person (will not be providing/will provide) (As-built/Record) drawings of the existing bunlding(s), the site, and any equipment that tnay influence the work. The design team will use the drawings and other information during the planning and design phases of the wort: as references for their product and to assist in the coordination of new components and there placement 10) Reporting Requirements: (Verbal/written) Report(s) shall be limited to periodic progress reports to contact person listed above. Duting construction phase field reports will be filed following each trip to the site document observed conditions. 11) Fee Type/Terms: `�_: _ J,_ A total cost of d p service estimate :will be provided with this proposal for budget l u. -pose. 44e �__kioee� d (r, c 58 ga _ �`�-�1 r tips iti-t! 1:. ed , .1 e eff� ,.tier a. Flo a��hrla Ce �,_;n C 12) Changes in ��1 ork/Uncovered Conditions: ,is indicated in #6 above changes in scope of workwill cause a review of the fee stnicture and may cause a commensurate adjustment of the fee. 13) Professional Subeonttact(s): At this time (it is/anticipated that consultation services will be required. Potential disciplines if checked will came from the following design and engineering areas: [ijLandscape Architecture [ ] Civil [f ltructural Omechanical RElectrica'l. It is understood that the (Design Professional in Responsible Charge/ will employ these persons directly to work on the design team. Other consultations may also be required and will be identified at a later date. 14) Substantial Completion (define): For Schematic through Consttuction Document Phases of the work, Owner's notice to proceed [i`PT'P] :with the succeeding phase of the work will signal acceptance and substantial completion of thn preceding phase. With the Construction Document Phase substantial completion shall extend to building agency plan review. Once the plans have been accepted as, adequate for pemiitdng, then that act shall signal completion of that Phase The Construction Pbase of the lvnrk sysll be su► sL-2n6iJ1y eompleme when the Owner files the notice so stating :with the County Recorder and/or is in receipt of the Occupancy Permit. 15) Work Schedule/Delivery Time Estimate: TB 16) Other: During programming phase of the work and intermittently through the design period the (Owner/Sponsor) will allow and/or provide access to the site, to the on-site improvements, and to key people who will ultimately use the facility.' Said access will be for the purpose of investigating building related issues and discussing character of use, viewing existing conditions, and in general gathering information. It is important that all view points, goals, and objective at least be considered. s 135 West Gobbi Street, Suite 4203, Uki2b, CA 95482~ Voice. 707.489-3337 Facsimile: 707.462-9109 P.rr k:itid..,rch,,., -.nulc.•m rApa01,2013 Page 3 ora See definition sheet for explaination of terms. I BASIC PROCESS FLOW CHART by: L.S. Mitchell Architect, Inc. J IDEA/CONCEPT/PROBLEM PRE-DESIGN/PROGRAM/GATHER INFORMATION/DEFINE PROBLEM (Varies) SCHEMATIC DESIGN DESIGN DEVELOPMENT (20%) CONSTRUCTION DOCUMENTS (40%) N.T.P (GATE) BID CONTRACT NEGOTIATION (Varies) CANVAS PROPOSALS N.T.P (GATE) SIGN CONTRACTS I N.T.P. = Notice To Proceed = Project Sponsor Controlled Gate BASIC PROCESS FLAW Page I of 1 N.T.P (GATE) I�1I 1- N.T.P 0 (GATE) OWNER/BUILDER CONSTRUCTION (20%) OCCUPANCY January, 2013 a z NATTEG y a N.T.P W W (GATE) 1- N.T.P 0 (GATE) OWNER/BUILDER CONSTRUCTION (20%) OCCUPANCY January, 2013 L.S. Mitchell Architect, Inc., BA/LA PROJECT DESCRIPTION: Relocate existing City of Ukiah — Electric Utility Field Operations from the existing City of Ukiah corporation yard to the building and site located at 1350 Hastings Road also in Ukiah. DISTRIBUTION OF SERVICE: I PHASE I i STAGE ONE (PD) PREDESIGN STAGE TWO (AS) SITE ANALYSIS STAGE THREE (SD) SCHEMATIC DESIGN PHASE II STAGE FOUR i STAGE FIVE j STAGE SIX STAGE SEVEN STAGE EIGHT STAGE NINE (DD) DESIGN DEVELOPMENT (CD) CONSTRUCTION DOCUMENTS (B/CN) BID/CONTRACT NEGOTIATION (CA) CONTRACT ADMINISTRATION (PC) POST -CONSTRUCTION (SUP) SUPPLEMENTAL Phases of Service Page 1 of 3 I..S. Mitchell Architect, Inc., BA/LA PRE -DESIGN (PD): Review proposed plan and possibly present alternate concept(s) for group review. Interview users and elevate all interior wall surfaces and plan cabinetry. Develop equipment list and establish power & gas load criteria. Discuss quality issues with group and prepare outline specifications. In this phase, the architect seeks to understand user needs and translates those needs into a list of space definitions, the requirements of those spaces, and the relationships among the spaces. This leads directly to the programming stage where occupancy requirements and space relationships are coordinated with budget considerations and funding. Because of the project history and the design work completed to date this would be more of a review, familiarization, and confirmation process than a start from scratch effort. SITE ANALYSIS (SA): Again as a result of the project history the Architect would review site design concept and to a Limited extent test it against building conceptual design, the applicable Codes, and the site. Regardless of building type, the questions of feasibility and site characteristics must be considered first, and it is highly important that architectural (and often engineering) services be available during these preliminary studies. Physical and environmental conditions at the site may exert strong influence on the type of structure required to house the contemplated functions; and when market potential and financial analysis are being carried out by economic consultants, the concurrent availability of architectural consultation will bring technical considerations to bear on the many factors that call for joint resolution. Zoning and permit consultation and coordination. Upon completion of the schematic design phase assemble and submit application package to the City and shepherd it through the technical and planning hearing schedule. Consultant service would be focused and limited during this process. SCHEMATIC DESIGN (SD): Normally in this phase, the needs expressed in the program are translated into a three-dimensional building design. This is the creative part of the process where the architect can take the concepts outlined in the program, combine them with the human interaction and non-specific input of the programming activity and let creativity take control. When all concerned has approved the program, the project is ready to proceed through. the schematic and design development phases of basic architectural and engineering services. In this case because of the advance stage of the concept the architect would review previous decisions and test them with the aid of consultants against the results of the pre -design interviews and the Code. The results of this phase would be schematic plans suitable for review by the Planners, agency staff, and funding sources. DESIGN DEVELOPMENT (DD): Once schematic documentation have been accepted and approved by the local organization and the City, the conceptual ideas expressed in schematics are turned into a building on paper. The architect will research various building materials and systems and begins to finalize how the facility will be built. Phases of Service Page 2 of 3 L.S. ivlitchell Architect, Inc., BAILA CONSTRUCTION DOCUMENTATIONS (CD): These documents consist of working drawings, legal documents, and technical specifications. These and other documents required for bidding and construction are prepared from the definitive design drawings and outline specification developed in the design phase. BID AND CONTRACT NEGOTIATIONS (B/CN): If construction is to be accomplished by competitive -bid lump -sum contract, invitations to bid (or advertisements with public work) are issued and bids are received on a specified date at the end of the bidding period. Aher analyzing and checking the bids, the architect makes recommendations to the owner, who then proceeds to award the contract and authorize the start of construction. CONSTRUCTION ADMINISTRATION (CA): During the process of constructing the project, the architect and his engineering consultant team carries out its contract administration functions as delineated in the agreement between owner and architect. With the Architect in the lead, this includes general administrative tasks, coordination of consultant activities, document checking, agency consulting, schedule monitoring, and coordination of Owner supplied data. It included periodic site visits and observation of the work to confirm that construction is in accordance with the design concept. It includes review shop drawings and other submittals, and generally the representation of the Owner and issuance of requests for proposals (RFP's) and change orders (CO's) during construction. It involves the review of substitutions proposed by the Contractor or his forces, provision responses to request for information (RF1's), and the issuance supplemental instructions when required. Review of the contractor's periodic applications for payment and the monitoring of the schedule of values are also included. The work is subetand4 comms when construction of the building is sufficient that the owner can take occupancy and a punch list has been prepared. The project is eligible for close out, and Final r,pmol�e _tion is when the items of work listed on the punch list have been completed, final inspection has happened, and the Owner has accepted the Work and final payment has been made. POST -CONSTRUCTION (PC): No work proposed. SUPPLEMENTAL (SUP): No work proposed. Phases of Service Page 3 of 3 L.S. Nfitchell Architects, Inc Scope of Service List - Estimate 01. Project Development Phase: PHASE I a. Obtain plans of existing facility, both site(s) and building(s) b. Assist in development of schedule c. Assist in establishing channels of communication d. Assist in determining responsibility for dimensions e. Assist in determining drawing standards and specifications format f. Assist in determining number of meetings and number of site visits and building access g. Assist in auditing existing developing space inventory of existing locations for new space planning h. Negotiate fees and payment schedule i. Review and execute contract j. Meet with Tenant Representatives separately and start planning activities and listing of needs and goals k. Audit existing furniture and equipment for space planning 1. Audit existing systems, both environmental and life safety in. Analyze data and lists 02. Schematic Design Phase (Prepare preliminary graphic scheme): a. Develop preliminary probable cost statement b. Submit scheme and cost to Owner/Tenant for review c. Develop general information for construction documents d. Review and analyze Owner/Tenant responses e. Prepare response and plan revisions as necessary f. Submit revisions for second review (if necessary) g. Assist in Further Project Scheduling h, ? in. pf Prp1Qns . is ' n C9�� 03. Design Development Phase (systems integration): PHASE 11 i s. a. Project Administration b. Discipline Coordination and Document Checking c. Agency Consulting and Coordination d. Coordination of Owner Supplied Data and Information e. Coordinate and Oversee System Design Integration and Documentation f. Material Research and Specification g. Assist in Further Project Scheduling h. Assist in Updating Statement of Probable Construction Cost. 04. Construction Document Phase: a. Project Administration b. Discipline Coordination and Document Checking c. Agency Consulting and Coordination d. Coordination of Owner Supplied Data and Information e. Coordinate and Oversee System Design Integration and Documentation f. Material Research and Specification g. Assist in Further Project Scheduling h. Assist in Updating Statement of Probable Construction Cost Page 1 of 2 Page L.S. Mitchell Architects, Inc. of Service List - Estimate j. Submit to Owner PHASE 11, CONT`D 05. Bid/Negotiation Phase: a. Agency Consulting and Coordination Bid Materials and Coordination b. Issue Addenda c. Provide Clarification and Respond to Request for Information (RFI) d. Assist with Bid Opening and Log Results e. Assist with Evaluation and Canvas Proposal f. Assist with Preparation and Execution of Construction Agreements 06. Construction Administration /Observation Phase: a. Project Administration b. Discipline Coordination and Document Checking c. Agency Consulting and Coordination d. Progress Review (Site Visit) and Construction Observation e. Issue Field Reports f. Assist with Schedule Monitoring g. Attend Meetings b. Assist in Establishing Communication Procedures i. Assist in Establishing Testing and Inspection Procedures j. Evaluate and Track Submittals k. Coordinate with Agency inspections and Reviews 1. Review Testing and Inspection Reports and Initiate Appropriate Actions m, Review and Certify Periodic Draws or Applications for Payment n. Assist with Changes and Related Documentation o. Assist with Project Close-out Including Collection of O&M Data & Documentation and Preparation of Punch List(s) 07. Post Construction Services a. Project Administration b. Discipline Coordination and Document Checking c. Agency Consulting and Coordination d. Progress Review (Site Visit) and Construction Observation c. Issue Field Reports f. Assist with Project Out -Fitting Page 2 of 2 Page Factors for Estimating Job Costs Job: 1350I�jasrdngs Itioad Walb Gi 95482 Clitat City of Ukiah — Vecide tgXy+ry, Phase II Architect: L.S. A1itchdl.4rc4t'teer, Inc (Lawence & Alitehell, AI4) Civil: I•?anz�7�ineerir� tnc. Structural: ZMAssooiatea,Ac. Mechanical: 1500tj Inc. (Aptr: b—, ?4. -e.) Electrical: Son oraVc-cerical.F*yjeering, Inc. Landscape. I)alylandscape9rchitecfWXr Inc. JOB REQUIREMENTS YES NO JOB REQUIREMENTS YES NO Make field measurements --confirm emsting k Soil conservation X Draw existing systerrss k HVAC X Use existing drawings X Energy eoruer.7tion X We receive utilities site plan k Fuel analysis X Red line on plans X Electrical power X We do working drawings k/,F;>crPt civil Electncal ligh6ng lighting X Paper supplied by others X Site lighting X Sepias by others X Fire and security system X We provide paper 2/2/6 Sound systems X/f L*2d lira -;,g Specification on drawings X Telephone system X Specification Master . CSI X Power study X Specification Master . Short Form X Flat fee X Shop drawing rc%iew k Percentage X Construction review, - tnps k(See Audect) Time and materials XMT-E. Analysis of bids X Partial payments X Observation and reporting X Down payment X Tenant dawings X 1-1/T /To per month un aid balance X Cost estimate V6yphase Overtime authorized X Plumbing, inside k Lim talion of liability f t� Plumbing, site k Special conditions: Private disposal system X Civil Engineering F.rrutbrd by O>mr X Private water system X Topogr2phic Survey Fmr,&&d by Osxr X Fire protection system (Alteration of Existing) k/Perfomance Geotechrucal Engineering F, ,*W by Osxr X Site storm drainage X Site Work Observanon & Testing Fmdtbed by O.xr I X Inside storm drainage X Interior ACM & LCM Survey I Fvrmrbrd by Oc X Page 1 of 1 L.S. Mitchell Acchitect, Inc. ARCHITECTURAL SERVICES for. City of Ukiah Efectrict Udi - Field Operations REPRODUCTION COPIES BUDGET PROJECT LIFE CYCLE COST BY PHASE OF SERVICE °h Clvll I Landsca a Architectural Structural Mechanical Electricanetmv u b Status N,! .9 I.C. I.C. I.C. I.C. I.C. I.C. Phase BASE QUOTE »»»»»»»»» $S S 00.00 $ $ $ S S 5 0.00 I. PRE -DESIGN 25.0% 100.00 100.00 II. SITE ANALYSIS 0.0% - D-1 0 DE5IGN D-1.1 SCHEMATIC!15.0% - - 75.00 - - 75.00 D 1.2 DESIGN DEVELOPMENT1 20.0% 100.00 100.00 CONSTRUCTION DOCUMENT 40.0% - 225.004 225.00 -D-1.31 C-1.0 CONSTiRUCTION C-1.1 BIDDING / NEGTIAT71ON 0.0% - - ' C-1.2 CONSTRUCTION 0.0% - Submtal - 100.0% 500.00 C-2.0 POST -CONSTRUCTION 0.0% 500.00 REPRODUCTION'S/COPIES BUDGET Page 1 of 1 Pages LS. hti chd Architect, Inc. ARCHJTECTUrZAL SERVICES for. Building Adaptathn • City cf U.klah Elactr/ct Utlittl - Field Opersticns FEE d BUDGET SUMMARY SERVICES 0% 15% 43% x% 14% 18% 3% FROJECT LIFE CYCLE - PHASE % Civil Landscape Archlte=ral Strur:,ural Mechanical Electrical Ener 6ubtoa' b NIC I C 1 C LC. LC. LC IC Phase BASF OUOTE »»»»»»»»»» S f 17,008 00 S 48 000.00 1 S 7,000.00 5 15,000.06 S 20,000.00 Y-7330-000 0000 f11 .t%1 I. PRE -DESIGN 0.0% 1,700.00 3,500.00 1 6200.00 ii SITE ANALYSIS 0.0% 4,300.00 4 300 00 _ _ Subtotal = 5 9,500.00 0.10 DESIGN D-1 1 SCHEMATIC 15.0% 2,65090 7,200.00 1,050 00 2 250.00 3.000.00 5 18 050.90 0-1.2 DESIGN DEVELOPMENT 20.0% 3.40120 9 BOC.00 1.400 60 1 3.000 CO I 4.000.DO 1 21.401.20 _ D-1.3 CONSTRUCTION DOCUMENT 40.0% 8,8112 40 19 200.00 2,800.00 1 8,000001 8.00C.00 1 3.50000 1 4x.302.40 C-10 CONSTRUCTION C-1 1 8 DOING / NEGTIATION 5.0% 85030 2.400.00 350 DO 75000 1 1.000.00 1 5.350.30 C-1 2 CONSTRUCTION 20.0% 3.401 20 9 BOO. DO 1,40000 3,00000 4,000.00 21,401.20 Subtclal = 1 5 110,50x.00 C-2.0 POST -CONSTRUCTION 0.0% C-3 0 OTHER 0.0% Subtolal = 010 OTHER 01 1 TRAVEL 6 MEETINGS 1 x40.00 1 640.00 01 2 REPRODUCTION & COPIES 50000 500.00 Subtotal = 5 2.14000 PMact Taal = $ 122.146.00 FEE BUDGET- SLIWNLARY Page I of I Pages L.S. Mitchell Architect, Inc. ATTACHMENT " E " CONSULTANT QUESTIONNAIRE NAME OF COMPANY L.S. Mitchell Architect, Inc- FEDERAL na FEDERAL TAXI. D IrLfl"IBER 45-5218361 DBA SAW ASABOVE STREET ADDRESS 135 West Gobbi Street, Suite #203 CITY Ukiah TELEPHONE 707-462-8778 CONTACT PERSON LAWRENCE S. MITCHELL, AIA TELEPHONE 707-462-8778 STATE LICENSE NO G13860 TYPE ARCHITECT BANK REFERENCES Savin_es Bank of Mendocino County, Ukiah, Main Branch Office (707) 462-6613 Provide Names, Addresses and Telephone numbers for three past clients of similar projects: Proiect Name Contact Person Address Telephone 4 1 Tenant Improvement Dan Thomas 290 E Gobbi SL, Ukiah 707-462-1425 2 Feasibility Study Dr. Donald Courser etal 1165 S. Dora SL, Ukiah 707-462-8855 a Office Addition Dr. Paul Otto 205 W. Clay SL, Ukiah 707-462-1644 HOW LONG IN BUSINESS? 1976 (+/- 39 near) HOW MANY EMPLOYEES? 2.50 ARE YOU AN EQUAL OPPORTUNITY EMPLOYER? YES ARE YOU ELIGIBLE TO PERFORM FEDERAL GOVERNMENT WORK? YES NAME AND ADDRESS OF INSURANCE CARRIER(S): General Liability & Professional Liability — Dealey. Renton & Associates Insurance Brokers, P.O. Bax 12675, Oakland CA 94604-2675 Conflict of Interest: Are you or any member of your family related to (1) any employee of the Owner or member of the governing board of the Owner? No,VLX ; Yes . (2) If yes, please explain relationship: /111 Signature Date March 6, 2016 END OF FORM CONSULTANT QUESTIONNAIRE Page I of I L.S. Mitchell Architect, Inc. N/C AFFIDAVIT FORM OF NON -COLLUSIVE AFFIDAVIT AFFIDAVIT State of California ) County of Mendocino ) ss City of Ukiah ) Lawrence S. Mitchell, hereby attests and says: That he is the party making the foregoing proposal for bid, that such proposal or bid is genuine and not collusive or sham; that said bidder has no colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not, in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Owner or any person interested in the proposed contract, and that all statements in said proposal for bid are true. Architects' Project I.D.: Adapt Existing - Ukiah Electric Utility – Field Operations Location: 1350 Hastings Road, Ukiah, CA 95482 Signature — Lawrence S. Mitchell, Architect Name and Title Date: March 6, 2016 (Signature can be notarized if so desired ) END OF FORM NON -COLLUSIVE AFFIDAVIT Page I of I L.S. Mitchell Architect, Inc. Building Architects & Land Planners Lawrence S. Mtchell, ALA Architect/Proptietor/Team Leader Civil Engineer Landscape Arclutect Srn:ctutal Engineer Mechanical Engineer Electrical Engineer Energy Compliance Franz Eng neer ng Daly Landscape ZFA Assooates 15000 Inc. Sonoma Electrical Save Energy r� Archirecture Engineers Consulting L RON FRANZ, P.E. Mchrc] Diley, ASLA1 David Coope:, S F_ Man Torn Martin Wobig PF. Sheer r Project Manager Project bfanagcr P©ject%fAnag:r Project hfarager Project Manager Project Managec L PI—big ' TOP° -phy C—pt D-ip C.—P, Design Cooeept Dniga E -W Complianu • G .d n & P -in Pl—r Selactioo Hu1ML g Str'XNR HVAC P._ Dacvmeat•tioa • Dnin •ge Inig•tion& fwercr Egolpc m: Rdued CM • Rebid CD, Equipment R.Ietd CD, Proceyr Piping Uetimg & Control • Dedie•doa Med CD, Mtd CD, ReLted CDa 1�[rumat Public R'ndt Inforrnaeon Coordination QUALITY CONTROL L.S. hfitchell Architect, Inc. Lawrence Mtchd, AIA Pier Review Building Architect and Land Planner Project Manager Document Review/Checking Quality Control H.. RELATIONSHIP AND BASIC TASK SUBDIVISIONS Owner -Architect Agreement I F_ CONTRACTOR • Contractor [can be a Single Prime or Multiple Primes]: • Site Work • Landscape • General Buiiding • Concrete • Framing • HVAC • Plumbing • Electrical • Other OWNER ARCHITECT THE TRIANGLE STRUCTURE IS ESTABLISHED Stack Holders Consultant Team Sponsors) Civil Clients/Customers BY Landscape General Public LEGAL Structural Owners Prime AGREEMENT Mechanics Consultants: Electrical Land Surveyor Others Geotechnical Owner -Architect Agreement Owner -Contractor Agreement Engineer Owner -Contractor Agreement CONTRACTOR • Contractor [can be a Single Prime or Multiple Primes]: • Site Work • Landscape • General Buiiding • Concrete • Framing • HVAC • Plumbing • Electrical • Other ATTACHMENT B L.S. Mitchell Architect, Inc. BUILDING ARCHITECT & LAND PLANNER Effective JANUARY, 2017 SCHEDULE OF RATES PRINCIPAL ARCHITECT (I. Mitchell)............................................................. $125.00 ARCHITECT (Vacant)......................................................................................... $100.00 DESIGN ASSOCIATE (Vacant)............................................................................ $85.00 TECHNICIAN/DRAFTSMAN H/CAD NIANAGER (Vacant) ........................... S65.00 TECIINICIAN/DRAFTSNIAN VCAD OPERATOR (13. Mitchell) .................... $55.00 OFFICE MAN:kGER/SECRETARI'/BOOKKEEPER (Vacant) ....................... 545.00 MARK-UP ON REIMBURS[ BLE EXPENSES & SUBCONTRACT SERVICES Cost plus 10.0% MILEAGE REIMBURSENIENT..................................................................$0.55 /Mile NOTES: Minimum hourly charge is one (1) hour. Minimum time unit is 8 minutes. Fee structure is defined elsewhere in the agreement. These rates shall be adjusted annually on the anniversary date of the agreement in accordance with the Consumer Price Index issued by the U.S. Department of Labor, Bureau of Labor Statistics for "All Urban Consumers" in San Francisco -Oakland" for "All Items." PAGE 10F1