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PW Public Safety Center Interior Design Services( ( AGREEMENT FOR PROFESSIONAL SERVICES WIm EILEEN KALLA WAY This Agreement is made and entered into this b~ day of fJo (Ie", BE R, 2017, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and EILEEN KALLA WAY (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY has determined that professional interior design services are required in connection with the Public Safety Center, 1375 5th Ave., San Rafael, CA 94901; and WHEREAS, the CONSULTANT has agreed to render such services; AGREEMENT NOW, mEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The Director of Public Works is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Eileen Kallaway is hereby designated as the PROJECT DIRECTOR for CONSULT ANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties and/or provide the services as set forth in Sections "I.B. Project Description" and "I.C. Scope of Work -Basic Services" of CONSULTANT's Proposal for Interior Design Services dated October 5,2017, attached hereto as Exhibit #1 and incorporated herein by reference. In addition, if and as directed by the Project Manager, CONSULTANT shall provide Contract Administrative Services as described in Exhibit #1attached, for the additional compensation detailed in Paragraph 4 of this Agreement. 3. DUTIES OF CITY. CITY shall compensate CONSULTANT as provided in Paragraph 4, and shall cooperate with CONSULTANT as necessary for performance of the CONSULTANT's duties hereunder. 4 . COMPENSATION. For the full perfonnance by CONSULTANT of the "Basic Services" described in Exhibit #1, attached, CITY shall pay CONSULTANT on a time and materials basis at the rate of $100 per hour for design services, as detailed in the "Compensation" Section of Exhibit #1 attached; provided that the total compensation for Basic Services shall not exceed $37,700. In addition, CITY shall reimburse CONSULTANT for expenses at cost plus 12%. Reimbursable expenses shall include reproducible drawings, copies, printer copies, fax, long distance and toll calls, mileage, Federal Express, California overnight and other delivery charges, presentation materials, and other similar expenses approved by the Project Manager. In addition, CITY shall pay CONSULTANT, on an hourly services basis at the rate of $100 per hour, for Contract Administrative Services described in Exhibit #1 that are specifically requested by the Project Manager; provided that the total compensation for such services shall not exceed $3,800. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. 5. TERM OF AGREEMENT. The tenn of this Agreement shall commence upon the date of execution of this Agreement and end on June 30, 2020 when the work shall have been completed, unless the parties agree to extend this Agreement for another 90 days, as approved in writing by City Manager. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon ftfteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon tennination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the perfonnance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSlllP OF DOCUMENTS. Upon completion of all work under this Agreement, ownership and title to all reports, documents, plans, specifications, and estimates produced as part of this Agreement will automatically be vested in the CITY; and no further agreement will be necessary to transfer ownership to the CITY. CONSULTANT shall furnish to CITY all necessary copies of data needed to complete the review and approval process. 8. INSPECTION AND AUDIT. 2 Upon reasonable notice, CONSULTANT shall make available to CI1Y, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CI1Y or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CI1Y an automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of three hundred thousand dollars ($300,000) per person and five hundred thousand dollars ($500,000) per occurrence; and a personal liability umbrella policy in the minimum amount of one million dollars ($1,000,000). 11. INDEMNIFICATION. CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless CITY, its officers, agents, employees and volunteers, from any claim, demand or liability that is related to, or results from the negligent acts or omissions or the willful misconduct of CONSULTANT or its officers, employees, or agents in connection with the services provided under this Agreement. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CI1Y, its officers, agents and employees from any and all damages, liabilities, penalties, fmes and all other , consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CI1Y and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. 3 All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: TO CONSULTANT's Project Director: 16. INDEPENDENT CONTRACTOR. Bill Guerin Director of Public Works City of San Rafael III Morphew Street San Rafael, CA 94901 Eileen Kallaway 134 Floribel Ave. San Anselmo, CA 94960 For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -AMENDMENTS. A. The tenns and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The tenns and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY. E. If any conflicts arise between the tenns and conditions of this Agreement, and the tenns and conditions of the attached exhibits or the documents expressly incorporated by reference, the tenns and conditions of this Agreement shall control. 18. SET -OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any tenn, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or 4 [ other tenn, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, perfonnance, or other considemtion which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any tenn, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the perfonnance of this Agreement, may recover its reasonable costs (including claims administmtion) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the dumtion of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONSULTANT shall pay any and all state and fedeml taxes and any other applicable taxes. CITY shall not be required to pay for any work perfonned under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Fonn W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL ATTEST: h.9/~ ~. ~R~J ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: CONSULTANT 5 October 5,2017 Kallaway Design 134 Floribel Ave. San Anselmo, California 94960 To: City of San Rafael Office of the City Clerk Bill Guerin, Public Works Director 1400 5th Avenue, San Rafael, Ca. 94901 Re: City of San Rafael Public Works Department Public Safety Project, San Rafael, California Proposal for Interior Design Services Dear Mr. Guerin Attached please find Kallaway Design's proposal, dated October 5,2017, pages 1-8, for interior design services for the Public Safety project, in response to the City of San Rafael Request for Proposals for Interior Design Services issued September 19, 2017, due October 9, 2017 at 3:00 pm. Kallaway Design has received Addendum I, -Request for all Recipients of the RFP, and receipt of Addendum 2, dated September 22, 2017. Kallaway Design proposes to provide interior design services as described in the Scope of Work description of Kallaway Design's proposal dated October 4, 2017, in response to the RFQ section LB Project description, and I.C Scope. Kallaway Design will provide the scope of work for the basic services for the compensation described by phase and task in Kallaway Design's proposal, dated October 5,2017. Kallaway Design looks forward to working with the City of San Rafael and Fire and Police representatives on this project. Thank-you ~ ~ (&M o...,VV l1-'( Eileen Kallaway, !IDA, CID, LEEb AP Kallaway Design Exhibit #1 October 5, 2017 Interior Design Proposal City of San Rafael Office of the City Clerk Bill Guerin, Public Works Director 14005 th Avenue San Rafael, California 94901 And Kallaway Design 134 Floribel Ave San Anselmo, California 94960 Attention: Bill Guerin, Public Works Director Re: City of San Rafael, Public Works Department Public Safety Center Project, San Rafael California I.A. Introduction Kallaway Design proposes to provide interior design services to supplement Mary McGrath Architects design team for the new San Rafael Public Safety Center project to be located at 14015th Avenue San Rafael, California. The project will consist of the construction of Police and Fire Administration and Fire Station 51. I.B. Project Description Kallaway Design will provide services and work with the architectural team to achieve the goals described in Mary McGrath's architectural description of the goals for the design of the PSB. Kallaway Design understands that the important elements of the description of the project to be achieved are as follows: The project is a two story plus basement, three level building, approximately 37,043 sq. ft. It is a brick, metal and glass design utilizing sustainable materials and building techniques to achieve Gold LEED certification. The building lobby orientation ties the PSB to the San Rafael City Hall. The 1 1/2 story lobby will showcase artifacts and welcome visitors to the building, and be the shared lobby for the Fire Department and Police Department. Basement: PO Holding and support areas, Evidence, processing and support areas, Apparatus Bay and support is midway between basement and main level. First level and street level will be main lobby, shared conference rooms and support facilities. North portion of the PSC is the Office of the Police, South is the Fire Administration and building support. Second level is PO locker rooms, Dispatch and support areas . South of the lobby are the living quarters of the Fire Station and EOC and Fitness Center. The building will house the San Rafael Police Department, San Rafael Fire Administration, and Fire Station 51. The major departments to be included in the design area as follows. The SRPD will include 1 the office of the Chief, Administration, Records, Briefing, Patrol, Operations, Investigations, Dispatch, Evidence, property, professional standards and auxiliary areas for support of these departments. San Rafael Fire Administration includes office of the Fire Chief, Fire Prevention, EMS, and administrative staff. Fire Administration will have a close proximity to the FS 51 for a continuation of management responsibilities FS 51 Engine company will include Fire Dept. Battalion Chief office and quarters, Kitchen, dining ,dayroom. Fire Engine 1 Company will have Apparatus Bay Space and for cross staffing and living accommodations for four firefighters and Be. The Emergency Operations Center (EOq will have seating for 60, training tables for 24 with support areas. It will function as a meeting area and training center for the everyday operations shared by Fire and Police. Joint shared facilities include conference rooms, EOC, training room, Break rooms, sleeping quarters, fitness room, Lobby and public restrooms, men's and women's lockers and support areas. McGrath Architects has selected the interior finishes. McGrath Architects will provide KD with samples of the finish selections. Kallaway Design will review the finish selections and incorporate the furniture finishes and fabrics with the interior finish scheme., complementing Mary McGrath's architectural design. Kallaway Design will be available to provide interior finish consulting if requested as an additional service. The preliminary program, adjacency studies, and schematic design have been prepared by Mary McGrath Architects, and Glass Architects. As the design development progresses, prior to furniture selection, KD will participate in furniture program meetings, with the Architects and the San Rafael Police/Fire Dept. representatives, regarding requirements and components for furniture/filing etc. Furniture budget, furniture floor plans, furniture selection, presentation, specifications and bid documents will be provided, based on the furniture program meetings. I.e. Scope of Work-Basic Services Program Review Attend a kick off meeting with McGrath Architects and Kitchell to discuss project expectations, team roles, presentation expectations with the Architectural team. Review architectural design and Interior finishes, as it relates to interior design needs. Attend furniture program review meetings with McGrath Architects, and SRFD, and SRPD representatives to review special area functions, office and workstation, file, storage, meeting requirements, and special area needs in the program documented by McGrath Architects. Attend 4-5 program review/update meetings each with the Fire Department, Fire Administration and Police Department representatives to obtain specific furniture requirements, and any specific area requirements, relating to furniture and interior finish needs. Attend a joint meeting with the Police and Fire Reps. to discuss shared needs/spaces such as the Lobby, EOC, Conference rooms, fitness rooms, break room. Space Planningl Furniture Plan 2 AGREEMENT FOR PROFESSIONAL SERVICES WITH DKS ASSOCIATES FOR ENGINEERING DESIGN SERVICES ASSOCIATED WITH TRAFFIC SIGNAL TIMING IN CENTRAL SAN RAFAEL fO This Agreement is made and entered into this (p day of fe,b(\.\~ ,20It, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and DKS ASSOCIATES (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY has determined that professional engineering design services are required in connection with the Proposal to re-time 15 signalized intersections in Central San Rafael, in conjunction with 39 other signalized intersections being re-timed by the CONSULTANT, but funded by a Program for Arterial System Synchronization (PASS) grant from the Metropolitan Transportation Commision (MTC); and WHEREAS, the CONSULT ANT has agreed to render such services; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDlNA TION. A. CITY'S Project Manager. The Director of Public Works is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution ofthis Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. David Mahama, PE, is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties described as Exhibit "A," attached hereto, and incorporated herein. 3. DUTIES OF CITY. CITY shall compensate CONSULT ANT as provided in Paragraph 4, and shall perform the duties as described in Exhibit "A" attached hereto and incorporated herein. 4. COMPENSATION. For the full perfonnance of the services described herein by CONSULTANT, CITY shall pay CONSULTANT on a flat fee basis for services rendered as shown in Exhibit "A", with a total not-to- exceed amount of $67,900. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. 5. TERM OF AGREEMENT. The tenn of this Agreement shall commence upon the date of execution of this Agreement and end on June 30, 2018, or on such earlier date when the work shall have been completed, unless the parties agree to extend this Agreement for another 90 days, as approved in writing by City Manager. 6. TERMINATION. A. Discretionary. Either party may tenninate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may tenninate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause ofthe tennination, to the reasonable satisfaction ofthe party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of tennination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent ofthe other. D. Return of Documents. Upon tennination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the perfonnance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after tennination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULT ANT in connection with the perfonnance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its perfonnance of 2 its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONSULTANT shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required ofthe CONSULTANT in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance and worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 3 2. The additional insured coverage under CONSULTANT'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as ISO form CG20 010413. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date ofthis Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. 4 D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates ofInsurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), to the extent arising out of CONSULTANT'S negligent performance of its obligations or conduct of its operations under this Agreement. In addition, the acceptance or approval of the CONSULTANT's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or operations under this Agreement, CONSULT ANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reas~nable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS to the extent arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of CONSULTANT in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement. In no event shall the cost to defend charged to the design professional exceed the design professional's proportionate percentage offault. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, 5 and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULT ANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: TO CONSULTANT's Project Director: Bill Guerin Public Works Director 111 Morphew Street San Rafael, CA 94901 David Mahama, PE DKS Associates 1970 Broadway Suite 740 Oakland, CA 94612 6 16. INDEPENDENT CONSULTANT. For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent CONSULTANT, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent CONS UL T ANT and not that of an employee of CITY. 17. ENTIRE AGREEMENT --AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 7 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL CONSULTANT ATTEST: LIND'SAYiARA, Interim City Clerk BY:--'~ __ "-+--f----'"+-fF-_.>o---- APPROVED AS TO FORM: Title of Corporate Officer: COO 8 September 27,2017 Charmine C. Solla, PE, TE Deputy Public Works Director City of San Rafael Public Works Department 111 Morphew Street, San Rafael CA 94901 San Rafael CA 94901 Email: Charmine.Solla@cityofsanrafael.org Subject: Quote for 3rd Street Synchronization Project Dear Ms. Solla: Exhibit "A" P#17033-004 Following the request made at the kickoff meeting for the MTC PASS FY 17/18 project held at MTC on July 24,2017, OKS is providing a quote to include 15 intersections along 2nd Street, 3rd Street, and 4th Street in downtown San Rafael to the MTC sponsored PASS project. Essentially, the scope of work and schedule will be according to the MTC project. Please see the attached Scope, Schedule and Budget for the MTC PASS project. PROJECT UNDERSTANDING The 15 intersections along 3rd Street will be synchronized for the weekday AM, Midday, PM, and weekend AM and PM peak periods, which is consistent with the other 39 MTC funded PASS intersections. The City funded 15 intersections are listed in Table 1. Table 1: Study Intersections SystemlD Intersection Signal Ownership 35 4th Streetl2nd Street City of San Rafael 36 4th StreetlH Street City of San Rafael 50 3rd StreetlShaver Street City of San Rafael 51 3rd StreetlE Street City of San Rafael 52 3rd StreetlD Street City of San Rafael 53 3rd StreetlC Street City of San Rafael 54 3rd StreetlB Street City of San Rafael 55 3rd StreetlA Street City of San Rafael 56 3rd StreetlLindaro Street City of San Rafael 57 3rd StreetlLincoln Avenue City of San Rafael 58 3rd Streetl Tamalpais Avenue City of San Rafael 59 3rd StreetlHetherton Street City of San Rafael 60 3rd Streetllrwin Street City of San Rafael 61 3rd StreetlGrand Avenue City of San Rafael 63 2nd StreetlG Street City of San Rafael The timing implementation for all the 15 intersections will be done remotely from the traffic management center with the exception of the 3rd Street/Grand Avenue intersection. OKS staff will work with DC Electric, the City of San Rafael on call maintenance technician to implement the timing plans on the field. BUDGET Our fee for the services is based on MTC rates, which is substantially low compared to industry rates for conducting signal timing projects. MTC rates are typically between $2,600 and $2,800 per intersection for three peak periods (applicable during weekdays) and between $2,300 and $2,500 for two peak periods (applicable during weekends) depending upon whether the timing plans are implemented remotely or on the field. The higher rates apply to field timing implementation. DKS is therefore providing a $200/intersection discount taking into consideration the following data provided by the City: weekday AM and PM synchro files, ADT counts, and turning movement counts at five intersections provided for the PASS project. Table 2: Budget (with Discounted Rates) Arojebt '.I I'l!:. wel!k~!iY 1"1P1eniltOt ' (1#.0' W~!ke.IJ~' Corrldo(8 Sigii"als" ~rmeqt Ser.VJces ~!'1d 'P,lans ~ ~ation ,(TMC ~DI ~ [otal I-"PM AJd/P.M (I' of ~lgi1Ai8) I ~ or. F.le CJ) \ , ., 2nd Street, 3rd 14 Weekday (AM/MD/PM)--$2,400 TMC $33,600 $29,400 $63,000 Weekend (AM/PM)--$2. 1 00 Street. and 4th Street 1 Weekday (AM/MD/PM)--$2.600 Field $2,600 $2,300 $4,900 Weekend (AM/PM)--$2.300 Total 15 $36,200 $31,700 $67,900 The proposed budget for this project assignment is $67,900 as shown in Table 2. If additional effort is required for any task beyond what is described in the scope of work, DKS will request additional budget and would proceed only after receiving written confirmation from the City. DKS will invoice monthly on a time and material basis. Additionally, because of the uncertain impact of the SMART Train operation across the study corridors, we think that the best approach to assess travel time along the study corridors is to analyze BIG data rather than rely on the traditional floating car method. If interested, we can provide you a scope and fee to conduct the BIG data analysis. If you have any questions or require additional information regarding our scope or budget, please contact David Mahama at (510) 267-6613 or by email atdcm@dksassociates.com. or me at (510) 267-6623 or attrk@dksassociates.com. Sincerely, DKS Associates A California Corporation Terry Klim, PE, Principal Cc: David Mahama, PE, Senior Project Manager Attachments: MTC PASS FY 17118 San Rafael Project Scope, Schedule and Budget EXHIBIT A Fee Schedule Effective January 1,2018 through December 31,2018 ENGINEERS and PLANNERS TECHNICIANS and SUPPORT STAFF Grade Hourly Rate Grade Hourly Rate Tech Level Hourly Rate Grade 1 $ 55.00 Grade 32 210.00 Tech Level A $ 35.00 ,--==-"'-"-.=---_ .. _,----,-----"-,.,,_._, ,,'._-----'._._,-_.-.. _--,----,---_._._-,----,--- Grade 2 60.00 Grade 33 215.00 Tech Level B 40.00 ._--_._----_ .. _-_._-----,--------_._---_._ .. _._ .... _-_._-_ .... _. __ ._._._-_._-_._-----._._._--,--_._---.. _-----_._._-- Grade 3 65.00 Grade 34 220.00 Tech Level C 45.00 -_ .. __ ._ ...... _----------_._-_._----_. __ . __ ..... __ ._-_._--_._ .. __ ._-... _--_. __ ._---------_._----_._--- Grade 4 70.00 Grade 35 225.00 Tech Level D 50.00 ________ •• _. ___ .__ • ______ ._. ____ • H. ___ ·_ .. ___ .. • .. • __ • .. ,,· __ ..... • .. • ____ • ___ • ___ .. • .... _._._ .. _____ ... _._._ .. __ • ____ ._ ........ ___ • _________ ........ ___ _ ___ 9.!.~~~,.s.. __ , __ . __ ?~,~~Q.._, ____ G!..~.!!~, 230.00 __ ._" Tech Level E __ , __ ,_?2:.9..Q ___ " Grade 6 80.00 Grade 37 235 .00 Tech Level F 60.00 . __________ . _______ ._ ..... ____ ... ____ . __ ._ .. _ . ______ ... " ... _. __ .. _ ..... ________ . __ . ____ .... ___ . ___________ ",, ____ ._"_.M.M_M_. __________ ·_·M._M __ ... _.M_.M_. ___ .. Grade 7 85.00 Grade 38 240 .00 Tech Level G 65 .00 ---_ ... ,,------------_. -----,--,------------_._---- Grade 8 90.00 Grade 39 245 .00 Tech Level H 70.00 • ______ • __ M •• ____________ ~ • ___________ • ____ • __ • __ .M • _____ M.~ ___ ..... __ • ___ ...... ___ • ________ .... • .. __ ._._ .. __ Grade 9 95.00 Grade 40 250 .00 Tech Level I 75.00 -,,-,-----.. _---------,-,--,-------, _._,-,-,-,_ .. _,-,--,-----,------,--,-_ .. _--",,_ ... _-,-------,--_ ... _--- Grade 10 100.00 Grade 41 255 .00 Tech Level J 80.00 ------, ._,,' .... _,---------_. __ ."_ .. _,--,-----------""--,-,,-_._,, Grade 11 105.00 Grade 42 260.00 Tech Level K 85.00 ---,,---,_._------------,-,-,-,--,_. ----.. _,-,--,_._,-_._---------,-_." Grade 12 110.00 Grade 43 265.00 Tech Level L 90 .00 _ .. _-_ .. _ .. _-------,-,,_ .... _-,--._----_. ,,--- Grade 13 115.00 Grade 44 270 .00 Tech Level M 95 .00 ---,,-,-,_._,,-,-------,-----._--"_._, .. ,,,--_._,,---_ .. _-,--,_ .. _-_._--,--_. __ .. ,,_ ... ,--,-,,--_ .... , .... _ .. _,---,- Grade 14 120 .00 Grade 45 275 .00 Tech Level N 100 .00 --_."."--,_ ... _ ... ,,._---,_ .. _-----.. --------,,-,----------------_ .... ,---_ .. ,--,- __ -.2!.~.'!_!..?_____ 125.00 ___ <E.:~~~ 46 ___ 280}~9.__ Tech_Le"y'_e.!..Q.. 1O?:9..Q ___ ,._. Grade 16 130.00 Grade 47 285 .00 Tech Level P 110.00 -,--, .. _-,-,,--,,----------------,-.. _-------_._._._----_ .. _-------- Grade 17 135.00 Grade 48 290 .00 Tech Level Q 115 .00 -,--".".".,-,---, ... _--,_ .... _-,._--_ .. _-_ .... _-._ .. ,----_ .. _"'---,-_ .. ,----,-_._"._,_.,,-,_., .. _---,,-,,-----,-,_.,,_._._--,-_ .... _----,,-----_ ... ,,"'_._.,,-,---.,.- Grade 18 140.00 Grade 49 295.00 Tech Level R 120.00 ..... _. ___ .. __ ~ .. _ .. __ .... ___ ... _._. __ .... ___ • ____ ._ .. _ .. ___ • __ • ____ • ___ ._._._. __ • _____ • ______ .. __ .... __ • ___ ._ .. _____ • ___ ._ •• ___ ._ .. ___ ._. ___ ·_ ... _____ • __ .. __ .M .. _ ....... ___ ._~ ... _._ Grade 19 145.00 Grade 50 300.00 Tech Level S 125.00 -----... --.---.----.--.---... --.-.~-.--... --.. --.. _._. __ .. _ .. -.. _---_._----_._---_._----- Grade 20 150.00 Grade 51 305.00 Tech Level T 130.00 ------,-,-,-._------------------------,,-_ .... -_._,--- Grade 21 155.00 Grade 52 310.00 Tech Level U 135.00 ,-------------_._-_._----------._--_._-_ ... _-----_._---------_. __ ._--- Grade 22 160.00 G~~~~~ _____ 315.0_~ ____ Tech L~~:::lY 140.00 ___ ,_ ----_. __ ._.- Grade 23 165.00 Grade 54 320.00 Tech Level W 145.00 Grade 24 170.00 Grade 55 325.00 Tech Level X 150.00 Grade 25 175.00 Grade 56 330.00 Tech Level Y 155.00 Grade 26 180.00 Grade 57 335.00 Tech Level Z 160.00 Grade 27 185.00 Grade 58 340.00 Tech Level AA 165.00 Grade 28 190.00 Grade 59 345.00 Tech Level AB 170.00 Grade 29 195.00 Grade 60 350.00 Tech Level AC 175.00 Grade 30 200.00 Grade 61 355.00 Tech Level AD 180.00 Grade 31 205.00 Grade 62 360.00 Tech Level AE 185.00 • Project expenses will be billed at cost pillS ten percent for service and handling. Project expenses include project- related costs such as reproduction through outside services, transportation, subsistence, delivery/postage, and vendor and subcontractor services. • All invoices are due and payable within 30 days of date of invoice. Invoices outstanding over 30 days will be assessed a 1 114 percent service charge, compounded, for each 30 days outstanding beyond the initial payment period. Service charges are not included in any agreement for maximum charges. Revised January 2, 2018 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Department of Public Works Project Manager: Charmine Solla Extension: x3473 Contractor Name: DKS and Associates Contractor's Contact: David Mahama Contact's Email: dcm@dksassociates.com o FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) & attachments to City Atty c/o Laraine .Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approval ·PSA > $20,000; or Purchase> $35,000; or Public Works Contract> $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager / Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager '-\-3--;. \10 COMPLETED DATE 12/12/2017 12/12/2017 12/14/2017 12/14/2017 Click here to enter a date. 0 N/A Or 11/6/2017 2/6/18 2/6/18 2/6/18 .a1t1fl D. 'J./ {p /1 P; REVIEWER Check/Initial ~CS ~CS ~ LMM - ~LMM 0 ~CS CS jJL n -~ ~y~ Prepare furniture floor plans, on McGrath Architects base floor plans, incorporating the furniture program requirements. Study the Furniture for the Dayroom, EOC ( training) and any other multiuse areas. Define the filing needs/ overhead storage etc. in the open office areas, Admin. areas, meeting areas and special area requirements. Present the plans to McGrath Architects, for inclusion into the CD set of architectural drawings. Review and present the plans to the owner. Fltntihtre Budget Prepare an itemized furniture budget, separating each department for client approval, based on approved furniture plans and program. Submit to client and Architect for approval. Fumiture Selections and Specifications Based on the approved furniture budget, KD will select furniture, upholstery and materials, to complement the architecture and interior finishes. Establish office and workstation size standards based on the program for the Police and Fire Department. Study furniture needs and configuration for all the office/admin areas as well as special areas such as the Dorm rooms and Dayroom in the Fire Station. Verify furniture needs for the office areas/meeting areas as well as the special departments such as Investigations/Briefing for the Police Station. Study options for the various furniture set ups for the EOC area for Emergency Operations as well as everyday use such as a training/meeting room configurations. KD will assist McGrath Architects to select furniture finishes for the special Dispatch room furniture (workstations designed by others) and research and present options for the Dispatch personnel chairs. KD will prepare a furniture and material presentation with loose materials, upholstery samples, catalog pictures with options of furniture pieces to present to the Architectural team and client in a meeting for approval. [KD will arrange with furniture manufacturers reps. to provide actual samples of furniture, i.e .. Dispatch room chairs, task chairs, EOC multipurpose chairs, or arrange showroom tours, if needed as an additional hourly service if requested and approved.] Fitness room equipment not included in the furniture specifications,( by others) Additional meetings for the Board or City Council approval, and formal presentation boards will be provided as requested and approved, as an additional hourly service. Based on approved furniture and material selections, KD will prepare furniture specifications, coded to the furniture floor plans for location identification and installation purposes. KD will submit the coded floor plans for McGrath Architects to include in the contract documents, prepared on Mary McGrath's Architects base plans. 3 KD will document approved furniture with catalog pictures of approved furniture in a binder for a record of the approved selections. Fumiture Bid Documents KD will prepare standard furniture bid documents, in sufficient detail to submit to three-four qualified furniture dealers for competitive bidding. Basic services includes a bid package based on furniture specifications and specifications approved in the design presentation, no substitutions. The City of San Rafael is to submit any necessary documents to be included in the bid documents to Kallaway Design and identify a representative that KD will coordinate with during the bidding process thru award of bid to the successful furniture contractor. KD will assist the client to submit the bid package to 3-4 qualified bidders. KD will assist McGrath and the client to analyze the furniture bids, and make recommendations for award of the successful bid. Contract Administrative Assistance KD can provide Contract Administration services, as described below, optional as requested by Mary McGrath Architects and City of San Rafael purchasing department, an estimate of services is included in this proposal, to be confirmed pending extent of services requested upon award of furniture contract by the City of San Rafael. Upon award of the furniture bid to the successful furniture contractor, it is the responsibility of the furniture contractor to monitor the furniture order per the contract for purchasing, receiving and installing the furniture per the furniture specifications, conforming to the specifications and furniture plans, which are coded to the specifications for location and identification during installation. The furniture contractor is to identify and provide a designated project manager for the project that will be the main contact for the designer and City of San Rafael as a main contact thru out the order/installation process, and provide KD and the City of San Rafael regular updates on order progress. The furniture contractor's designated project manager is to submit the COM fabric samples, any special finishes or other submittals required for approval to the deSigner (KD) for review and approval. These services are provided upon order entry prior to fabrication of furniture items. The designer's role in the installation would be to be available to answer questions so that the installation is conforming to the specifications. It is the furniture contractors responsibility to provide services for an officer or project manager -to be present during the furniture installation and to supervise the installation. Upon competition of the installation, the interior designer would do a final walk thru with the furniture contractor and document a punch list of items that need to be completed prior to final payment by the City of San Rafael to the furniture contractor. KD will do a final furniture punch list for furniture upon installation. 4 Additional Services Formal furniture presentation boards Revisions to approved design selections, major reselections based on design presentation meetings. Additional meetings other than described in basic services Design of special areas, requiring special or specific materials and equipment. Drapery, window treatment Artwork selection, graphics/signage program, plant specifications, accessories selection and specifications. Inventory Compe1lSatioll KD will provide basic services as described on an hourly service basis, at $100.00 an hour, plus reimbursable at cost plus 12%. Below is a list of tasks with an estimate by phase. KD has separated the phases of design for the Police Dept. and Fire Dept. and shared areas. Services Descriptio" Hrs. Programmi"g/Fltmitttre Budget Orientation meeting, review architectural design interior finishes with project team 3-4 Department program mtgs. (1) program mtgs. with Fire Admin reps. 2-3 (2) program mtgs. with Fire Station 51 reps. 6-8 (2) program mtgs. with Police Dept. 6-8 (1) program mtg. re Dispatch 2-3 (2) program mtg. re shared areas-EOC, Conference, etc 4-6 Document furniture needs-minutes of meetings, coordinate and verify with tea 4-6 Prepare Furniture budget, submit and coordinate with team 14-16 Subtotal: Programming !Budget 41-54 hrs. Ftmtitrtre Floor Plans Fire Administration, Fire Station 51, Police Dept. Shared areas, EOC with options for meetings/training 24-30 Submit to Architect, coordination with team 4-6 (2) meetings to review the floor plans with the Services fee $ 4100-$5400 5 Fire and Police dept. reps Subtotal: Floor plans Fumit'llre Selection Fire Administration Fire Station 51 Police Dept. Admin. and support areas Dispatch chairs Shared areas-EOC, areas with optional layouts Subtotal: Furniture Selection "'Presentation Prepare loose material presentation, coord. with team (1) presentation mtg. with Fire (1) presentation mtg. with Police (1) presentation mtg. for shared areas Minor revisions to furniture selections, (1) review mtg. Minutes of meetings summary Presentation 4-6 32-42 hrs. 10-12 24-30 24-30 10-12 10-12 78 -96 hrs. 12-14 4-6 4-6 4-6 8-10 4-6 36-48 hrs. ( $3200-$4200 $7800-$9600 $3600-$4800 "Note: Preparation of formal presentation boards for approval, and/or additional presentation meetings will be provided if requested as an additional hourly service. Fumiture Specifications Prepare furniture specifications for Fire Dept Prepare furniture specifications for Fire Admin. Prepare furniture specifications for Police Dept. Coordinate with team to specify Dispatch furniture finishes specifications Coordinate with team to specify exterior terrace fum. Code furniture plans to specifications, coordinate with Architectural team 30-35 8-10 35-40 6-8 6-8 10-12 Subtotal: Furniture Specifications 95-113 hrs. Bid Documents Prepare bid documents, coordinate with the City of SR rep. to obtain any bid docs. to be included. Assist City of SR to receive bids, review and award bid 20-24 $9500-11,300 6 Based on bid as per the furniture specifications. Subtotal: Bid Documents 20-24 hrs. $2000-$2400 ._--------------------- Total Furniture services thru award of Bid 302-377 hrs. Optiollal Contract Administration Seruices: To be con finned "pon award of Fflnlitrtre Contract $30,200-$37,700 Contract Administrative coordination services with the Furniture Contractor can be provided if requested and approved on an hourly services basis-estimate to be confirmed upon award of bid and determination if services are needed. Approx. 24 hrs. -38 hrs. $2400-$3800 Reimbrtrsable Expenses Expenses include such items as reproducible drawings, copies, printer copies, fax, long distance and toll calls, mileage, Fed. Ex., California overnight and other delivery charges, presentation materials, etc. Payments Design Services are invoiced on a monthly basis and require payment within 30 days. Interest at 1.5% per Month will be payable on all accounts not paid within 30 days. Additional services will be provided as r~quested and approved at an hourly rate of $100.00 hr. Gelleral Conditions Changes/Additions to scope of work Should changes, additional meetings or additions to the design be authorized by the client, the interior designer will make the necessary revisions and reissue the documents as appropriate. Such work will be performed on an hourly service basis at a rate of $100.00 an hr. to be billed monthly. Arbitration In the event of a controversy over this contract, both parties agree to arbitrate according to the Arbitration provisions pf section 1280 of the California code of Civil Procedure. Documents All original drawings, specifications and other work which are the product of the interior designers execution of the contract shall remain the property of the interior designer until final payment is received. 7 ( { This proposal will serve as a letter of agreement when signed. This agreement is subject to cancellation by either party at any time upon 10 working days notice. In the event of cancellation, all accrued charges come due for work completed to that point. Thank-you for your consideration of this proposal. This proposal is set forth and the terms agreed to as stated. Thank-you. Sincerely, ~~ (~o...-U..~~ Eileen Kallaway, IIDA, CID, LEED AP I Kallaway Design Accepted: Bill Guerin, Public Works Director, City of San Rafael, Ca. __________ _ date ____ _ 8 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Department of Public Works Project Manager: Cindy Ray Extension: Contractor Name: Kallawy Design. x5326 Project Name: Public Safety Center -Proposal for Interior Design Contractor's Contact: Eileen Kallaway Contact's Email: kallawaydesign@aol.com Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael,org 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approval *PSA> $20,000; or Purchase> $35,000; or Public Works Contract> $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager / Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED DATE 10/12/2017 10/12/2017 10/24/2017 10/24/2017 ~ N/A Or ~j~irJ enter a date. 10/25/17 1\1, h'1 ll /7/11 1(1 ~((7 ltjS/11 REVIEWER Check/Initial ~ CR ~ LAG ~ LAG D CR D CR D CR 1&- ~ K \..../ ~ .