Costa Mesa City Council
October 6, 2026

1 Ayres Associates, Inc.

Rev. 4-2026

CITY OF COSTA MESA

PROFESSIONAL SERVICES AGREEMENT
WITH AYRES ASSOCIATES, INC.

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 6th day of October, 2026 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and AYRES ASSOCIATES, INC., a Wisconsin corporation (“Consultant”).

RECITALS
A. City proposes to utilize the services of Consultant as an independent contractor to perform architectural and engineering design services related to the City Hall and Communication Center emergency generator installation on an as needed basis, as more fully described herein; and
B. Consultant represents that it has that degree of specialized expertise contemplated within California Government Code section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. City and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No official or employee of City has a financial interest, within the provisions of sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. SERVICES PROVIDED BY CONSULTANT

1.1. Scope of Services. Consultant shall provide the professional services described in City’s Request for Proposals, attached hereto as Exhibit “A,” and Consultant’s Proposal, attached hereto as Exhibit “B,” both incorporated herein.

1.2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement.

1.3. Performance to Satisfaction of City. Consultant agrees to perform all the work to the complete satisfaction of the City. Evaluations of the work will be done by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(a) Meet with Consultant to review the quality of the work and resolve the ATTACHMENT 1
2 Ayres Associates, Inc.

Rev. 4-2026
matters of concern;
(b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.

1.4. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant’s performance under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, except as permitted pursuant to section 12940 of the Government Code.

1.6. Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

1.7. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant’s sole cost and expense.

1.8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

2.0. COMPENSATION AND BILLING

2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “C,” attached hereto and made a part of this Agreement. Consultant’s total compensation shall not exceed One Hundred Twenty-Four Thousand Two Hundred Eighty-Three 3 Ayres Associates, Inc.

Rev. 4-2026
Dollars ($124,283.00).

2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City Manager or designee, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.

2.3. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

2.4. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after termination of this Agreement.

3.0. TIME OF PERFORMANCE

3.1. Commencement and Completion of Work. Unless otherwise agreed to in writing by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit “D,” attached hereto and incorporated herein. The Project Schedule may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, pandemics (excluding COVID-19), material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party (each, a “Force Majeure Event”). If a party experiences a Force Majeure Event, the party shall, within five (5) days of the occurrence of the Force Majeure Event, give written notice to the other party stating the nature of the Force Majeure Event, its anticipated duration and any action being taken to avoid or minimize its effect. Any suspension of performance shall be of no greater scope and of no longer duration than is reasonably required and the party experiencing the Force Majeure Event shall use best efforts without being obligated to incur any material expenditure to remedy its inability to perform; provided, however, if the suspension of performance continues for sixty (60) days after the date of the occurrence and such failure to perform would constitute a material breach of this Agreement in the absence of such Force Majeure Event, the parties shall meet and discuss in good faith any amendments to this Agreement to permit the other party to exercise its rights under this Agreement. If the parties are not able to agree on such amendments within thirty (30) days and if suspension of performance continues, such other party may terminate this Agreement immediately by written notice to the party experiencing the Force Majeure Event, in which case neither party shall have any liability to 4 Ayres Associates, Inc.

Rev. 4-2026
the other except for those rights and liabilities that accrued prior to the date of termination.

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of twenty-four (24) months, ending on October 5, 2028, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant.

The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City.

4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Consultant.

4.4. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City’s sole risk and without liability or legal expense to Consultant.

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company admitted to do business in California, rated “A,” Class X, or better in the most recent A.M. Best’s Rating Guide, and approved by City:
(a) Commercial general liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than One Million Dollars ($1,000,000.00) per occurrence, Two Million Dollars ($2,000,000.00) general aggregate. (b) Business automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and property damage.
5 Ayres Associates, Inc.

Rev. 4-2026
(c) Workers’ compensation insurance as required by the State of California.

Consultant agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.
(d) Professional errors and omissions (“E&O”) liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retro date shall be prior to the start of the contract work. Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder.

5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:
(a) Additional insureds: “The City of Costa Mesa and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Consultant pursuant to its contract with the City; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; automobiles owned, leased, hired, or borrowed by the Consultant.”
(b) Notice: “Said policy shall not terminate, be suspended, or voided, nor shall it be cancelled, nor the coverage or limits reduced, until thirty (30) days after written notice is given to City.”
(c) Other insurance: “The Consultant’s insurance coverage shall be primary insurance as respects the City of Costa Mesa, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the insurance provided by this policy.”
(d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.
(e) The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.3. Deductible or Self-Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to 6 Ayres Associates, Inc.

Rev. 4-2026
which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.

5.4. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement.

5.5. Non-Limiting. Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.

6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement.

Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery, and (b) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:

Ayres Associates, Inc.
250 E. Olive Avenue, Suite 201
Burbank, CA 91502
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (661) 291-4241 Tel: (714) 754-4886
7 Ayres Associates, Inc.

Rev. 4-2026
Attn: Michelle Hansen Attn: Ryan Wilson
Courtesy copy to:

City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing

6.5. Drug-Free Workplace Policy. Consultant shall provide a drug-free workplace by complying with all provisions set forth in City’s Council Policy 100-5, attached hereto as Exhibit “E” and incorporated herein. Consultant’s failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City.

6.6. Attorneys’ Fees. If litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

6.7. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California.

6.8. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City’s consent, no subletting or assignment shall release Consultant of Consultant’s obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement.

6.9. Indemnification and Hold Harmless. Consultant agrees to defend, indemnify, hold free and harmless the City, its elected officials, officers, agents and employees, at Consultant’s sole expense, from and against any and all claims, actions, suits or other legal proceedings brought against the City, its elected officials, officers, agents and employees arising out of the negligence, recklessness, or willful misconduct of the Consultant, its employees, and/or authorized subcontractors, in the performance of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon negligence, recklessness, or willful misconduct in the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, 8 Ayres Associates, Inc.

Rev. 4-2026
and/or authorized subcontractors are specifically named or otherwise asserted to be liable.

Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. In no event shall the cost to defend charged to Consultant exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.

6.10. Independent Contractor. Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6.11 Conflicts with Independent Contractor. Contractor/consultant’s duties and services under this Agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering into this Agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this Agreement.

6.12. PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
9 Ayres Associates, Inc.

Rev. 4-2026
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.13. Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance and cooperation which City might require.

6.14. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from City’s use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City.

6.15. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code section 7920.000 et seq.).

Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code section 7924.510, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court.

6.16. Conflict of Interest. Consultant and its officers, employees, associates and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Consultant's services under this agreement, including, but not limited to, the Political Reform Act (Government Code sections 81000, et seq.) and Government Code section 1090.

During the term of this Agreement, Consultant and its officers, employees, associates and subconsultants shall not, without the prior written approval of the City Representative, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates or subconsultants to abstain from a decision under this Agreement pursuant to a conflict of interest statute.

10 Ayres Associates, Inc.

Rev. 4-2026

6.17. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction.

6.18. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.19. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.20. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

6.21. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

6.22. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.

6.23. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

6.24. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

6.25. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.26. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of 11 Ayres Associates, Inc.

Rev. 4-2026
this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6.27. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.28. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

6.29. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.
[Signatures appear on following page.]
12 Ayres Associates, Inc.

Rev. 4-2026
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CONSULTANT

__________________________________ Date: __________________________ Signature
__________________________________
[Name and Title]

CITY OF COSTA MESA
__________________________________ Date: __________________________ Cecilia Gallardo-Daly
City Manager

ATTEST:
__________________________________
Brenda Green
City Clerk
APPROVED AS TO FORM:

__________________________________ Date: __________________________ Kimberly Hall Barlow
City Attorney
APPROVED AS TO INSURANCE:
__________________________________ Date: __________________________ Ruth Wang
Risk Management
13 Ayres Associates, Inc.

Rev. 4-2026
APPROVED AS TO CONTENT:
__________________________________ Date: __________________________ Ryan Wilson
Project Manager
DEPARTMENTAL APPROVAL:
__________________________________ Date: __________________________ Raja Sethuraman
Public Works Director
APPROVED AS TO PURCHASING:
__________________________________ Date: __________________________ Finance Director

EXHIBIT A

REQUEST FOR PROPOSALS

RFP27-01.C05897

relevant to this RFP other than through or approved by City’s Purchasing Department is unauthorized and will be considered invalid.

If clarification or interpretation of this solicitation is considered necessary by City, a written addendum shall be issued, and the information will be posted on PlanetBids. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the City’s Purchasing Department. It is the responsibility of each Proposer to periodically check PlanetBids website to ensure that it has received and reviewed all addenda to this solicitation. The city will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

2. Schedule of Events: This Request for Proposal shall be governed by the following schedule:

Release of RFP June 24, 2026
Mandatory Job Walk July 7, 2026 @ 10:00 am.

Deadline for Written Questions July 16, 2026, at 11:00 a.m.

Responses to Questions Posted July 21, 2026
Proposals are Due July 30, 2026, by 2:00 p.m.

Approval of Contract TBD
**All dates are subject to change at the discretion of the City.

Mandatory Job Walk will be held on July 7, 2026, at 10:00 a.m. outside City Hall first floor, in the breezeway, located at 77 Fair Drive, Costa Mesa, CA 92626. The site inspections will allow the contractor to become familiar with all conditions that may affect the performance and cost of the contract. Proposers should be familiar with the proposal prior to attending the informational meeting and the job walk. Each attendee will be responsible for getting to each of the offsite facilities during the walkthrough.

The informational meeting and inspection of the facilities are mandatory. Any proposals received from contractors who did not attend the job walk, will be deemed nonresponsive to the RFP. All prospective contractors will be required to sign in prior to the meeting.

3. Proposer’s Minimum Requirements: Interested and qualified Proposers that can demonstrate their ability to successfully provide the required services outlined in Appendix A – Scope of Services, of this RFP are invited to submit a proposal, provided they meet the following requirements. All requirements must be met at the time of the proposal due date. If these requirements are not met, the proposal may not receive further consideration, as determined at the sole discretion of the City.
a. The consultant must provide five references for municipal projects of similar size and scope that have been completed within the last five years in California. b. The Contractor shall maintain a local office with a competent representative who can be reached during normal working hours or emergencies who is authorized to make decisions on matters pertaining to this contract with the City. Office facilities that support daily operations must be within ninety (90) miles of the City.

RFP27-01.C05897

c. All Proposers must identify the project manager, and the individual authorized to negotiate the contract on behalf of the consulting firm; and provide an organization chart showing all proposed key project team members.
d. A project team organization chart identifying those who will perform work, and a brief resume of each team member, including similar type project in which they have been directly involved shall be included. Identify the Project Manager, Project Engineer, and qualified inspectors proposed for this project. The Project Manager will be the primary contact person to represent your firm and to conduct the presentation, if invited for an interview. Sub-consultants, if any, shall be identified in the proposal with the same requirements as for the main consultant II. GENERAL INSTRUCTIONS AND PROVISIONS

1. Proposal Format Guidelines: Interested entities or contractors are to provide the City of Costa Mesa with a thorough Proposal using the following guidelines: Proposal should be typed and should contain no more than 25 typed pages using a 12-point font size, including cover letter, Table of Contents, tables, charts, and graphic exhibits, but excluding resumes of key people and pricing forms. Each Proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide clear explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals which appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract may be rejected. The following Proposal sections are to be included in the Proposer’s response:
• Cover Letter: A cover letter, not to exceed two pages in length, should summarize key elements of the Proposal. An individual authorized to bind the Contractor must sign the letter. Indicate the address and telephone number of the contractor’s office located nearest to Costa Mesa, California, and the office from which the project will be managed. And include proposed working relationship among the offering agency and subcontractors, if applicable.
• Background and Project Summary Section: The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Services, Appendix A of this RFP. • Project Approach and Methodology: Provide a detailed description of the approach and methodology that will be used to fulfill each requirement listed in the Scope of Services of this RFP. The section should include:

1. Describes familiarity of project and demonstrates understanding of work and project objectives moving forward.

2. Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Services" section.

3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion.

RFP27-01.C05897

4. Identifies the project’s potential issues and asscoiated responses.

5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, safe, and costeffective operations or increased performance capabilities. • Qualifications & Experience of the Firm: Describe the qualifications and experience of the organization or entity performing services/projects within the past eight years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:

1. Relevant experience, specific qualifications, and technical expertise of the firm and sub-consultants to provide construction management services.

2. Submit a description of the organization’s qualifications, experience and abilities that make it uniquely capable of providing the services specified in the Scope of Services.

3. If the owner is a corporation please provide Name of corporation, corporate office street address, city, state, and zip code, state where incorporated, date of incorporation, first and last name of officers, local office address, city, state & zip code, and the date local office opened its doors for business.

4. If the owner is a partnership or joint venture, please provide Name of partnership or joint venture, principal office street address, city, state, and zip code, state of organization, date of organization, first and last name of general partner(s), local office address, city, state, and zip code, and date local office opened its doors for operations.

5. Provide a list of current and previous contracts similar to the requirements for this project in Costa Mesa, including representative public agencies served (if any). For each, provide a brief description of the scope of work performed, the length of time providing services, and the name, title, and telephone number of the person who may be contacted regarding your organization’s service record. • Financial Capacity: The City is concerned about the proposers’ financial capability to perform and therefore is requesting copies of audited financials from the past three years to allow an evaluation of firm’s financial capabilities.
• Key Personnel: It is essential that the Proposer provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. The Proposer must agree to assign specific individuals to the key positions. o Identify the members of the staff who would be assigned to act for Proposer’s firm in key management and filed positions providing the services described in the Proposal, and the functions to be performed by each.
o Proposed team key members, as demonstrated by provided resumes, shall have relevant experience for their role in the project.

RFP27-01.C05897

o Team is managed by an individual with appropriate experience in similar project.

This person's time is appropriately committed to this project. o Team structure provides adequate capability to perform both volume and quality of needed work within project schedule milestones.
o Include resumes of each proposed member, including name, position, telephone number, email address, education, and years and type of relevant experience. • Cost Proposal: Provide a firm fixed fee cost proposal for the project. The cost proposal should identify the specific assigned personnel, their hourly rates and their number of hours, and the cost for each work task/deliverable as described in the Scope of Services. If work tasks or deliverable are proposed that are not specifically listed in the City’s Scope of Services, please identify those costs as separate and optional. Proposals shall be valid for a minimum of 180 days following submission.
• Disclosure: Please disclose all past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Any past or current business relationship may not disqualify the firm from consideration. • Sample Professional Services Agreement: The firm selected by the City will be required to execute a Professional Services Agreement with the City. A sample of the Agreement is enclosed as Appendix B but may be modified to suit the specific services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, they must be submitted for consideration with the Proposal. Otherwise, the Proposer will be deemed to have accepted the Agreement.
• Checklist of Forms to Accompany Proposal: As a convenience to Proposers, following is a list of the forms Appendix C included in this RFP, which should be included with Proposals:

1. Vendor Application Form

2. Company Profile & References

3. Ex Parte Communications Certificate

4. Disclosure of Government Positions

5. Disqualifications Questionnaire

6. Bidder/Applicant/Contractor Campaign Contribution

2. Process for Submitting Proposals:
• Content of Proposal: The Proposal must be submitted using the format as indicated in the Proposal format guidelines.
• Preparation of Proposal: Each Proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation.

RFP27-01.C05897

• Cost for Preparing Proposal: The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become the property of the City. The cost proposal shall be submitted in a separate file. The cost proposal is confidential and will be unsealed after all proposals have been reviewed, and the most qualified consultant has been selected. Proposals shall be valid for a minimum of 180 days following submission. • Forms to Accompany Proposal: Appendix C forms shall be attached at the end of the Proposal except for the cost proposal which shall be submitted in a separate file. • Number of Proposals: Submit one (1) PDF file format of your proposal in sufficient detail for thorough evaluation and comparative analysis.
• Submission of Proposals: Complete Proposals must be submitted electronically in PDF file format via the planetbids.com website not later than 2:00 p.m. (P.S.T) on July 30, 2026.

Proposals will not be accepted after this deadline. Proposals received after the scheduled closing time will not be accepted. It shall be the sole responsibility of the Proposer to see that the proposal is received in proper time. Hard copy faxed or e-mailed Proposals will not be accepted. NO EXCEPTIONS.
• Inquiries: Questions about this RFP must be posted in the Q & A tab on Planetbids no later than July 16, 2026, at 11:00 A.M. The City reserves the right to not answer all questions posted.

The City reserves the right to amend or supplement this RFP prior to the Proposal due date.

All addendum(s), responses to questions received, and additional information will be posted on PlanetBids.

From the date that this RFP is issued until a firm or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting officer listed above regarding this RFP. The City reserves the right to reject any Proposal for violation of this provision. No questions other than posted on PlanetBids will be accepted, and no response other than written will be binding upon the City.
• Conditions for Proposal Acceptance: This RFP does not commit to the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all Proposals received because of this RFP, to negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City may waive any irregularity in any Proposal. All Proposals will become the property of the City of Costa Mesa, USA. If any proprietary information is contained in the Proposal, it should be clearly identified.
• Insurance & W-9 Requirements: Upon recommendation of contract award, Contractor will be required to submit the following documents with ten (10) days of City notification, unless otherwise specified in the solicitation:
 Insurance - City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance RFP27-01.C05897

on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful Bidder must furnish the City with the Certificates of Insurance proving coverage as specified in the sample contract.
 W-9 – Current signed form W-9 (Taxpayer Identification Umber & Certification) which includes Contractor’s legal business name(s).

3. Evaluation Criteria: The City’s evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with the Code, the responsive responsible proposer shall be determined based on evaluation of qualitative factors. At all times during the evaluation process, the following criteria will be used.

Sub-criteria are not necessarily listed in order of importance. Additional sub-criteria that logically fit within a particular evaluation criterion may also be considered even if not specified below.

1. Project Approach & Methodology: 35%

2. Qualifications & Experience of the Firm: 30%

3. Key Personnel: 25%

4. Cost: 10%

4. Evaluation of Proposals and Selection Process: In accordance with its Municipal Code, the City will adhere to the following procedures in evaluating Proposals. An Evaluation Committee, which may include members of the City's staff and possibly one or more outside experts, will screen and review all Proposals according to the weighted criteria set forth above.

While price is one basic factor for award, it is not the sole consideration.

A. Responsiveness Screening: Proposals will first be screened to ensure responsiveness to the RFP. The City may reject as non-responsive any Proposal that does not include the documents required to be submitted by this RFP. At any time during the evaluation process, the City reserves the right to request clarifications or additional information from any or all Proposers regarding their Proposals.

B. Initial Proposal Review: The Committee will initially review and score all responsive written Proposals based upon the Evaluation Criteria set forth above. The Committee may also contact the Proposer’s references. Proposals that receive the highest evaluation scores may be invited to the next stage of the evaluation process. The City may reject any Proposal in which a Proposer’s approach or qualifications are not considered acceptable by the City. An unacceptable Proposal is one that would have to be substantially rewritten to make it acceptable. The City may conclude the evaluation process at this point and recommend award to the highest ranked consultant or proceed to interview the highest ranked consultants.

C. Interviews, Presentation, Reference Checks, Revised Proposals, Discussions:

Following the initial screening and review of Proposals, the Proposers included in this stage of the evaluation process may be invited to participate in an interview and make RFP27-01.C05897

a presentation. Interviews/presentations, if held, are tentatively scheduled for the week of August 24th and will be conducted at City of Costa Mesa City Hall, 77 Fair Drive, Costa Mesa, CA 92626 or virtually at the discretion of the City. The dates are subject to change. The individual(s) from the Proposer’s organization that will be directly responsible for carrying out the contract, if awarded, should be present at the interview/presentation. The interview may, but is not required to, use a written question/answer format for the purpose of clarifying the intent of any portions of the Proposal.

In addition to conducting an oral interview, the City may during this stage of the evaluation process also contact and evaluate the Proposer’s references, contact any Proposer to clarify any response or request revised or additional information, contact any current users of a Proposer’s services, solicit information from any available source concerning any aspect of a Proposal, and seek and review any other information deemed pertinent to the evaluation process.

Following the conclusion of this stage of the evaluation process, the Committee will again rank all Proposers according to the evaluation criteria set forth above. The Committee may conclude the evaluation process at this point and make a recommendation for the award. Once the highest ranked consultant is identified, the City will open the Cost Proposal and enter negotiations.

Recommendation for the award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully within a time determined by the City, the City may terminate negotiations and commence negotiations with the next highest scoring Proposer or withdraw the RFP.

5. Protests: Failure to comply with the rules set forth herein may result in rejection of the protest.

Any proposals accepted pursuant to the formal procurement procedure set forth in the Proposal procedure may be appealed in accordance with the following procedure:
• The Proposer shall file the written notice of appeal with the Purchasing Officer at least ten (10) working days prior to proposal award date specified in the notice of recommendation to award.
• The written notice of appeal must include specifics as to the nature of the appeal. • The Proposer must provide any and all documentation to support the appeal. • The purchasing officer will respond in writing to the Proposer within five (5) working days.
• In the event the appeal is denied by the purchasing officer, the Proposer may appeal the purchasing officer’s ruling to the City Council at the next available council meeting.

6. Accuracy of Proposals: Proposers shall take all responsibility for any errors or omissions in their Proposals. Any discrepancies in numbers or calculations shall be interpreted to reflect the cost to the City.

RFP27-01.C05897

If prior to the contract award, a Proposer discovers a mistake in their Proposal which renders the Proposal unwilling to perform under any resulting contract, the Proposer must immediately notify the facilitator and request to withdraw the Proposal. It shall be solely within the City's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire Proposal. If the solicitation provided for evaluation and award on a line item or combination of items basis, the City may consider permitting withdrawal of specific line item(s) or combination of items.

7. Responsibility of Proposers: The City shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their Proposals. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Proposer in:
• Preparing Proposal in response to this RFP.
• Submitting that Proposal to the City.
• Negotiating with the City any matter related to the Proposal; and, • Any other expenses incurred by the Proposer prior to the date of the award and execution, if any, of the contract.

8. Confidentiality: The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to government records. Therefore, unless information is exempt from disclosure by law, the content of any request for explanation, exception, or substitution, response to this RFP, protest, or any other written communication between the City and Proposer, shall be available to the public. The City intends to release all public portions of the Proposals following the evaluation process at such a recommendation made to the City Council.

If the Proposer believes any communication contains trade secrets or other proprietary information that the Proposer believes would cause substantial injury to the Proposer’s competitive position if disclosed, the Proposer shall request that the City withhold from disclosure the proprietary information by marking each page containing such proprietary information as confidential. Proposer may not designate its entire Proposal as confidential nor designate its Price Proposal as confidential.

Submission of a Proposal shall indicate that, if Proposer requests that the City withhold from disclosure information identified as confidential, and the City complies with the Proposer’s request, Proposer shall assume all responsibility for any challenges resulting from the nondisclosure, indemnify and hold harmless the City from and against all damages (including but not limited to attorney’s fees and costs that may be awarded to the party requesting the Proposer information), and pay any and all costs and expenses related to the withholding of Proposer information. Proposer shall not make a claim, sue, or maintain any legal action against the City or its directors, officers, employees, or agents concerning the disclosure, or withholding from disclosure, of any Proposer information. If Proposer does not request that the City withhold from disclosure information identified as confidential, the City shall have no obligation to withhold the information from disclosure and may release the information sought without any liability to the City.

9. Ex Parte Communications: Proposers and Proposers’ representatives should not communicate with the City Council members about this RFP. In addition, Proposers and Proposers’ representatives should not communicate outside the procedures set forth in this RFP RFP27-01.C05897

with an officer, employee, or agent of the City, including any member of the evaluation panel, except for the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their representatives are not prohibited, however, from making oral statements or presentations in public to one or more representatives of the City during a public meeting.

A "Proposer" or "Proposer's representative" includes all the Proposer's employees, officers, directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's Proposal, and any individual or entity who has been requested by the Proposer to contact the City on the Proposer's behalf. Proposers shall include the Ex Parte Communications Form, Appendix C with their Proposals certifying that they have not had or directed prohibited communications as described in this section.

10. Conflict of Interest: The Proposer warrants and represents that it presently has no interest and agrees that it will not acquire any interest which would present a conflict of interest under California Government Code Sections 1090 et seq., or Sections 87100 et seq., during the performance of services under any Agreement awarded. The Proposer further covenants that it will not knowingly employ any person having such an interest in the performance of any Agreement awarded.

Violation of this provision may result in any Agreement awarded being deemed void and unenforceable.

11.Disclosure of Governmental Position: In order to analyze possible conflicts that might prevent a Proposer from acting on behalf of the City, the City requires that all Proposers disclose in their Proposals any positions that they hold as directors, officers, or employees of any governmental entity. Additional disclosure may be required prior to contract award or during the term of the contract. Each Proposer shall disclose whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months using the attached Disclosure of Government Positions Form, Appendix C.

12. Conditions to Agreement: The selected Proposer will execute a Professional Services Agreement for Services with the City describing the Scope of Services to be performed, the schedule for completion of the services, compensation, and other pertinent provisions. The contract shall follow the sample form of Agreement provided as Appendix B to this RFP.

All Proposers are directed to particularly review the indemnification and insurance requirements set forth in the sample Agreement. The terms of the agreement, including insurance requirements, have been mandated by the City and can be modified only if extraordinary circumstances exist.

Submittal of a Proposal shall be deemed acceptance of all the terms set forth in this RFP and the sample agreement for services unless the Proposer includes with its Proposal, in writing, any conditions or exceptions requested by the Proposer to the proposed Agreement.

13. Disqualification Questionnaire: Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer, or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local RFP27-01.C05897

government project because of a violation of law or safety regulation and if so, to explain the circumstances. A Proposal may be rejected on the basis of a Proposer, any officer or employee of such Proposer, having been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local project because of a violation of law or a safety regulation, Appendix C.

14.Standard Terms and Conditions: The City reserves the right to amend or supplement this RFP prior to the Proposal due date. All addendum(s) and additional information will be posted via PlanetBids. Proposers should check this web page daily for new information.

RFP27-01.C05897

APPENDIX A

SCOPE OF SERVICES
FOR

PROFESSIONAL ARCHITECTURAL & ENGINEERING DESIGN SERVICES FOR CITY

HALL & COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION The City of Costa Mesa, California (City) is soliciting a Request for Proposals (RFP) for the selection of an Architectural / Engineering firm for design installation of the City Hall emergency generator and diesel fuel tank and the Communications Center emergency generator, diesel fuel tank, automatic transfer switch, and manual transfer switch.

The project work requiring architectural design services include:
• Confirming operational requirements
• Full hazardous materials survey and abatement plan for, but not limited to, existing diesel in storage tanks
• Demolition and removal plan including procedure for disposing of existing generators, diesel tanks and fuel, automatic transfer switch, and all other miscellaneous electrical, piping, and materials being removed. This may include the demo and removal of the existing concrete pads and some of the surrounding material if deemed not structural sufficient for the proposed equipment.
• Installation plan for emergency generators, fuel tanks, manual transfer switch, and automatic transfer switch. This shall include, but not be limited to, electrical plans, mechanical plans, plumbing plans, and structural plans as well as plans for a fire suppression system for both generator systems. This will require a building permit (commercial addition/alteration) for electrical, plumbing, mechanical, and structural as well as a flammable and combustible liquids permit, and a demolition permit.
• Environmental Site Assessment (if required). Environmental, zoning, and safety assessments for air emissions, fuel storage, and local codes. • Fire suppression system design plans for both locations. • Architect shall have all four (4) concrete pads structurally evaluated to determine if they are suitable for removal of existing generators and fuel tanks and installation of proposed generators and fuel tanks. If the concrete pads are deemed unsuitable by the respective parties (structural engineer), then the architect will be required to redesign new reinforced concrete pads to accommodate the proposed equipment. In addition, if the existing surrounding area or concrete needs to be demolished or altered to accommodate the proposed concrete pads, the architect shall be responsible for any and all of those design modifications as well and shall include those on the construction plans and documents. • Meeting minutes during design.
• Architect shall assist with project specifications and any other construction documents for the construction bid process.
• Web based file sharing site for the duration of design and construction See marked up google earth image attached for limits of work and locations of items listed above. As-builts provided as attachments.

RFP27-01.C05897

The City’s goal is to have a proposal for the professional services needed to complete this project. If you feel that any items should be added to the scope of work to accomplish this goal, please include a separate description and cost item in your proposal.

1. CONSULTANT SERVICES
The Costa Mesa City Hall and Communications Center requires:

1. A demolition plan for two existing emergency generators, two diesel generators and fuel, and an automatic transfer switch along with any miscellaneous electrical that requires replacement or that the City deems worn or in need of replacement. See exhibits for existing generator installation plans.

2. An installation plan for the install of two proposed emergency generators, two diesel fuel tanks, an automatic transfer switch, a manual transfer switch, and any other miscellaneous electrical. This will include MEP plans. See exhibits for cut sheets and equipment information.

3. A structural plan for the bolt connections. The architect shall also have the four existing concrete pads structurally evaluated, and new ones shall be designed for construction if the existing are deemed unsuitable for the proposed equipment.

4. A fire suppression system plan for both locations.

If any aspects of the design seem lacking or insufficient, the architect shall ensure that all aspects of the design for the removal and installation is covered in its entirety.

A. GENERAL SERVICES
The architect shall provide general services designated necessary to assist in the administration of the project. The architect will serve as the lead consultant in managing the design of the installation. The civil engineering, dry utility consulting, electrical engineering, mechanical engineering, structural engineering, and all other sub-consultants should be included in the various scope items below. This item of work shall include, but not be limited to, all the activities required to coordinate among project disciplines, agencies, subconsultants, utility companies, adjacent developers, and City.

B. PROGRAM CONFIRMATION
The architect shall work closely with the City of Costa Mesa Public Services Department and to confirm the design requirements for the proposed project. This shall include, but not be limited to, the items listed previously in the Scope of Services.

C. ENTITLEMENT
Architect shall provide all services necessary to submit documents to the appropriate governing agencies for review and architect shall obtain all approvals necessary to construct the project.

D. SITE DESIGN
This item of work shall include visually surveying site to establish constraints and opportunities including landmarks, adjacent uses, site edges, views and orientation, etc.

Architect shall coordinate and confirm with their sub-consultants (if applicable) the RFP27-01.C05897

engineering design constraints, including but not limited to:
• Utilities
• Existing and future infrastructure
• Soil conditions (if necessary)
• Environmental conditions and remediation
• Demolition plan
• Installation plan
• Structural plan
• Fire suppression plan
• Topography (if necessary)
• Zoning requirements (if necessary)
• Drainage systems (if necessary)
• Future adjacent uses
• On-site and off-site uses
E. SCHEMATIC DESIGN
This item of work shall include preparing schematic design documents. Documents shall consist of drawings and other architectural and design documents required for the project, including the removal and installation, structural, mechanical, electrical systems, fire suppression system, materials and such other elements as may be appropriate and as described in general.

F. ARCHITECTURAL DESIGN / DOCUMENTATION
The architectural design and documentation shall include:
• Demolition Plan
• Hazardous materials study and abatement plan
• Site plan
• Installation Plan (electrical, mechanical, structural, etc.) • Fire Suppression System Plan (electrical, mechanical, structural, etc.) • Sections / elevations (if applicable)
• Building systems / material selection (if applicable) • Details
• Dimensions / permit related areas
• Cost estimates
Each set of plans will be required to go through plan check at the City of Costa Mesa building department, Fire, and Public Works.

G. CIVIL DESIGN / DOCUMENTATION
Civil design / documentation services during design development phase consist of, but are not limited to, a site plan and utilities.

H. STRUCTURAL DESIGN / DOCUMENTATION
The structural design includes but is not limited to: the bolt connections for the generators RFP27-01.C05897

and diesel fuel tanks onto the concrete pads. In addition, a structural evaluation will be required of the existing concrete pads for each generator and fuel tank to determine if the structural integrity of the existing pads are sufficient to hold the new equipment (as-builts of the existing concrete pads will be provided). If the structural evaluation proves that the existing pads are not sufficient or in appropriate condition to support the proposed equipment, a design for new reinforced concrete pads shall be provided by the architect / engineer. Surrounding concrete / ground may require redesign to accommodate new pads if proposed. Architect shall also prepare structural systems documents as necessary.

I. ELECTRICAL DESIGN
The electrical design shall include, but is not limited to: Title 24 calculations, power service and distribution to both generators, both fuel tanks, the manual transfer switch, the automatic transfer switch and any and all accompanying equipment, both fire suppression systems, operations alerting system, and emergency power requirements, ventilation and combustion airflow, and exhaust limits.

J. MECHANICAL DESIGN / DOCUMENTATION
The mechanical design shall include but is not limited to: preparing Title 24 energy calculations, hose lines from diesel fuel tanks to generators, fire suppression systems design, and mechanical design documentation.

K. PLUMBING DESIGN / DOCUMENTATION
The plumbing design shall include but not be limited to: hose lines from diesel fuel tanks to generators and fire suppression systems.

L. FIRE PROTECTION SYSTEM
The fire suppression system design and installation for the proposed generators and fuel tanks shall comply with the CMFD regulations and National Fire Protection Association (NFPA) standards
M. DESIGN DEVELOPMENT SERVICES
The architect shall prepare from the approved schematic design documents, the design development documents consisting of site and floor plans, elevations and sections with the necessary structural, mechanical and related systems and outline specifications necessary to fix and define the character of the project and indicate the materials to be used. The design development documents, when approved in writing, may form the basis for the construction documents.

N. MATERIALS RESEARCH / SPECIFICATIONS
• Identification of systems and equipment and their criteria and quality standards consistent with the conceptual design
• Coordination of similar activities of other disciplines O. CONSTRUCTION DRAWINGS AND DOCUMENT SERVICES
Based on the approved design development documents, the architect shall prepare the working drawings and specifications which shall set forth and prescribe in detail the work to RFP27-01.C05897

be done and materials, workmanship, finishes, and equipment required for the architectural, structural, mechanical, and electrical work, as well as the site work.

Construction drawings and specifications shall be signed and stamped by the licensed architect and sub-consultants in their respective specialties. Architect shall conduct inhouse constructability reviews as well as retain the services of a third-party to conduct one additional constructability review.

P. TRAFFIC PRE-EMPTION DESIGN / DOCUMENTATION
• Coordinate with the City to determine the desired phasing of the construction work to provide partial access for City personnel as needed.

Q. BIDDING AND CONSTRUCTION SUPPORT
Attend one bid coordination meeting and prepare technical specifications, project appendices, bid form and architect’s Estimate. Attend pre-bid meetings and provide full size exhibits for use in the pre-bid meeting presentations as needed. During bid process, the architect shall be responsible for preparing addenda, clarifying the construction documents, answering bidder’s questions, issuing revised bid form, plans, exhibits, and technical specifications as required. During the construction phase, the architect and his sub-consultants shall review / approve submittals and respond to contractor’s Requests for Information (RFIs), provide review and input on contractor change order requests, attend weekly construction progress meetings, and prepare final as-builts.

R. COST ESTIMATES
The architect shall provide a detailed cost estimate during the schematic design phase, one cost estimate during the design development phase, and one construction cost estimate based on a material take-off from the construction documents at stages identified by the City.

S. PROCESSING OF PLANS AND PERMITS
The architect shall process the construction documents with the City of Costa Mesa Building Division, answer plan checks comments, and if necessary, revise construction documents and obtain all the required permits from the Building Division, Fire Department, utility agencies, regulatory, and environmental agencies.

RFP27-01.C05897

EXHIBITS

CITY HALL GENERATOR & FUEL TANK CUTSHEET

COMMUNICATION GENERATOR & FUEL TANK CUTSHEET

EXISTING CITY HALL GENERATOR PLANS

EXISTING COMMUNICATION CENTER GENERATOR PLANS

GENERATOR LOCATION MAP
**Each exhibit is posted on PlanetBids.**
RFP27-01.C05897

APPENDIX C
FORMS
Vendor Application Form
Ex Parte Communications Certification
Disclosure of Government Positions
Disqualification Questionnaire
Company Profile & References
Bidder/Applicant/Contractor Campaign Contribution

EXHIBIT B
CONSULTANT’S PROPOSAL

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 5 Ingenuity, Integrity, and Intelligence.
disciplines: architectural, civil, structural, electrical, mechanical, plumbing, and fire suppression
• Provide drawings and specifications signed and stamped by licensed professionals in each discipline
• Secure all required permits, including building, flammable and combustible liquids, demolition, and fire department approvals
• Design the fire suppression system to meet Costa Mesa Fire Department regulations and NFPA standards
• Conduct environmental and zoning assessments
• Support the bidding process and manage construction-phase review of submittals and RFI responses
• Deliver final as-built documents at project close
• Sequence construction phasing to maintain partial access for City Hall and Communications Center staff throughout the project
• Manage coordination across all disciplines, agencies, utility companies, adjacent developers, and City staff through a single lead consultant • Maintain a web-based file-sharing site throughout design and construction to support organized documentation and consistent communication
Why Ayres?
Ayres brings a fully integrated team to this project, with expertise across electrical, mechanical, structural, civil, and hazardous materials disciplines. That means no gaps in coverage and no hand-off delays between consultants. As the prime, Ayres owns the full scope:
• subconsultant coordination,
• agency engagement,
• and City communication, from the first site assessment through construction closeout and as-built delivery.

This team has done this work before. We have replaced generators and standby power systems at active California civic facilities, which means the project team arrives already familiar with what makes this scope technically demanding: generator sizing and load analysis, fuel system design, transfer switch coordination, concrete pad assessment, hazmat abatement sequencing, and multi-agency permit processing. That experience translates directly to fewer surprises and faster decisions.

With a managing office approximately 40 miles from City Hall, Ayres can respond quickly, stay in close contact, and keep the project moving. The goal is a permit-ready design package that protects Costa Mesa’s ability to maintain uninterrupted operations at both critical facilities, and Ayres is built to deliver it.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 6 Ingenuity, Integrity, and Intelligence.

Why WE Architects?
We Architects Group is an integrated architecture and engineering firm specializing in public sector infrastructure, facility modernization, and mission-critical systems. Our multidisciplinary team has extensive experience delivering projects involving emergency power systems, utility infrastructure upgrades, life-safety improvements, and renovations within active and occupied facilities. We understand the technical, operational, and regulatory requirements associated with municipal facilities and critical operations environments, including city halls, public safety facilities, communications centers, and other essential government infrastructure.

Our approach emphasizes thorough existing conditions verification, stakeholder coordination, and technically sound design solutions that minimize disruption to ongoing operations. Each project begins with field investigation and validation of existing conditions to confirm site constraints, utility locations, equipment interfaces, and operational requirements. Through a collaborative design process and BIM-based coordination workflow, our architects and engineers integrate structural, electrical, mechanical, plumbing, civil, and fire protection disciplines to develop coordinated, permitready construction documents that support efficient bidding and construction.

We have significant experience supporting public agencies with infrastructure replacement and modernization projects, including emergency generator installations, fuel storage systems, electrical distribution upgrades, transfer switch replacement, utility coordination, hazardous materials assessment and abatement coordination, and facility improvements requiring phased construction within occupied environments. Our team understands the importance of maintaining continuity of operations at essential public facilities and routinely develops phased implementation strategies that prioritize safety, access, and uninterrupted facility operations.

Cost and schedule management are integrated into our project delivery process through milestone-based estimating, coordination with specialty consultants, and ongoing reconciliation of project scope with available budget. Our team works closely with clients throughout planning, design, permitting, bidding, and construction to ensure projects are delivered efficiently while meeting agency requirements, operational goals, and regulatory standards.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 7 Ingenuity, Integrity, and Intelligence.

Project Approach and Methodology
Familiarity of Project
Our team has completed multiple generator replacement projects for public works, counties, judicial authorities, police departments, and industrial sites, as seen in our experience starting on page 11.

The City Hall Emergency Generator
The 500 kW, 277/480V generator, manufactured by Generac in a NEMA-3R enclosure, is approximately 26 years old and is paired with a separate 2,000-gallon fuel tank. It connects to the existing 1,000-amp Emergency Distribution Board EDP1 through a recently replaced 800-amp, 4-pole automatic transfer switch made by ABB. Based on site observations, the existing generator and fuel tank foundations appear to be in good condition and may not require removal or replacement. To confirm this, further investigation is necessary, including ground-penetrating radar (GPR) scanning to locate steel reinforcement within the mat foundations and obtaining concrete core samples to determine compressive strength.

The Communication Center Emergency Generator
The generator is a 100 kW, 277/480V unit manufactured by Kato Light, housed in a NEMA3R enclosure with a separate 1,000-gallon fuel tank, and is approximately 27 years old. It has been connected to the existing 225-amp distribution panel D via a 150-amp, 4-pole manual transfer switch manufactured by Generac. Based on site observations, the existing generator and fuel tank foundations appear to be in good condition and may not require removal or replacement. To confirm this, further investigations are necessary, including ground-penetrating radar (GPR) scanning to locate steel reinforcement within the mat foundations and obtaining concrete core samples to determine the compressive strength of the concrete.

Achieve Client Satisfaction
The project scope focuses on demolishing the existing generators and associated fuel tanks serving the City Hall and Communication Center emergency loads, and replacing them with new equipment per the provided cut sheets.

The generator fuel tanks are located outside the building, preferably at the location of the old tanks, and will have the same running time and fuel capacity.

Old generators will be replaced with new CADD generators of the same size, without a major impact on day-to-day facility operations, as described below.

City Hall New Emergency Generator
A 500kW, 277/480V Tier II standby diesel generator manufactured by Caterpillar, model CAT C15, with a remote annunciator, D350 AVR, built-in 125-amp load center, in a Level AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 8 Ingenuity, Integrity, and Intelligence.
2 Sound Attenuated NEMA-3R enclosure model C15, and an associated double-wall 2,000-gallon fuel tank model PSCFT2000. The new generator will be connected to the existing 800-amp ATS via new conductors. The existing conduits will be verified and replaced if needed. The existing generator and fuel tank foundations will be investigated by GPR scanning to locate steel reinforcement within the foundations and to obtain concrete core samples to determine whether the compressive strength of the concrete is acceptable.

Communication Center New Emergency Generator and Associated Transfer Switches
A 100kW, 277/480V Tier II standby diesel generator manufactured by Caterpillar, model CAT D100, with a remote annunciator, D350 AVR, built-in 125-amp load center, in a Level 2 Sound Attenuated NEMA-3R enclosure model C15, and an associated doublewall 1,000-gallon fuel tank model PSCFT1000. The new generator will be connected to the existing 100-amp ATS via new conductors. The existing conduits will be verified and replaced if needed. The existing generator and fuel tank foundations will be investigated by GPR scanning to locate steel reinforcement within the foundations and to obtain concrete core samples to determine whether the compressive strength of the concrete is acceptable.

Installation of a new Caterpillar NEMA-3R enclosure 4-pole CAMLOCK, with a built-in manual transfer switch and associated conduits and conductors.

Installation of a new Caterpillar indoor NEMA-1 enclosure 4-pole auto transfer switch (ATS) ahead of the existing manual transfer switch, with associated foundation, conduits, and conductors.

Common Services
Additional services and government sector coordination will be required across the project scopes, covering electrical, architectural, and structural disciplines, as well as the following:
• Environmental
• Hazardous Waste Engineering
• Pollution Studies
• Fire Protection Engineering
Code Requirements
Several organizations and their codes provide U.S. installation guidance related to generators, including the National Fire Protection Association (NFPA) and Underwriters Laboratories Inc. (UL). The installer must comply with all applicable national and local codes.
• NFPA 37 Diesel generator fuel systems
• NFPA 70 National Electrical Code

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 10 Ingenuity, Integrity, and Intelligence.

Potential Issues
Problem Recognition and Resolution
Ayres delivers quick, confident solutions to issues that arise in the field. By recognizing problems before they arise and implementing solutions quickly, we help clients maintain project schedules and budgets. If unexpected issues occur, our team proposes solutions based on decades of experience, allowing our client-partners to make the final call on implementation.

Partnership and Communication Approach
Ayres provides clear, consistent communication and delivers quick, intelligent resolutions for any concern or challenge. We place a high priority on understanding clients’ needs, openly addressing issues, involving clients in decision-making, and resolving project concerns.

Quality and Documentation
Ayres minimizes construction change orders by providing well-organized, concise, and complete construction documents. A companywide commitment to quality assurance defines requirements for loss prevention in project management, design, and documentation.

Additional/Creative Approaches
Through the completion of thousands of projects nationwide, we’ve not only gained a thorough understanding of the communities in which we work, we’ve also developed the knowledge necessary to solve common challenges in new and creative ways, always with a keen and resourceful eye toward timeline and budget.

This statement is part of a broader core values record that also covers clients as partners, business with integrity, challenge/support/recognize our employee-owners, and commitment to community.

Assumptions
• Ayres assumes that the existing concrete pad is adequate for the new generator and new concrete pad design is not included.
• Ayres will perform a scan and coring of the existing concrete pad to verify that. If new pad needs to be designed as a result of the test, additional fee shall be provided to the city for the design of the new pad.
• Design of generator screening or enclosure modifications is excluded. We Architects Group assumes the existing screening will remain in place and no modifications will be required.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 12 Ingenuity, Integrity, and Intelligence.

HVAC, emergency and standby power generation and distribution, fire protection, lighting design, low voltage systems, building management systems, energy modeling, and full construction support including commissioning.

Project Experience
Norwalk Courthouse Generator Replacement
Location: Norwalk, CA
Client: Development One
Client Contact: Bruce Camino, Principal Architect; Development One; 714.689.0298 Project Dates: June 2022 - March 2025
Design/Construction Value: $27,800/$300,000 (estimated based on initial design) Ayres’ Role: MEP Design Engineering of Record
Scope of Work: The existing 150 kW standby generator at this California facility had reached the end of its service life. Ayres designed the complete replacement, specifying a new 200 kW, 277/480V standby diesel-engine generator along with all associated systems:
an automatic transfer switch, a day tank, an exhaust system, and discharge ducts.

East Los Angeles Courthouse Generator Replacement
Location: East Los Angeles, CA
Client: Development One
Client Contact: Bruce Camino, Principal Architect; Development One; 714.689.0298 Project Dates: June 2022 - March 2025
Design/Construction Value: $30,220/$300,000 (estimated based on initial design) Ayres’ Role: MEP Design Engineering of Record
Scope of Work: An active California courthouse required uninterrupted emergency power to support life safety systems, security, and judicial operations. The existing 200 kW generator at this facility was no longer adequate and needed full replacement. Ayres designed the new standby power system, specifying a 400 kW, 277/480V standby dieselengine generator and all associated equipment: an automatic transfer switch, a day tank, an exhaust system, and discharge ducts.

Hayward Courthouse Generator Replacement
Location: Hayward, CA
Client: Development One
Client Contact: Bruce Camino, Principal Architect; Development One; 714.689.0298 Project Dates: June 2022 - March 2025
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 13 Ingenuity, Integrity, and Intelligence.

Design/Construction Value: $29,360/$300,000 (estimated based on initial design) Ayres’ Role: MEP Design Engineering of Record
Scope of Work: This assignment required a thorough field assessment of the existing generator installation before any design work could begin. Ayres evaluated the existing generator, main switchboard, and all downstream electrical equipment and feeders at the courthouse to determine existing capacity, condition, and constraints.

From that assessment, Ayres prepared site and enlarged floor plans, a one-line diagram showing the demolition scope and proposed new equipment and feeders, load calculations, short-circuit and voltage-drop calculations, and a complete specification book.

Ayres designed the new standby power system, specifying a 200 kW, 277/480V standby diesel-engine generator and all associated equipment: an automatic transfer switch, a day tank, an exhaust system, and discharge ducts.

Santa Clarita City Hall Tenant Improvements
Location: Santa Clarita, CA
Client: City of Santa Clarita
Client Contact: Peter Henne, City of Santa Clarita Public Works Administrator [email protected], 661.284.1427
Project Dates: March 2023 - March 2024
Design/Construction Value: $15,220/$250,000 (estimated based on initial design) Ayres’ Role: MEP Design Engineering of Record
Scope of Work: The Santa Clarita City Hall
needed a space overhaul. Officials sought to
reconfigure the space to improve the comfort
of staff and guests with better air quality and
ventilation. The building overhaul required
the mechanical and electrical systems to be
addressed as well to bring the building up to
code.

Our team’s responsibilities included collecting
existing documents for the work areas;
reviewing the existing MEP plans and air
handling unit (AHU) system; conducting site
visits to verify existing conditions; preparing

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 22 Ingenuity, Integrity, and Intelligence.

Appendix
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 23 Ingenuity, Integrity, and Intelligence.

RFP27-01.C05897

VENDOR APPLICATION FORM
FOR
RFP No. 27-01 PROFESSIONAL ARCHITECTURAL & ENGINEERING DESIGN SERVICES FOR

CITY HALL & COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION TYPE OF APPLICANT:  NEW  CURRENT VENDOR
Legal Contractual Name of Corporation: ______________________________________ Contact Person for Agreement: _____________________________________________ Title: ______________________________ E-Mail Address: ______________________ Business Telephone: _________________________ Business Fax: ________________ Corporate Mailing Address: ________________________________________________ City, State and Zip Code:__________________________________________________ Contact Person for Proposals: ______________________________________________ Title: ______________________________ E-Mail Address: ______________________ Business Telephone: _________________________ Business Fax: ________________ Is your business: (check one)
 NON PROFIT CORPORATION  FOR PROFIT CORPORATION
Is your business: (check one)
 CORPORATION  LIMITED LIABILITY PARTNERSHIP
 INDIVIDUAL  SOLE PROPRIETORSHIP
 PARTNERSHIP  UNINCORPORATED ASSOCIATION
Ayres Associates Inc.

Bryan Haider
Vice President - MEP [email protected]
970.797.3538
3433 Oakwood Hills Parkway
Eau Claire, WI 54701
Hassan Razmara
Electrical Engineer [email protected]
661.291.1978
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 24 Ingenuity, Integrity, and Intelligence.

RFP27-01.C05897

Names & Titles of Corporate Board Members
(Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone
___________________________________ ____________________ ___ ___________________________________ _____________________ __ ___________________________________ _____________________ ___ ___________________________________ ______________________ __ ___________________________________ _________________________ ___________________________________ _________________________ Federal Tax Identification Number: ________________________________ City of Costa Mesa Business License Number: ________________________________________ (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: ________________________________ Tami Satre
Dr. Susan Kirkpatrick
Board Member
Board Member
Richard Kirby, IV Board Member
Mark Faanes Board Member
Jan Zander, PE
Jason Ingram, PLS Executive Vice President
President and Chief Executive Officer
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 25 Ingenuity, Integrity, and Intelligence.

RFP27-01.C05897

EX PARTE COMMUNICATIONS CERTIFICATION
Please indicate by signing below one of the following two statements. Only sign one statement.

I certify that Proposer and Proposer’s representatives have not had any communication with a City Councilmember concerning informal RFP No. 27-01 PROFESSIONAL ARCHITECTURAL &

ENGINEERING DESIGN SERVICES FOR CITY HALL & COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION at any time after June 24, 2026. ________________________________ Date: _______________________ Signature
________________________________
Print
OR
I certify that Proposer or Proposer’s representatives have communicated after June 24, 2026, with a City Councilmember concerning informal RFP No. 27-01. PROFESSIONAL ARCHITECTURAL &

ENGINEERING DESIGN SERVICES FOR CITY HALL & COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION. A copy of all such communications is attached to this form for public distribution.
________________________________ Date: _______________________ Signature
________________________________
Print
July 29, 2026
Bryan Haider
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 26 Ingenuity, Integrity, and Intelligence.

RFP27-01.C05897

DISQUALIFICATION QUESTIONNAIRE
The Contractor shall complete the following questionnaire:

Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a Federal, state, or local government project because of a violation of law or safety regulation?
Yes _____ No _____
If the answer is yes, explain the circumstances in the following space.

X
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 27 Ingenuity, Integrity, and Intelligence.

RFP27-01.C05897

DISCLOSURE OF GOVERNMENT POSITIONS
Each Proposer shall disclose below whether any owner or employee of Contractor currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." None.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 28 Ingenuity, Integrity, and Intelligence.

RFP27-01.C05897

COMPANY PROFILE & REFERENCES
Company Legal Name:

Company Legal Status (corporation, partnership, sole proprietor etc.):

Active licenses issued by the California State Contractor’s License Board:

Business Address:

Website Address:

Telephone Number: Facsimile Number:

Email Address:

Length of time the firm has been in business:

Length of time at current location:

Is your firm a sole proprietorship doing business under a different name: ___Yes ___No If yes, please indicate sole proprietor’s name and the name you are doing business under:

Federal Taxpayer ID Number:

Regular Business Hours:

Regular holidays and hours when business is closed:

Contact person in reference to this solicitation:

Telephone Number: Facsimile Number:

Email Address:

Contact person for accounts payable:

Telephone Number: Facsimile Number:

Email Address:

Name of Project Manager:

Telephone Number: Facsimile Number:

Email Address:

Corporation
250 E. Olive Avenue, Suite 201, Burbank, CA 91502
www.ayresassociates.com/
[email protected]
67 years
X
8 a.m. - 5 p.m.

All federal holidays.

[email protected]
Hassan Razmara
Hassan Razmara
[email protected]
3 years
Adam Holtz
[email protected]
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 29 Ingenuity, Integrity, and Intelligence.

RFP27-01.C05897

COMPANY PROFILE & REFERENCES (Continued)
Submit the company names, addresses, telephone numbers, email, contact names, and brief contract descriptions of at least three clients, preferably other municipalities for whom comparable projects have been completed or submit letters from your references which include the requested information.

Company Name:

Contact Name:

Contract Amount:

Email:

Address:

Brief Contract Description:

Company Name:

Telephone Number:

Contact Name:

Contract Amount:

Email:

Address:

Brief Contract Description:

Company Name:

Telephone Number:

Contact Name:

Contract Amount:

Email:

Address:

Brief Contract Description:

Company Name:

Telephone Number:

Contact Name:

Contract Amount:

Email:

Address:

Brief Contract Description:

Company Name:

Telephone Number:

Contact Name:

Contract Amount:

Email:

Address:

Brief Contract Description:

Tyson Cline
Bruce Camino
805.626.5330
[email protected]
300 W 3rd St, Oxnard, CA 93030
RNT Architects
City of Santa Clarita
661.284.1427
$50,000
Peter Henne
[email protected]
28250 Constellation Road, Santa Clarita, CA 91355
Mehrshad Parsakalleh
651.485.6702
Ramsey County
$65,000
[email protected]
121 7th Place East, Skyway level - Suite 2500, Saint Paul, MN 55101 Development One
714.689.0298
$87,380
202. West Amerige Ave Fullerton, CA 92832
Tim Grundtner
RSP Architects
612.677.7100
$65,000 (average)
1220 Marshall St NE, Minneapolis, MN 5541
Ayres’ scope spanned demolition of existing HVAC equipment, design of new VRF systems for the 2nd and 3rd floors, rebalancing of the 1st floor AHU, electrical upgrades, and full project delivery from pre-design through construction document release and bidding support.

Ayres’ scope covered a full range of services from reviewing existing MEP plans and conducting site visits to preparing and delivering construction documents, managing quality control, and supporting the bidding process through addenda responses.

Ramsey County Government Center East required full replacement of its failing HVAC and plumbing systems, prompting Ayres to conduct a pre-design evaluation, condition survey, and cost estimates before developing construction documents for two separate replacement efforts.

Ayres replaced aging standby generators at two California courthouses, specifying new 200 kW and 400 kW diesel-engine systems complete with automatic transfer switches, day tanks, exhaust systems, and discharge ducts to support life safety, security, and judicial operations.

Ayres’ work with USAR COE spans feasibility studies, Design-Build, and Design-Bid-Build projects, with Design-Bid-Build efforts covering interior and exterior lighting, power distribution design, arc flash mitigation, and equipment sizing per applicable Unified Facility Criteria (UFC) and Army Reserve Design Guidelines. Deliverables include Revit-modeled power distribution systems, utility coordination, and specifications developed through SpecsIntact using Unified Facility Guide Specifications (UFGS), with drawings submitted per Army Reserve Design Process requirements.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 58 Ingenuity, Integrity, and Intelligence.

C05897.RFP27-01
1 ADDENDUM NO. 1

REQUEST FOR PROPSAL
FOR

PROFESSIONAL ARCHITECTURAL & ENGINEERING DESIGN SERVICES FOR

CITY HALL & COMMUNICATIONS CENTER EMERGENCY GENERATOR

INSTALLATION
RFP NO. 27-01

PUBLIC WORKS DEPARTMENT

CITY OF COSTA MESA
Addendum Released on July 22, 2026
The referenced document has been modified as per the attached Addendum No. 1 Please sign this Addendum where designated and return the executed copy with submission of your proposal. This addendum is hereby made part of the referenced RFP.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 59 Ingenuity, Integrity, and Intelligence.
2 1. DELETE: Appendix A Scope of Services

2. REPLACE: Revised Appendix A Scope of Services
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 60 Ingenuity, Integrity, and Intelligence.
3 REVISED

APPENDIX A

SCOPE OF SERVICES
FOR

PROFESSIONAL ARCHITECTURAL & ENGINEERING DESIGN SERVICES

FOR CITY HALL & COMMUNICATIONS CENTER EMERGENCY

GENERATOR INSTALLATION
The City of Costa Mesa, California (City) is soliciting a Request for Proposals (RFP) for the selection of an Architectural / Engineering firm for design installation of the City Hall emergency generator and diesel fuel tank and the Communications Center emergency generator, diesel fuel tank, automatic transfer switch, and manual transfer switch.

The project work requiring Consultant design services include:
• Confirming operational requirements
• Full hazardous materials survey and abatement plan for, but not limited to, existing diesel in storage tanks
• Demolition and removal plan including procedure for disposing of existing generators, diesel tanks and fuel, automatic transfer switch, and all other miscellaneous electrical, piping, and materials being removed. This may include the demo and removal of the existing concrete pads and some of the surrounding material if deemed not structural sufficient for the proposed equipment.
• Installation plan for emergency generators, fuel tanks, manual transfer switch, and automatic transfer switch. This shall include, but not be limited to, electrical plans, mechanical plans, plumbing plans, and structural plans as well as plans for a fire suppression system for both generator systems. This will require a building permit (commercial addition/alteration) for electrical, plumbing, mechanical, and structural as well as a flammable and combustible liquids permit, and a demolition permit.
• Environmental Site Assessment (if required). Environmental, zoning, and safety assessments for air emissions, fuel storage, and local codes.

Consultant shall be responsible for determining any environmental / AQMD requirements, assessments, and/or permits.
• Fire suppression system design plans for both locations. Consultant shall be responsible for determining the necessary fire suppression system required for each specific piece of equipment and it’s location. • Consultant shall have all four (4) concrete pads structurally evaluated to determine if they are suitable for removal of existing generators and fuel tanks and installation of proposed generators and fuel tanks. If the concrete pads are deemed unsuitable by the respective parties (structural engineer), AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 61 Ingenuity, Integrity, and Intelligence.
4 then the Consultant will be required to redesign new reinforced concrete pads to accommodate the proposed equipment. In addition, if the existing surrounding area or concrete needs to be demolished or altered to accommodate the proposed concrete pads, the Consultant shall be responsible for any and all of those design modifications as well and shall include those on the construction plans and documents. Core sampling and/or other methods of non-destructive testing shall be performed to determine concrete thickness and integrity and if existing slabs are structurally sufficient.
• Temporary emergency power will be required to maintain emergency services for both City Hall and the Communications Building while the existing generators and accompanying equipment are being replaced.

Consultant shall be responsible for providing temporary generator connections and associated infrastructure.
• Consultant may be required to design alternate location or modifications on proposed generator and fuel tank to comply with code based on proximity to the Communications Building and Vanguard University.
• The existing storage shed behind the City Hall Generator may need to be relocated or removed and disposed of. Consultant and Contractor shall coordinate with the Project Manager and the Facilities team based on code requirements.
• The Consultant will be required to perform field investigation for any and all incomplete as-builts pertaining to the concrete pads, utilities, conduit runs, etc.
• Meeting minutes during design.
• Consultant shall assist with project specifications and any other construction documents for the construction bid process.
• Web based file sharing site for the duration of design and construction See marked up google earth image attached for limits of work and locations of items listed above. As-builts provided as attachments.

The City’s goal is to have a proposal for the professional services needed to complete this project. If you feel that any items should be added to the scope of work to accomplish this goal, please include a separate description and cost item in your proposal.

1. CONSULTANT SERVICES
The Costa Mesa City Hall and Communications Center requires:

1. A demolition plan for two existing emergency generators, two diesel generators and fuel, and an automatic transfer switch along with any miscellaneous electrical that requires replacement or that the City deems worn or in need of replacement.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 62 Ingenuity, Integrity, and Intelligence.
5 2. An installation plan for the install of two proposed emergency generators, two diesel fuel tanks, an automatic transfer switch, a manual transfer switch, and any other miscellaneous electrical. This will include MEP plans.

3. A structural plan for the bolt connections. The Consultant shall also have the four existing concrete pads structurally evaluated and/or tested utilizing non-destructive testing, and new ones shall be designed for construction if the existing are deemed unsuitable for the proposed equipment.

4. A fire suppression system plan for both locations.

If any aspects of the design seem lacking or insufficient, the Consultant shall ensure that all aspects of the design for the removal and installation is covered in its entirety.

A. GENERAL SERVICES
The Consultant shall provide general services designated necessary to assist in the administration of the project. The Consultant will serve as the lead consultant in managing the design of the installation. The civil engineering, dry utility consulting, electrical engineering, mechanical engineering, structural engineering, and all other sub-consultants should be included in the various scope items below. This item of work shall include, but not be limited to, all the activities required to coordinate among project disciplines, agencies, sub-consultants, utility companies, adjacent developers, and City.

B. PROGRAM CONFIRMATION
The Consultant shall work closely with the City of Costa Mesa Public Services Department and to confirm the design requirements for the proposed project. This shall include, but not be limited to, the items listed previously in the Scope of Services.

C. ENTITLEMENT
Consultant shall provide all services necessary to submit documents to the appropriate governing agencies for review and Consultant shall obtain all approvals necessary to construct the project.

D. SITE DESIGN
This item of work shall include visually surveying site to establish constraints and opportunities including landmarks, adjacent uses, site edges, views and orientation, etc.

Consultant shall coordinate and confirm with their sub-consultants (if applicable) the engineering design constraints, including but not limited to:
• Utilities
• Existing and future infrastructure
• Soil conditions (if necessary)
• Environmental conditions and remediation
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 63 Ingenuity, Integrity, and Intelligence.
6 • Demolition plan
• Installation plan
• Structural plan
• Fire suppression plan
• Topography (if necessary)
• Zoning requirements (if necessary)
• Drainage systems (if necessary)
• Future adjacent uses
• On-site and off-site uses
E. SCHEMATIC DESIGN
This item of work shall include preparing schematic design documents.

Documents shall consist of drawings and other architectural and design documents required for the project, including the removal and installation, structural, mechanical, electrical systems, fire suppression system, materials and such other elements as may be appropriate and as described in general.

F. ARCHITECTURAL DESIGN / DOCUMENTATION
The architectural design and documentation shall include:
• Demolition Plan
• Hazardous materials study and abatement plan
• Site plan
• Installation Plan (electrical, mechanical, structural, etc.) • Fire Suppression System Plan (electrical, mechanical, structural, etc.) • Sections / elevations (if applicable)
• Building systems / material selection (if applicable) • Details
• Dimensions / permit related areas
• Cost estimates
Each set of plans will be required to go through plan check at the City of Costa Mesa building department, Fire, and Public Works.

G. CIVIL DESIGN / DOCUMENTATION
Civil design / documentation services during design development phase consist of, but are not limited to, a site plan and utilities.

H. STRUCTURAL DESIGN / DOCUMENTATION
The structural design includes but is not limited to: the bolt connections for the generators and diesel fuel tanks onto the concrete pads. In addition, a structural evaluation will be required of the existing concrete pads for each generator and fuel tank to determine if the structural integrity of the existing pads are sufficient to hold the new equipment (as-builts of the existing AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 64 Ingenuity, Integrity, and Intelligence.
7 concrete pads will be provided). If the structural evaluation proves that the existing pads are not sufficient or in appropriate condition to support the proposed equipment, a design for new reinforced concrete pads shall be provided by the architect / engineer. Surrounding concrete / ground may require redesign to accommodate new pads if proposed. Consultant shall also prepare structural systems documents as necessary.

I. ELECTRICAL DESIGN
The electrical design shall include, but is not limited to: Title 24 calculations, power service and distribution to both generators, both fuel tanks, the manual transfer switch, the automatic transfer switch and any and all accompanying equipment, both fire suppression systems, operations alerting system, and emergency power requirements, ventilation and combustion airflow, and exhaust limits.

J. MECHANICAL DESIGN / DOCUMENTATION
The mechanical design shall include but is not limited to: preparing Title 24 energy calculations, hose lines from diesel fuel tanks to generators, fire suppression systems design, and mechanical design documentation.

K. PLUMBING DESIGN / DOCUMENTATION
The plumbing design shall include but not be limited to: hose lines from diesel fuel tanks to generators and fire suppression systems.

L. FIRE PROTECTION SYSTEM
The fire suppression system design and installation for the proposed generators and fuel tanks shall comply with the CMFD regulations and National Fire Protection Association (NFPA) standards
M. DESIGN DEVELOPMENT SERVICES
The Consultant shall prepare from the approved schematic design documents, the design development documents consisting of site and floor plans, elevations and sections with the necessary structural, mechanical and related systems and outline specifications necessary to fix and define the character of the project and indicate the materials to be used. The design development documents, when approved in writing, may form the basis for the construction documents.

N. MATERIALS RESEARCH / SPECIFICATIONS
• Identification of systems and equipment and their criteria and quality standards consistent with the conceptual design
• Coordination of similar activities of other disciplines O. CONSTRUCTION DRAWINGS AND DOCUMENT SERVICES
AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 65 Ingenuity, Integrity, and Intelligence.
8 Based on the approved design development documents, the Consultant shall prepare the working drawings and specifications which shall set forth and prescribe in detail the work to be done and materials, workmanship, finishes, and equipment required for the architectural, structural, mechanical, and electrical work, as well as the site work. Construction drawings and specifications shall be signed and stamped by the licensed architect and subconsultants in their respective specialties. Consultant shall conduct in-house constructability reviews as well as retain the services of a third-party to conduct one additional constructability review.

P. TRAFFIC PRE-EMPTION DESIGN / DOCUMENTATION
• Coordinate with the City to determine the desired phasing of the construction work to provide partial access for City personnel as needed.

Q. BIDDING AND CONSTRUCTION SUPPORT
Attend one bid coordination meeting and prepare technical specifications, project appendices, bid form and Consultant’s Estimate. Attend pre-bid meetings and provide full size exhibits for use in the pre-bid meeting presentations as needed. During bid process, the Consultant shall be responsible for preparing addenda, clarifying the construction documents, answering bidder’s questions, issuing revised bid form, plans, exhibits, and technical specifications as required. During the construction phase, the Consultant and their sub-consultants shall review / approve submittals and respond to contractor’s Requests for Information (RFIs), provide review and input on contractor change order requests, attend weekly construction progress meetings, and prepare final as-builts.

R. COST ESTIMATES
The Consultant shall provide a detailed cost estimate during the schematic design phase, one cost estimate during the design development phase, and one construction cost estimate based on a material take-off from the construction documents at stages identified by the City.

S. PROCESSING OF PLANS AND PERMITS
The Consultant shall process the construction documents with the City of Costa Mesa Building Division, answer plan checks comments, and if necessary, revise construction documents and obtain all the required permits from the Building Division, Fire Department, utility agencies, regulatory, and environmental agencies.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA 66 Ingenuity, Integrity, and Intelligence.
9 All other provisions of the request for proposal shall remain in their entirety.

Vendors hereby acknowledge receipt and understanding of the above Addendum.

Complete and submit this Addendum with your proposal.
____________________________ ____________________________ Signature Date Company Name
____________________________ ____________________________ Typed Name and Title Address
____________________________
City State Zip
July 29, 2026
Bryan Haider, VP - MEP
Ayres Associates Inc.
250 E. Olive Avenue, Suite 201
Burbank, CA 91502

EXHIBIT C

FEE SCHEDULE

3 Ingenuity, Integrity, and Intelligence.

AYRES | CITY HALL AND COMMUNICATIONS CENTER EMERGENCY GENERATOR INSTALLATION | CITY OF COSTA MESA AESCO Proposal No. P9616

Item $/Unit Unit Quantity Total
Project Engineer / Manager $ 195.00 Hour 2 $ 390.00
CADD Operator/Draftsperson $ 105.00 Hour 2 $ 210.00
Data Processing, Technical Editing or Reproduction $ 105.00 Hour 6 $ 630.00 Senior Staff Environmental Engineer $ 185.00 Hour 8 $ 1,480.00 Senior Environmental Engineer $ 225.00 Hour 6 $ 1,350.00

Item $/Unit Unit Quantity Total
Environmental Technician (CAC/CSST) $ 150.00 Hour 8 $ 1,200.00

Item $/Unit Unit Quantity Total
Field Vehicle Usage (Up to 100 miles) $ 80.00 Trip 1 $ 80.00 XRF Lead Analyzer $ 850.00 Day 1 $ 850.00
Item $/Unit Unit Quantity Total
Asbestos Polarized Light Microscopy (PLM) 5-day Turnaround, each $ 15.00 Test 40 $ 600.00 Lead Paint Chip (Flame Atomic Absorption), 3-day Turnaround, each $ 15.00 Test 5 $ 75.00 Exhibit A
Hazardous Materials Survey and Consulting Services
�For Mats of Generators and New Fuel Tanks
Professional Architectural & Engineering Design Services For City Hall & Communications Center Emergency Generator Installation
RFP NO. 27-01
AESCO Proposal No. P9616
Professional Staffing
$ 6,865.00
Field Technician
Field Equipment Charges
Environmental Tests
AESCO Subconsultant Rates

EXHIBIT D

PROJECT SCHEDULE

EXHIBIT E
CITY COUNCIL POLICY 100-5