Item 1.5 - Agmt with RJM Design Group, Inc.; As-Needed Landscape Architectural Design Serv.; RFP 15-007OF Ot}i�y
City of Po ay
.. C del O C' AGENDA REPORT
THE CpV .
DATE: December 2, 2014
APPROVED 6
APPROVED AS AMENDED O
(SEE MINUTES)
DENIED O
REMOVED O
CONTINUED
RESOLUTION NO.
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Singer, City Manager 9/ok
INITIATED BY: Jim Howell, Interim Director of Publi=ector' or I Michael Obermiller, P.E., Assistant Public Works "�
SUBJECT: Award of Agreement for As- Needed Landscape Architectural
Design Services, RFP 15 -007
Summary:
A notice inviting proposals for As- Needed Landscape Architectural Design Services was
duly advertised on October 2 and 9, 2014. Six proposals were received and opened on
October 23, 2014. RJM Design Group, Inc. was selected as the vendor best meeting
the evaluation criteria. The first term of the Agreement is three (3) years beginning
December 3, 2014 through December 2, 2017. The option`to renew may be by the
mutual agreement between the City and the selected Consultant. Award of the
Agreement and any extensions are subject to City Council appropriation of funds. The
Agreement may be extended through a total of two (2) separate one -year term
extensions. The maximum length of the Agreement would be up to five (5) years.
Recommended Action:
It is recommended that the City Council award the Agreement for As- Needed
Landscape Architectural Design Services, RFP 15 -007, to RJM Design Group, Inc., and
authorize the City Manager to execute the necessary documents.
Background:
This Agreement is to cover as- needed landscape architectural design services for
projects that assist the City in its municipal activities.
Findings:
Six proposals were received and opened on' October 23, 2014. Staff determined that
RJM Design Group, Inc. best meets the City's requirements. Evaluation criteria for the
proposals included ability to perform, including, but not limited to, experience and
history of the firm, as well as upon the amount proposed.
The hourly rates in the table below are identified for the Principal Landscape Architect
for comparison between consultants.
1 of 4 December 2, 2014 Item #
Award of Agreement for As- Needed Landscape Architectural Design Services, RFP 15-
007
December 2, 2014
Page 2
The length of the initial Agreement is three (3) years beginning December 3, 2014
through December 2, 2017. The Agreement may be extended subject to Council
appropriation of funds through a total of two (2) separate one -year term extensions.
The maximum length of the Agreement would be up to five (5) years. This Agreement
may be terminated with or without cause by the City. Termination without cause shall
be effective only upon 60 -day written notice to the Consultant. During the 60 -day
period, the Consultant shall perform all consulting services in accordance with this
Agreement. This Agreement may be terminated by City for cause in the event of a
material breach of this Agreement, misrepresentation by the Consultant in connection
with the formation of this Agreement or the performance of services, or the failure to
perform services as directed by the City. Termination for cause shall be effected by
delivery of written notice of termination to the Consultant. Such termination shall be
effective upon delivery of said notice.
Fiscal Impact:
Funding for specific tasks assigned to the design firm under the terms of the agreement
would be funded on an as needed basis.
Environmental Review:
This action is not subject to CEQA review.
Public Notification:
A copy of this report has been sent to RJM Design Group, Inc.
Attachment:
A. Fee Proposal. (The entire RFP is on file with the Office of the City Clerk.)
2 of 4 December 2, 2014 Item # 11, .
Hourly Rate for Principal
Consultant
• .•- Architect
RJM Design Group, Inc.
$145-$165
JPBLA, Inc.
$150
KTU&A
$175
DeLorenzo International
$175
MIG
$185-$195
Estrada Land Planning
$200
The length of the initial Agreement is three (3) years beginning December 3, 2014
through December 2, 2017. The Agreement may be extended subject to Council
appropriation of funds through a total of two (2) separate one -year term extensions.
The maximum length of the Agreement would be up to five (5) years. This Agreement
may be terminated with or without cause by the City. Termination without cause shall
be effective only upon 60 -day written notice to the Consultant. During the 60 -day
period, the Consultant shall perform all consulting services in accordance with this
Agreement. This Agreement may be terminated by City for cause in the event of a
material breach of this Agreement, misrepresentation by the Consultant in connection
with the formation of this Agreement or the performance of services, or the failure to
perform services as directed by the City. Termination for cause shall be effected by
delivery of written notice of termination to the Consultant. Such termination shall be
effective upon delivery of said notice.
Fiscal Impact:
Funding for specific tasks assigned to the design firm under the terms of the agreement
would be funded on an as needed basis.
Environmental Review:
This action is not subject to CEQA review.
Public Notification:
A copy of this report has been sent to RJM Design Group, Inc.
Attachment:
A. Fee Proposal. (The entire RFP is on file with the Office of the City Clerk.)
2 of 4 December 2, 2014 Item # 11, .
City of Poway • As- Needed Landscape Architectural Design Services RFP #15 -007
Fee Proposal
CommunitylnspiredSpaces q
DESIGN
I IJ M GROUP
REIMBURSABLE EXPENSES (Estimated Allowance)
When incurred, the following project expenses will be billed at cost plus 15% administrative fee in addition
to the above fee proposal:
• Printing, plotting, copying, scanning, photography, graphic expenses
• Delivery and handling of documents, shipping
• Permits, plan check, and inspection fees
• City business license
• Soils testing
PAYMENTS
Payments are due and payable on a monthly basis following the completion of any substantial phase of work.
Carrying charges for overdue accounts beyond 30 days of billing date are charged at 1.5% of the amount due,
compounded monthly.
ADDITIONAL SERVICES
Professional services not specifically identified in the scope of work will be considered additional services
and may be performed at Client's request, reimbursable at consultant's standard'hourly rates. Additional
services may include, but are not limited to:
• Additional meetings, presentations, or site visits beyond those identified in the scope of work.
• Exhibit preparation beyond that identified in the scope of work.
• . Revisions to documents required as a result of changes in Client's direction and /or subsequent to
Client's approval, or changes in governmental regulations.
• Design of improvements beyond the designated project site, or due to changes in project phasing
schedule.
• Engagement of other consultants not specifically identified below.
CONS I TANTS' HO iR Y RATES
Compensation for additional services will be billed hourly at our standard rates* below:
R.lM DESIGN GROUP. INC.
Principal Landscape Architect
Associate Landscape Architect
Landscape Architect
Job Captain / Landscape Designer
Irrigation Designer
CADD Technician
Draftsperson
Word Processor
MICE CONSULTANTS (civil engineering)
Principal
Project Manager
Project Engineer
Project Surveyor
Design Engineer
Computer Draftsperson
Project Assistant
3 -Man Survey Crew
2 -Man Survey Crew
3 of 4
$145 - $165 per hour
$130 - $140 per hour
$115 - $125 per hour
$100 - $110 per hour
$ 95 - $105 per hour
$ 85 - $ 95 per hour
$ 70 - $ 80 per hour
$ 55 - $ 65 per hour
$160 per hour
$120 per hour
$100 per hour
$120 per hour
$90 per hour
$70 per hour
$50 per hour
$280 per hour
$230 per hour
SAN JUAN CAPISTRANO • SACRAMENTO j
www.RJMdesigngroup.com • [9491 493.2600
ATTACHMENT A December 2, 2014 Item # L•5--
- bki,;
City of Poway • As- Needed Landscape Architectural Design Services RFP #15- 007communkyInspired spaces_ .®
DESIGN
Section MGROUP
tklsc (electrical engineering)
Principal $210 per hour
Sr. Associate $195 per hour
Associate $185 per hour
Sr. project manger / Sr. Lighting Design / Sr. System Engineer $175 per hour
Project Manager / Lighting Designer / System Engineer $150 per hour
Engineer /Assistant Lighting Design / Assistant System Engineer $130 per hour
Designer $110 per hour
CAD / BIM Specialist $90 per hour
Clerical $75 per hour
ADS CONSULTING ENGINEERS (structural engineeriWj
Principal $150 per hour
Project Engineer $135 per hour
CADD Operator / Drafter $95 per hour
Technical Typing and Reproduction $85 per hour
Site Visit $135 per hour
JAMES MICKARTZ., ARCHITECT
Principal Architect $135 per hour
Associate Architect $110 per hour
*charges for subconsultant services are billed at cost plus a 15% coordination fee.
Billings for all time and materials and contract extension work shall be in accordance with the level of work
performed based on the categories listed above.
Hourly rates will be escalated each August 1st in accordance with any increase in the Consumer Price Index
or other mutually agreed upon cost index, beginning with August 1, 2015. Provisions for fee escalation
pertain to all contract extensions and additional work.
SAN JUAN CAPISTRANO • SACRAMENTO 2
www.RJMdesigngrotip.com • [949] 493 -2600
4 of 4 December 2, 2014 Item # S