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HomeMy WebLinkAbout05085 - PALM SPRINGS PUBLIC LIBRARY FEASIBILITY STUDY PFEIFFER PARTNERS INC Pfeiffer Partners, Inc. Library Feasibility Study AGREEMENT#5085 MO 7661, 5-4-05 CITY OF PALM SPRINGS CONTRACT SERVICES AGREEMENT FOR THIS CONTRACT SERVICES AGREEMENT (herein "Agreement"), is made and entered into this AZRO-1 day of May, 2005, by and between the CITY OF PALM SPRINGS, a municipal corporation, (herein "City") and Pfeiffer Partners, Inc., (herein "Contractor"). (The term Contractor includes professionals performing in a consulting capacity.) The parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services specified in the"Scope of Services" attached hereto as Exhibit "A" and incorporated herein by this reference, which services may be referred to herein as the"services"or"work" hereunder. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that Contractor is a provider of first class work and services and Contractor is experienced in performing the work and services contemplated herein and, in light of such status and experience, Contractor covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be of good quality, fit for the purpose intended. For purposes of this Agreement,the phrase"highest professional standards" shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances. 1.2 Contractor's Proposal. The Scope of Service shall include the Contractor's proposal or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern. 1.3 Compliance with Law. All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental agency having jurisdiction in effect at the time service is rendered. 1 A Licenses, Permits, Fees and Assessments. Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor's performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City against any such fees, assessments, taxes penalties or interest levied, assessed or imposed against City hereunder. LIBRARY FEASIBILITY STUDY 4-20-05 7� ,�y �p dry �^ ORIG N�AL L��L� 1.5 Familiarity with Work. By executing this Contract, Contractor warrants that Contractor(a) has thoroughly investigated and considered the scope of services to be performed, (b) has carefully considered how the services should be performed, and (c)fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor's risk until written instructions are received from the Contract Officer. 1.6 Care of Work. The Contractor shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City's own negligence. 1.7 Further Responsibilities of Parties. Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other. 1.8 Additional Services. City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to the Contractor, incorporating therein any adjustment in (i)the Contract Sum, and/or(ii)the time to perform this Agreement,which said adjustments are subject to the written approval of the Contractor. Any increase in compensation of up to five percent (5%) of the Contract Sum or $25,000, whichever is less, or in the time to perform of up to one hundred eighty(180) days may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively must be approved by the City Council. It is expressly understood by Contractor that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services or reasonably contemplated therein. 1.9 Special Requirements. Additional terms and conditions of this Agreement, if any,which are made a part hereof are set forth in the"Special Requirements" attached hereto as Exhibit"B" and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit"B" and any other provisions of this Agreement, the provisions of Exhibit "B" shall govern. 2 LIBRARY FEASIBILITY STUDY 4-20-05 2.0 COMPENSATION 2.1 Contract Sum. For the services rendered pursuant to this Agreement, the Contractor shall be compensated in accordance with the "Schedule of Compensation" attached hereto as Exhibit"C"and incorporated herein by this reference, but not exceeding the maximum contract amount of One Hundred Twenty Eight Thousand Dollars, ($128,000) (herein "Contract Sum"), except as provided in Section 1.8. The method of compensation may include: (i) a lump sum payment upon completion, (ii) payment in accordance with the percentage of completion of the services, (iii) payment for time and materials based upon the Contractor's rates as specified in the Schedule of Compensation, but not exceeding the Contract Sum or (iv) such other methods as may be specified in the Schedule of Compensation. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expense, transportation expense approved by the Contract Officer in advance, and no other expenses and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contractor at all project meetings reasonably deemed necessary by the City; Contractor shall not be entitled to any additional compensation for attending said meetings. Contractor hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Contractor anticipates, that Contractor shall not be entitled to additional compensation therefore, and the provisions of Section 1.8 shall not be applicable for such services. 2.2 Method of Payment. Unless some other method of payment is specified in the Schedule of Compensation, in any month in which Contractor wishes to receive payment, no later than the first (1 st) working day of such month, Contractor shall submit to the City in the form approved by the City's Director of Finance, an invoice for services rendered prior to the date of the invoice. Except as provided in Section 7.3, City shall pay Contractor for all expenses stated thereon which are approved by City pursuant to this Agreement no later than the last working day of the month. 3.0 PERFORMANCE SCHEDULE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. 3.2 Schedule of Performance. Contractor shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the "Schedule of Performance" attached hereto as Exhibit"D", if any, and incorporated herein by this reference. When requested by the Contractor, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer, but not exceeding one hundred eighty (180) days cumulatively. 3.3 Force Maleure. The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and 3 LIBRARY FEASIBILITY STUDY 4-20-05 without the fault or negligence of the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes,freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Contractor shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Contractor's sole remedy being extension of the Agreement pursuant to this Section. 3.4 Term. Unless earlier terminated in accordance with Section 7.8 of this Agreement, this Agreement shall continue in full force and effect until completion of the services but not exceeding one(1)year from the date hereof, except as otherwise provided in the Schedule of Performance (Exhibit "D"). 4.0 COORDINATION OF WORK 4.1 Representative of Contractor. The following principals of Contractor are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: Stephen Johnson, AIA It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. For purposes of this Agreement,the foregoing principals may not be replaced nor may their responsibilities be substantially reduced by Contractor without the express written approval of City. 4.2 Contract Officer. The Contract Officer shall be such person as may be designated by the City Manager of City. It shall be the Contractor's responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Contractor shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement. 4 LIBRARY FEASIBILITY STUDY 4-20-05 4.3 Prohibition Aqainst Subcontractinq or Assiqnment. The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent(25%)of the present ownership and/or control of Contractor,taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City. The City's policy is to encourage the awarding of subcontracts to persons or entities with offices located within the jurisdictional boundaries of the City of Palm Springs and, if none are available,to persons or entities with offices located in the Coachella Valley("Local Subcontractors"). Contractor hereby agrees to use good faith efforts to award subcontracts to Local Subcontractors, if Local Subcontractors are qualified to perform the work required. In requesting for the City to consent to a subcontract with a person or entity that is not a Local Subcontractor, the Contractor shall submit evidence to the City that such good faith efforts have been made or that no Local Subcontractors are qualified to perform the work. Said good faith efforts may be evidenced by placing advertisements inviting proposals or by sending requests for proposals to selected Local Subcontractors. The City may consider Contractor's efforts in determining whether it will consent to a particular subcontractor. Contractor shall keep evidence of such good faith efforts and copies of all contracts and subcontracts hereunder for the period specified in Section 6.2. 4.4 Independent Contractor. Neither the City nor any of its employees shall have any control over the manner, mode or means by which Contractor, its agents or employees, perform the services required herein, except as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision or control of Contractor's employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. Contractor shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Contractor in its business or otherwise or a joint venturer or a member of any joint enterprise with Contractor. s LIBRARY FEASIBILITY STUDY 4-20-05 5.0 INSURANCE, INDEMNIFICATION AND BONDS 5.1 Insurance. The Contractor shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to City, during the entire term of this Agreement including any extension thereof, the following policies of insurance: (a) Commercial General Liability Insurance. A policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of a least$1,000,000 bodily injury and property damage including coverages for contractual liability, personal injury, independent contractors, broad form property damage, products and completed operations. The Commercial General Liability Policy shall name the City of Palm Springs as an additional insured in accordance with standard ISO additional insured endorsernent form CG2010(1185)or equivalent language. The Commercial General Liability Insurance shall name the City, its officers, employees and agents as additional insured. (b) Worker's Compensation Insurance. A policy of worker's compensation insurance in an amount which fully complies with the statutory requirements of the State of California and which includes $1,000,000 employer's liability. (c) Business Automobile Insurance. A policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of$1,000,000 bodily injury and property damage, Said policy shall include coverage for owned, non-owned, leased and hired cars. (d) Additional Insurance. Additional limits and coverages, which may include professional liability insurance, will be specified in Exhibit "B". All of the above policies of insurance shall be primary insurance. (Reference Section 5.4 regarding sufficiency.) The insurer shall waive all rights of subrogation and contribution it may have against the City, its officers, employees and agents, and their respective insurers. In the event any of said policies of insurance are canceled, the Contractor shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Section 5.1 to the Contract Officer. No work or services under this Agreement shall commence until the Contractor has provided the City with Certificates of Insurance, endorsements or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance, endorsements, or binders are approved by the City. The contractor agrees that the provisions of this Section 5.1 shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages to any persons or property resulting from the Contractor's activities or the activities of any person or person for which the Contractor is otherwise responsible. In the event the Contractor subcontracts any portion of the work in compliance with Section 4.3 of this Agreement the contract between the Contractor and such subcontractor 6 LIBRARY FEASIBILITY STUDY 4-20-05 shall require the subcontractor to maintain the same polices of insurance that the Contractor is required to maintain pursuant to this Section. 5.2 Indemnification. Contractor agrees to indemnify the City, its officers, agents and employees against, and will hold and save them and each of them harmless from, any and all actions, suits, claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities, (herein "claims or liabilities")that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities of Contractor, its agents, employees, subcontractors, or invitees, provided for herein, or arising from the negligent acts or omissions of Contractor hereunder, or arising from Contractor's negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, but excluding such claims or liabilities arising from the sole negligence or willful misconduct of the City, its officers, agents or employees,who are directly responsible to the City, and in connection therewith: (a) Contractor will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys' fees incurred in connection therewith; (b) Contractor will promptly pay anyjudgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations or activities of Contractor hereunder; and Contractor agrees to save and hold the City, its officers, agents, and employees harmless therefrom; (c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Contractor hereunder, Contractor agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys' fees. 5.3 Performance Bond. Concurrently with execution of this Agreement, Contractor shall deliver to City a performance bond in the sum of the amount of this Agreement, in the form provided by the City Clerk, which secures the faithful performance of this Agreement, unless such requirement is waived by the Contract Officer. The bond shall contain the original notarized signature of an authorized officer of the surety and affixed thereto shall be a certified and current copy of his power of attorney. The bond shall be unconditional and remain in force during the entire term of the Agreement and shall be null and void only if the Contractor promptly and faithfully performs all terms and conditions of this Agreement. 5.4 Sufficiency of Insurer or Surety. Insurance or bonds required by this Agreement shall be satisfactory only if issued by companies qualified to do business in LIBRARY FEASIBILITY STUDY 4-20-05 California, rated "A" or better in the most recent edition of Best Rating Guide, The Key Rating Guide or in the Federal Register, unless such requirements are waived by the City Manager or designee of the City ("City Manager") due to unique circumstances. In the event the City Manager determines that the work or services to be performed under this Agreement creates an increased or decreased risk of loss to the City, the Contractor agrees that the minimum limits of the insurance policies and the performance bond required by this Section 5 may be changed accordingly upon receipt of written notice from the City Manager or designee; provided that the Contractor shall have the right to appeal a determination of increased coverage by the City Manager to the City Council of City within ten (10) days of receipt of notice from the City Manager. 6.0 REPORTS AND RECORDS 6.1 Reports. Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. Contractor hereby acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Contractor agrees that if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Contractor is providing design services, the cost of the project being designed, Contractor shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated increased or decreased cost related thereto and, if Contractor is providing design services, the estimated increased or decreased cost estimate for the project being designed. 6.2 Records. Contractor shall keep, and require subcontractors to keep, such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. 6.3 Ownership of Documents. All drawings, specifications, reports, records, documents and other materials prepared by Contractor, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials hereunder. Any use of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Contractor will be at the City's sole risk and without liability to Contractor, and the City shall indemnify the Contractor for all damages resulting therefrom. Contractor may retain copies of such documents for its own use. Contractor shall have an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for assignment to 8 LIBRARY FEASIBILITY STUDY 4-20-05 City of any documents or materials prepared by them, and in the event Contractor fails to secure such assignment, Contractor shall indemnify City for all damages resulting therefrom. 6.4 Release of Documents. The drawings,specifications, reports, records, documents and other materials prepared by Contractor in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. 7.0 ENFORCEMENT OF AGREEMENT 7.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 7.2 Disputes. In the event of any dispute arising under this Agreement,the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefor. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45)days after service of the notice, or such longer period as may be permitted by the injured party; provided that if the default is an immediate danger to the health, safety and general welfare, such immediate action may be necessary. Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's or the Contractor's right to terminate this Agreement without cause pursuant to Section 7.8. 7.3 Retention of Funds. Contractor hereby authorizes City to deduct from any amount payable to Contractor (whether or not arising out of this Agreement) (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Contractor's acts or omissions in performing or failing to perform Contractor's obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Contractor, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Contractor to insure, indemnify, and protect City as elsewhere provided herein. 9 LIBRARY FEASIBILITY STUDY 4-20-05 7.4 Waiver. No delay or omission in the exercise of any right or remedy by a nondefaulting party on any default shall impair such right or remedy or be construed as a waiver. A party's consent to or approval of any act by the other party requiring the party's consent or approval shall not be deemed to waive or render unnecessary the other party's consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 7.5 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 7.6 Legal Action. In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 7.7 Liquidated Damaqes. Since the determination of actual damages for any delay in performance of this Agreement would be extremely difficult or impractical to determine in the event of a breach of this Agreement, the Contractor and its sureties shall be liable for and shall pay to the City the sum of _NONE (waived in Exhibit B)__($-----) as liquidated damages for each working day of delay in the performance of any service required hereunder, as specified in the Schedule of Performance (Exhibit "D"). The City may withhold from any monies payable on account of services performed by the Contractor any accrued liquidated damages. 7.8 Termination Prior to Expiration Of Term. This Section shall govern any termination of this Agreement except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty(30) days'written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. In addition,the Contractor reserves the right to terminate this Agreement at any time upon, with or without cause, upon sixty (60) days'written notice to City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as the Contractor may determine. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where the Contractor has initiated termination, the Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event the Contractor has initiated termination, the Contractor shall be entitled to compensation only for the reasonable value of the work product actually 10 LIBRARY FEASIBILITY STUDY 4-20-05 produced hereunder. In the event of termination without cause pursuant to this Section,the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2. 7.9 Termination for Default of Contractor. If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. 7.10 AttorneVs' Fees. If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted,whether legal or equitable,shall be entitled to reasonable attorney's fees. Attorney's fees shall include attorney's fees on any appeal, and in addition a party entitled to attorney's fees shall be entitled to all other reasonable costs for investigating such action,taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment. 8.0 CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION 8.1 Non-liability of CitV Officers and Employees. No officer or employee of the City shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement. 8.2 Conflict of Interest. No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. The Contractor warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement. 8.3 Covenant Aqainst Discrimination. Contractor covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them,that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin, or ancestry in the performance of this Agreement. Contractor shall take affirmative action to insure that tt LIBRARY FEASIBILITY STUDY 4-20-05 applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry. 9.0 MISCELLANEOUS PROVISIONS 9.1 Notice. Any notice,demand, request,document,consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid,first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer, CITY OF PALM SPRINGS, P.O. Box 2743, Palm Springs, California 92263, and in the case of the Contractor, to the person at the address designated on the execution page of this Agreement. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section. 9.2 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. 9.3 Integration; Amendment. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements,agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing. 9.4 Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. 9.5 Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. (SIGNATURES ON NEXT PAGES) 12 LIBRARY FEASIBILITY STUDY 4-20-05 IN WITNESS WHEREOF,the parties have executed and entered into this Agreement as of the date first written above. CITY OF PALM SPRINGS - a municipal corporation ATTEST: ByK�------ - -- ®® _ city Manager APPROVED BY C COUNCIL - Ity Clerkjj APPROVED ASS Tr,6;F6RM' � (xJ(� � Qfl /J✓ , � � /^� .Am•eemcnt over•/zi--'alet• $25,000 Byi Reviewed and aya4geoved by cityAttorne Procur,•etn�ent & Contracting Y1�itiais '""4 �Date P.O. Number 13 LIBRARY FEASIBILITY STUDY 4-20-05 CONTRACTOR: Pfeiffer Partners, Inc Check one:__Individual__Partnership l/poration 811 West 7"Street, 7" Floor Los Angeles, CA 90017 Corporations require two notarized signatures,one from A and one from B: A.Chairman of Board,President,or any Vice President:and B.Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer). By'--£�'�-6_3i tKd✓I� -------- By: - ---- 1 Signature(notarized) Signature( tarized) Name:'I � ��' u'j(1 , �1__ _ Name: B�6V� -"f �� 0 Title: Chi g�V'ry=pJ Q - — k--(�-9---- -- Title: ,, ' Address: to 11�I1.1!%� � � r Address:_ 'D_ State of�tmVi GN""A Ps State of-M County of INAIX ✓W 2 _}Ss County of��1�Y' Ong-1p5_before me,�� �• On ./UZ before me,1Yt_ .�1�wd personally appeared_ 4 vwo - personally appeared_�•A' tJ _ (or proved on the basis of perseaa14Lkncuaa4�(or proved to me on the basis of satisfactory evidence)to be the person(sjwhose name(e)- satisfactory evidence)to be the person(s)whose name(s)• is/ete, subscribed to the within instrument and is/are subscribed to the within instrument and acknowledged tome that he/slae4hey executed the same acknowledged tome that he/sh@Akey executed the same in his/herkheir authorized capacity(ies), and that by in his/he4heh authorized capacity(iesj, and that by hislherliheirsignaturefsjon the instrument the persor(* hisfher/theirsignature(s)on the instrument the person(sj, or the entity upon behalf of which the persor>sj cted, or the entity upon behalf of which the person(stacted, executed the instrument. executed the Instrument. WITNESS my hand and official seal. WITNESS my hand and official seal. Notary Signature:, 0 Notary Signature: 1— Notary Seal. Notary Seal: pEME ADOAS-UWRENCE C a +oELYfE ApNMg,UWRfiNCE _1 Cammiubn#1539231 f 111 Commyflo�*133y2J1 r i Nplary Ra7Nc-CogfomW _ Nakwy p Aft-C GWOM J Los AngMa Carry •• Los AngMa C 1 ` ounty , , My Comm.Ef�Jan2O, MNCamn.EVWJan4O, 204 14 LIBRARY FEASIBILITY STUDY 4-20-05 � .A.F,.:fy:uf 'r,.,n/M q►wrW,wrHn - wF' W.x� ..Yt aN d�++•wF wYa nww rF«r sM q ..x�. ., ', � �'' � r +-, f rY 1 � 'Z t �. FL N � � i �� EXHIBIT "A" SCOPE OF SERVICES The scope of work in this agreement is to develop a feasibility study for the Palm Springs Public Library that provides options and a recommendation for renovation and expansion of the existing facility, or if renovation and expansion appear to be infeasible, to provide a program and cost option for a new facility. The work will be developed in five increments and allowable reimbursable expenses, as described below: Task A: Existinq Buildinq Analysis The Contractor (Architectural and Program Consultant) will become familiar with the existing building and available drawings, and develop CAD base architectural plan and elevation drawings from these documents for use in the study. The Contractor will rely on the available drawings and observable conditions to develop these base drawings and does not warrant the base drawings to be "as built' documents. The existing building systems, including structural, mechanical, plumbing,fire suppression, electrical, lighting,technology,fire alarm, and security will be reviewed, and an assessment report will be developed noting existing conditions, remaining system life, ability of existing systems to meet current codes, and ability of existing systems to meet future library needs. In addition, a code review will outline existing building issues related to accessibility(ADA), occupancy counts and egress, and fire protection/alarm systems that will need to be addressed in a renovation and expansion program. These reports will be included along with an architectural assessment of the interior and exterior of the building. Also included in the analysis is a review of the current site including provisions for parking, service access, emergency access, and potential areas for expansion Task B: Program Planninq The Contractor will review the current layout and functions of the library, and develop a matrix of functions with the assignable area (ASF) attributable to each activity. The team will meet with the library director and staff to become familiar with previous planning work, understand the service plan and service limitations of the current facility, and discuss community input strategies. The Contractor will review the demographic data gathered by the library and conduct a series of focus groups with library staff and key stakeholders(4 sessions, scheduled on two consecutive days) and a community meeting, and prepare summaries of these sessions. The contractor will also gather, review, and analyze resource level statistics, and will work with library staff to define the size and types of the current collection and current growth patterns. Based on the information received, the Contractor will prepare draft service level recommendations (collection size, seating capacity, computers, programming space) for 15 LIBRARY FEASIBILITY STUDY 4-20-05 review and comment. Reflecting the library's comments, the Contractor will prepare a draft space needs summary for review, and revise the space needs summary as needed. The space needs summary is expected to include public service areas, public seating areas, public technology areas, quiet rooms, children's area, young adult/teens area,study rooms, collection display and storage, Friends of the Library shop, special collections/local history, information literacy, basic literacy one-on-one tutoring, exhibit and display, community meeting rooms, video conferencing, staff and processing areas, server and technology support areas, building support, and storage spaces. The contractor will prepare a narrative report summarizing service level recommendations and space needs for the library. Task C: Concept Planninq Based on the space needs requirements, the Contractor will develop adjacency diagrams and planning options which will include three reconfiguration alternates and expansion alternates. The alternates will include a review of building systems and recommended upgrades or replacement of selected systems, and a review of site impacts and needs. Alternates will be evaluated for functional fulfillment of library program needs as well as potential aesthetic impacts on the preservation of the existing building and site. Alternates will be developed to evaluate a range of interior and exterior design approaches. Review of the alternates will determine if the Library can expand while retaining the architectural lines of the original Cody building; if the Library can expand sufficiently to obtain the necessary public meeting spaces; if the Library site can support an expanded building; if the Library can expand, but in doing so would lose the original building's architectural character; and if the existing cannot be expanded or remodeled, determine that a new building is necessary and if the current library site can support a new building. If it is determined that expansion is not a viable option, concept and bubble recommendations for a new building will be developed for review. Site evaluation of alternate sites for new construction is not included in the scope of services. Task D: Implementation Planninq Based on the recommended planning alternative, options will be reviewed for the phasing of the work, including concepts for the zoning and sequencing of construction work and interim service options. A cost model will be developed for the project which will include interior reconfiguration and improvements, exterior and roof renovations, new expansion construction, upgrade or replacement of building systems, interior finishes and specialties, sitework, interim construction and phasing premiums, general contractor overhead and profit allowances, escalation and contingencies, shelving, furnishings and equipment, technology, signage, fees, and other costs. If a new building is determined to be the most viable option, a cost model will be prepared for that option as well, based on either re-use of the existing site or a hypothetical site to be 16 LIBRARY FEASIBILITY STUDY 4-20-05 determined. A project schedule will be developed indicating anticipated timelines for funding, design, construction, renovation, and occupancy. Task E: Recommendations and Approvals The contractor will prepare a draft final report for review and comment which will include the recommended service plan; program space needs summary, the concept plan, photographs of study models, an exterior rendering or presentation model, cost plan, and schedule. Based on the comments received, a final report will be submitted. Upon completion of the site and building investigation, a presentation of the findings will be made to the Palm Springs Public Library Board and City Manager, the City's Planning Commission, and City Council. It is anticipated that interested community members will attend one or more of these meetings and offer additional public input. Reimbursable Expenses: Reimbursable expenses in addition to compensation for the Architect's services and include expenses incurred by the Architect and Architect's employees and consultants directly related to the project up to the maximum amount specified in Exhibit "C", including: 1) transportation in connection with the project, authorized out-of-town travel and subsistence, and electronic communications; 2) fees paid for securing approval of authorities having jurisdiction over the project; 3) reproductions, plots, standard form documents, postage, handling and delivery of instruments of service; 4) requested renderings, models, and mock-ups; 5) other similar direct project-related expenditures. 17 LIBRARY FEASIBILITY STUDY 4-20-05 EXHIBIT "B" SPECIAL REQUIREMENTS Section 5.1(d) — Contractor shall procure and maintain a policy of Professional Liability insurance in the amount of$1,000,000 for the duration of this contract. Section 5.3 —The requirement of Section 5.3 for a Performance Bond is hereby waived. Section 7.7 —The requirement of Section for Liquidated Damages is hereby waived. 18 LIBRARY FEASIBILITY STUDY 4-20-05 EXHIBIT "C" SCHEDULE OF COMPENSATION Total compensation for all tasks shall not exceed $128,000.00. Lump Sum compensation for the individual tasks identified in Exhibit"A"Scope of Services is indicated below with letters corresponding to the tasks in Exhibit "A". Payments to Contractor shall be made no more frequently than monthly. For each task, the Contractor may request and City shall make payments to Contractor based upon the percentage of completion of the task up to a maximum of 90%of the task lump sum compensation prior to completion of the task, with the remaining portion of task lump sum compensation released after completion of the task and acceptance by the City. Each request for payment shall contain Contractor's statement of the work or tasks completed or portion performed with supporting documentation. The determination of payment due shall be made based on the reasonable judgment of the Contract Officer. THE MAXIMUM AMOUNT OF CITY'S OBLIGATION UNDER THIS AGREEMENT FOR EACH TASK IDENTIFIED IN THE SCOPE OF WORK(EXHIBIT"A")ARE THE AMOUNTS ATTRIBUTED TO EACH SUCH TASK AS PROVIDED IN THIS EXHIBIT "C". IF THE CITY'S MAXIMUM OBLIGATION FOR ANY ONE OR MORE TASKS, LESS ANY REQUIRED RETENTION, IS REACHED BEFORE THE SERVICES REQUIRED FOR COMPLETING SUCH TASK OR TASKS ARE COMPLETED, CONTRACTOR WILL NEVERTHELESS COMPLETE THE SERVICES WITHOUT LIABILITY ON THE CITY'S PART FOR FURTHER PAYMENT BEYOND THE MAXIMUM AMOUNT SO SPECIFIED. Task Compensation: Task A: Existing Building Analysis $25,000 Task B: Program Planning $20,000 Task C: Concept Planning $35,000 Task D: Implementation Planning $16,000 Task E: Recommendations and Approvals $20,000 Allowance for Reimbursable Expenses $12,000 19 LIBRARY FEASIBILITY STUDY 4-20-05 EXHIBIT "D" SCHEDULE OF PERFORMANCE The study shall be conducted over a four month period, with completion of the final report and deliverables by September 23, 2005. The work shall be conducted in substantial accordance with the schedule of task completion noted below: Month 1: 75% Existing Building Analysis 40% Program Planning Month 2: 100% Existing Building Analysis 85% Program Planning 50% Concept Planning Month 3: 100% Existing Building Analysis 100% Program Planning 100% Concept Planning 85% Implementation Planning Month 4: 100% Existing Building Analysis 100% Program Planning 100% Concept Planning 100% Implementation Planning 75% Recommendations and Approvals Month 4'/z: 100% Existing Building Analysis 100% Program Planning 100% Concept Planning 100% Implementation Planning 100% Recommendations and Approvals 20 LIBRARY FEASIBILITY STUDY 4-20-05 ate: 5/S/2005 Time: 12:12 PM To: @ 17603238238 1-510.452-2193 Page: 002-003 _ Client#:12066 PFEIFPART ACnRn CERTIFICATE OF LIABILITY INSURANCE DATE(M/DD/YY) PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Donley,Renton&Associates _ ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 199 S Los Robles Ave Ste 540 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Pasadena ,CA 91101 626 844.3070 _ INSURERS AFFORDING COVERAGE 1NsuRED INSURBRA: Fidelity&Guaranty Ins.Co, Pfeiffer Partners,Inc. 811 W.7th St.,7th Floor INSURERS United States Fidelity&Guaranty `w INsuRERc: American Automobile Ins.Co, Los Angeles,CA 90017 INSURERD ACE American Insurance Company _ INSURER 8: COVERAGES THE POLICIES OF INSURANCE LISPED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OF MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCF POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS2 TYPE OF INSURANCE POLICY NUMHCR POLICY EFFECTIVE POLICYEXPIRATION LIMITS LTR DATEIMM/DDIYYI DATE IMMIDD/YYI A GENERALLIABILITY BKO1927988 08/01/04 08/01/06 EACH OCCURRENCE $1,000,000 _ T MERCIALGENHRALLIABILITY FIRE DAMAGE(Any ane[rc) $1,BB0,000 CLAIMS MADE OCCUR MED EST(M'one person) $10,000 PERSONAL&ADV INJURY $1,000,000 GENBRALAGGREGAT2 s2,000,000 GEN'LAGGREGATE LIMITAPPLPS PER: PRODUCTS -COMP/OPAGG 52,000,000 IPOLICY n IECf n LOC B ALROMOBILELIABILITY BA01928490 08/01/04 08/01/05 COMBINED SINGLE LIMIT $1,BB0 oH6 X ANY AUTO (Ea accident)OR. ALL OWNED AUTOS BODILY INJURY $ SCHEDULRD AUTOS (Pa Parson) X HIRED AUTOS BODILY INJURY $ X NON-OIVNEDAUTOS (Per 'dent) -- PROPERTY DAMAGE $ (Per xcident) GARAGE LIABILITY AUTO ONLY-EAACCIDENT $ �ANYAUTO OTHERTHAN EA ACC $ AUTO ONLY. AGO S EXCESS LIABILITY EACH OCCURRENCE $ OCCUR ❑CLAIMS MADE AGGREGATE $ DEDUCTIBLE S RBTENTION $ S C WORKERS COMPENSATION AND WZP80924285 08/01/04 08/01/05 X IWcsrnnl- IoPHTIRYLTMITS R EMPLOYERS'LIABILITY B.L.EACH ACCIDENT 215000,000 E.L.DISEASH -BABMPLOYEH 21,000,000 EL.DISEASE -POLICYLIMIT $1,0005000 D OTHER Professional EONG21656574001 08/01/04 08/01/05 $1,000,000 per claim Liability $1,000,000 annl aggr. DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS City of Palm Springs,its officers,employees and agents are named as additional insured as respects general liability for claims arising from the operations of the named Insured. CERTIFICATE HOLDER ADDHC0NAL1NSURED;1VSURERLETTER: CANCELLATION SHOULD ANYOFTHEABOVE DESCRIBED POLICIES BE CANCELLED BEFORZ-THEC.IRIRATION City of Palm Springs DATE THEREOF,THE ISSUING INSURER WILLCNDEAVOR TOMAIL30_DAYS WRHTEN Bruce.Johnson - NOTICETOTHECERnFICATEHOLDERNAMEDTOTHELERP,BUPFA URE TODOSOSH.ALL 3200 E.Tahq uitz Canyon Way IMPOSE NO OBLIGATION OR LIAB ILITY OF ANYKIND UPON THE INSURER ITS AGENTS OR Palm Springs,CA 92262 NEPRESCNTATIVE5. AU'PH RIZEDREPRDSENTATIVE ACORD 25-S(7/97) 1 of 1 #S126105/M OW42 NLS 0 ACORD CORPORATION 1988 ace: b,5,2005 Ti — 12:12 ..,. O 17603238238 1-510-452-2193 Page: 003-003 Policy Number: BKO1927988 Owners Lessees or Contractors (Form B) ADDITIbNAL INSURED Change(s) Effective: 5/5/05 THIS,ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance policy under the following: LIABILITY COVERAGE PART: Schedule Name of Person or Organization: City of Palm Springs Bruce Johnson 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 SECTION II -WHO IS AN INSURED is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of "your work" for that insured by or for you. City of Palm Springs, its officers, employees and agents are named as additional insured as respects general liability for claims arising from the operations of the named insured. PRIMARY INSURANCE: IT IS UNDERSTOOD AND AGREED THAT THIS INSURANCE IS PRIMARY AND ANY OTHER INSURANCE MAINTAINED BY THE ADDITIONAL INSURED SHALL BE EXCESS ONLY AND NOT CONTRIBUTING WITH THIS INSURANCE. WAIVER OF SUBROGATION: IT IS UNDERSTOOD AND AGREED THAT THE COMPANY WAIVES THE RIGHT OF SUBROGATION AGAINST THE ABOVE ADDITIONAL INSURED(S) , BUT ONLY AS RESPECTS THE JOB OR PREMISES DESCRIBED IN THE CERTIFICATE ATTACHED HERETO. CL/BF 22 40 03 95