2020/07/15 Ferguson Pape Baldwin Architects, Inc. City Hall space needs assessment update DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
CITY OF MENIFEE
PROFESSIONAL SERVICES AGREEMENT
MENIFEE CITY HALL: SPACE NEEDS ASSESSMENT UPDATE (INCLUDING
POLICE DEPARTMENT)
THIS PROFESSIONAL SERVICES AGREEMENT("Agreement") is made and effective
this 30 day of Leptember 2020 ("Effective Date") by and between the CITY OF MENIFEE, a
California municipal corporation, ("City") and FERGUSON PAPE BALDWIN
ARCHITECTS, INC., a California S-Corporation ("Consultant"). City and Consultant may
sometimes herein be referred to individually as a"Party" and collectively as the "Parties."
SECTION 1. SERVICES.
Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to
City the services described in the Scope of Services, attached hereto as Exhibit A and incorporated
herein by this reference (the "Services"). Consultant will perform subsequent task orders as
requested by the Contract Administrator (as defined below), in accordance with the Scope of
Services. In the event of a conflict in or inconsistency between the terms of this Agreement and
Exhibit A, this Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on July 15, 2020 and
shall end on June 30,2021 unless the term of this Agreement is otherwise terminated or extended
as provided for in Section 8. The time provided to Consultant to complete the Services required
by this Agreement shall not affect City's right to terminate this Agreement, as provided for in
Section 8.
1.2 Standard of Performance. Consultant represents that Consultant is a provider of
professional services and Consultant is experienced in performing the Services contemplated
herein and, in light of such status and experience, Consultant shall perform the Services required
pursuant to this Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged in the geographical area in which
Consultant practices its profession
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to
perform the Services pursuant to Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons, Consultant
shall, immediately upon receiving notice from City of such desire of City, reassign such person or
persons.
1.4 Time. Consultant shall devote such time to the performance of the Services
pursuant to this Agreement as may be reasonably necessary to satisfy Consultant's obligations
hereunder.
1.5 Authorization to Perform Services. Consultant is not authorized to perform any of
the Services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
2671/031858-0001
7630376.2 a02/04/20
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
SECTION 2. COMPENSATION.
City hereby agrees to pay Consultant a sum not to exceed TWENTY FOUR THOUSAND
FIVE HUNDRED DOLLARS AND ZERO CENTS ($24,500.00) not withstanding any
contrary indications that may be contained in Consultant's proposal, for the Services to be
performed and reimbursable costs incurred under this Agreement. In the event of a conflict
between this Agreement and Exhibit A, regarding the amount of compensation, this Agreement
shall prevail. City shall pay Consultant for the Services rendered pursuant to this Agreement at
the time and in the manner set forth herein. The payments specified below shall be the only
payments from City to Consultant for the Services rendered pursuant to this Agreement.
Consultant shall submit all invoices to City in the manner specified herein. Except as specifically
authorized in advance by City, Consultant shall not bill City for duplicate services performed by
more than one person.
2.1 Invoices. Consultant shall submit invoices monthly during the term of this
Agreement, based on the cost for the Services performed and reimbursable costs incurred prior to
the invoice date. Invoices shall contain the following information:
a. Serial identifications of progress bills; i.e., Progress Bill No. I for the first
invoice, etc.;
b. The beginning and ending dates of the billing period;
C. A "Task Summary" containing the original contract amount, the amount of
prior billings,the total due this period,the balance available under this Agreement, and the
percentage of completion;
d. At City's option, for each item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person performing the
Services, the hours spent by each person, a brief description of the Services, and each
reimbursable expense;
e. The total number of hours of work performed under this Agreement by
Consultant and each employee, agent, and subcontractor of Consultant performing the
Services hereunder necessary to complete the Services described in Exhibit A;
f. Receipts for expenses to be reimbursed;
g. The Consultant Representative's signature.
Invoices shall be submitted to:
City of Menifee
Attn: Accounts Payable
29844 Haun Road
Menifee, CA 92586
2671/031858-0001
7630376.2 a02/04/20 -2-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
2.2 Monthly Payment. City shall make monthly payments,based on invoices received,
for the Services satisfactorily performed, and for authorized reimbursable costs incurred. City
shall have thirty (30)days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant.
2.3 Final Payment. City shall pay the last ten percent (10%) of the total amount due
pursuant to this Agreement within sixty (60) days after completion of the Services and submittal
to City of a final invoice, if all of the Services required have been satisfactorily performed.
2.4 Total Pam. City shall not pay any additional sum for any expense or cost
whatsoever incurred by Consultant in rendering the Services pursuant to this Agreement. City
shall make no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the
maximum amount of compensation provided above either for a task or for the entirety of the
Services performed pursuant to this Agreement,unless this Agreement is modified in writing prior
to the submission of such an invoice.
2.5 Hourly Fees. Fees for the Services performed by Consultant on an hourly basis
shall not exceed the amounts shown on the fee schedule included with Exhibit A.
2.6 Reimbursable Expenses. Reimbursable expenses are included within the maximum
amount of this Agreement.
2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment
taxes incurred under this Agreement and any federal or state taxes.
2.8 Payment upon Termination. In the event that City or Consultant terminates this
Agreement pursuant to Section 8, City shall compensate Consultant for all outstanding costs and
reimbursable expenses incurred for Services satisfactorily completed and for reimbursable
expenses as of the date of written notice of termination. Consultant shall maintain adequate logs
and timesheets in order to verify costs and reimbursable expenses incurred to that date.
SECTION 3. FACILITIES AND EQUIPMENT.
Except as otherwise provided, Consultant shall, at its sole cost and expense, provide all
facilities and equipment necessary to perform the services required by this Agreement. City shall
make available to Consultant only physical facilities such as desks, filing cabinets, and conference
space, as may be reasonably necessary for Consultant's use while consulting with City employees
and reviewing records and the information in possession of City. The location, quantity, and time
of furnishing those facilities shall be in the sole discretion of City. In no event shall City be
required to furnish any facility that may involve incurring any direct expense, including but not
limited to computer, long-distance telephone or other communication charges, vehicles, and
reproduction facilities.
2671/031858-0001
7630376.2 a02/04/20 -3-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
SECTION 4. INSURANCE REQUIREMENTS.
Before beginning any work under this Agreement, Consultant, at its own cost and expense,
shall procure the types and amounts of insurance checked below and provide Certificates of
Insurance, indicating that Consultant has obtained or currently maintains insurance that meets the
requirements of this section and which is satisfactory, in all respects, to City. Consultant shall
maintain the insurance policies required by this section throughout the term of this Agreement.
The cost of such insurance shall be included in Consultant's compensation. Consultant shall not
allow any subcontractor, consultant or other agent to commence work on any subcontract until
Consultant has obtained all insurance required herein for the subcontractor(s) and provided
evidence thereof to City. Verification of the required insurance shall be submitted and made part
of this Agreement prior to execution. Consultant acknowledges the insurance policy must cover
inter-insured suits between City and other Insureds.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all
persons employed directly or indirectly by Consultant pursuant to the provisions of the California
Labor Code. Statutory Workers' Compensation Insurance and Employer's Liability Insurance
shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per
accident,ONE MILLION DOLLARS ($1,000,000.00)disease per employee,and ONE MILLION
DOLLARS ($1,000,000.00) disease per policy. In the alternative, Consultant may rely on a self-
insurance program to meet those requirements, but only if the program of self-insurance complies
fully with the provisions of the California Labor Code. Determination of whether a self-insurance
program meets the standards of the California Labor Code shall be solely in the discretion of the
Contract Administrator. The insurer, if insurance is provided, or Consultant, if a program of self-
insurance is provided, shall waive all rights of subrogation against City and its officers, officials,
employees, and authorized volunteers for loss arising from the Services performed under this
Agreement.
4.2 Commercial General and Automobile Liability Insurance.
a. General requirements. Consultant, at its own cost and expense, shall
maintain commercial general and automobile liability insurance for the term of this Agreement in
an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined
single limit coverage,for risks associated with the Services contemplated by this Agreement,TWO
MILLION DOLLARS ($2,000,000.00) general aggregate, and TWO MILLION
DOLLARS ($2,000,000.00) products/completed operations aggregate. If a Commercial General
Liability Insurance or an Automobile Liability Insurance form or other form with a general
aggregate limit is used, either the general aggregate limit shall apply separately to the Services to
be performed under this Agreement or the general aggregate limit shall be at least twice the
required occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting therefrom, and
damage to property resulting from the Services contemplated under this Agreement, including the
use of hired, owned, and non-owned automobiles.
b. Minimum scope of coverage. Commercial general coverage shall be at least
as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001.
2671/031858-0001
7630376.2 a02/04/20 -4-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability
form CA 0001 Code 2, 8, and 9. No endorsement shall be attached limiting the coverage.
C. Additional requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The insurance shall cover on an occurrence or an accident basis,and
not on a claims-made basis.
b. Any failure of Consultant to comply with reporting provisions of the
policy shall not affect coverage provided to City and its officers,employees,agents,
and volunteers.
4.3 Professional Liability Insurance.
a. General requirements. Consultant, at its own cost and expense, shall
maintain for the period covered by this Agreement professional liability insurance for licensed
professionals performing the Services pursuant to this Agreement in an amount not less than ONE
MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions.
Any deductible or self-insured retention shall be shown on the Certificate. If the deductible or
self-insured retention exceeds TWENTY-FIVE THOUSAND DOLLARS ($25,000), it must be
approved by City.
b. Claims-made limitations. The following provisions shall apply if the
professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be no
later than the commencement of the Services.
b. Insurance must be maintained and evidence of insurance must be
provided for at least five (5) years after the expiration or termination of this
Agreement or completion of the Services, so long as commercially available at
reasonable rates.
C. If coverage is canceled or not renewed and it is not replaced with
another claims-made policy form with a retroactive date that precedes the Effective
Date of this Agreement, Consultant must provide extended reporting coverage for
a minimum of five (5) years after the expiration or termination of this Agreement
or the completion of the Services. Such continuation coverage may be provided by
one of the following: (1) renewal of the existing policy; (2) an extended reporting
period endorsement; or (3)replacement insurance with a retroactive date no later
than the commencement of the Services under this Agreement. City shall have the
right to exercise, at Consultant's sole cost and expense, any extended reporting
provisions of the policy, if Consultant cancels or does not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to
City prior to the commencement of the Services under this Agreement.
2671/031858-0001
7630376.2 a02/04/20 -5-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
4.4 All Policies Requirements.
a. Acceptability of insurers. All insurance required by this Section is to be
placed with insurers with a Bests' rating of no less than A:VII and admitted in California.
b. Verification of coverage. Prior to beginning the Services under this
Agreement, Consultant shall furnish City with Certificates of Insurance, additional insured
endorsement or policy language granting additional insured status complete certified copies of all
policies, including complete certified copies of all endorsements. All copies of policies and
certified endorsements shall show the signature of a person authorized by that insurer to bind
coverage on its behalf. The Certificate of Insurance must include the following reference:
MENIFEE CITY HALL: SPACE NEEDS ASSESSMENT UPDATE (INCLUDING
POLICE DEPARTMENT). The name and address for Additional Insured endorsements,
Certificates of Insurance and Notice of Cancellation is: City of Menifee, 29844 Haun Road,
Menifee, CA 92586. City must be endorsed as an additional insured for liability arising out of
ongoing and completed operations by or on behalf of Consultant.
C. Notice of Reduction in or Cancellation of Coverage. Consultant shall
provide written notice to City within ten(10) working days if. (1) any of the required insurance
policies is terminated; (2) the limits of any of the required polices are reduced; or(3)the deductible
or self-insured retention is increased.
d. Additional insured; primary insurance. City and its officers, employees,
agents, and authorized volunteers shall be covered as additional insureds with respect to each of
the following: liability arising out of the Services performed by or on behalf of Consultant,
including the insured's general supervision of Consultant; products and completed operations of
Consultant, as applicable; premises owned, occupied, or used by Consultant; and automobiles
owned, leased, or used by Consultant in the course of providing the Services pursuant to this
Agreement. The coverage shall contain no special limitations on the scope of protection afforded
to City or its officers, employees, agents,or authorized volunteers. The insurance provided to City
as an additional insured must apply on a primary and non-contributory basis with respect to any
insurance or self-insurance program maintained by City. Additional insured status shall continue
for one (1)year after the expiration or termination of this Agreement or completion of the Services.
A certified endorsement must be attached to all policies stating that coverage is
primary insurance with respect to City and its officers, officials, employees, and volunteers, and
that no insurance or self-insurance maintained by City shall be called upon to contribute to a loss
under the coverage.
C. Deductibles and Self-insured Retentions. Consultant shall obtain the
written approval of City for the self-insured retentions and deductibles before beginning any of the
Services.
During the term of this Agreement, only upon the prior express written
authorization of the Contract Administrator, Consultant may increase such deductibles or self-
insured retentions with respect to City, its officers, employees, agents, and volunteers. The
Contract Administrator may condition approval of an increase in deductible or self-insured
2671/031858-0001
7630376.2 a02/04/20 -6-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
retention levels with a requirement that Consultant procure a bond guaranteeing payment of losses
and related investigations, claim administration, and defense expenses that is satisfactory in all
respects to each of them.
f. Subcontractors. Consultant shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated
herein.
g. Variation. The Contract Administrator may,but is not required to, approve
in writing a variation in the foregoing insurance requirements, upon a determination that the
coverage, scope, limits, and forms of such insurance are either not commercially available, or that
City's interests are otherwise fully protected.
4.5 Remedies. In addition to any other remedies at law or equity City may have if
Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent
and within the time herein required, City may, at its sole option, exercise any of the following
remedies,which are alternatives to other remedies City may have and are not the exclusive remedy
for Consultant's breach:
a. Obtain such insurance and deduct and retain the amount of the premiums
for such insurance from any sums due under this Agreement;
b. Order Consultant to stop work under this Agreement or withhold any
payment that becomes due to Consultant hereunder, or both stop work and withhold any
payment, until Consultant demonstrates compliance with the requirements hereof; and/or
C. Terminate this Agreement.
SECTION 5. INDEMNIFICATION.
5.1 Indemnification for Professional Liability. Where the law establishes a
professional standard of care for performance of the Services, to the fullest extent permitted by
law, Consultant shall indemnify,and hold harmless City and any and all of its officers, employees,
officials, volunteers, and agents from and against any and all claims, losses, costs, damages,
expenses, liabilities, liens, actions, causes of action(whether in tort, contract,under statute, at law,
in equity, or otherwise) charges, awards, assessments, fines, or penalties of any kind (including
reasonable consultant and expert fees and expenses of investigation, costs of whatever kind and
nature and, if Consultant fails to provide a defense for City, the legal costs of counsel retained by
City) and any judgment (collectively, "Claims") to the extent same are caused in whole or in part
by any negligent or wrongful act, error, or omission of Consultant, its officers, agents, employees,
or subcontractors (or any entity or individual that Consultant shall bear the legal liability thereof)
in the performance of professional services under this Agreement.
5.2 Indemnification for Other than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Consultant shall
indemnify,and hold harmless City,and any and all of its officers, employees, officials,volunteers,
and agents from and against any and all Claims, directly attributable to, , the performance of this
2671/031858-0001
7630376.2 a02/04/20 -7-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
Agreement by Consultant or by any individual or entity for which Consultant is legally liable,
including but not limited to officers, agents, employees or subcontractors of Consultant.
5.3 Limitation of Indemnification for Design Professionals. Notwithstanding any
provision of this Section 5 to the contrary, design professionals are required to defend and
indemnify City only to the extent permitted by Civil Code Section 2782.8. The term "design
professional" as defined in Section 2782.8, is limited to licensed architects, licensed landscape
architects,registered professional engineers,professional land surveyors, and the business entities
that offer such services in accordance with the applicable provisions of the California Business
and Professions Code.
5.4 Limitation of Indemnification. The provisions of this Section 5 do not apply to
claims occurring as a result of City's active negligence. The provisions of this Section 5 shall not
release City from liability arising from gross negligence or willful acts or omissions of City or any
and all of its officers, officials, employees, and agents acting in an official capacity.
SECTION 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement,Consultant
shall be an independent contractor and shall not be an employee of City. City shall have the right
to control Consultant only insofar as the results of the Services rendered pursuant to this
Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City
shall not have the right to control the means by which Consultant accomplishes the Services
rendered pursuant to this Agreement. The personnel performing the Services under this
Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and
control. Consultant shall not at any time or in any manner represent that it or any of its officers,
employees, or agents is in any manner officers, officials, employees, or agents of City. Consultant
shall not incur or have the power to incur any debt, obligation, or liability whatever against City,
or bind City in any manner. Except for the fees paid to Consultant as provided in this Agreement,
City shall not pay salaries,wages,or other compensation to Consultant for performing the Services
hereunder for City. City shall not be liable for compensation or indemnification to Consultant for
injury or sickness arising out of performing the Services hereunder. Notwithstanding any other
City, state, or federal policy,rule,regulation,law, or ordinance to the contrary,Consultant and any
of its employees, agents, and subcontractors providing services under this Agreement shall not
qualify for or become entitled to any compensation, benefit, or any incident of employment by
City, including but not limited to eligibility to enroll in the California Public Employees
Retirement System ("PERS") as an employee of City and entitlement to any contribution to be
paid by City for employer contributions and/or employee contributions for PERS benefits.
SECTION 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractor shall comply
with all applicable local, state, and federal laws and regulations applicable to the performance of
the work hereunder. Consultant shall not hire or employ any person to perform work within City
or allow any person to perform the Services required under this Agreement unless such person is
2671/031858-0001
7630376.2 a02/04/20 'g—
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
properly documented and legally entitled to be employed within the United States. Any and all
work subject to prevailing wages,as determined by the Director of Industrial Relations of the State
of California, will be the minimum paid to all laborers, including Consultant's employee and
subcontractors. It is understood that it is the responsibility of Consultant to determine the correct
scale. The State Prevailing Wage Rates may be obtained from the California Department of
Industrial Relations ("DIR") pursuant to California Public Utilities Code, Sections 465, 466, and
467 by calling 415-703-4774. Appropriate records demonstrating compliance with such
requirement shall be maintained in a safe and secure location at all times, and readily available at
City's request. Consultant shall indemnify, defend, and hold City and its elected and appointed
boards, members, officials, officers, agents, representatives, employees, and volunteers harmless
from and against any liability, loss, damage, cost or expenses (including but not limited to
reasonable attorneys' fees, expert witness fees, court costs, and costs incurred related to any
inquiries or proceedings) arising from or related to (i)the noncompliance by Consultant or any
party performing the Services of any applicable local, state, and/or federal law, including,without
limitation, any applicable federal and/or state labor laws (including, without limitation, the
requirement to pay state prevailing wages and hire apprentices); (ii) the implementation of Section
1781 of the Labor Code, as the same may be amended from time to time, or any other similar law;
and/or (iii) failure by Consultant or any party performing the Services to provide any required
disclosure or identification as required by Labor Code Section 1781, as the same may be amended
from time to time, or any other similar law. It is agreed by the Parties that, in connection with
performance of the Services, including, without limitation, any and all public works (as defined
by applicable law), Consultant shall bear all risks of payment or non-payment of prevailing wages
under California law and/or the implementation of Labor Code Section 1781, as the same may be
amended from time to time, and/or any other similar law. Consultant acknowledges and agrees
that it shall be independently responsible for reviewing the applicable laws and regulations and
effectuating compliance with such laws. Consultant shall require the same of all subcontractors.
7.3 Licenses and Permits. Consultant represents and warrants to City that Consultant
and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and
approvals of whatsoever nature that are legally required to practice their respective professions.
Consultant represents and warrants to City that Consultant and its employees, agents, and
subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of
this Agreement any licenses, permits, and approvals that are legally required to practice their
respective professions. In addition to the foregoing,Consultant and any subcontractors shall obtain
and maintain during the term of this Agreement valid Business Licenses from City.
SECTION 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon
written notification to Consultant.
8.2 Termination by Consultant. Consultant may cancel this Agreement upon 30 days'
written notice to City.
8.3 Consequences of Termination. In the event of termination, Consultant shall be
entitled to compensation for the Services performed up to the date of termination; City, however,
may condition payment of such compensation upon Consultant delivering to City any or all
2671/031858-0001
7630376.2 a02/04/20 -9-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
documents, photographs, computer software, video and audio tapes, and other materials provided
to Consultant or prepared by or for Consultant or City in connection with this Agreement.
8.4 Extension. City may, in its sole and exclusive discretion, extend the end date of
this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. unless authorized by the Contract
Administrator, City shall have no obligation to reimburse Consultant for any otherwise
reimbursable expenses incurred during the extension period.
8.5 Amendments. The Parties may amend this Agreement only by a writing signed by
all the Parties.
8.6 Assignment and Subcontracting. City and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and is based upon a determination
of Consultant's unique personal competence, experience, and specialized personal knowledge.
Moreover, a substantial inducement to City for entering into this Agreement was and is the
professional reputation and competence of Consultant. Consultant may not assign this Agreement
or any interest therein without the prior written approval of the Contract Administrator. Consultant
shall not subcontract any portion of the performance contemplated and provided for herein, other
than to the subcontractors noted in Consultant's proposal, without prior written approval of the
Contract Administrator. In the event that key personnel leave Consultant's employ, Consultant
shall notify City immediately.
8.7 Survival. All obligations arising prior to the expiration or termination of this
Agreement and all provisions of this Agreement allocating liability between City and Consultant
shall survive the expiration or termination of this Agreement.
8.8 Options upon Breach by Consultant. If Consultant materially breaches any of the
terms of this Agreement, City's remedies shall include, but not be limited to, any or all of the
following:
a. Immediately terminate this Agreement;
b. Retain the plans, specifications, drawings, reports, design documents, and
any other work product prepared by Consultant pursuant to this Agreement;
C. Retain a different consultant to complete the Services described in
Exhibit A; and/or
d. Charge Consultant the difference between the cost to complete the Services
described in Exhibit A that is unfinished at the time of breach and the amount that City
would have paid Consultant pursuant to Section 2 if Consultant had completed the
Services.
SECTION 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records,
2671/031858-0001
7630376.2 a02/04/20 -1 0'
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
files, or any other documents or materials, in electronic or any other form that Consultant prepares
or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the
property of City. Consultant hereby agrees to deliver those documents to City upon the expiration
or termination of this Agreement. It is understood and agreed that the documents and other
materials, including but not limited to those described above,prepared pursuant to this Agreement
are prepared specifically for City and are not necessarily suitable for any future or other use. Any
use of such documents for other projects by City shall be without liability to Consultant. City and
Consultant agree that,until final approval by City,all data,plans, specifications,reports, and other
documents are confidential and will not be released to third parties without prior written consent
of both Parties unless required by law.
9.2 Licensing of Intellectual Property. This Agreement creates a non-exclusive and
perpetual license for City to copy,use,modify,reuse,or sublicense any and all copyrights,designs,
rights of reproduction, and other intellectual property embodied in plans, specifications, studies,
drawings, estimates, test data, survey results, models, renderings, and other documents or works
of authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings, digital renderings, or data stored digitally,magnetically, or in any other medium,which
are prepared or caused to be prepared by Consultant under this Agreement ("Documents and
Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-
exclusive and perpetual license for any Documents and Data the subcontractor prepares under this
Agreement. Consultant represents and warrants that Consultant has the legal right to license any
and all Documents and Data. Consultant makes no such representation and warranty in regard to
Documents and Data which were prepared by design professionals other than Consultant or
provided to Consultant by the City. City shall not be limited in any way in its use of the Documents
and Data at any time, provided that any such use not within the purposes intended by this
Agreement shall be at City's sole risk.
9.3 Consultant's Books and Records. Consultant shall maintain any and all ledgers,
books of account,invoices,vouchers,canceled checks,and other records or documents evidencing
or relating to charges for the Services or expenditures and disbursements charged to City under
this Agreement for a minimum of three (3) years, or for any longer period required by law, from
the date of final payment to Consultant under this Agreement. All such records shall be maintained
in accordance with generally accepted accounting principles and shall be clearly identified and
readily accessible.
9.4 Inspection and Audit of Records. Any records or documents that Section 9.3 of
this Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of City.
Under California Government Code Section 8546.7, if the amount of public funds expended under
this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), this Agreement shall be
subject to the examination and audit of the State Auditor, at the request of City or as part of any
audit of City, for a period of three (3)years after final payment under this Agreement.
SECTION 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If either Party to this Agreement brings any action, including an
action for declaratory relief, to enforce or interpret the provision of this Agreement,the prevailing
2671/031858-0001
7630376.2 a02/04/20 -11-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
Parry shall be entitled to reasonable attorneys' fees and expenses including costs, in addition to
any other relief to which that Party may be entitled; provided, however, that the attorneys' fees
awarded pursuant to this Section shall not exceed the hourly rate paid by City for legal services
multiplied by the reasonable number of hours spent by the prevailing Party in the conduct of the
litigation. The court may set such fees in the same action or in a separate action brought for that
purpose.
10.2 Applicable Law; Venue. The internal laws of the State of California shall govern
the interpretation and enforcement of this Agreement. In the event that either Party brings any
action against the other under this Agreement, the Parties agree that trial of such action shall be
vested exclusively in Riverside County.
10.3 Severability. If any provision of this Agreement is held invalid, the remainder of
this Agreement shall not be affected thereby and all other parts of this Agreement shall
nevertheless be in full force and effect.
10.4 Section Headings and Subheadings. The section headings and subheadings
contained in this Agreement are included for convenience only and shall not limit or otherwise
affect the terms of this Agreement.
10.5 No Implied Waiver of Breach. The waiver of any breach of a specific provision of
this Agreement does not constitute a waiver of any other breach of that term or any other term of
this Agreement.
10.6 Successors and Assigns. The provisions of this Agreement shall inure to the benefit
of and shall apply to and bind the successors and assigns of the Parties.
10.7 Consultant Representative. All matters under this Agreement shall be handled for
Consultant by Philip Pape("Consultant's Representative"). The Consultant's Representative shall
have full authority to represent and act on behalf of Consultant for all purposes under this
Agreement. The Consultant's Representative shall supervise and direct the Services, using his
best skill and attention, and shall be responsible for all means, methods, techniques, sequences,
and procedures and for the satisfactory coordination of all portions of the Services under this
Agreement.
10.8 City Contract Administration. This Agreement shall be administered by a
City employee, Jeff Wyman, Assistant City Manager ("Contract Administrator"). All
correspondence shall be directed to or through the Contract Administrator or his designee. The
Contract Administrator shall have the power to act on behalf of City for all purposes under this
Agreement. Unless otherwise provided in this Agreement, Consultant shall not accept
direction or orders from any person other than the Contract Administrator or his designee.
10.9 Notices. Any written notice to Consultant shall be sent to:
FERGUSON PAPE BALDWIN ARCHITECTS, INC.
Attn: Philip Pape
449 Ruffin Road, Suite 300
San Diego, CA 92123
2671/031858-0001
7630376.2 a02/04/20 -12-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
Any written notice to City shall be sent to the Contract Administrator at:
City of Menifee
29844 Haun Road
Menifee, CA 92586
Attn: Jeff Wyman, Assistant City Manager
with a copy to:
City Clerk
City of Menifee
29844 Haun Road
Menifee, CA 92586
10.10 Professional Seal. Where applicable in the determination of the Contract
Administrator,the first page of a technical report,first page of design specifications,and each page
of construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled"Seal and
Signature of Registered Professional with report/design responsibility," as in the following
example.
Seal and Signature of Registered Professional with
report/design responsibility.
10.11 Rijzhts and Remedies. 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.
10.12 Inte rag tion. This Agreement, including the scope of services attached hereto and
incorporated herein as Exhibit A,represents the entire and integrated agreement between City and
Consultant and supersedes all prior negotiations, representations, or agreements, either written or
oral. 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.
10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of
which shall be an original and all of which together shall constitute one agreement.
10.14 Execution of Contract. The persons executing this Agreement on behalf of each of
the Parties hereto represent and 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)that entering into this Agreement does not violate any provision of any other Agreement to
which said Party is bound.
2671/031858-0001
7630376.2 a02/04/20 -13-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
10.15 Nondiscrimination. Consultant covenants that,by and for itself,its heirs,executors,
assigns,and all persons claiming under or through them,that in the performance of this Agreement
there shall be no discrimination against or segregation of, any person or group of persons on
account of any impermissible classification including, but not limited to, race, color, creed,
religion, sex, marital status, sexual orientation, national origin, or ancestry.
10.16 No Third Party Beneficiaries. With the exception of the specific provisions set
forth in this Agreement, there are no intended third-party beneficiaries under this Agreement and
no such other third parties shall have any rights or obligations hereunder.
10.17 Nonliabili . of City Officers and Employees. No officer, official, employee, agent,
representative, or volunteer of City shall be personally liable to Consultant, or any successor in
interest, in the event of any default or breach by City or for any amount which may become due to
Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.
10.18 No Undue Influence. Consultant declares and warrants that no undue influence or
pressure is used against or in concert with any officer or employee of City in connection with the
award,terms or implementation of this Agreement,including any method of coercion, confidential
financial arrangement, or financial inducement. No officer or employee of City shall receive
compensation, directly or indirectly, from Consultant, or from any officer, employee, or agent of
Consultant,in connection with the award of this Agreement or any work to be conducted as a result
of this Agreement.
10.19 No Benefit to Arise to Citmployees. No member, officer, or employee of City,
or their designees or agents, and no public official who exercises authority over or has
responsibilities with respect to this Agreement during his/her tenure or for one (1)year thereafter,
shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds
thereof, for the Services to be performed under this Agreement.
[Signatures on Following Page]
2671/031858-0001
7630376.2 a02/04/20 -14-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
IN WITNESS WHEREOF, the Parties hereto have executed and entered into this
Agreement as of the Effective Date.
CITY OF MENIFEE CONSULTANT
EDocuSigned by: DocuSigned by:
Dq "
bin Ej=21171
t,St,V/�1nS ,
A96907ED91464C0
...
Armando G. Villa, City Manager fam erguson, rresident
Attest:
DocuSigned by: DocuSigned by:
EAr4 Q. kAa Uvav'i" EPHILLIP RAPE
276D93A0i22A4C8... .• 63DE3A98A9CA4A8
ami ...
aalau r�. lvlallwallll�, ty Clerk rmulp rape, executive Vice President
Approved as to Form:
DocuSigned by:
JG11E3E'y811OC4B1G1V11111r, Vit,y ALW111e+y
[Corporation must have two signatures]
2671/031858-0001
7630376.2 a02/04/20 -15-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
EXHIBIT A
SCOPE OF SERVICES
Scope of Services shall include, but is not limited to: Menifee City Hall Space Needs Assessment
(including Menifee Police Department), in the not to exceed amount of TWENTY FOUR
THOUSAND FIVE HUNDRED DOLLARS AND ZERO CENTS ($24,500.00),and as further
outlined within the following pages.
2671/031858-0001
7630376.2 a00/00/00 -2-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
= PAPE SON
PAPS
RALDWIN
ARCHITECTS
July 9,2020
Jonathan Smith
Director of Public Works/Engineering
City of Menifee
29544 Hour Road
Menifee,CA 92586
Subject: Menifee City Hall Needs Assessment Update-Including Menifee Police Department
FPBA Project No.19091
Dear Jonathan:
Ferguson Pape Baldwin Architects is pleased to submit this fee proposal to the City of Menifee for the
Updated City Hall Needs Assessment and Conceptual Design incorporating the newly formed Menifee Police
Department and redefining the current anticipated citygrowth.
SCOPE OF SERVICES
Our understanding of the project phasing and a delineation of our proposed services is included in the
altached Project Scope Documents dated July 8,2020.
COMPENSATION FOR SERVICES
We propose to provide the professional services on an hourly basis not to exceed Twenty-four Thousand Five
Hundred Dollars t$24,500).
Additional Services,if required,will be provided at the rates indicated in the attached Schedule of Hourly
Billing Rates. Additional Services will only proceed upon written authorization from the City's authorized
ropre5entalivo.
If this proposal is acceptable to you,please sign in fhe space provided below and return a copy to our office.
We are prepared to enter into a contractual agreement with the City of Menifee. If it becomes necessary to
proceed with the work before this Contract is prepared,this letter will form the basis of our agreement until
the Contract is executed. It may be terminated by either party upon seven (7)days written notice. This
proposal shall remain valid for ninety(90)days.
We appreciate your consideration of this request and look forward to making this important project a
success. Should you have any questions,we are available at your convenience.
Sincerely, Agreed to by:
FER USON PAk BALDWIN ARCHITECTS City of Menifee
Phil PP car Title:
Executive Vice President Date:
License No.C 25595
Attachments:
Project Scope Document
Schedule of Hourly Billing Rates
J—i,Fe,pee. Philip P.ye Andrew D.rrsdh Deolel Rsse W, A—d.seh.lu Jean.Render
President bee.tlre Ole,President heeutlre Cite Fresldent Vlee President Vlee President im President
4499 hilin Road Suite 30C San No.CA 92123 919 231 D751 1161 41i.smn Sit-1 Suit.513 San€ran.ise,CA 941D3 650 331 m4 www.iph—r ne.
2671/031858-0001
7630376.2 a00/00/00 '3'
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
= PAPE aN
PAPS
RALDWIN
ARCHITECTS
July 8,2020
PROJECT SCOPE DOCUMENT
Project: Updated Menifee City Hall Needs Assessment and Conceptual Design
including the newly formed Menifee Police.
FPBA Project No.: 19091
I. PROJECT DESCRIPTION
Owner: City of Menifee
29844 Houn Road
Menifee,CA 92586
Special
Considerations: The proposal will update the programming and visioning efforts
completed for the Menifee City Hall September 13,2017 and
Include the newly formed Menifee Police Department. The new
department is expected to cc-locate on the future site of the City
Hall building.
Menifee P.D.to provide a list of the department heads to be
Interviewed for space needs assessment.
Client will hire a Cost Estimator or General Contractor to assist with
cost estimating and budgeting during the design phases.
The project will be broken down into the following phases:
• Programming-Space Needs Analysis
• Conceptual Design
II. DESCRIPTION OF BASIC SERVICES
The following Basic Services are included in our scope of services.
A. Disciplines Included
1. Architecture: Ferguson Pape Baldwin Architects
J—i,Fer9.nnn PNIIEp Pepe Andrew d.rrsdh Reolel Rnse W, Amend.seh.lu Jean.Render
President Free.tlre Ole,President Ereeeilve Cite Fresldent Vlee President Vlee President Viee Fresidenl
4499 hifin Road Suite 39R San No.CA 92123 919 231 R751 11161 Xissi.n Sit—,Suit.513 San€ransise,CA 941R3 659 331 n354 www.1&,6 enm
2671/031858-0001
7630376.2 a00/00/00 -4-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
Menifee City Hall and Police Department
Space Needs Assessment and Conceptual Design
FPBA Project No. 19091
7/8/2020
Page 2
B. Due Diligence/Programming Phase
1. Programming Review Meetings
Conduct meetings with Menifee Department leads and department heads to
develop/confirm the programming information. This will include the
headcount,area,adjacencies and department requirements for all areas of
the project. We have included a virtual programming meeting and follow up
with each Menifee City department scheduled to be housed in the City
Administration building.
2. Headcount/Area Summary
Develop a Headcount/Area Summary spreadsheet to tabulate overall
headcount and floor area by department and listing all major functions.
3. Finalize Space Needs Assessment
Present the status of the project space needs assessment to the Menifee City
officials and Police Department Leaders for review and approval.
C. Conceptual Design Phase
1. Conceptual Design Phase Meetings
Lead a kick-off meeting in Menifee and conduct subsequent design input
meetings via videoconference for a total of(3) design meetings beyond the
programming interviews. Meeting Notes will be provided for each meeting.
2. Conceptual Design
Develop the design based on the approved Programming requirements.
Prepare a Conceptual Design Package,consisting of a site plan,conceptual
floor plans,elevations and other documents )as applicable),to define the
Project.
3. Renderings
Provide a conceptual 3-dimensional rendering of the exterior to communicate
the design intent.This will be a concept level illustration. A photo-realistic
animation can be provided as an additional service during later phases when
the design is more complete.
4. Conceptual Phase Cost Estimate Assistance
Coordinate with the Cost Estimator to provide the client with a Rough Order of
Magnitude cost estimate based on the space needs assessment and
conceptual design document.
5. Conceptual Project Timeline
Provide a Conceptual Project 7lmeflne for the Programming through
Construction Documents phases,including all required regulatory approval
processes,if the design team is selected to move forward.
6. Response to Menifee Department Comments
Provide written Response to the Menifee Department Comments directly on the
PDF set of Conceptual Design documents.
2671/031858-0001
7630376.2 a00/00/00 -5-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
Menifee City Hall and Police Department
Space Needs Assessment and Conceptual Design
FPBA Project No. 19091
7/8/2020
Page 3
4. Needs Assessment Presentation
Present the findings of the Space Needs Assessment and Conceptual design to
the Menifee City Leadership for review and approval. We have assumed two
presentations will be required. One to the Menifee city officials and One at a
City of Menifee council meeting.
III. SCHEDULE
We propose to provide the services listed above over a 6 week duration once the City of
Menifee agrees to the scope and fees. If the schedule extends due to circumstances
beyond our control,additional services may be required.
IV. ASSUMPTIONS AND CLARIFICATIONS
1. Fee proposal for consultants are not included as part of the space needs assessment
and conceptual design phase of the Future Municipal Facility.Consultant services may
be added on an as-needed basis if requested by the City.
2. We assume that Programming Meetings will be held virtually with the user groups to
comply with current health guidelines.
END OF SCOPE DOCUMENT
2671/031858-0001
7630376.2 a00/00/00 '6-
DocuSign Envelope ID:7D550F07-AF3C-4962-A8D5-444703AF7005
= FERGHBON
PAPS
SALDWIN
ARCHITECTS
SCHEDULE OF HOURLY BILLING RATES
(Effective January 14,2019)
Officers $215.00
Principal 195.00
Project Manager 18500
Sr.Project Architect/Sr. Designer 160.00
Project Architect 140.00
Sr.Job Captain/Designer 11 135.00
Job Captain/Designer 1 115.00
Drafter 95.00
Clerical 70.00
When authorized by the Owner in writing,expense of overtime work will he billed higher than regular rates.
Reimbursable Expenses
Reimbursable expenses are actual expenses made by the Architect,the Architect's employees and
consultants in the interest of the Project and include,but are not limited to the following expenses.
1. Expenses of transportation in connection with the Project;living expenses in connection
with out-of-town travel and long distance communications,as approved by,and negotiated
with Owner.
2. Expenses of reproductions including plotting/printing of CAD files,renderings and other
electronic data,postage, permit processing service,delivery and handling of drawings and
other documents.
3. Expenses for hiring a Permit Processing Consultant to assist with Building Permit plan
check and other regulatory related services.
Reimbursable expenses shall be billed at cost+10%administration costs.
James Ferguson Philip Pape Andrew Darragh D.—I Rosenberg Amend.Schultz Jeena ir—g—
P—ident Executive Vice President Executive Vice President Vice President Vlce President Vice President
4490 Ruffin Road Suite 30D Son Diego CA 92123 519 231 0751 Fax 610 231 4396 www.fpherch.com
2671/031858-0001
7630376.2 a00/00/00 '7'