PROPOSAL FOR PROFESSIONAL SERVICES
EFFECTIVE DATE: April 12, 2024
PARTIES: “CONSULTANT” “CLIENT” & “OWNER”
VISUAL TERRAIN INC. CITY OF SANTA CLARITA
25213 Avenue Tibbi;s 23920 Valencia Boulevard
Santa Clarita, California, 91355 USA Santa Clarita, 91355-2196 (661) 775-7758 t (661) 775-7708 f (661)290-2210 t (661)290-2212 f www.visualterrain.net www.santa-clarita.com
PROJECT: River of Light ConstrucKon AdministraKon/InstallaKon Supervision + Test & Adjust / Focus & Programming
This Proposal (“Proposal”) dated as of the above EffecWve Date is made by and between Consultant and Client, with regard to the Project (as defined below).
STATEMENT OF QUALIFICATIONS FOR THE TEAM
Visual Terrain Inc. is a 29-year-old lighWng design firm located in Santa Clarita, California. Visual Terrain is a California state-cerWfied DBE company and we have worked on lighWng design projects all over the world. Visual Terrain is 51% women-owned and 49% minority owned.
Our past work with the City of Santa Clarita includes the Paseo LighWng Replacement Project in 2014/2015, the Sierra Highway Park and Ride Lots Solar LighWng Project in 2020/2021, and the LighWng Bid SpecificaWons Project for the Park and Ride Lots in 2021. We also parWcipated in the 2013 Art Slam event with a Living Light project. Most recently, we have been on-going partners with the City to explore lighWng opWons for the River of Light project and conducted a mock-up of several opWons this past spring at Central Park.
PROJECT DESCRIPTION
The River of Light (“Project”) is a permanently installed, illuminated public art installaWon located within Central Park in the Saugus area of the City of Santa Clarita. While the main design intent is to provide an effect of water running down the hillside, it is also a goal of the project for it to be programmed to celebrate other effects, such as 4th of July red, white, and blue colors, or a waving flag, or seasonal holiday colors.
In the Consultant’s latest conversaWons with the City, it was also determined that the project would now be expanded from the hillside to also include the adjacent plaza, trees on the plaza, and art sculpture being installed as well.
The Project will be located at the south end of Central Park, adjacent to the new Exercise Stairs that are currently being constructed.
SCOPE OF WORK AREAS
The scope of work for this project includes only the hillside areas flanking the exercise stairs where the Rivers of Light is currently intended to go as well as the new adjacent plaza.
SCOPE OF WORK AREAS NOT INCLUDED
•Adjacent areas of the hillside, park, exercise stair, and athleWc fields are not incorporated into this Rivers of Light project.
PROJECT SCHEDULE
Consultant shall strive to perform work in character, sequence, and Wming so that it conforms to the Project Schedule provided by the Client and reviewed by Consultant at the Wme of Agreement signing. It is understood that Consultant and Client will mutually agree on the Project Schedule prior to work commencing.
It is anWcipated that the schedule will be as follows:
• ConstrucWon AdministraWon / InstallaWon Supervision. 5 - 8 week duraWon. • 10 hrs meeWngs
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PROPOSAL FOR PROFESSIONAL SERVICES
• 40 hrs design coordinaWon/submi;al reviews / RFI responses • 40 hrs on-site installaWon supervision
• Test & Adjust / Focus & Programming. 2-3 week duraWon. • 27 hrs pre-programming in-office
• Two (2) days for system ring-out on-site for (1) lighWng designer and (1) lighWng programmer • Three (3) days preliminary programming on-site for (1) lighWng designer and (1) lighWng programmer • Three (3) day final programming on-site for (1) lighWng designer and (1) lighWng programmer • 5 hrs meeWngs client review, comment/approval: (1) meeWng aner preliminary programming, and (1) meeWng aner final programming.
• As-Built DocumentaWon. 1-2 week duraWon.
• 40 hrs in-office documentaWon preparaWon
• 10 hrs lighWng system operaWons training of the City of Santa Clarita Parks and Technology group
SCOPE OF WORK AND ASSOCIATED FEES
CONSTRUCTION ADMINISTRATION/INSTALLATION SUPERVISION
SERVICES
• Receiving, reviewing and approving Contractor’s shop drawings and material submi;als for items specified.
• Clarifying lighWng system specificaWons and responding to RFIs as required. • Review installaWon progress and provide punch lists. as required • During regular site visits, Consultant will:
• Verify juncWon box locaWons, fixture locaWons and the mounWng of fixtures and resolve onsite construcWon conflicts as they arise.
• Supervise InstallaWon of fixtures to ensure they are being installed to meet design intent. • PreparaWon of deliverables as listed below.
DELIVERABLES
• Wri;en clarificaWons, responses to RFI’s and/or sketches of lighWng design intent, as required. • Wri;en comments on Contractor material submi;als and shop drawings for items specified, as required. • Prepare punch list items for correcWve acWon by contractor.
TEST & ADJUST (FOCUS & PROGRAMMING)
SERVICES
• Consultant will provide personnel on site to work with the contractor’s and/or system integrator’s focus crews to direct the focus of adjustable fixtures, test fixture accessories, and verify fixture lamp specificaWons.
• Consultant will provide personnel on site to set lighWng levels throughout the project as well as program the various lighWng looks.
DELIVERABLES
• Site visit reports summarizing acWviWes completed, daily outcomes and any remaining issues and challenges.
AS-BUILT DOCUMENTATION
SERVICES
• Provide updated documentaWon as necessary to create lighWng design as-builts for the project to reflect the design as implemented in the field inclusive of any changes made since the release of the conformed documents.
• Provide training for the City of Santa Clarita Parks and Technology group on the operaWons of the lighWng control system.
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PROPOSAL FOR PROFESSIONAL SERVICES
DELIVERABLES
• LighWng Design As-Built documentaWon at the conclusion of the Project, including:
• Final focus informaWon, accessory informaWon, LED lighWng sources, control and programming schedules.
• Updated 2D drawings
• Updated Equipment SpecificaWons
• LighWng Design As-Built documentaWon at the conclusion of the Project, including:
• Focus photos of each individual adjustable fixture type are not included in the base fees, but this service may be added for an addiWonal fee, upon Client’s request. • Electrical As-Built informaWon is the responsibility of the Electrical Contractor.
EXCLUSIONS
•Updated drawings and documentation sets for additional submissions. •Emergency egress and/or work lighting.
•CSI format specifications for the lighting equipment as specified. •Additional art lighting consulting services for art work handled and provided by other Vendors. •External signage, wayfinding signage, and visual communications lighting for signage elements by Vendors other than the Client.
•Internally illuminated signage, graphics, and millwork elements handled and provided by other Vendors. •Pre-viz models, and simulations information as a part of the submission. •All Revit and BIM modeling efforts normally handled by the Architect of Record, Design Build Contractors, and their teams.
•Code consulting and energy compliance documentation.
•Plan check documentation, submissions, or fees.
•Procurement of building permits.
•The following work normally handled by the Project Architects and/or Engineers of Record:
•Stamped and signed construction drawings of lighting design. •Electrical, structural, or civil engineering inclusive of BTU Calculations. •Structural review and structural load calculations for lighting elements. All foundation sizing and dimensions are to be specified by the structural engineer of record. •Installation work normally handled by the Electrical Contractor.
PROJECT TEAM
For the purposes of the Project, Consultant will act as primary consultant and will handle the Project both contractually and administraWvely, as well as provide lighWng design services for the areas menWoned above.
At Consultant’s own discreWon, it has brought in sub-consultants to help Consultant complete the deliverables as menWoned above. Each member of Consultant’s team is commi;ed to working together to provide a high level of service and to develop ideas to realize the designs in a manner which is budget and operaWonally friendly.
KEY TEAM MEMBERS
• Lisa Passamonte Green, CEO/Principal in Charge, will oversee the design and contractual efforts for the project. • Jonathan Lebovic, Senior LighWng Designer, will lead the day-to-day lighWng design efforts. • Steeve Vajk, ProducWon Manager/Programmer, will lead the lighWng design programming efforts. • Other designers, project managers, assistants, and producWon personnel, as required.
MEETINGS
MeeWngs include, but are not limited to, the following:
• MeeWngs & Work Sessions (online or in-person)
• Teleconferences (online or via phone)
• Design Reviews (online or in-person)
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PROPOSAL FOR PROFESSIONAL SERVICES
• PresentaWons (online or in-person)
• Mock-ups (online, in-person or onsite)
• Site Visits (in-person)
• Contractor CoordinaWon MeeWngs (via phone, online or in-person) Unless noted below, it is assumed that all meeWngs are via teleconference/web-based meeWng and one (1) representaWve will be in a;endance at a minimum, as follows:
• ConstrucWon AdministraWon / InstallaWon Supervision.
• 10 hrs for on-site coordinaWon and installaWon review meeWngs. • Test & Adjust / Focus & Programming.
• Two (2) 8-hour days for lighWng system ring-out on-site for (1) lighWng designer and (1) lighWng programmer for a total of 32 hours.
• Three (3) 8-hour days preliminary programming on-site for (1) lighWng designer and (1) lighWng programmer for a total of 48 hours.
• Three (3) day final programming on-site for (1) lighWng designer and (1) lighWng programmer for a total of 48 hours.
• Five (5) hrs meeWngs client review, comment/approval. (1) meeWng aner preliminary programming, and (1) meeWng aner final programming.
• As-Built DocumentaWon.
• Ten (10) hrs meeWngs to train the Parks and Technology group in the operaWon of the lighWng control system.
AddiWonal hours will be handled as hourly/daily rates and billed accordingly. See Rate Schedule sec9on below for detailed informa9on about hourly/daily rates.
ADDITIONAL SERVICES AVAILABLE
The following is a parWal list of services, which may be added upon request, for an addiWonal fee:
• Mock-Ups or demonstraWons enabling Client to see what the proposed design will look like when completed. • PreparaWon of 3D rendering and pre-visualizaWon work.
RATE SCHEDULE
If addiWonal services are required, project fees will be based upon Wme spent by Consultant team members, such fees will be billed at current hourly or day rates in effect at the Wme of performance of such services. As of the date of this Agreement, hourly and day rates are:
Principal in Charge/ExecuWve Management: $200/hr - $2,000/day Principal Designer: $180/hr - $1,800/day
Associate Principal Designer/Sr. Designer/Senior Deliverable ProducWon Manager: $160/hr - $1,600/day Designer III/Design Manager/Deliverable ProducWon Manager: $140/hr - $1,140/day Designer II/Project Coordinator/ Deliverable ProducWon Specialist: $130/hr - $1,300/day Designer I: $120/hr - $ 1,200/day
Intern/Jr. Designer: $95/hour - $950/day
AdministraWve: $110/hr
See the Terms and Condi9ons secWon for more informaWon about the rate schedule.
INSURANCE COVERAGE
Consultant has insurance coverage as follows:
• Commercial General Liability: in limits not less than One Million Dollars ($1,000,000.00) per occurrence and Two Million Dollars ($2,000,000.00) aggregate.
• Automobile Liability: in limits not less than One Million Dollars ($1,000,000.00) per ea. accident for hired and non-owned autos only.
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PROPOSAL FOR PROFESSIONAL SERVICES
• Umbrella Liability: in limits not less than One Million Dollars ($1,000,000.00) per occurrence and One Million Dollars ($1,000,000.00) aggregate.
• Consultant has secured and maintain worker’s compensaWon insurance as required by law to cover injuries to our employees.
• Professional Liability including Network & Privacy Liability in limits not less than One Million Dollars ($1,000,000.00) per occurrence and Three Million Dollars ($3,000,000.00) aggregate and a cyber limit not less than One Million Dollars ($1,000,000.00).
TERMS AND CONDITIONS
This Agreement is subject to Consultant’s Terms and CondiWons (March 2023) set forth at h;p:// www.visualterrain.net/wp-content/referenced/T&Cv4.pdf, which terms and condiWons are incorporated herein and made a part hereof (the “Terms and CondiWons”). By execuWon of this Proposal, Client acknowledges that the Term and CondiWons are an integral part of this Proposal and that Client has had the opportunity to review the Terms and CondiWons.
BASIC COMPENSATION
All fees are lump sum, based on scope of work shown. All fees are shown in US Dollars.
Fee Breakdown
ConstrucWon AdministraWon / InstallaWon Supervision Fees (90 hrs) $14,400 Test & Adjust / Focus & Programming Fees (160 hrs) $25,600 As-Built DocumentaWon (50 hrs) $8,000
GRAND TOTAL $48,000
Grand Total fees as shown are exclusive of travel and reimbursable expenses.
An iniWal payment of 20% of the fees shown for each phase will be required prior to work for that phase commencing.
All fees invoiced will be net payments, payable in United States dollars, and drawn on a United States Bank or branch therein. Any and all associated customs, excise tax, wire transfer fees, or similar fees will be paid by the Client.
Payments for all previous work completed must be received prior to deliverables for the current or upcoming phase being released
Once approved, Client to issue Purchase Order, Work AuthorizaWon, or other document before work shall commence.
AUTHORIZED SIGNATURES
AGREEMENT: This Agreement is submi;ed this day, April 12, 2024, for review and acceptance by Client. Client shall be deemed to have accepted this Agreement upon the earliest of: (i) Client’s execuWon and delivery of this Agreement to Consultant; (ii) Client’s wri;en request to Consultant to commence work on the Project; and (iii) Client’s acceptance from Consultant of any Project deliverable. This Agreement consWtutes the enWre agreement between the parWes in connecWon with the Project unless amended in a wriWng executed by Consultant. If this Agreement is not accepted by Client within 90 days aner the above submission date, Consultant reserves the right to withdraw or revise the terms of this Agreement.
IN WITNESS WHEREOF, the parWes have executed this Agreement on the date(s) set forth below:
Authorized Signatures:
________________________________________ ______________________________________ Authorized Signature for Consultant Authorized Signature for Client
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PROPOSAL FOR PROFESSIONAL SERVICES
______________________________________ ______________________________________ Print Name/Title Print Name/Title
________________________________________ ______________________________________ Date Date
END OF PROPOSAL
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