HomeMy WebLinkAbout9/8/2010 - STAFF REPORTS - 2.S. A.
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cQ`'FOVL CITY COUNCIL, STAFF REPORT
DATE: September 8, 2010 CONSENT AGENDA
SUBJECT: Amendment No. 2 to Agreement 5348 with RS&H California, Inc. for
Aviation Consulting Services in the amount of$233,560
FROM: David H. Ready, City Manager
BY: AIRPORT DEPARTMENT
SUMMARY
This action will award a contract amendment to the Airport's consulting engineering firm
RS&H California, for the professional services needed to complete the FAA funded
airport perimeter fencing improvement project and provide some on-call engineering
services for small airport projects.
RECOMMENDATION:
1. Approve Amendment No. 2 to Agreement 5348 with RS&H California, Inc. for
Aviation Consulting Services in the amount of$233,560,
2. Authorize City Manager to execute all necessary documents.
STAFF ANALYSIS
The Airport has received a Federal Aviation Administration (FAA) AIP grant to fund the
professional services needed to design and complete a security fencing improvement
project. The City Council has already ratified the acceptance of the grant for this
purpose and the Airport Commission has voted to recommend this professional services
agreement. An independent professional estimator has also reviewed the agreement
and found it consistent and reasonable. The FAA has reviewed the agreement and
found the scope to be appropriate for the project intended.
The Airport's current consulting engineers RS&H California, Inc. have a current
agreement for professional services which requires an amendment to capture these
project specific services.
ITEM NO.�----
City Council Staff Report
September 8, 2010 -- Page 2
RS&H California Amendment No. 2
The only element of the scope which is not related to the security fencing project is Task
14 which provides on-call services for the airport's FAA Capital Improvement Project
annual preparation and/or routine on-demand professional services should the airport
staff require this caliber of assistance on small projects. The airport currently does not
have staff with engineering expertise and orchestrating this on-call capability with the
consultant will improve the airport's overall effectiveness in addressing unanticipated
property and facilities issues that requires an engineer's caliber of attention.
FISCAL IMPACT
The $233,560 amendment would be funded as follows:
$191,901 (FAA 95% Fencing) 416-6601-56102 AIP 46
$ 10,100 (City 5% Match Fencing) 416-6401-56102 Al 46
$ 31,559 (On Call Engineering) 416-6501-50000 Unscheduled Capital Projects
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Thomas No an,
Executive Director, Airport
David H. Ready, Ci er
Attachment: RS&H California Amendment 2
AMENDMENT NO. 2
AGREEMENT NO. 5348 —AVIATION CONSULTING SERVICES
THIS SECOND AMENDMENT to Agreement No. 5348 for Aviation Consulting
Services, (herein "Amendment') made and entered into this day of
, 2010, by and between the CITY OF PALM SPRINGS (herein "City")
and RS&H California, Inc., (herein "Consultant") is hereby amended effective
as follows:
RECITALS
WHEREAS, City and Consultant entered into that certain Consulting Services
Agreement No. 5348 for Aviation Consulting Services ("Agreement'), as duly
amended from time to time; and
WHEREAS, the parties wish to amend the Agreement to increase work
assignments.
NOW, THEREFORE, for good and sufficient consideration, the parties agree as
follows:
1. Exhibit "A" Scope of Services is hereby amended to add the
following projects:
a. Perimeter Fence Improvements
b. Capital Improvement Program (CIP) Development and/or On-
Call Engineering Services
2. Exhibit "A-1" is hereby amended to add the following Tasks and as
detailed on the attache Exhibit "A-1 a":
a. Task 8— Perimeter Fence Pre Design
b. Task 9— Perimeter Fence 60% Design
c. Task 10 — Perimeter Fence 90% Design
d. Task 11 — Perimeter Fence 100% Bid Set Design
e. Task 12 — Perimeter Fence Bid/Award Services
f. Task 13 — Perimeter Fence Construction Phase Services
g. Task 14 -- CIP Development Assistance and/or On-Call
Engineering Services
3. Exhibit "C" Schedule of Compensation is hereby amended as
follows and as detailed on the attached Exhibit "C-1 a:
a. Task 8 — Lump Sum $15,470
b. Task 9 - Lump Sum $57,258
RS&H Amendment 2
c. Task 10 — Lump Sum $34,944
d. Task 11 — Lump Sum $29,751
e. Task 12 — Lump Sum $16,605
f. Task 13 Lump Sum $47,973
g. Task 14 -- Hourly— Not to Exceed $31,559
Total $233,560
4. Exhibit "D" Schedule of Performance is hereby amended as
detailed on the attached Exhibit "D-1"
Except as previously modified herein, all other provisions of the Agreement shall
remain unmodified in full force and effect.
(SIGNATURES ON NEXT PAGE)
RS&H Amendment 2
IN WITNESS WHEREOF,the parties have executed and entered into this Agreement as of the date first
written above.
ATTEST: CITY OF PALM SPRING
a municipal corporation
By: By:
City Clerk City Manager
APPROVED AS T9-F I-
City Aftorney
CONTRACTOR: Check one: Individual Partnership Corporation
Corporations require two notarized signatures: One from each of the following: A. Chairman of Board,
President,or any Vice President:AND B. Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or
Chief Financial Officer.
By: By:
Signature(notarized) Signature(notarized)
Name: Name:
Title: Title:
•*wwwwwwwwww.*wwwwww*wwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwrw***wwwwwwwwwwwwwwwwwwwwwwwwwww**•wwwwwwwwwwwwwwwww
State of State of
County of County of
On before me, On before me,
personally appeared personally appeared
who proved to me on the basis of satisfactory who proved to me on basis of satisfactory
evidence to be the person(s)whose name(s) evidence to be the person(s)whose name(s)
is/are subscribed to the within instrument is/are subscribed to the within instrument
and acknowledged to me that he/she/they and acknowledged to me that he/she/they
executed the same in his/her/their authorized executed the same in his/her/their authorized
capacity(ies),and that by his/her/their capacity(ies),and that by his/her/their
signature(s)on the instrument the person(s), signatures(s)on the instrument the person(s)
or the entity upon behalf of which the or the entity upon behalf of which the
person(s) acted,executed the instrument. person(s)acted, executed the instrument.
I certify under PENALTY OF PERJURY I certify under PENALTY OF PERJURY
under the laws of the State of California that under the laws of the State of California that
the foregoing paragraph is true and correct. the foregoing paragraph is true and correct.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
RS&H Amendment 2
EXHIBIT "A-1 a"
Scope of Work
See Attached
RS&H Amendment 2 6
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SCOPE OF WORK
for
PERIMETER FENCE IMPROVEMENTS
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CAPITAL IMPROVEMENT PROGRAM (CIP) ASSISTANCE
PALM SPRINGS INTERNATIONAL AIRPORT
CITY OF PALM SPRINGS, RIVERSIDE COUNTY, CALIFORNIA
1. PROJECT DESCRIPTION
The Palm Springs International Airport (PSP) has identified portions of the Perimeter Fence that
are in poor condition and are in need of replacement. Encroachment of private development has,
also, made the portions of the existing fence line potentially un-secure. In addition, some portions
of the perimeter fence do not meet adequate height requirements, as outlined in TSA publication
Recommended Security Guidelines for Airport Planning, Design and Construction dated May 3,
2006.
RS&H California, Inc. (RS&H) proposes to provide Professional Engineering services to establish
bid documents for construction procurement to allow for the replacement of Perimeter Fencing at
PSP. Additionally, portions of the existing fence line will be replaced with a new concrete block
wall. Elements of the Work include: Design Survey of the Existing Fence; Geotechnical
Investigations; Proposed Plan to Replace Designated Sections of the Existing Fence; Fence
Details; Block Wall Design; Preparation of FAA Form 7460; Technical Specifications; Construction
Scheduling; Construction Cost Estimates; Preparation of Bidding Documents and General
Provisions on behalf of the City of Palm Springs; and Coordination of the Bidding Phase.
Construction Administration (CA) and part-time Resident Project Representation (RPR) services
are included in this Scope of Services.
Three wireless security cameras are proposed to be designed and constructed under this project.
The three security cameras will provide PSP with additional coverage of the Security Identification
Display Area(SIDA)and optimize visual surveillance of the secure fence line.
A preliminary construction budget of approximately $1,600,000 has been established for the
proposed improvements. This includes the replacement of approximately 12,375 linear feet of
existing fence, installation of approximately 760 linear feet of new Airport Operations Area (AOA)
concrete block wall, and the installation of three new security cameras.
Additionally, RS&H proposes to provide consulting services to assist PSP in the establishment of a
Capital Improvement Program (CIP). The current plan is outdated and many projects have been
completed. RS&H will coordinate with PSP and the FAA to develop a new CIP.
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11. PROJECT TASKS
A. Task 8: Pre-Design(Lump Sum)
Task 8.1 --Kickoff Meetin
RS&H shall coordinate and attend one (1) Kickoff Meeting with PSP staff at the Airport to
establish the Project goals and methods. The meeting shall be attended by two RS&H
representatives.
Task 8.2—Data Collection
RS&H shall collect, review, compile, and summarize available data related to the project.
RS&H will review the PSP files and records to determine relevant information for the
Airport to provide, such as the airport master plan, Airport Layout Plan, Exhibit A, property
maps, utility plans, ALP approach sheets, drainage plans, existing aerial photogrammetry,
survey data, previous design plans as-builts, runway profile and specifications. Information
relating to the existing security system and cameras will be provided to RS&H by the
airport during this task.
Also, under this task item, RS&H will obtain a high-resolution satellite photograph of the
Palm Springs International Airport for use in assisting the identification of the fence line
and for the development of design.
Task 8.3—Site Review&Condition Evaluation
RS&H will walk the perimeter fence to categorize and develop an inventory of the existing
condition of the entire fence. This information will be summarized in a Memo Report and
include recommendations for repair/replacement, as pertinent.
The areas that will be evaluated in detail are per the attached sketch in Section Vill, and
include the following:
• Area.A—Fence Replacement
• Area B—Modification of existing Fence at Block Wall near Atlantic Aviation
• Area C—Replacement of Gate 34 with.a new Swing Gate
• Area D—Fence Replacement
• Area E—Replace existing Fence and/or Removal of Existing Landside Fence
• Area F—Modify the existing Fence at the interface of the Noise Abatement Wall
• Area G—Add new Fence across the Triangular Jog in the existing Fence Line
• Area H—Replace existing Fence and modify the AOA Limits in the Hangar Area
• Area I—Remove existing Fence and replace with new AOA Block Wall
In addition, this task will evaluate the existing security cameras and surveillance system in
place at the Palm Springs International Airport. Recommendations as to the type of
equipment, location, mounting and upgrades to the existing system will be made in order
to include new cameras into the design. The site review will be performed by two RS&H
representatives.
Task 8.4—Submittal
RS&H shall submit and distribute three (3) sets of the Memo Report that establishes limits
of fence line replacement, block wall, security cameras and probable construction costs,
for the Airport to review, comment, and approve, prior to proceeding to 60%design. RS&H
will also submit one(1)copy of the Memo Report to the FAA for their input.
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Task 8.5 Pro'ect Management
Progress reports will be made monthly to the PSP staff during the entire duration of the
project. RS&H shall manage the project in a professional manner, will assign qualified
individuals or subconsultants to the project, and shall complete the efforts within a
reasonable time frame.
B. Task 9: 60% Design (Lump Sum)
Task 9.1 --Field Survey
RS&H shall coordinate all surveying activities with the Airport prior to surveying. RS&H
shall coordinate and review with the surveying subconsultant, all criteria needed for the
proposed improvements, specifically, but not limited to: above and below ground utilities,
runway end elevations, definition of any obvious topographic depressions, and other
issues. This Task includes all surveying activities by RBF Consulting, Inc. and shall
include the following:
Prop-a Pnop-edy Line Staking
Perform a field survey of the project limits along the northwest and southeast portions of
the fence lines, or approximately 3,100 lineal feet of property line.
Perform an analysis of the field survey data and record data obtained through research
and shall compile the results onto a survey base map.
This scope of work is assumes that adequate and accessible monuments exists in the
immediate project vicinity to control this survey.
PSP is re guested to rovide an up-to-date complete title Mort, including a cQpv of each
exception document referenced in the title report, coyerin the sub ect Mp ert .
Topographic Survey
Field topographic survey of the subject site shall include obtaining locations, elevations
and descriptions of:
• Top of Fence at 50 foot intervals
• Ground at Fence at 50 foot intervals
• Fence line angle points (vertical and horizontal)
• Runway coordinate control points for both runways
• Manholes, vaults, and other utility facilities along the project fence line
The basis of horizontal control shall be State Plane coordinates on the North American
Horizontal Datum of 1983 (NAD 83). The basis of vertical control shall be the North
America Vertical Datum of 1988 (NAVD88).
All field topography shall be collected electronically for data processing. Unless
otherwise noted, this topographic survey does not include; easements, building fagade
details, overhead power lines or any other item not specifically included.
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All topographic data shall be processed in AutoCAD. Text annotation will be stored in
layers separate from the graphic elements. The topographic map shall include the basis
of horizontal and vertical control, north arrow, date of survey, survey crew chief review
and sign off, notes and details.
The finished topographic map shall include the basis of horizontal and vertical control,
north arrow, drawing scale, legend of symbols, and date of survey, crew chief review,
notes and details if necessary.
Task 9.2 Geotechnical Investigations
In such location where a concrete block wall is proposed, RS&H will coordinate
geotechnical investigations in order to determine the subsurface soil conditions. The soil
conditions will be used to effectively design a solidly constructed wall.
Three (3) borings are proposed to be drilled along the proposed block wall. A
geotechnical report will be completed that indicated the existing soil conditions, bearing
capacity and design recommendations.
Task 9.3—Desi n Plans Secs Report
RS&H shall prepare 60-percent schematic drawings, outline technical specifications,
estimate of probable construction cost, prepare FAA Form 7460, and Engineer's Report.
The 60% design shall evaluate and identify specific elements of the project for a
technically and economically sound project. The development of the 60% design will be
in coordination with PSP staff for their input. The following list of sheets are anticipated,
with the progress of each at the submittal milestone:
1 Cover Sheet Preliminary
1 Index of Drawings Preliminary
1 Summary of Contract Quantities Prelimina
1 Safety and Security Plan Preliminary
1 Part 77 Airspace Plan Preliminary
1 Contract Layout Plan Prelimina
1 Survey Control Plan Preliminary
1 Phasing Plan Preliminary
3 Fence Removal Plans 3 Preliminary
3 Fence Installation Plans 3 Preliminary
2 Fence Details 2 Prelimina
3 Concrete Block Wall Plans and Details 3 Preliminary
1 Security Camera Site Plan Preliminary
_.L Securit Camera Details 2 Preliminary
22 Total Drawings
Task 9.4—Quality Review
RS&H shall conduct in-house quality control review of the preliminary design plans,
specifications, estimate of probable construction cost, Engineer's Report prior to submittal
to PSP. A senior engineer will perform the quality control review and a mid level engineer
will perform detailed checking of the deliverable as part of this task.
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Task 9.5 -Submittal
RS&H shall submit and distribute three (3) sets of the preliminary plans, specifications,
estimate of probable construction cost, and Engineer's Report to PSP, and to the FAA for
review, comment, and approval to proceed to 90%design.
Task 9.6--Review Meetin
RS&H shall coordinate and attend one (1) meeting at the Airport to review the 60% design
submittal. RS&H will provide written minutes of the meeting and distribute to all attendees.
PSP will provide any additional written comments to the RS&H within two weeks of the
design review meeting. The meeting shall be attended by two RS&H representatives.
Task 9.7 Proiect„Management
Progress reports will be made monthly to PSP staff during the entire duration of the
project. RS&H shall manage the project in a professional manner, will assign qualified
individuals or subconsultants to the project, and shall complete the efforts within a
reasonable time frame.
CO Task 10: 90% Design(Lump Sum)
Task 10.1 -Comment Incorporation
RS&H shall review all comments received from PSP from 60% design submittal review
and incorporate applicable comments into plans, specifications, estimate of probable
construction cost, and Engineer's Report. RS&H shall provide a written report on each
comment and how it will be incorporated into the documents, or why it was not applicable.
Task 10.2—Design Plans Specs and Repo
RS&H shall prepare 90% plans, front end and technical specifications, estimate of
probable construction cost, and Engineer's Report. The development of the 90% design
documents will be in coordination with PSP staff for their input.
1 Cover Sheet Final
1 Index of Drawings Final
1 Summary of Contract Quantities Preliminary
1 Safety and Security Plan Final
1 Part 77 Airspace Plan Final
1 Contract Layout Plan Final
1 Survey Control Plan Final
1 Phasing Plan Preliminary
3 Fence Removal Plans 3 Final
3 Fence Installation Plans 3 Final
2 Fence Details 2 Preliminary---
3 Concrete Block Wall Plans and Details 3 Preliminary
1 Security Camera Site Plan Final
2 Securi Camera Details A?) Preliminary_
22 Total Drawings
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RS&H will modify front-end contract specification requirements and format as provided by
the City of Palm Springs including, but not limited to, the advertisement to bid, legal
requirements, proposal, contract, bond forms, general provisions, labor rates, minority
participation requirements, special conditions, insurance requirements, and any other
pertinent and or required information. The front end specification will be delivered to the
City of Palm Springs for review and comments.
Task 10.3—QUg!i:1y Review
RS&H shall conduct an in-house quality control review of the 90% design plans,
specifications, estimate of probable construction cost, and Engineer's Report prior to
submittal to PSP. A senior engineer will perform the quality control review and a mid level
engineer will perform detailed checking of the deliverable as part of this task.
Task 10.4-Submittal
RS&H shall submit and distribute three (3) sets of the 90% plans, specifications, estimate
of probable construction cost, and Engineer's Report to the Airport, and one (1) set to the
FAA for review, comment, and approval to proceed to Bid Set design.
Task 10.5--Review Meeting
RS&H shall coordinate and attend one (1) meeting at PSP to review the 90% design
submittal. RS&H will provide written minutes of the meeting and distribute to all attendees.
PSP will provide any additional written comments to RS&H within two weeks of the design
review meeting. As a part of the review meeting, comments for the front end contract
specification will be received by RS&H, for incorporation into the 100% design deliverable.
The meeting shall be attended by two RS&H representatives.
Task 10.6 Project Management
Progress reports will be made monthly to PSP staff during the entire duration of the
project. RS&H shall manage the project in a professional manner, will assign qualified
individuals or subconsultants to the project, and shall complete the efforts within a
reasonable time frame.
D. Task 11: 100% (Bid Set) Design (Lump Sum)
Task 11.1 —Comment incorporation
RS&H shall review all comments received from PSP from 90% design submittal review
and incorporate applicable comments into plans, specifications, estimate of probable
construction cost, and Engineer's Report and provide a written report on each comment on
how it will be incorporated into the documents, or why it was not applicable.
Task 11.2—Bid Plans and Specifications
RS&H shall prepare Bid Set plans and technical specifications in accordance with FAA
standards. Specifications shall be based on a unit price total cost construction contract.
1 Cover Sheet Final
1 Index of Drawin s Final
1 Summary of Contract Quantities Final
1 Safety and Security Plan Final
1 1 Part 77 Airspace Plan Final
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1 Contract Layout Plan Final
1 Survey Control Plan Final
1 Phasing Plan Final
3 Fence Removal Plans 3 Final
3 Fence Installation Plans 3 Final
2 Fence Details 2 Final
3 Concrete Block Wall Plans and Details 3 Final
1 Security Camera Site Plan Final
2 Securit Camera Details 2 Final
22 Total Drawin s
Task 11.3—Final En ineers Reno
RS&H shall prepare Final Engineer's Report and estimate of probable construction costs.
Task 11.4—Quality Review
RS&H shall conduct an in-house quality control review of the Bid Set design plans,
specifications, estimate of probable construction cost, Engineer's Report, and related
documentation prior to submittal to PSP. A senior engineer will perform the quality control
review and a mid level engineer will perform detailed checking of the deliverable as part of
this task.
Task 11.5-Submittal
RS&H shall provide the following Final Deliverables, identified as Issue for Bid:
1) Cifty of Palm Sl2rings—three (3) sets of plans, specifications and engineers report,
signed and sealed by a California Professional Engineer; one (1) set of electronic
drawings on CD/DVD (AutoCAD); one (1) set of electronic specifications,
Engineer's Report, and estimate of probable construction cost on CD/DVD (Word
and Excel)
2) FAA - one (1) set of plans, specifications and engineers report, signed and
sealed by a California Professional Engineer
3) OCB Re ro ra hits or other localprinter) — one (1) copy of plans and
specifications, signed and sealed by a California Professional Engineer; one (1)
copy of electronic drawings on CD/DVD (PDF format); one (1) set of electronic
specifications (PDF format),for bidding purposes.
4) Plan Rooms — one (1) copy of plans and specifications, signed and sealed by a
California Professional Engineer, up to seven (7) different plan rooms for review by
potential contractors.
Comments requesting changes to the final plans, specifications, or Engineer's Report after
this submittal to the Airport will be performed under a change order for additional time and
cost, unless it is due to an error or omission by RS&H.
Task 11.6 Pro'ect Management
Progress reports will be made monthly to PSP staff during the entire duration of the
project. RS&H shall manage the project in a professional manner, will assign qualified
individuals or subconsultants to the project, and shall complete the efforts within a
reasonable time frame.
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E. Task 12: Bid/Award Services(Lump Sum)
Task 12.1 --Pre Bid Conference
RS&H shall attend a pre-bid conference at PSP, receive comments, record the minutes
of the conference and distribute to the Airport and prospective contractors. The pre bid
conference shall be attended by two RS&H representatives.
Task 12.2 -Addenda
RS&H shall issue all required addenda to revise plans, specifications and other contract
documents prepared by the Consultant in order to (1) provide clarifications, (2) correct
discrepancies, or(3) correct errors and/or omissions.
Task 12.3—Bid Opening &Award Recommendation
RS&H shall attend the Bid Opening at the City and develop a tabulation of all bids
received and provide evaluation of checking for correctness, qualifications of apparent
low bidder, DBE participation goals, etc., and make recommendations of award based
solely on apparent low bidder. RS&H cannot and does not guarantee that bids will not
vary from the estimate. The bid opening shall be attended by one RS&H representative.
Task 12.4—Conformed Documents
RS&H shall prepare Conformed Documents that compile all bidding documents (plans
and specifications) along with all addenda in a single Conformed Documents package.
These documents shall be labeled "Issued for Construction", and signed/sealed by a
California Professional Engineer.
RS&H shall provide the following Final Deliverables, identified as Conformed Documents:
1) City of Palm Springs—three(3)sets of Y2 size plans and specifications, signed and
sealed by a California Professional Engineer;
2) FAA - one (1) set of '/ size plans and specifications, signed and sealed by a
California Professional Engineer
3) Construction Contractor —five (5) sets of full size plans and specifications, signed
and sealed by a California Professional Engineer; one (1) copy of electronic
drawings on CD/DVD (PDF format); one (1) set of electronic specifications (PDF
format).
Task 12.5 Proiect Management
Progress reports will be made monthly to PSP staff during the entire duration of the
project. RS&H shall manage the project in a professional manner, will assign qualified
individuals or subconsultants to the project, and shall complete the efforts within a
reasonable time frame.
F. Task 13: Construction Phase Services (Hourly, Not-to-Exceed)
The items under Task 13 are measured to be completed within 90 Calendar Days from
Construction Notice to Proceed. The actual construction duration is anticipated to be no
more than 45 Calendar Days, based upon the scope identified in other tasks. Should
the construction exceed 45 Calendar Days, additional professional services may be
required.
Task 13.1 Construction Administration Services
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Elements of Construction Administration Services are as follows:
Pre-Construction Conference
RS&H shall attend and facilitate a pre-construction conference at PSP. RS&H shall
prepare and distribute an agenda and meeting minutes of the pre-construction
conference. The Pre-Construction Conference shall be attended by two RS&H
representatives.
RFI/Submittal Review
RS&H shall review and approve or take other appropriate action upon RFI's, shop
drawings, samples, schedules, and other submissions furnished by the contractor and
submitted to RS&H. RS&H shall maintain a log of all contractor submittals which shall
include the submittal date, the action taken, and the date returned.
Periodic Meetings
The RS&H Project Manager shall participate, via phone, in periodic construction
coordination meetings throughout the duration of construction.
Contractors Pay Applications
RS&H shall review contractor applications for payment and supporting data, review the
amount owed to the contractor and recommend/approve in writing all payments to
contractor in accordance with the contract documents.
Change Orders
RS&H shall prepare routine change orders as required; act as interpreter of the terms
and conditions of the contract documents and judge of the performance there under by
the parties thereto and make decisions on claims of PSP and contractor relating to the
execution and progress of the work and other matters and questions related thereto.
Interim and Substantial Completion Site Visit
Two RS&H representatives shall visit the project site for an Interim site visit and
Substantial Completion site visit. RS&H will compile a list of deficient items and advise
the airport and contractor of those items of which items must be corrected in order for
the airport to take beneficial occupancy.
Warranties
RS&H shall assist the Airport in receiving and forwarding written warranties and related
documents assembled by the contractor.
Final Inspection
RS&H shall perform a final inspection to determine if the project has been completed in
accordance with the contract documents and if the contractor has fulfilled all of its
obligations there under so that RS&H may recommend approval if applicable, in writing,
of final payment to the contractor. The Final Inspection shall be attended by two RS&H
representatives.
Task 13.2 Part-Time Resident Project Re resentation
The scope of services consist of providing part-time Resident Project Representative
person to PSP for the duration of the (45 Calendar Day) construction. A local team
member will visit the site on a weekly basis to review the progress of the construction.
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As well, the local team member will be able to respond to the immediate needs, should
they occur. Tasks to be completed by the part-time RPR person is:
Conferences and Meetings
Attend and participate in construction meetings with the Contractor, Owner and Engineer
such as the preconstruction conference, periodic progress meetings, and other project
related meetings.
Review of Work
Perform the following:
a. Conduct on-site observations of the Work in progress to assist the RS&H
Engineer in determining if the Work is in general proceeding in accordance with
the Contract Documents.
b. Report to the RS&H Engineer whenever the Construction Observation personnel
believes that any Work is unsatisfactory, faulty or defective or does not conform
to the Contract Documents, or has been damaged, or does not meet the
requirements of any inspection, test or approval required. Advise the RS&H
Engineer of Work that the RPR believes should be corrected or rejected or
should be uncovered for observation, or requires special testing, inspection or
approval.
Project Reports
Perform the following:
a. Prepare Weekly Reports that describe progress of the Work for each week.
b. Obtain installed quantities and verify that the Work has been completely and
correctly installed per the contract plans and specifications. Provide data to the
Project Closeout
Perform the following:
a. Before the Engineer issues a Certificate of Substantial Completion, conduct a pre-
final inspection and submit to the Contractor a punch list of observed items requiring
completion or correction.
b. Conduct a final inspection in the. company of the Engineer, the Owner and the
Contractor and prepare a final punch list of items to be completed or corrected.
Task 13.3 Record Drawings and Project Closeout
RS&H shall obtain red-line mark-up drawings from Construction Contractor and develop
"Record Drawings", which shall become the property of PSP, corrected to show
significant changes made in the work during the construction of the project. Such
corrections shall be based upon "as-built" prints, drawings, field sketches and other data
furnished to the RS&H by the Airport and the contractor, and upon change orders issued
during construction. Three (3) sets of % size Record Drawings shall be provided to
Airport, as well as CD/DVD in AutoCAD and PDF. RS&H shall provide PDF files to the
FAA.
RS&H shall prepare all required FAA Closeout documents including, but not limited to
Final Report, Final Quantities, Warranties, Reconciliation of Project Costs, and
Certifications.
Task 13.4 Project Mana ement
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Progress reports will be made monthly to PSP staff during the entire duration of the
project. RS&H shall manage the project in a professional manner, will assign qualified
individuals or subconsultants to the project, and shall complete the efforts within a
reasonable time frame.
G. Task 14: Capital Improvement Program (CIP) Development Assistance and/or On-
Catl Engineering Services (Hourly, Not-to-Exceed)
Task 14.1 Attend Meetings with PSP and FAA/ADO
Following up on the sequencing of projects established in the master plan, RS&H shall
provide CIP planning in order to further refine the near term development program. In
order to accomplish this, two RS&H representatives shall attend up to two (2)
coordination meetings with PSP and/or the FAA to identify projects, discuss and review
funding scenarios and evaluate environmental requirements. Meetings may be held in
either Palm Springs or at the FAA Los Angeles ADO.
Task 14.2 Prepare DRAFT CIP
The product of the coordination meetings will be the preparation of a DRAFT CIP. Each
Fiscal Year will be programmed separately with a summary of project narrative,
justification, environmental considerations, and project costs. As appropriate, a project
sketch will also be provided. RS&H shall prepare and submit a DRAFT copy of the CIP
to PSP for review and comment.
Task 14.3 CIP Review Meeting
Two RS&H representatives shall attend a CIP review meeting at PSP to review the CIP
submittal. RS&H will provide written minutes of the meeting and distribute to all
attendees. PSP and/or FAA will provide any additional written comments to RS&H within
two weeks of the,review meeting.
Task 14.4_Prepare FINAL CIP
RS&H shall revie
w all comments received from PSP and/or FAA from the DRAFT CIP
review and incorporate applicable comments into the FINAL CIP. RS&H shall prepare and
submit the FINAL CIP to PSP and the FAA for their use.
Task 14.5 On-Call Engineering Consultation
RS&H shall provide engineering consultation services, as requested by PSP, on an as-
needed basis. These services shall be limited to those that are directed by the airport, in
writing. RS&H will advise the airport if the consultation will exceed the remaining hourly,
not-to-exceed fee, prior to commencement.
111. PRESENTATIONS AND/OR MEETINGS
RS&H will prepare for and attend the following meetings:
1) Kick-off Meeting at PSP
2) Site Review
3) Project 60% Design Review Meeting at PSP
4) Project 90% Design Review Meeting at PSP
5) Pre-Bid Conference at PSP
12
5) Bid Opening at City of Palm Springs
6) Pre-Construction Meeting at the Airport
7) Interim Site Visit
8) Substantial Completion Site Visit
9) Final Completion Site Visit
10/11) Up to two(2)CIP Coordination Meetings at PSP or FANADO in Los Angeles
12) CIP Review Meeting at PSP
IV. DELIVERABLES
RS&H will provide the following deliverables to the City of Palm Springs:
1) Three(3) Pre Design Memo Reports with Cost Estimates.
2) Three (3) Sets of 60% Plans, Outline Specifications, Cost Estimate & Engineer's
Report.
3) Three(3)Sets of 90% Plans, Specifications, Cost Estimate & Engineer's Report.
4) Three (3) Sets of (100%) Bid Plans, Specifications, Cost Estimate & Engineer's
Report; and One (1) Set of Electronic Drawings, Specifications, Engineers Report
and Cost Estimate on CD/DVD.
5) Three (3) Sets of Conformed Documents(Plans and Specifications)
6) Three(3) Sets of Record Drawings (Plans and Specifications)
7) Three (3) sets of the Final Capital Improvement Program (CIP), and One (1)
electronic version on CD/DVD.
RS&H will provide the following deliverables to the FAA:
8) One(1) Pre Design Memo Reports with Cost Estimates.
9) One (1) Set of 60% Plans, Outline Specifications, Cost Estimate & Engineer's
Report.
10) One(1) Set of 90% Plans, Specifications, Cost Estimate & Engineer's Report.
11) One (1) Set of (100%) Bid Plans, Specifications, Cost Estimate & Engineer's
Report
12) One(1) Set of Conformed Documents(Plans and Specifications)
13) One(1) Set of Record Drawings in PDF format
RS&H will provide the following deliverables to local printer:
14) One (1) Set of Bid Plans and Specifications.
One(1) Set of Electronic Drawings and Specifications on CD/DVD.
RS&H will provide the following deliverables to Plan Rooms (up to 7):
15) One(1) Set of Bid Plans and Specifications.
RS&H will provide the following deliverables to the Construction Contractor:
16) Five (5) sets of full size plans and specifications, and 1 CD/DVD containing PDF
copies of plans and specifications
13
VIII. PROJECT SKETCH
�W
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iuN W la
REPLACEMENT WITH HIGHER
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EXISTING LANDSIDE FENCE.
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ADD NEW FENCES k W'
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PROJECT
PLAN
"�` EXIT 1
V
Exhibit "C-1 a"
Schedule of Compensation
See Attached
RS&H Amendment 2
Kid' H MM-WIVUL) I Z_
PALM SPRINGS INTERNATIONAL AIRPORT
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT PROGRAM(CIP)DEVELOPMENT
Professional Fees
/AirPR1rJ!1/Jllror r"Ir*WNW
SUMMARY
BASIC SERVICES(Lump Sum)
Task 8: Pre Design(Lump Sum) $15,470
Task 9:60%Design(Lump Sum) $57.258
Task 10:90%Design(Lump Sum) $34,944
Task 11:100%(Bid Set)Design(Lump Sum) $29,751
Task 12:Bid/Award Services(Lump Sum) $16,606
Task 13:Construction Phase Services(Hourly,Not-to-Exceed) $47,973
Task 14:Capital Improvement Plan(CIP)Development Assistance and/or On-Call Engineering Services $31,659
(Hourly,Not-to-Exceed)
TOTAL BASIC SERVICES LUMP SUM FEE $233,560
22
PALM SPRINGS INTERNATIONAL AIRPORT
ASO. FEE PROPOSAL
XAi4'wt►"W/VG Y0ff `W6,9L y
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT PROGRAM(CIP)DEVELOPMENT
SCOPE I TASK TITLE TOTAL
BASIC SERVICES
Task 8: Pre Design(Lump Sum
Task 8.1 Kickoff Meeting 8 6 2 18
Task 8.2 Data Collection 8 8 16
Task 8.3 Site Review&Condition Evaluation 8 4 8 4 2 26
Task 8.4 Submittal 2 .4 4 2 12
Task 8.6 Prole t Management 2 4 6
TOTAL HOURS 4 32 4 28 0 6 4 78
RATE y $52.44
TOTAL DIRECT LABOR$ $328 $2 080 $252 $1 176 $0 $174 $80 $4 090
OVERHEAD @ $7468
PROFIT $1 387
TOTAL BURDENED LABOR $12,945
OTHER D ECT NON-SALARY COSTS
HIGH RESOLUTION SATELLITE PHOTO $600
$600
REPRODUCTION
$0.50 #SETS
Report $225
TOTAL REPRODUCTION $225
TRAVEL Air Car Hotel Meals
#People #Days
Task 8.1 Kickoff Meetin Task 8.2 Data Collection and Sit $800 300 300 300 $1,700
Task 8.3 Site Review
$1 700
TOTAL ODC's $2,525
Total Prop2sed Fee for: Task 8: Pre Design(Lump Sum) $75 470
1 23
PALM SPRINGS INTERNATIONAL AIRPORT
RAW. FEE PROPOSAL
IIN'PIWV/AW YOUR iiir RLD
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT PROGRAM(CIP)DEVELOPMENT
SCOPE/TASKTITLE 0, TOTAL
Task 9:60%Design Lump Sum
Task 9.1 Field Survey 4 4 4 12
Task 9.3 Geotechnical 2 2 2 2 8
Task 9.3 Design Plans,Specs,Report a ,s,"
1 Cover Sheet 1 1 2 4
1 Index of DravAngs 1 1 2 4
1 Summary of Contract Quantities 1 2 2 5
1 Safe and Secun Plan 1 1 2 4
1 Part 77 Airspace Plan 1 1 2 4
1 Contract Layout Plan 1 2 4 7
1 Survey Control Plan 1 2 2 5
1 Phasing Plan 2 4 4 10
3 Fence Removal Plans 3 2 4 8 14
3 Fence Installation Plans 3 2 4 4 1 10
2 Fence Details 2 2 4 4 10
3 Concrete 81ock Wall Plans and Details 3 2 8 8 18
1 Sec Camara SRO Plan 2 8 8 18
2 Security Camera Details 2 8 8 18
22 Total Drawings affm
Outline Technical Specification 2 2 2 6
E29ineors Report 2 8 4 2 16
Quantities and Cost Estimate 2 8 8 18
FAA Form 74W 4 8 8 20
Task 9.4 Quality Review 8 8
Task 9.6 Submittal 2 2 2 2 8
Task 9.6 Review Meeting 8 8 16
Task 9.7 Project Management 2 8 2 12
TOTAL HOURS 10 55 26 68 0 88 8 255
RATE $45.49
TOTAL DIRECT LABOR$ $820 $3 575 1 $b638 $2,856 $0 $2 552 1 $160 $11 601
OVERHEAD 0 $21182
PROFIT!2 $3 934
TOTAL BURDENED LABOR 0 $36 717
OTHER DIRECT NON-SALARY COSTS
Plans Specs Reports
REPRODUCTION
$1.00 10.50 $0.50 #SETS
Plans,Specs&Re rts •° $1 041
TOTAL REPRODUCTION $7 D41
TRAVEL Air Carft Hotel Meals
#Peo le #Da s
Task 9.6 Review Meeting $800 $150 $300 $150 $1 400
$1 400
SUBCONSULTANTS
Task 9.1 SURVEY(RBF) $15 200
Task 9.2 GEOTECHNICAL SCS&T $2 900
TOTAL ODC's $20,541
Total Proposed Fee for: Task 9:60%Design(Lump Sum) $57,258
2 l
PALM SPRINGS INTERNATIONAL AIRPORT
AWK. FEE PROPOSAL
IMPJWVI*Vo 1rdvN W6040
PERIMETER FENCE IMPROVEMENTS$CAPITAL IMPROVEMENT PROGRAM(CIP)DEVELOPMENT
SCOPEITASKTITLE TOTAL
Task 10.90%Design(Lum Sum)
Task 10.1 Comment Incorporation 1 1 2 4 1 9
Task 10,2 Design Plans,Specs,Report Y,,
1 Cover Sheet 1 1 1 3
1 Index of Drawings 1 1 1 3
1 Summ of Contract Quantities 1 1 1 3
1 SaW Land Security Plan 1 1 1 1 3
1 Part 77 Airspace Plan 1 2 2 1 5
1 Contract Layout Plan 1 2 2 5
1 Survey Catltral Plan 1 1 1 3
1 Phasing Plan 2 2 4 8
3 Fence Removal Plans 3 2 2 8 12
3 Fence Installation Plans 3 2 2 4 8
2 Fence details 2 2 2 4 8
3 Concrete Block Wall Plans and details 3 2 8 8 18
1 SecurityCamera Site Plan 2 8 8 18
2 Sectxtty Camera Details 2 8 8 18
22 Total Drawings ,;
Front End Specifications 2 8 2 12
Technical S atian 2 8 2 12
E ineem Re 2 8 4 2 16
Quantities and Cost Estimate 2 $ 4 14
Task 10.3 Quality Review g 6
Task 10.4 Submittal 2 2 2 6
Task 10.5 Review MoeUng 8 8 16
Task 10.6 Project Management 2 8 10
TOTAL HOURS 10 t$3,1
25 61 0 67 7 218
RATE s; .. ,
$48.61
TOTAL DIRECT LABOR$ 620 $1 575 $2 562 0 $1 943 $140 $10 160
OVERHEAD 0 $18 551
PROFIT $3 445
TOTAL BURDENED LABOR $32,156
OTHER DIRECT NON-SALARY COSTS
Plans Specs Reports
REPRODUCTION
$1.00 $0.50 $0,50 #SETS
Plans,Specs&Reports ul $1 388
TOTAL REPRODUCTION $1 388
TRAVEL Air a ar a Hotel Meals
#Peo le #Da aa'W",':a,. w a"
Task 10.5 Review Meeting 800 150 $300 $150 $1 400
$1 400
TOTAL ODC's $2,788
Total Proposed Fee for: Task 10:90%Design(Lump Sum $34 944
3 25
PALM SPRINGS INTERNATIONAL AIRPORT
AMM. FEE PROPOSAL
Ilt/PROLOYAO YOUR WORLD
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT PROGRAM(CIP)DEVELOPMENT
SCOPE I TASK TITLE TOTAL
Task 11:100% Bid Set)Design Lum Sum)
Task 11.1 Comment Incorporation 1 1 1 3
Task 11.2 Design Plans and Specs z
1 Cover Sheet 1 1 1 3
1 Index of Drawings 1 1 1 3
1 Summary of Contract Quantities 1 1 1 3
_L Safety and S Plan 1 1 1 3
j77 Ai ce Plan 1 1 1 3
trectt Plan 1 1 1 3
rve Control Plan 1 1 1 3
si Plan 2 2 2 6
ce Removal Plans 3 1 2 4 7ce Installation Plans 3 2 2 4 8
ce Details z 1 2 4 7
3 Concrete Block Wall Plans and Details 3 2 8 8 18
—L Security Camera Site Plan 2 8 8 18
2 Security Camera Details 2 8 8 18
22 Total Drawings v;,e,° ;
Front End Specifications 2 4 2 a
Technical Specification 2 4 2 8
Quantities and Cost Estimate 2 4 8 14
Task 11.3 Final Engineers Report 2 8 8 2 20
Task 11.4 Quality Review 8 8
Task 11.6 Submittal 2 2 2 2 8
Task 11.6 Pro ect Management 2 4 2 8
TOTAL HOURS 10 34 24 38 0 64 10 180
RATE $45.52
TOTAL DIRECT LABOR$ 820L$2,2101 $1 512 $1 596 $0 $1 856 $200 $8 194
OVERHEAD 14961
PROFIT $2 779
TOTAL BURDENED LABOR 0 $25 934
OTHER DIRECT NON-SALARY COSTS
Plans Specs Reports
REPRODUCTION
$1.00 $0.50 $0.50 #SETS
Plans,S &Re rts $3 817
TOTAL REPRODUCTION $3 817
TOTAL ODC's $3,817
Total Proposed Fee for: Task 11:1.00% Bid Set)Design Lump Sum) $29,751
4 2
PALM SPRINGS INTERNATIONAL AIRPORT
FEE PROPOSAL
lAf'pllovtmG ro4va 11 WJ?Lo
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT PROGRAM(CIP)DEVELOPMENT
SCOPE/TASK TITLE RA �,,, I '° i'•`$'. TOTAL
Task 12:Bid/Award Services Lump Sum
Task 12.1 Pre Bid Conference 8 8 2 18
Task 12.2 Addenda 2 2 2 4 2 12
Task 12.3 Bid Opening&Award Recommendatlon 8 2 2 12
Task 12.4 Conformed Documents 4 4 8 8 2 26
Task 12.5 Prcect Mana ement 2 4 2 g
TOTAL HOURS 2 26 6 20 0 12 10 76
RATE ,t » s $47-63
TOTAL DIRECT LABOR$ $164 $1 690 $378 $840 $0 S348 $200 $3 620
OVERHEAD $6610
PROFIT $1 226
TOTAL BURDENED LABOR $11,457
OTHER DIRECT NON-SALARY COSTS
TRAVEL Air Car Hotel Meals
#Peo le #Da s
Task 12-1 Pre Bid Conference $800 $300 $300 $300 $1 700
Task 12.3 Bid Opening $400 $300 $150 $150 $1 D00
$2 700
Plans Specs
REPRODUCTION
$1,00 $0.50 #SETS
Plans,Specs&Reports $2 448
TOTAL REPRODUCTION $2,448
TOTAL ODC's $5,148
Total Proposed Fee for:. Task 12.Bid/Award Services(Lump Sum) $16,605
5 2 1
PALM SPRINGS INTERNATIONAL AIRPORT
FEE PROPOSAL
/MP/1O!�l/I1tE ymolu!'WL►fTt 1
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT PROGRAM(CIPI DEVELOPMENT
SCOPE/TASK TITLE TOTAL
Task 13;Construction Phase Services(Hour) ,Not-to-Exceed
Task 13.1 Construction Administration 16 16 60 8 8 108
Task 13.2 Part Time Resident Project Representative -vow AKI,11,111 mm
10 hr5/week x 6 weeks 60 60
Task 13.3 Record Drawings and Project Closeout 8 8 4 16 40 8 84
Task 13.4 Pro ect Management 2 16 8 26
TOTAL HOURS 10 40 20 1 136 0 48 24 278
RATE At' E` .. $44.12
TOTAL DIRECT LABOR$ $820 $2.600 $1,260 $5 712 $0 $1 392 $480 $12 264
OVERHEAD 22 393
PROFIT $4 159
TOTAL BURDENED LABOR $38,816
OTHER DIRECT NON-SALARY COSTS
TRAVEL Air Car Hotel Meals
#People #Days Task 13.1 PreCon Interim Subst Final $800 $1 200 $2 100 $1 200 $5 300
Task 13.2 Resident Project Re resentative 10 trips- $0.50/mile x 50 miles $40
$5 340
Plans S Re its
REPRODUCTION
$1.00 $0.50 $0.50 #SETS
Plans,Specs&Reports $3 817
TOTAL REPRODUCTION $3 817
TOTAL ODC's $9,157
Total Proposed Fee for: Task 13.Construction Phase Services(Hourly,Not-to-Exceed) $47,973
6 28
PALM SPRINGS INTERNATIONAL AIRPORT
P4841 FEE PROPOSAL
IMPA'CJIV//I/iC4''l 4VR WOR40
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT PROGRAM(CIP)DEVELOPMENT
SCOPE/TASK TITLE 'd TOTAL
Task 14:Capital Improvement Plan(CIP)Development Assistance and/or On-Call Engineering Services
(Hourt ,Not-to-Exceed
Task 14.1 Meet with FAAIADO 8 8 2 18
Task 14.2 Prepare DRAFT CIP 4 16 24 2 46
Task 14.3 CIP Review Meeting 8 8 2 18
Task 14.4 Prepare FINAL CIP 2 4 24 8 38
Task 14.5 On-Call Engineering Consultation 24 24 16 64
TOTAL HOURS 2 1 48 0 24 56 48 1 6 184
RATE $60.41
TOTAL DIRECT LABOR$ $164 $3 120 SO $1 006 $3 472 $1 392 $120 $9 276
OVERHEAD $16 937
PROFIT @ $3 146
TOTAL BURDENED LABOR $29 359
OTHER DIRECT NON-SALARY COSTS
TRAVEL AirQ ar Hotel. Meals
#Peo le #Da s
Task 14.1 Meet with FAA/ADO $800 $150 $0 $150 $1,100
Task 14.3 CIP Review Meeting $800 $150 $0 $150 $1 100
$2 200
TOTAL ODC's $2,200
Total Proposed Fee for: Task 14:Capital Improvement Plan(CIP)Development Assistance a $31,659
PERIMETER FENCE IMPROVEMENTS&CAPITAL IMPROVEMENT
TOTAL PROPOSED FEE FOR: PROGRAM(CIPI DEVELOPMENT $233,560
7 2 ,
REYNOLDS,SMITH AND HILLS,INC.
Statement of Direct Labor,Fringe Benefits
And General Overhead
Year Ended March 27,2009
i
I
1
• I
ftICMAIATERHOUSECOOPER5
PricewaterhouseCoopers LLP
Suite 3000
Bank of America Tower
50 North Laura St.
Jacksonville FL 32202
Telephone(904)354 0671
Facsimile(904)366 3678
www.pwr:.com
Report of Independent Certified Public Accountants
To the Board of Directors of
Reynolds,Smith and Hills,Inc.
In our opinion,the accompanying Statement of Direct labor,Fringe Benefits and General Overhead of
Reynolds,Smith and Hills,Inc.presents fairly,in all material respects,the direct labor,fringe benefits
and general overhead of the Company for the year ended March 27,2009,in conformity with
accounting principles prescribed by Part 31 of the Federal Acquisition Regulations and certain state
regulations as discussed in Note 2. This financial statement is the responsibility of Reynolds,Smith
and Hills,Inc.'s management. Our responsibility is to express an opinion on this financial statement
based on our audit. We conducted our audit of this statement in accordance with auditing standards
generally accepted In the United States of America and the standards applicable to financial audits
contained in Government Auditing Standards,issued by the Comptroller General of the United States.
Those standards require that we plan and perform the audit to obtain reasonable assurance about
whether the financial statement is free of material misstatement. An audit Includes examining,on a
test basis,evidence supporting the amounts and disclosures in the financial statement,assessing the
accounting principles used and significant estimates made by management,and evaluating the overall
financial statement presentation. We believe that our audit provides a reasonable basis for our
opinion.
In accordance with Government Auditing Standards,we have also issued our report dated June 5,
2009 on our consideration of Reynolds,Smith and Hills,inc.'s internal control over financial reporting
and on our tests of its compliance with certain provisions of laws,and regulations. The purpose of that
report is to describe the scope of our testing of internal control over financial reporting and compliance
and the results of that testing,and not to provide an opinion on the internal control over financial
reporting or on compliance, That report is an integral part of an audit performed in accordance with
Government Auditing Standards and should be considered in assessing the results of our audit.
f
LL�
i
a
June 5,2009
i
1
3 1
REYNOLDS,SMITH AND HILLS,INC.
STATEMENT OF DIRECT LABOR,FRINGE BENEFITS AND GENERAL OVERHEAD
YEAR ENDED MARCH 27,2009
FAR Section
Reference
for Total
Unallowable Total Unallowable Allowable Home Field
Description Costs Costs Costs Costs Office Office
Direct Labor 31 302,832
, $$ 31,302,832 $ 30� 2�80,28�4 $ 1p2�2,�48y
Fringe benefits:
Paid leave 6,067,843 6,067,843 5,874,827 193,016
Payroll taxes 4.168,090 4,168,090 4,063,876 104,214
Group insurance 4,813,325 4,813,325 4,694,628 118,697
401(k)plan contribution _ 1,281,840 1,281,840 1 249,790 32 050
Total fringe benefits 16,331,098 - 16,331,098 15,883,121 - 44 050
- 9
General overhead:
Indirect labor 31.205-1,6 23,781,762 (566,457) 23,215,305 22,769,091 446,214
Travel 31.205-14,46,51 2,349,815 (314,843) 2,034,972 2,023,406 11,566
Warranty expense 30,000 - 30,000 30,000
Bad debt expense 31.205-3 60.427 (60,427)
Employee development 31.205-14,20 1.624,882 (40.469) 1,584,413 1,574,924 9,489
Facilities 4,993,674 - 4,993,874 4,993,874
Equipment 31.205-6 4,609,932 (43) 4.609,889 4.673,388 36,601
Depreciation and
amortization 1,419,697 - 1,419,697 1,419,697
Insurance 31.205-19 779,192 (48,248) 730,944 730,944
Professional fees 31.205-33 1,449,986 (420.489) 1,029,497 1,029,497
Supplies 628,539 - 628.539 627,693 846
Postage and delivery 192,457 192,457 192,438 19
Taxes 31.205-41 3,159,993 (2,613,419) 546,574 521,235 25,339
Interest,net 31.205-20 (279,562) 279,562 - -
Other 31.205-1,8 518,815 (371,673) 147,142 145,512 1,630
Allocated costs (1,002,111) 22,897 979,214 1,223 521 244,307
Total general overhead 44,317,698 $(4,133,608)_ 40,1 4 089 $ 39,408.178 $ 775,911
Fringe benefit rate % 43.8
.45 i°10
General overhead rate 1 5252.45% 75 81%
Gross overhead rate
i
32
REYNOLDS,SMITH AND HILLS,INC.
NOTES TO STATEMENT OF DIRECT LABOR,
FRINGE BENEFITS AND GENERAL OVERHEAD
1. THE COMPANY
Reynolds, Smith and Hills, Inc. (the Company) is a professional service firm operating in the
engineering and architectural design industry. The Company provides a full range of architectural,
engineering,planning and environmental services.
2. BASIS OF ACCOUNTING AND DESCRIPTION OF ACCOUNTING SYSTEMS
The Company prepares its overhead schedules,which support the Statement ofDirect Labor,Fringe
Benefits and General Overhead,on the basis of accounting practices prescribed by Part 31 of the
Federal Acquisition Regulations,and Section 112.061 of the Florida Statutes.Accordingly,the above
mentioned statement is not intended to present the results of operations of the Company in
conformity with-accounting principles generally accepted in the United States of America.
The Company maintains a job-order cost accounting system for the recording and accumulation of
costs incurred under its contracts. Each project is assigned a job number so that costs may be
segregated and accumulated.
The Company's method of estimating costs for pricing purposes during the proposal process is
consistent with the accumulation and reporting of costs under its job-order cost accounting system.
The Company uses the Effective Rate method to account for hours worked in excess of40 hours per
week by employees who are exempt from the Fair Labor Standards Act,and who are not paid for
such overtime.Hours worked in excess of40 hours per week are prorated to a standard 40 hour pay
period.
Certain employees are eligible for overtime pay at the rate of time and one-half(premium portion).
The premium portion of paid overtime is included in the General overhead cost pool.
3. HOME AND FIELD OFFICE
The Company maintains home and construction field office sites. Costs that can be specifically
identified to the benefit of an office are charged accordingly.Costs not directly associated with an
office are allocated between offices based on various methods,e.g.total labor costs,profit.
33
4. FACILITIES CAPITAL COST OF MONEY
The Company's facilities capital cost ofmoney rate,expressed as apercentage ofdirect labordoIlars,
is 0.669%.
5. DIRECT EXPENSE RATE
The Company's direct expense rates are based on the direct costs accumulated in the job-order
cost accounting ledger.
Home Field
Direct Expenses Office Office
Travel $1,803,939 $ 777
Equipment 185,091 103,944
Facilities 1,424 -
Supplies 37,727 -814
Postage&delivery 177,703 239
Printing 813,954 17
Other 140,587
3,160,425 105,791
Facilities (1,424) -
Unallowable expenses (48,348
Allowable expenses $3,110,653 1 42
Direct labor $30,280,284 $1,022,548
Direct expense rate 10.27% 10.34%
i
i
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34
i
PRICMIATERHOUSECOOPER5 (�
PricewaterhouseCoopers LLP
Suite 3000
Bank of America Tower
50 North Laura St.
Jacksonville FL 32202
Telephone(904)354 0671
Facsimile(904)366 3678
www.pwc.com
Report of Independent Certified Public Accountants on Internal Control over Financial
Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements
Performed in Accordance with Government Auditing Standards
To the Board of Directors of
Reynolds,Smith and Hills,Inc.
We have audited the statement of direct.labor,fringe benefits and general overhead of Reynolds,
Smith and Hills,Inc.as of and for the year ended March 27,2009,and have issued our report thereon
dated June 5,2009. We conducted our audit in accordance with auditing standards generally accepted
in the United States of America and the standards applicable to financial audits contained in
Govemment Auditing Standards,issued by the Comptroller General of the United States.
Internal Control Over Fi anc al Reporting
In planning and performing our audit,we considered Reynolds,Smith and Hills,Inc.'s internal control
over financial reporting as a basis for designing our auditing procedures for the purpose of expressing
our opinion on the financial statement,but not for the purpose of expressing an opinion on the
effectiveness of the Reynolds,Smith and Hills,Inc.'s internal control over financial reporting.
Accordingly,we do not express an opinion on the effectiveness of Reynolds,Smith and Hills, inc.'s
internal control over financial reporting.
A control deficiency exists when the design or operation of a control does not allow management or
employees,in the normal course of performing their assigned functions,to prevent or detect
misstatements on a timely basis. A significant deficiency is a control deficiency,or combination of
control deficiencies,that adversely affects the entity's ability to initiate,authorize,record,process,or
report financial data reliably in accordance with generally accepted accounting principles such that
there is more than a remote likelihood that a misstatement of the entity's financial statements that is
more than inconsequential will not be prevented or detected by the entity's internal control.
A material weakness is a significant deficiency,or combination of significant deficiencies,that results in
more than a remote likelihood that a material misstatement of the financial statements will not be
prevented or detected by the entity's Internal control.
Our consideration of Internal control over financial reporting was for the limited purpose described in
the first paragraph of this section and would not necessarily identify all deficiencies in internal control
that might be significant deficiencies or material weaknesses. We did not identify any deficiencies in
internal control over financial reporting that we consider to be material weaknesses,as defined above.
1
3
FWEWATERHOUSECCL-)PERS
Compliance and Qther Ma e s
As part of obtaining reasonable assurance about whether Reynolds,Smith and Hills,inc.'s financial
statement is free of material misstatement,we performed tests of its compliance with Part 31 of the
Federal Acquisitions Regulations,and Section 112.061 of the Florida statutes,noncompliance with
which could have a direct and material effect on the determination of financial statement amounts.
However,providing an opinion on compliance with those provisions was not an objective of our audit
and,accordingly,we do not express such an opinion. The results of our tests disclosed no instances
of noncompliance or other matters that are required to be reported under Govemment Auditing
Standards.
This report is intended solely far the information and use of Reynolds,Smith and Hills,Inc.'s audit
committee,management,and the State of Florida Department of"transportation,and is not intended to
be and should not be used by anyone other than these specified parties.
June 5,2009
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RBF Consulting October 14, 2009
Perimeter Fence Improvements
Palm Springs Airport. Cali}ornia_ _ Page 1
EXHIBIT"A"
PERIMETER FENCE IMPROVEMENTS,PALM SPRINGS AIRPORT
Project Description & Scope of Services
PROJECT DESCRIPTION
RBF Consulting(RBF)shall provide professional survey services on the Airport Perimeter Fencing
at Palm Springs Airport. The project is being proposed by Palm Springs Airport, for replacement
and rehabilitation of approximately 9,300 lineal feet of Airport Perimeter Fencing. The Scope of
services requested by RS&H Corporation, Client, and presented here is for the Survey work as
directed within the Scope of Services.
SCOPE OF SERVICES
RBF shall perform the scope of services described herein based upon the following:
BASIS OF UNDERSTANDING
1. The project covers approximately 9,300 lineal feet of fencing.
2. In performing its services hereunder, RBF has or will receive information prepared
or compiled by others, the accuracy and completeness of which RBF is entitled to
rely upon without independent evaluation or verification.
TASK 1—BOUNDARY SURVEY
RBF Consulting shall perform a field survey of the Project boundary along the northwest and
southeast portions of the fence lines, as identified in the Project Plan provided by RS&H,
approximately 3,100 lineal feet of property line.
RBF Consulting shall perform an analysis ofthe field survey data and record data obtained through
research and shall compile the results therefrom onto a boundary survey base map.
The Client shall provide RBF with an up-to-date complete title report, including a copy of each
exception document referenced in the title report covering the subject property.
The fee for this scope of work is based upon an assumption that adequate and accessible boundary
monumentation exists in the immediate project vicinity to control this boundary survey. If it is
determined that adequate and accessible boundary monumentation does not exist,Consultant shall
suspend work until that time when Client and Consultant agree on an amended contract.
Any cost associated with the preparation and processing of a Record of Survey Map, if one becomes
necessary, shall be covered by a separate agreement.
7
RBF Consulting October 14, 2009
Perimeter Fence Improvements
Palm S rin s Airport, Cali ornia Page 2
TASK 2—TOPOGRAPHIC:SIJRVF,Y
RBF Consulting shall perform a field topographic survey of the subject site. Topography shall
include obtaining locations, elevations and descriptions of:
• Top of Fence at 50 foot intervals
• Ground at Fence at 50 foot intervals
• Fence line angle points(vertical and horizontal)
• Runway coordinate control points for both runways
• Manholes, vaults, and other utility facilities along the project fence line
The basis of horizontal control shall be State Plane coordinates on the North American Horizontal
Datum of 1983(NAD 83). The basis of vertical control shall be the North America Vertical Datum
of 1988 (NAVD88).
All field topography shall be collected electronically for data processing. Unless otherwise noted,
this topographic Survey does not include;easements,building fagade details,overhead power lines
or any other item not specifically included.
RBF shall data process all topography in AutoCAD LDD2i. Text annotation will be stored in layers
separate from the graphic elements. The topographic map shall include the basis of horizontal and
vertical control,north arrow,date ofsurvey,survey crew chief review and sign off notes and details.
Invert elevations will be obtained at visible sewer and storm drain manholes on the Project Site.
The horizontal and vertical accuracy of utilities shown is based upon research data and, as such,
should be considered doubtful until verified by potholing or other direct methods.
The finished topographic map shall include the basis of horizontal and vertical control,North arrow,
drawing scale, legend of symbols, and date of survey, Crew chief review, notes and details if
necessary.
ADDITIONAL SERVICES:
Services which are not specifically identified herein as services to be performed by RBF or its
consultants are considered "Additional Services" for purposes of this Agreement. Client may
request that RBF perform services which are Additional Services. However,RBF is not obligated to
perform such Additional Services unless an amendment to this Agreement has been fully executed
setting forth the scope, schedule and fee for such Additional Services. In the event RBF performs
Additional Services before receipt of such executed amendment,Client acknowledges its obligation
to pay for such services at RBF's standard rates, within 30 days of receipt of RBF's invoice.
ASSUMPTIONS:
Consultant's obligations hereunder are based upon the following understanding:
1. Client shall make all survey requests at least two (2) full days prior to the date that the
survey services are required.
RBF Consulting October 14, 2009
Perimeter Fence Improvements
Palm S rin s Airport, Cali ornia Pave 3
2. That Consultant, with the assistance of the Client, will be able to obtain the necessary
information from the design Consultants, including, but not limited to, survey control,
digital files, plans, and maps.
Underground Utilities Note:
This Topographic Survey will be conducted in accordance with accepted industry standards.Unless
otherwise indicated,only above ground utility appurtenances shall be located-by Survey methods.
Underground utilities or structures shown on the Topographic Map shall be considered as being
reproduced from records supplied by others and will not be verified for line or grade in any way
during the course of this Survey. Other utilities may exist on this site which are not a part of the
scope of work described herein and therefore shall not be shown on the Topographic Map.
EXCLUSIONS:
Consulting services relating to any of the following tasks may be completed by Consultant if
negotiated under a separate contract for an additional fee; but are presently specifically excluded
from this Agreement:
1. Geotechnical investigation;
2. Record of Survey Maps;
3. Construction staking;
4. Traffic Control;
5. As-built surveys;
6. Earth quantity estimates or exhibits;
7. Hazardous wastes;
8. Any other services not specifically set forth in the above Scope of Services.
Client Responsibilities
Client shall be responsible for providing to RBF the following:
1. Access to Site and Government Supplied Materials
2. Client is to provide any and all indemnification,abatement,disposal or other actions
required by local, state or federal law regarding hazardous materials.
3. Client shall pay all governmental fees and costs.
4. Client will require any construction contractors to'indemnify RBF from any and all
losses,damages,claims,expenses, including attorneys fees,and costs arising out of
the contractor's work, excepting only losses, damages, claims, expenses including
attorney's fees, and costs which are caused by the sole negligence or willful
misconduct of RBF in performing their services under this agreement. Client will
require that the construction contractors add RBF as an additional insured in the
comprehensive general liability, auto liability, workers' compensation and builders
risk insurance coverage required by Client.
5. Client shall provide an up-to-date title report prior to authorization to proceed (or
some other timing commitment).
6. Obtain the necessary information from the design Consultants, including, but not
limited to, survey control, digital files, plans, and maps.
1
RBF Consulting October 14, 2009
Perimeter Fence Improvements
Palm S rin s Air art Cali ornia Page 4
EXHIBIT"B"
COMPENSATION
Client agrees to compensate Consultant for such services as follows:
Consultant shall complete the work outlined above in accordance with the fee schedule identified
below and shall invoice Client on a monthly basis based on the percentage of completion.
ITEM WORK TASK FEE
Task1 Boundary Survey .........................................................................................6,600
Task 3 Topographic Survey............................................................................. .....8,600
TOTAL: $15,200
Progress billings will be forwarded to the Client and will include the fees earned for the billing
period plus all direct costs advanced by Consultant such as blueprints,reproductions,Governmental
processing fees, permit fees and additional insurance riders requested by Client.
The Client shall make every reasonable effort to review invoices within fifteen(1 S)working days
from the date ofreceipt ofthe invoices and notify Consultant in writing of any particular item that is
alleged to be incorrect.
The fees proposed herein shall apply until July 1,2010. Due to ever-changing costs,Consultant will.
increase those portions ofthe contract fee for which work must still be completed after July 1,2010
by ten percent (10%).
40
RBF Consulting October 14, 2009
Perimeter Fence Improvements
Palm S rims Airport, Cali ornia Page S
EXHIBIT"C"
HOURLY RATE SCHEDULE
41'
Son Diego Office Indic office
p. 0 N r R0.W 6000..7 p H ON 6 83-740 MUS AV0400
T 4 4,L FREE 059 K KOtto StS4GC'. TOLL� FREE
(877)7154331 ($")ZI5-432t
} F%X San Di"a.CA 92120 F A% T dW►,CA 4 4i^5418
(09)290-4717 "WIt c.,trn v)7as,sa x
February 3, 2010 Proposal#101S004
Jeffrey Warkoski, PE
SeniorAviation Engineer-Aitfieid Service Group Leader
5600 S. Quebec Street, Suite 340C
Greenwood Village, CO 80111
SUBJECT: PROPOSAL
GEOTECHNICAL INVESTIGATION
PLANNED NEW WALL
PALM SPRINGS INTERNATIONAL AIRPORT
PALM SPRINGS, CALIFORNIA
Dear Mr. Warkoski:
In accordance with your request, Southern California Soil and Testing, Inc. (SCS&T) is submitting
this proposal to perform a geotechnical investigation for the new (non-retaining) wall you are
designing at the Palm Springs International Airport. We understand that the wall will be 1 foot
thick and approximately 10 feet high.
We propose to explore subsurface conditions by drilling 3 exploratory test borings to a depth of 20
feet. A SCS&T geologist will log the test borings and obtain samples for examination and
laboratory testing. The laboratory program will include moisture content and dry density
determinations, classification tests,and a shear strength test
The results of the field and laboratory programs will be evaluated to develop conclusions and
recommendations regarding:
1. Subsurface conditions beneath the wall area.
2. Geologic and seismic hazards that could have an impact on the project
3. Criteria for seismic design in accordance with California Building Code procedures.
4. Foundation support including bearing capacity and geotechnical recommendations for wall
design.
Results of the investigation will be summarized in a written report complete with field and
laboratory data. Four copies of the report will be submitted.
440
Block Wall, Palm Springs Airport February 3,2010
RS&H SCS&T Proposal#101SO04
Page:2
Underground Service Alert (USA) will be notified as required by law as soon as notice to proceed
is received. USA requires 48-hours notice before subsurface exploration can start. Subsurface
exploration work can be completed within 1 week after utility clearance. Laboratory testing can be
completed within 2 weeks of the finish of field work. The final report can be submitted within 2
weeks of the finish of laboratory testing.
We propose to provide the scope of work outlined above for a lump sum of$2900. Work beyond
the scope outlined in this proposal will be performed on a time-and-expense basis in accordance
with our 2010 Confidential Schedule of Fees, attached. An estimate of the cost of additional work
will be prepared for review and approval before any extra work is undertaken.
We appreciate the opportunity to prepare this proposal and look forward to working with you on
this project. If you have any questions, please call us at 760-775-5983.
Respectfully Submitted,
SOUTHERN CALIFORNIA SOIL&TESTING, INC
ames J. Stone
Principal Geotechnical Engineer
JJSJs
Attachment: 2010 Confidential Schedule of Fees for Professional Services
(1) Addressee
Exhibit "D-1"
Schedule of Performance
See Attached
RS&H Amendment 2 44
EX�t�e�T �D-( '"
V. SCHEDULE OF PERFORMANCE
RS&H proposes to perform the identified project tasks within the following timeframes:
Task 8—Complete within 21 calendar days from written Notice to Proceed from the City
of Palm Springs.
Task 9 — Complete within 35 calendar days from Task 8.4 Submittal to the City of Palm
Springs.
Task 10—Complete within 21 calendar days from Task 9.5 Review Meeting with the City
of Palm Springs,
Task 11 — Complete within 21 calendar days from Task 10.5 Review Meeting with the
City of Palm Springs.
Task 12 -- Complete within 42 calendar days from Task 11.5 Submittal to the City of
Palm Springs.
Task 13—Complete within 90 calendar days from Construction Notice to Proceed
Task 14 -- Complete within 45 calendar days from written Notice to Proceed from the
City of Palm Springs.
VI. EXCLUSIONS
Specific work tasks that are not included in this work scope are as follows:
1) Revision to Exhibit A or Airport Layout Plan;
2) Complete Property Line Survey;
3) Obstruction Survey;
4) Other horizontal/vertical control survey, evaluation, or design that implies checking,
changing, or review of property or imaginary surfaces.
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