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ResolutionNo1343_Alan Palermo_BudgetAmendment_EAlan Palermo Consulting 2412 Prospect Ave, Hermosa Beach, California 90254 / (310) 717-3244 June 20, 2023 2023-RH004 Ms. Elaine Jeng City Manager City of Rolling Hills No. 2 Portuguese Bend Road Rolling Hills, CA 90274 Re: Professional Services – Project Management Services/Consulting Agreement for CIP and Special Projects Dear Mr. Jeng: Thank you for the opportunity to be of continued service to the City of Rolling Hills. Pursuant to our discussion and information provided by the City, Professional and Project Management services will be provided as directed by the City of Rolling Hills for the following projects for the period 8/1/23 through 6/30/24: 1)Project Management for the Design of City Hall ADA Improvements per the City’s Transition Plan: a)Continued oversight and coordinate completion of Construction Documents for the City Hall ADA Improvements with the City’s selected Consultant (Pacific Architecture). Provide assistance with internal functions relevant to the project including drafting of staff reports. b)Upon completion of City Hall ADA Improvement Construction Documents, prepare Bid Documents to solicit construction bids for the ADA Improvements. manage bid process and preparation of Construction Contract with selected contractor. (Note: Construction not expected to begin until 202?-202? Fiscal Year) c)Prepare Request for Proposal (RFP) to solicit Construction Management firm to oversee the construction phase for the project. d)Project Management during Construction in the 2023-2024 fiscal year. 2)Project Management / or Support City Staff For Outdoor Siren Project: a)Provide support to City staff for the implementation and review of the outdoor siren project 3)Project Management for the Tennis Court ADA Improvements: a)Continued oversight and completion of Construction Documents for the Tennis Court ADA Improvements Alan Palermo Consulting b) Provide assistance with internal functions relevant to the project including drafting of staff reports. c) Serve as the liaison and extension of City Staff to the Rolling Hills Community Association to achieve a set of coordinated design plans including phasing plan for construction activities as needed. d) Upon completion of Tennis Court ADA Improvement Construction Documents, prepare Bid Documents to solicit construction bids for the Tennis Court ADA Improvements. Manage bid process and preparation of Construction Contract with selected contractor. e) Prepare Request for Proposal (RFP) to solicit Construction Management firm to oversee the construction phase for the project. f) Project Management during Construction in the 2023-2024 fiscal year. 4) Project Management for the Design of the 8-inch sewer main along Portuguese Bend Road: a) Continued oversight of design consultant to finalize improvement plans for Phase 1 (Rolling Hills to Rolling Hills Estate) and Phase II (City of Torrance), serve was the city’s representative with outside agencies relevant to the project, review design plans, conduct outreach meetings with the community as needed/requested, and provide assistance with internal functions relevant to the project including drafting of staff reports. b) Upon completion of Sewer Improvement Plan Construction Documents, Finalize Bid Documents to solicit construction bids for the Sewer Improvements, manage bid process and preparation of Construction Contract with selected contractor. c) Prepare RFP and evaluate proposals for Construction Management/Inspection of Improvements d) Project Management during Construction Phase in the 2023-2024 fiscal year. 5) Support City Staff for the Crest Road East / Eastfield Utility Undergrounding Projects and Vegetation Management Project : a) Provide support to City staff for the undergrounding projects and vegetation management projects 6) Miscellaneous Professional Services to support City Projects: a) Provide Professional Services when requested by the City to: i) Prepare RFP’s / Bid Document assistance for other City projects when requested ii) Manage/provide assistance for additional City projects upon request of the City Alan Palermo Consulting Services will be provided at the specified hourly rate of One hundred sixty-five ($165) dollars per hour. Services are estimated at the schedule listed below for the time periods listed. Item No. Project Description Time Period Total Hours Total Fee 1 Project Management for the Design of City Hall ADA Improvements per the City’s Transition Plan 8/1/2023 - 6/30/2024 80 $ 13,200 2 Project Management for Outdoor Siren Project 8/1/2023 - 6/30/2024 40 $ 6,600 3 Project Management for the Tennis Court ADA Improvements 8/1/2023 - 6/30/2024 80 $ 13,200 4 Project Management for the Design of the 8-inch sewer main along Portuguese Bend Road/Rolling Hills Road 8/1/2023 - 6/30/2024 60 $ 9,900 5 Support City Staff for the Crest Road East / Eastfield Utility Undergrounding Projects and Vegetation Management Project 8/1/2023 - 6/30/2024 40 $ 6,600 6 Professional Services / Assistance 8/1/2023 - 6/30/2024 40 $ 6,600 Total Hours 340 Total Fee $ - $ 56,100 In that regard, please find enclosed our Standard Provisions of Agreement for your review. Should you have any questions, please do not hesitate to call me at (310) 717-3244. Sincerely, Alan Palermo Consulting Alan M. Palermo Alan Palermo, P.E. Principal/Owner Alan Palermo Consulting STANDARD PROVISIONS OF AGREEMENT BETWEEN CLIENT AND ALAN PALERMO CONSULTING Client and Consultant agree the following provisions are part of their Agreement: 1. Consultant Responsibilities: Consultant shall perform its services in accordance with generally accepted standards of professional practice in Southern California in effect at the time of performance. Consultant makes no warranty, either express or implied, as to its findings, recommendations, plans, specifications, surveys, or professional advice. Consultant’s services will be performed for the benefit of Client and not for any third-party beneficiary. Consultant is an independent contractor and not an employee of Client. 2. Insurance: Consultant shall obtain and maintain in full force, at its own expense, liability insurance coverage as required by the client and agreed to by Alan Palermo Consulting. 3. Indemnification: Each party shall hold harmless and indemnify the other party from and against liability arising from the indemnifying party’s negligent acts, errors, or omissions. If other parties are liable in addition to the indemnifying party, the indemnifying party shall pay only an amount proportional to its degree of culpability. 4. Documents: All of Consultant’s work product and other documents prepared under this Agreement are instruments of service. Consultant grants ownership to Client of its documents prepared under this Agreement, provided Client has paid Consultant all amounts to which the Consultant is entitled. Consultant shall not be liable for the use of its plans, specifications, surveys, and other documents on a project other than that for which they were prepared. 5. Exclusions from Service: Consultant is not responsible for the detection, presence, handling, removal, abatement, or disposal of asbestos or hazardous or toxic substances, products or materials. The Consultant is not responsible for the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs, since these are solely the construction contractor’s rights and responsibilities. If Consultant is requested to review anything from a construction contractor or supplier, the review is for the limited purpose of checking for conformance with information given and the design concept expressed in the construction documents, and not for the purpose of determining accuracy or completeness or safety precautions, all of which remain the construction contractor’s responsibility. Consultant does not perform geotechnical services and is not responsible for soils or geological conditions. 6. Cost Estimates: Since the Consultant has no control over the cost of labor, materials or equipment, over the construction contractor’s methods of determining bid prices, or over competitive bidding, market or negotiating conditions, the Consultant cannot and does not warrant or represent that bids will not vary from any estimates of construction cost. 7. Delays: Consultant is not responsible for delay caused by activities or factors beyond Consultant’s reasonable control, including but not limited to strikes, lockouts, work slowdowns or stoppages, accidents, acts of God, failure of Client to furnish timely information or promptly Alan Palermo Consulting approve or disapprove of Consultant’s services or instruments of service, or faulty performance or delay by Client, contractors, or government agencies. 8. Suspension of Services: Client may suspend the Consultant’s performance of services by written notice to Consultant, provided Client pays Consultant for all services performed prior to the effective date of suspension. Consultant may suspend its services if Client fails to pay undisputed amounts of Consultant’s invoices within sixty days of receipt of invoice or if Client files or has filed against it a petition under the Bankruptcy Code. The Client and Consultant will re-negotiate the fee if the period of suspension exceeds ninety days. 9. Termination of Services: Client may terminate this Agreement by written notice to Consultant, provided Client pays Consultant for all services performed prior to the effective date of termination. Consultant may terminate this Agreement upon ten days notice of breach by Client, including nonpayment of undisputed fees, provided Client does not cure such breach within ten days of notice of breach. Client shall pay Consultant for all services performed prior to the effective date of termination. 10. Assignment: Neither party may assign this Agreement without the prior written consent of the other. 11. Services: Professional Services shall be provided at the hourly rate stipulated in this agreement unless Client and Consultant enter into a project specific agreement. Alan Palermo Consulting SCHEDULE OF BILLING RATES Effective January 1, 2022 Principal/Owner $165.00/Hour Note 1: Hourly rate includes Consultants mileage to perform services on behalf of the Client. Note 2: Reimbursable Expenses: Client shall pay the cost of any applicable reimbursable expenses, plus 15%, incurred on Client's behalf. If requested, Alan Palermo Consulting will provide a computer printout, which details these costs.