AGREEMENT NO. 2018-16C
THIRD AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
This third Amendment to Agreement No. 2018-16 (“Amendment”) is entered into between the City of Camarillo, a California general law city and municipal corporation (“City”), and RRM Design Group, a California corporation (“RRM”), (collectively, the “Parties”). The effective date of this Amendment is June 25, 2025.
RECITALS
A. The Parties entered into an Agreement entitled “Professional Services Agreement No. 2018-16 (“Agreement”), for the Arneill Road Mixed-Use Development Design in the amount of $80,623, as outlined in Exhibit A of the Agreement.
B. The Parties entered into a First Amendment to the Agreement for a boundary survey and mapping services for $4,000 with a contingency of $12,693 (Amendment 2018-16A).
C. The Parties entered into a Second Amendment to the Agreement for architectural, civil engineering, surveying, landscape architectural, and structural engineering services for the Arneill Road Mixed-Use project for an amount of $326,720, with a 15% contingency in the amount of $49,000.
D. All capitalized terms not defined in this Amendment have the mea ning set forth in the Agreement.
E. The Parties desire to amend the Agreement in accordance with Section 3.3 of the Agreement.
Section 1. Amendment to Scope of Services. Section 2 of the Agreement (Scope of Services) is amended to include the services attached to this Amendment as Exhibit 3 and incorporated by reference (the “Services”).
Section 2. Compensation and Payment. As additional consideration, City agrees to pay RRM for its Services as set forth and specified in Exhibit 3. Unless otherwise authorized by the City Council, this Amendment is for a not-to-exceed amount of $151,750, for a total agreement amount of $624,786.
Section 3. Electronic Signatures . Pursuant to Government Code §16.5, the Parties agree that this Amendment, Agreements ancillary to this Amendment, and related documents to be entered into in connection with this Amendment will be considered signed when the signature of a party is delivered by electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature.
Section 4. Counterparts. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date and all such counterparts so executed constitute one Agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart.
Section 5. Continuation of Terms of Agreement. Except as expressly modified by the terms and provisions of this document, the remaining terms and provisions of the Agreement remain in full force and effect.
THE AUTHORIZED REPRESENTATIVES of the Parties caused execution of this Amendment on the date first written above.
CITY OF CAMARILLO
Greg Ramirez, City Manager
ATTEST:
City Clerk
RRM Design Group
Darin Cabral, Senior Project Manager
Scott Martin, Managing Partner
Camarillo Business Tax Certificated No. 028596 / Expiration Date 1/31/2026 Attachments: Exhibit 3
Additional Service Authorization
Date: May 21, 2025
Client: City of Camarillo Task ID Number: A.07, A.08, C.08, C.09, L.04, ST.05, ST.06, M.04, and E.04
Project Name: Arneill Road Affordable Project Number: 1081-03-HS24 Description of Work to be Performed
RRM Design Group, a California Corporation ("RRM Design Group"), has entered into an agreement with the City of Camarillo (the "Client") dated August 14, 2024 (the "Prime Agreement") for the Arneill Road Mixed-Use Affordable Housing Construction Documents (the "Project"). Additional Services Authorized by the Client are subject to the Terms and Conditions of the Prime Agreement.
Assumptions
The City of Camarillo (City) will hire a construction manager (CM) for the duration of the construction phase. The project duration is estimated to be 18-20 months. The CM will be responsible for primary record-keeping, maintaining all Request for Information (RFI) and submittal logs, and reviewing payment draws. Notably, RRM Design Group (RRM) will not be involved in reviewing payment draws. The City will be using a cloud-based construction management software platform.
Task A.07: Bidding Support
RRM and our consultants will assist the City during the bidding phase for general contractor services by preparing the Bid Packet with the technical documents. RRM and our consultants will also assist the City, as requested, in evaluating and advising on substitution requests and responding to questions from prospective bidders through an addendum.
Objectives:
• Assist City’s CM and staff in the bidding process
• Answer bidders' RFI and prepare clarifications and addenda as requested Exhibit 3
Arneill Road Mixed-Use Affordable Housing Construction Documents Additional Service Authorization
May 21, 2025
Tasks:
• Assist with bid packet preparation
• Assist in answering bid RFI, as necessary
• Assist in preparing bid addendum, as necessary
Deliverables:
• Responses to bid RFI, substitution requests, and bid addenda as necessary • 100% plans and specifications bid set with addenda incorporated Meetings:
• Not included
Estimated Fee: Time and Materials – Not to Exceed
• $14,360 (see footnote B)
Task A.08: Construction Support Services – Architecture RRM Architecture will provide construction support services to confirm that the general contractor is building according to the design intent, respond to RFI and requests for clarification (RFC), and review submittals/shop drawings as requested.
Deliverables:
• Coordination with consultant’s drawings and calculations in response to RFI and RFC • Electronically formatted PDF files in response to RFI and RFC • Responses to RFI/RFC in PDF format
• Review of submittals/shop drawings
• Final punch walk review and list
Meetings:
• Attend Client/architect/contractor: Weekly virtual meetings • Attend Client/architect/contractor: One (1) on-site meeting each month is requested Fixed Fee:
• $86,920 (see footnote A)
Task C.08 Construction Support Services – Civil
RRM Civil Engineering will provide support during the construction phase of the project. We will review and respond to RFIs, submittals, and contractor-supplied shop drawings. Under this task, we will also prepare and issue supplemental instructions, as necessary, to clarify technical details and prepare preliminary and final punch lists. If required, we will visit the site to address concerns and provide support for the contractor at the request of the Client.
Arneill Road Mixed-Use Affordable Housing Construction Documents Additional Service Authorization
May 21, 2025
This scope of work accounts for up to three site visits during the construction process. This scope does not include attendance at recurring meetings.
Deliverables:
• RFIs and submittals, as outlined above
• Up to three (3) site visits to observe construction process • Up to eight (8) virtual meetings during construction process • Final SWCP and O&M – For City recordation
Fixed Fee:
• $12,000 (see footnote A)
Task C.09 Project Close-Out Services – Civil & Landscape Upon completion of the work shown in the approved site improvement plans for Arneill Road Mixed- affordable, RRM Civil and Landscape will compile and deliver to the City a reproducible set of record drawings based upon the marked-up record drawings, addenda, change orders, and other data furnished by the contractor. These record drawings will indicate the significant changes (if any) made during construction. Because these record drawings are based on unverified information provided by the other parties, RRM cannot and does not warrant their accuracy.
Deliverables:
• One (1) reproducible set of civil record drawings
• One (1) PDF format set of landscape record drawings
Fixed Fee:
• $6,000 (see footnote A)
Task L.04: Construction Support Services – Landscape
RRM Landscape Architecture will provide support during the construction process. RRM will review and respond to RFI, submittals, and contractor-supplied shop drawings. Under this task, RRM will also prepare and issue supplemental instructions, as necessary, to clarify technical details and prepare preliminary and final punch lists. As part of this task, RRM Landscape Architecture will visit the site up to two times during the construction process. This scope does not include attendance at recurring meetings; however, a list of meetings is provided below.
Deliverables:
• RFI, submittal reviews, shop drawings responses, supplemental instructions, and general record- keeping documents
• Up to two (2) site visits to observe construction process • Up to three (3) virtual meetings during construction process
Arneill Road Mixed-Use Affordable Housing Construction Documents Additional Service Authorization
May 21, 2025
Fixed Fee:
• $6,800 (see footnote A)
Task ST.05: Construction Support Services – Structural
RRM Structural Engineering will provide the following deliverables in support of the building construction:
Deliverables:
• Review and respond to contractor-submitted RFI
• Shop Drawing Review: Review shop drawings pertaining to structural documents for general conformance with approved plans
Note: Shop drawing review and RFI responses do not include review, approval, or engineering of the contractor’s means and methods of construction, including but not limited to temporary shoring, bracing, or other construction aids, or loading due to construction equipment. Substitutions or product changes are also excluded and would be considered an additional service. This scope does not include attendance at recurring meetings.
Fixed Fee:
• $9,000 (see footnote A)
Task ST.06: Construction Observation – Structural
RRM Structural Engineering will provide approximately two to three structural observations for the elements of construction.
Deliverables:
• One (1) foundation reinforcing. Prior to pouring concrete, RRM will review placement of reinforcing for structural foundations
• Wood lateral force resisting system: Prior to closing up walls and ceiling, RRM will review the sheathing nailing for wood lateral force resisting system, including diaphragms and shear walls, hold-downs, and any diaphragm chord strapping and/or drag and chord elements • One (1) additional site visit
Fixed Fee:
• $6,000 (see footnote A)
Task M.04: Construction Observation – Mechanical/Plumbing M2E will provide construction support services to confirm that the general contractor is building in accordance with the design intent, respond to RFIs and RFCs, and review drawings as needed. This scope does not include attendance at recurring meetings.
Arneill Road Mixed-Use Affordable Housing Construction Documents Additional Service Authorization
May 21, 2025
Deliverables:
• Coordination with consultant’s drawings and calculations in response to RFI and RFC • Electronically formatted PDF files in response to RFI and RFC • Submittal review as required
• Site visits/coordination meeting as required
Fixed Fee:
• $3,300 (see footnote A)
Task E.04: Construction Observation – Electrical
Thoma Electric will provide construction support services to confirm that the general contractor is building according to the design intent, respond to RFIs and RFCs, and review drawings as needed. This scope does not include attendance at recurring meetings.
Deliverables:
• Coordination with consultant’s drawings and calculations in response to RFI and RFC • Electronically formatted PDF files in response to RFI and RFC • Material and equipment shop drawing and product submittal review. Submittal reviews requiring more than two (2) reviews due to incomplete or incorrect data or substitutions shall be considered extra services and charged hourly at our published rates. • Two (2) site visits (rough-in review and final construction) for observation and preparation of final electrical punch list
Fixed Fee:
• $7,370 (see footnote A)
Exclusions
The following services or tasks are specifically excluded from the scope:
• Exclusions: Unless noted otherwise, RRM Architecture will attend the weekly OAC/Site meetings to represent the project team.
Fee Footnote
A. Fixed-fee tasks will be billed as the work progresses until they are completed, and the total amount stated in the contract for the task will be invoiced accordingly.
B. Estimated fees for tasks shown as “Time and Materials - Not to Exceed" (T&M/NTE) establish the maximum that will be billed for each task. The amounts billed will reflect actual hours and will not exceed the maximum amount shown without prior approval from the client.
Arneill Road Mixed-Use Affordable Housing Construction Documents Additional Service Authorization
May 21, 2025
Total Estimated RRM Additional Service Fees: $151,750
Any work authorized by the Client outside the scope of the original agreement between RRM Design Group and the Client is subject to the Terms and Conditions of the Prime Agreement.
Authorization to Proceed by Client Representative:
Sign Date
Print Name, Title
jmw \\EgnyteDrive\on-site\1000\1081-03-HS24-Arneill-Rd-Mixed-Use-Affordable-Housing-ConDocs\Project- Management\Contracts\Addenda\Addendum-01 (Con Admin)\ASA-01-Multiple-CA-Task-jmw-05-21-25.docxx
CC Agreement 2018-16C, RRM Design Group
Attachment_1_-_Agreement_2018-16C.pdf
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A new document has been created based off of an existing document with ID b564782d74da3c4c2e14c7a191733f1570230d18 IP: 104.28.195.187
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Signature request resent by Janessa Gutierrez
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Signed by Darin Cabral ([email protected])
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Signed by Scott Martin ([email protected])
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The document has been completed.
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CC Agreement 2018-16C, RRM Design Group
Attachment_1_-_Agreement_2018-16C.pdf
b564782d74da3c4c2e14c7a191733f1570230d18
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Signed