Professional Services Agreement Agreement No. <24-002-CM> City Attorney Approved, 082321 Page 1
Hercules Police Lobbies
CITY OF HERCULES
PROFESSIONAL SERVICES AGREEMENT
This Agreement (“Agreement”) for professional services is made on January 23, 2024, between the City of Hercules , a California municipality (“City”), and SERA Design and Architecture, Inc., a cooperation (“Consultant”) (individually, a “Party,” and collectively, the “Parties”).
1. Scope of Services. Consultant will provide to City the professional services described in the Scope of Services, attached as Attachment A and incorporated in this Agreement (the “Services”). Only the City Council or the City Manager may authorize any change or addition to the Scope of Services specified in Attachment A.
2. Term. This Agreement will become effective on January 23, 2024 (“Effective Date”), and will terminate upon the full and satisfactory completion of the Services or as otherwise specified in Attachment A, unless terminated sooner in accordance with Section 10 of this Agreement .
Time is of the essence with respect to all provisions of this Agreement that specify a time for performance.
3. Compensation. For the full and satisfactory completion of the Services, City will pay Consultant in an amount not to exceed Fifty-Seven Thousand Nine Hundred and Eighteen Dollars ($57,918.00), without prior written authorization by City, pursuant to the terms set forth in Attachment B on Payment, which is attached to and incorporated in this Agreement. Consultant’s compensation is intended to encompass all costs required for performing the Services, including overhead and indirect costs. Except as expressly provided in Attachment B, Consultant will not be entitled to reimbursement for expenses it incurs to provide the Services.
3.1 Payment. City will pay Consultant for Services satisfactorily provided during each calendar month within 30 days following City receipt and approval of a detailed invoice. The invoice must include, at a minimum: a description of the specific Services provided; the name of the individual providing the Services; the date(s) upon which the Services were provided; the time spent providing the Services; the amount due for the Services ; and the basis for calculating the amount due.
3.2 Additional Services. If the City requests related services beyond the Scope of Services described in Attachment A, the Consultant will provide City a written estimate for the additional services (“Additional Services”). Consultant will not provide Additional Services until Consultant has received written authorization from the City to perform the Additional Services .
Consultant will not be entitled to payment for Additional Services performed without City’s prior written authorization or for costs to correct Consultant’s errors or omissions.
4. Independent Contractor. The Parties agree that Consultant will act as an independent contractor under this Agreement and will have control of its work and the manner in which the Services are performed. Consultant is not an employee of City and is not entitled to participate in any health, retirement, or similar employee benefits from the City.
5. Consultant’s Warranties.
5.1 Consultant warrants that all Services provided under this Agreement will be performed in accordance with generally accepted professional practic es and standards for Consultant’s profession in the Bay Area.
Professional Services Agreement Agreement No. <24-002-CM> City Attorney Approved, 082321 Page 2
Hercules Police Lobbies
5.2 Consultant warrants that all Services provided under this Agreement will be performed in accordance with applicable federal, state, and local laws and regulations, including, but not limited to, conflict of interest laws and City ordinances and policies.
5.3 Consultant warrants that Consultant has no present interest which would conflict in any manner with the performance of Services on the City’s behalf.
5.4 Consultant warrants that it will comply with the City’s Nepotism and Cronyism Policy.
6. Notice. Any notice, billing, or payment required by this Agreement must be made in writing, and sent to the other P arty by personal delivery, U.S. Mail, a reliable overnight deliv ery service, or by e mail as a PDF (or comparable) file. Notice is effective upon delivery unless otherwise specified. Notice for each Party will be given as follows:
City: Consultant:
City of Hercules SERA Design and Architecture, Inc. 111 Civic Drive Address: 304 12
th Street Suite 3A
Hercules, CA 94547 Oakland CA, 94607
(510) 799-8200 Phone: (510) 480-4988
Attn: City Clerk Attn: Stuart Colby
[email protected]
Copy to: Mike Roberts Copy to: Shweta Mhatre
Email: [email protected] Email: [email protected]
7. Indemnity. Subsection 7.1 is not applicable to this Agreement if Consultant’s Services are “design professional” services as that term is used and defined in Civil Code section 2782.8.
Subsection 7.2 is applicable to this Agreement if Consultant’s Services are “design professional” services as used and defined in Civil Code section 2782.8.
7.1 To the full extent permitted by law, Consultant will indemnify, defend with counsel acceptable to City, and hold harmless City, its governing body, officers, agents, employees, and volunteers (collectively, “City Indemnitees”) from and against any and all liability, demands, loss, damage, claims, settlements, expenses, and costs (including, without limitation, attorney fees, expert witness fees, and costs and fees of litigation) (collectively, “ Liability”) of every nature arising out of or in connection with Consultant’s acts or omissions with respect to this Agreement, except such Liability caused by the active negligence, sole negligence, or willful misconduct of any of the City Indemnitees. This indemnification obligation is not limited by any limitation on the amount or type of damages or compensation payable under Workers’ Compensation or other employee benefit acts, or by insurance coverage limits, and will survive the expiration or early termination of this Agreement. This Subsection 7.1 does not apply if the Services to be provided under this Agreement are desi gn professional services provided by a licensed architect, landscape architect, professional engineer, or professional land surveyor.
7.2 To the full extent permitted by law, Consultant will indemnify, defend, and hold harmless City, its City Council, officials, officers, agents, employees, and volunteers from and against any and all liability, loss, damage, claims, expenses and costs (including, without limitation, attorney fees and costs and fees of litigation) (collectively, “Liability”) of every nature
Professional Services Agreement Agreement No. <24-002-CM> City Attorney Approved, 082321 Page 3
Hercules Police Lobbies
which arises out of, pertains to, or relates to the negligence, recklessness, or willful misconduct of Consultant in the performance of this Agreement, except such Liability caused by the active negligence, sole negligence or willful misconduct of City. This indemnification obligation is not limited by any limitation on the amount or type of damages or compensation payable under Workers’ Compensation or other employee benefit acts, or by insurance coverage limits, and will survive the expiration or early termination of this Agreement. This Subsection 7.2 is applicable if the Services to be provided under this Agreement are design professional services provided by a licensed architect, landscape architect, professional engineer, or professional land surveyor.
8. Insurance. Before providing any Services under this Agreement, Consultant is required to procure and provide proof of the insur ance coverage required by this S ection in the form of certificates and endorsements. Each certificate of insurance must state that the coverage afforded by the policy or policies will not be reduced, cancelled or allowed to expire without at least 30 days written notice to City, unless due to nonpayment of premiums, in which case at least 10 days written notice will be made to City. The required insurance must cover the activities of Consultant and its employees or subcontractors relating to or arising from the performance of the Services, and must remain in full force and effect at all times during the term of the Agreement. All required insurance must be issued by an insurer licensed to do business in the State of California, and each such insurer must have an A.M. Best financial strength rating of “A” or better and a financial size rating of “VIII” or better. If Consultant fails to provide any of the required coverage, City may, at its sole discretion, purchase such coverage at Consultant’s expense and deduct the cost from payments due to Consultant.
8.1 The following insurance policies and limits are required for this Agreement:
8.1.1 Commercial General Liability Insurance (“CGL”) . CGL insurance issued on an occurrence basis, including coverage of liability arising from Consultant’s acts or omissions in the performance of S ervices under this Agreement, with limits of at least $1,000,000.00 per occurrence.
8.1.2 Automotive. Commercial automotive liability coverage for owned, non- owned and hired vehicles must provide coverage of at least $1,000,000.00 combined single limit per accident for bodily injury, death, or property damage.
8.1.3 Workers’ Compensation Insurance and Employer’s Liability. The policy must comply with the requirements of the California Workers’ Compensation Insurance and Safety Act, with limits of at least $1,000,000.00. If Consultant is self- insured, Consultant must provide its duly authorized Certificate of Permission to Self-Insure.
8.1.4 Professional Liability. This in surance must insure against Consultant ’s errors and omissions in the provision of S ervices under this Agreement , in an amount no less than $1,000,000.00 combined single limit.
8.2 Subrogation Waiver. Each required policy must include an endorsement that the insurer agrees to waive any right of subrogation it may have against City or the City’s insurers.
8.3 The CGL policy and the automotive liability policy must include the following endorsements:
Professional Services Agreement Agreement No. <24-002-CM> City Attorney Approved, 082321 Page 4
Hercules Police Lobbies
(1) The City, including its Council, officials, officers, employees, agents, volunteers and consultants (collectively, “ Additional Insured”) must be named as an additional insured for all liability arising out of the operations by or on behalf of the named insured, and the policy must protect the Additional Insured against any and all liability for personal injury, death or property damage or destruction arising directly or indirectly in the performance of the Agreement.
(2) The inclusion of more than one insured will not operate to impair the rights of one insured against another, and the coverages afforded will apply as though separate policies have been issued to each insured.
(3) The insurance provided is primary and no insurance held or owned by City will be called upon to contribute to a loss.
(4) Any umbrella or excess insurance must contain or be endorsed to contain a provision that such coverage will also apply on a primary or non-contributory basis for the benefit of City before the City’s own insurance or self -insurance will be called upon to protect it as a named insured.
9. Dispute Resolution. In the event that any dispute arises between the Parties in relation to this Agreement, the Parties agree to meet face to face as soon as possible to engage in a good faith effort to resolve the matter informally. In the event that any dispute arises between the Parties in relation to this Agreement, and the dispute is not resolved by informal discussions, the Parties agree to submit the dispute to mediation.
9.1 Either Party may give written notice to the other Party of a request to submit a dispute to mediation, and a mediation session must take place within 60 days after the date that such notice is given, or sooner if reasonably practicable. The Parties will jointly appoint a mutually acceptable mediator. The Parties further agree to share equally the costs of the mediation, except costs incurred by each Party for representation by legal counsel.
9.2 Good faith participation in mediation pursuant to this S ection is a condition precedent to either Party commencing litigation in relation to the dispute.
10. Early Termination.
10.1 Termination for Convenience. City may terminate this Agreement for convenience by giving 10 calendar days written notice to Consultant. In the event City elects to terminate the Agreement without cause, it will pay Consultant for Services satisfactorily provided up to that date.
10.2 Termination for Cause. If either Party breaches this Agreement by failing to timely or satisfactorily perform any of its obligations or otherwise violates the terms of this Agreement, the other Party may terminate this Agreement by giving written notice five calendar days prior to the effective date of termination, specifying the reason and the effective date of the termination.
Consultant will be entitled to payment for all Services satisfactorily provided up to the effective date of termination, except that the City may deduct from that p ayment the amount of costs the City incurred, if any, because of Consultant’s breach of the Agreement.
Professional Services Agreement Agreement No. <24-002-CM> City Attorney Approved, 082321 Page 5
Hercules Police Lobbies
11. Work Product. City will be the sole owner of all rights to any work product in any form which has been prepared by Consultant on City ’s behalf pursuant to this Agreement, unless otherwise specified in writing by the Parties.
12. Records. Unless otherwise specified in Attachment A, C onsultant will maintain records related to this Agreement for a period of four years from expiration or termination of this Agreement, including records of the Services performed, on a daily basis if necessary.
Consultant’s accounting systems will conform to generally accepted accounting principles, and all records will provide a breakdown of total costs charged under this Agreement, including properly executed payrolls, time records, invoices, and vouchers. Consultant will permit City to inspect and examine Consultant’s books, records, accounts, and any and all data relevant to this Agreement at any reasonable time.
13. General Provisions.
13.1 Assignment and Successors. Consultant may not assign its rights or obligations under this Agreement, in part or in whole, without City’s written consent. This Agreement is binding on Consultant’s and City’s lawful heirs, successors, and permitted assigns.
13.2 Third Party Beneficiaries. There are no intended third-party beneficiaries to this Agreement.
13.3 Nondiscrimination. Consultant will not discriminate in the employment of persons under this Agreement because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition, disability, or other prohibited basis. All nondiscrimination rules or regulations required by law to be included in this Agreement are incorporated by this reference.
13.3.1 Avoidance of Cronyism and Nepotism. Consultant shall comply with regulations adopted by the City of Hercules to avoid favoritism in the award of contracts. Consultant shall submit a fully executed copy of the “Contractor Acknowledgment of City of Hercules Nepotism and Cronyism Policy” as Attachment C to this Agreement.
13.3.2 Compliance with the California Equal Pay Act . Consultant shall comply with regulations adopted by the City of Hercules to allow for verification of Consultant compliance with the requirements of the California Equal Pay Act. Consultant shall submit a fully executed copy of the “Contractor Acknowledgment of Compliance with the California Equal Pay Act” as Attachment D to this Agreement.
13.4 Choice of Law and Venue. This Agreement will be governed by California law, and venue will be in the Superior Court of Contra Costa County, and no other place.
13.5 Integration. This Agreement and the documents incorporated in this Agreement constitute the final, complete, and exclusive terms of the agreement between the City and the Consultant.
13.6 Severability. If any provision of this Agreement is determined to be illegal, invalid, or unenforceable, in part or in whole, the remaining provisions of the Agreement will remain in full force and effect.
Professional Services Agreement Agreement No. <24-002-CM> City Attorney Approved, 082321 Page 6
Hercules Police Lobbies
13.7 Amendment. No amendment or modification of this Agreement will be binding unless it is in a writing duly authorized and signed by the Parties to this Agreement.
13.8 Provisions Deemed Inserted. Every provision of law required to be inserted in this Agreement will be deemed to be inserted, and this Agreement will be construed and enforced as though included. If it is discovered that through mistake or otherwise that any required provision is not inserted, or not correctly inserted, this Agreement will be amended to make the insertion or correction.
13.9 Precedence. If any provision in any document attached to or incorporated in this Agreement conflicts with or is inconsistent with the provisions set forth in the body of this Agreement, the provisions set forth in the body of this Agreement will control over any such conflicting or inconsistent provisions.
13.10 Waiver. No waiver of a breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement will be effective unless it is in writing and signed by the P arty waiving the breach, failure, right, or remedy. No waiver of any breach, failure, right, or remedy will be deemed a waiver of any other breach, failure, right, or remedy, whether or not similar, nor will any waiver constitute a continuing waiver unless the writing so specifies.
13.11 Force Majeure. If either Party is delayed or hindered in or prevented from the performance of any act required under this Agreement because of strikes, lockouts, inability to procure labor or materials, failure of power, riots, insurrection, war, fire or other casualty, or other reason beyond the reasonable control of the P arty delayed, excluding financial inability (“Force Majeure Event”), performance of that act will be excused for the period during which the Force Majeure Event prevents such performance, and the period for that performance will be extended for an equivalent period. Delays or failures to perform resulting from lack of funds will not be Force Majeure Events.
13.12 Headings. The headings in this Agreement are included for convenience only and will not affect the construction or interpretation of any provision in this Agreement or any of the rights or obligations of the Parties to this Agreement.
13.13 Execution in Counterparts. This Agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument.
13.14 Authorization. Each individual signing below warrants that he or she is authorized to do so by the Party that he or she represents, and that this Agreement is legally binding on that Party. If Consultant is a corporation, signatures from two officers of the corporation are required pursuant to California Corporation Code section 313.
[Signature page follows.]
The Parties agree to this Agreement as witnessed by the signatures below:.
CITY: Approved as to form:
s/ s/
Dante Hall, City Manager
Date:
Patrick Tang, City Attorney
Date:
Attest
s/
Eibleis Melendez, City Clerk
Date:
LT
Name/Title
Date: Ol
6{ *vv,
$'6arf
u€
ame
s/
s/
o ?az
Name/Title
Date:
Attachments:
Attachment A: Scope of Services
Attachment B: Payment
Attachment C: Contractor Acknowledgment of City of Hercules Nepotism and Cronyism Policy Attachment D: Contractor Acknowledgment of Compliance with the California Equal Pay Act Professional Services Agreement
City Attorney Approved, 082321
Hercules Police Lobbies
Agreement No. <24-002-CM>
Architectural Services | Scope of Work
Date January 16, 2024
Project Name City of Hercules- Police Lobbies
Project Number 2303145.01
Attention Mike Roberts
Address City of Hercules
111 Civic Dr.
Hercules CA
Overview SERA Design and Architecture, Inc. (“SERA”) appreciates the opportunity to submit this Architectural Scope of Work for the design, bid and construction administration support for security improvements of two Police Lobbies at the City of Hercules City Hall Building. The main lobby is approximately 100 sq ft, and the night entrance lobby is 115 sq ft. There is no exterior work proposed, the scope concentrates on improving interior partitions and providing enhanced security at walls and public windows.
Scope of Work SERA will provide one concept design (15% design development) study for each lobby which reflects the proposed improvements. After one iteration of feedback on the concept design from Stakeholders ( Chief Vasquez, Mike Brown & Jeff Roberts) and a notice to proceed, SERA will create construction drawings for bidding, permitting and provide construction administration services . It is assumed that design services along with construction documents and permitting for both lobbies will be concurrent.
It is understood that the two lobbies may have different timelines and one may be renovated before the other.
Project
Deliverables
Deliverables include:
▪ Site visit by the design principal and project manager to meet with stakeholders. ▪ Main & night lobby concept design development (plan & elevation) ▪ Concept design review meeting with stakeholders (in person) ▪ One iteration of concept design from feedback (plan & elevation) ▪ Review of finalized concept plans
▪ Construction drawings for City use in permitting, bidding and construction. ▪ Assistance responding to questions from the permitting authority and bidders ▪ Virtual attendance at Owner/Architect/Contractor meetings (assuming 8 total for both lobbies)
▪ Two site visits during construction (one for each lobby), two punch walks to review the completed construction (one for each lobby)
▪ Responding to inquiries and submittals from the contractor ▪ Reviewing pay applications from the contractor
▪ Record drawings for the City in CAD and PDF based off as-builts from the contractor.
Attachment A: Scope of Services
Attachment B: Payment
Design &
Construction
Schedule
Based upon this scope of work and the meetings with you, we are targeting the following schedule for the project:
Concept design 3 weeks
Finalize concept 2 weeks
Construction documents 3 weeks
Bidding & permitting 9 weeks
Construction 22 weeks
Note that the anticipated construction schedule is driven by potential long lead items (secure transaction windows).
Compensation Based upon the assumptions and scope of services indicated above, our fee is on a time and materials basis, not to exceed Fifty-Six Thousand Five Hundred and Eighty-Seven Dollars ($ 56,587.00). Our services will be billed monthly against this limit at the rates within this Scope of Work. The fee does not include reimbursable expenses which will be billed monthly at 4% multiplier of the above fee for a total fee of One Thousand and Three Hundred and Thirty-One Dollars only ($ 1,333.00). The reimbursable expenses that are covered in the multiplier are within this Scope of Work.
Exhibit A (SERA’s resourcing breakdown by Phase, attached here to)
Exhibit B (Directional Logic’s fee by phase to provide a Cost Estimate)
Total Project Fee (SERA + Directional Logic and including allowance for structural engineer as needed)
Additional Service s The following services, if needed, will be in addition to the fee for basic services and will be performed at your written request on a time and materials basis, using the billing rates current as of the time of the request.
▪ Hazardous material assessment
▪ Inventory of existing furniture and equipment
▪ Furniture selection, bid coordination, delivery, and installation coordination. ▪ Move coordination.
▪ Non-code related signage
▪ 3-D computer renderings
Billing Rates – 2023-2024 Rates
The following billing rates are applicable where basic services are computed on an hourly rate basis and for requested or required additional services. All billing rates are adjusted annually.
Principal (Level X) ................................ ................................ ................................ ................................ ................. $306.00-$326.00 Director (Level IX) ................................ ................................ ................................ ................................ .............................. $306.00 Sr. Project Manager/Architect/Designer/ Planner (Level VIII) ................................ ................................ .............................. $296.00 Project Manager/Architect/Designer/Planner (Level VII) ................................ ................................ ................................ ...... $257.00 Project Manager/Architect/Designer/Planner (Level VI)………………………………………………………………………….......$235.00 Sr. Job Captain Architect/Interiors/Planning (Level V)..............................................................................................................$219.00 Job Captain Architect/Interiors/Planning (Level IV) ................................ ................................ ................................ ............. $197.00 Jr. Job Captain Architect/Interiors/Planning (Level III) ................................ ................................ ................................ ......... $177.00 Project Assistant Architect/Interiors/Planning (Level II) ................................ ................................ ................................ ....... $150.00 Project Assist Architect/Interiors/Planning (Level I)…………………………………………………………………………………...$133.00 Administrative Personnel ................................ ................................ ................................ ................................ .................... $105.00 Specialist…………………………………………………………………………………………………………………………………...$525.00 Intern ....... …………………………………………………………………………………………………………………………………..$73.00
Reimbursables Reimbursables are in addition to the Compensation for Basic and Additional Services and include actual expenditures made by the Architect and the Architect's employees and consultants in the interest of the Project for the expenses listed as follows:
1. The following reimbursables will be covered by the percentage multiplier against the combined amount for Basic and Additional Services billed per month against the project.
▪ Transportation within the greater Bay Area
▪ Mass reproductio ns of drawing sets, r eprographics, postage and handling of drawings and other project documents for distribution to the Owner, General Contractor and sub-contractors.
2. The following reimbursables are not included in the above set percentage and will be billed only if authorized in advance, in writing by the client
▪ Transportation in connection with the Project outside of the -Bay Area area as indicated above; living expenses in connection with any authorized out-of-town travel and long distance communications. ▪ Permit, review, appeal or other miscellaneous fees required by an authority having jurisdiction for the Project. ▪ Renderings, models, presentation color boards and mock-ups requested by the Owner.
16-Jan-24
Hercules Police Station - City Hall
Concept
Design +
1 iteration
Construction
Documents Permit/Bid Construction Closeout Total
Wks/Hrs Total Fee
2023-2024 rates 5.0 Wks 3.0 Wks 9.0 Wks 21.0 Wks 1.0 Wks 39.0 Wks
0.00 -$ 0.00 -$ 0.00 -$ 0.00 -$ -$ 0.00 -$
0.00 -$ 0.00 -$ 0.00 -$ 0.00 -$ 0.00 -$ 0.00 -$ PIC Stuart $326 0.50 815$ 0.50 489$ 0.25 734$ 0.50 3,423$ 0.00 -$ 16.75 5,461$ PM Shweta $257 1.50 1,928$ 1.00 771$ 0.50 1,157$ 1.50 8,096$ 0.00 -$ 46.50 11,951$ P Arch TBD $296 1.00 1,480$ 0.75 666$ 0.25 666$ 0.00 -$ 0.00 -$ 9.50 2,812$ JC Matt L $219 8.00 8,760$ 8.00 5,256$ 1.00 1,971$ 1.50 6,899$ 3.00 657$ 107.50 23,543$ specs Margaret $190 0.00 -$ 2.00 1,140$ 0.00 -$ 0.00 -$ 0.00 -$ 6.00 1,140$ qa/qc Marc $296 0.00 -$ 0.50 444$ 0.20 533$ 0.00 -$ 0.00 -$ 3.30 977$ Admin Marianna $100 0.50 250$ 0.50 150$ 0.25 225$ 0.00 -$ 0.00 -$ 6.25 625$ 13,233$ 8,916$ 5,285$ 18,417$ 657$ 195.8 46,507$ Hours
/ Wk
Exhibit A - SERA’s resourcing breakdown by Phase
Hours /
Wk
Hours
/ Wk
Hours
/ Wk
Hours /
Wk