Loading...
HomeMy WebLinkAboutItem 4.9 - 2453 Urban Field Studio Agreement Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: February 19, 2019 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Agreement with Urban Field Studio for Architectural Design Services for Downtown Dublin Prepared by: Suzanne Iarla, Management Analyst II EXECUTIVE SUMMARY: The City Council will consider approval of a Consultant Services Agreement between the City of Dublin and Urban Field Studio. Urban Field Studio will provide architectural design services for Downtown Dublin. STAFF RECOMMENDATION: Adopt the Resolution Approving the Consultant Services Agreement between the City of Dublin and Urban Field Studio for Architectural Design Services for Downtown Dublin. FINANCIAL IMPACT: The Agreement is for two years, with a first-year cost not to exceed $500,000. With City Council approval, the Fiscal Year 2018-19 budget will be amended to utilize funds from the General Fund Reserve for Downtown Public Improvements for this work (current balance is $3 million). Phase Two (to be carried out in 2020) will require an amendment to the agreement to update the scope of work, fees and schedule. DESCRIPTION: The City Council continues to place importance on the transforming the Downtown. As part of its Strategic Planning process, the City Council directed Staff to focus efforts on ways to strengthen the City’s economic vitality, including the Downtown, through public investment and economic development. On September 18, 2018, the City Council unanimously approved a report from the Urban Land Institute’s Technical Assistance Panel on Downtown Dublin and an accompanying work plan on ways to achieve the City Council’s vision for Downtown Dublin as a vibrant and dynamic commercial and mixed -use center. The Work Plan approved by the City Council is as follows: Page 2 of 3 Work Plan Items Timing Establishing the Downtown Action Team. Immediate Hiring a retail real estate consultant to work with City staff and property owners on proposed amendments to their Codes, Covenants and Restrictions (CC&Rs). Immediate Development of a space activation plan, including pop-up spaces and events, public gathering spaces, including siting for a town square. Immediately following adoption of the Downtown Streetscape Master Plan Scheduling two work sessions per year with the City Council. Top priorities would be: 1. Clarity of the City Council’s goals in the Retail District to provide certainty for development community; and 2. Discussion of the potential of shift of units from the Transit District to the Retail District. 2019 Scheduling meetings and/or discussion with property owners to discuss the development potential of their properties working in conjunction with the retail real estate consultant handling the CC&Rs updates. 2019 Working with an architect on design schematics for the Retail District based on feedback from the City Council and property owners. 2019 In October 2018, Staff issued a Request for Qualifications (RFQ) for Architectural Design Consultant Services. Specifically, the RFQ asked for an architectural design consultant to produce schematic designs to illustrate a range of possible developments in Downtown Dublin’s Retail District including the redevelopment of existing commercial buildings, infill development and open space such as a park or town square. The City received 13 responses. Staff reviewed all the responses, conducted phone interviews with seven firms and in-person interviews with the top three firms. Through this process, Urban Field Studio was selected for the project. Urban Field Studio will work with the City Council and City Staff to produce design schematics for Downtown Dublin’s Retail District that will refine the development standards and design guidelines included in the City’s Downtown Dublin Specific Plan and illustrate a range of possible developments based on input from the City and an assessment of realistic market feasibility. The completed design schematics will be used by the City to promote physical and economic revitalization in Downtown Dublin by encouraging property owners to invest in their buildings or properties in line with the City’s comprehensive vision of a more vibrant and dynamic downtown. Urban Field Studio’s proposal includes two phases, to be carried out over two years. During Phase One (February 2019 to December 31, 2019) the consultant will engage with City Council members, private property owners, and the Downtown Dublin community to establish development options. Once a preferred option is determined, the Consultant will develop the Preferred Development Plan including diagrams, an Page 3 of 3 illustrated plan, 3D massing, and three illustrative renderings for the City Council’s consideration. Phase Two (to be carried out in 2020) will require an amendment to the agreement to update the scope of work, fees and schedule. STRATEGIC PLAN INITIATIVE: Strategy 4: Focus efforts on ways to strengthen the City’s economic vitality, including the Downtown, through public investment and economic development. 4D: Work with Downtown property owners on building/site improvements NOTICING REQUIREMENTS/PUBLIC OUTREACH: N/A ATTACHMENTS: 1. Resolution Approving a Consulting Services Agreement with Urban Field Studio for Architectural Design Services for Downtown Dublin 2. Exhibit A to the Resolution - Consulting Services Agreement with Urban Field Studio for Architectural Design Services for Downtown Dublin RESOLUTION NO. ___– 19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * APPROVING A CONSULTING SERVICES AGREEMENT WITH URBAN FIELD STUDIO FOR ARCHITECTURAL DESIGN SERVICES FOR DOWNTOWN DUBLIN WHEREAS, in 2018, as part of the Dublin City Council’s strategic planning process, they included “Focus efforts on ways to strengthen the City's economic vitality, including the Downtown, through public investment and economic development” as a key strategy for the City; and WHEREAS, on September 18, 2018, the City Council unanimously approved a report from the Urban Land Institute’s Technical Assistance Panel on Downtown Dublin and an accompanying work plan on ways to achieve the City Council’s vision for Downtown Dublin as a vibrant and dynamic commercial and mixed-use center; and WHEREAS, in October 2018, the City issued a Request for Qualifications (RFQ) for Architectural Design Consultant Services and received 13 proposals; and WHEREAS, through the competitive RFQ process, Urban Field Studio was selected for the project; and WHEREAS, Urban Field Studio has provided a proposal to gather input from the City and produce design schematics to illustrate a range of possible developments desired by the City in the Downtown Dublin Retail District. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Consulting Services Agreement with Urban Field Studio for Architectural Design Services related to Downtown Dublin. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement, attached hereto as Exhibit A and make any other modifications as necessary to carry out the intent of this Resolution. PASSED, APPROVED AND ADOPTED this 19th day of February 2019, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _______________________________ Mayor ATTEST: ___________________________________ City Clerk Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 1 of 14 CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND URBAN FIELD STUDIO FOR ARCHITECTURAL DESIGN SERVICES FOR DOWNTOWN DUBLIN This Agreement is made and entered into between the City of Dublin ("City") and Urban Field Studio, a limited liability partnership (“Consultant”) as of ____ February, 2019 (the “Effective Date”). In consideration of their mutual covenants, the parties hereto agree as follows: Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above and shall end on December 31, 2020, and Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City’s right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in conformance with standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant’s obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed five hundred thousand dollars ($500,000), for services outlined in Exhibit A in accordance with the hourly rate schedule attached hereto as Exhibit B. In the event of a conflict between this Agreement and Consultant’s proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 2 of 14 herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. No individual performing work under this Contract shall bill more than 2,000 hours in a fiscal year unless approved, in writing, by the City Manager or his/her designee. Invoices shall contain the following information: ▪ Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.; ▪ The beginning and ending dates of the billing period; ▪ A copy of the applicable time entries or time sheets shall be submitted showing the following: o Daily logs of total hours worked by each individual performing work under this Contract o Hours must be logged in increments of tenths of an hour or quarter hours o If this Contract covers multiple projects, all hours must also be logged by project assignment o A brief description of the work, and each reimbursable expense ▪ A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; ▪ The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A; ▪ The Consultant’s signature. 2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 3 of 14 expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.4 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the fee schedule set forth on the compensation schedule attached as Exhibit B. 2.5 Reimbursable Expenses. Reimbursable expenses are specified below and shall not exceed twenty-six thousand dollars ($26,000). Expenses not listed below are not chargeable to City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. ▪ Expense of transportation, including rental car insurance (loss damage waiver/ collision damage waiver and liability coverage) when traveling in connection with the Project ▪ Conference call services ▪ Expense of reproductions including computer plotting, postage, overnight priority mail and handling of drawings. 2.6 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.7 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.8 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant’s use while consulting with City employees and Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 4 of 14 reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to City as an additional insured. Furthermore, the requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. The additional insured coverage under the Consultant’s policy shall be “primary and non-contributory” and will not seek contribution from City’s insurance or self-insurance and shall be at least as broad as CG 20 01 04 12. In the event Consultant fails to maintain coverage as required by this Agreement, City at its sole discretion may purchase the coverage required and the cost will be paid by Consultant. Failure to exercise this right shall not constitute a waiver of right to exercise later. Consultant shall provide thirty (30) days-notice to the City for any modification or change in coverage; and. Consultant’s shall provide thirty (30) days-notice of policy cancellation and ten (10) days-notice of cancellation for non-payment of premium. 4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Consultant may rely on a self- insurance program to meet those requirements, but only if the program of self- insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 5 of 14 Consultant shall notify City within 14 days of notification from Consultant’s insurer if such coverage is suspended, voided or reduced in coverage or in limits. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles. Coverage shall not be canceled except after thirty (30) days' prior written notice by mail has been given to the City. Consultant shall notify City within 14 days of notification from Consultant’s insurer if such coverage is suspended, voided or reduced in coverage or in limits. 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 Code 1 (“any auto”). 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured’s general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 6 of 14 c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, employees, agents, and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. d. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. 4.3 Professional Liability Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’ errors and omissions. 4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 Coverage shall not be suspended, voided, canceled, reduced in coverage or in limits, except after thirty (30) days' prior written notice by mail has been given to the City. 4.3.3 The following provisions shall apply if the professional liability coverages are written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained, and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant’s sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 7 of 14 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies and endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later. 4.4.3 Subcontractors. Consultant agrees to include with all subcontractors in their subcontract the same requirements and provisions of this Agreement including the Indemnification and Insurance requirements to the extent they apply to the scope of the Subcontractor’s work. Subcontractors hired by Consultant agree to be bound to Consultant and the City in the same manner and to the same extent as Consultant is bound to the City under the Contract Documents. Subcontractor further agrees to include these same provisions with any Sub-subcontractor. A copy of the Owner Contract Document Indemnity and Insurance provisions will be furnished to the Subcontractor upon request. The General Contractor shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the agreement prior to commencement of any work and will provide proof of compliance to the City. 4.4.4 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the City’s interests are otherwise fully protected. 4.4.5 Deductibles and Self-Insured Retentions. All self-insured retentions (SIR) and/or deductibles must be disclosed to the City for approval and shall not reduce the limits of liability. Policies containing any self-insured retention provision and/or deductibles shall provide or be endorsed to provide that the SIR and/or deductibles may be satisfied by either the named insured or the City. 4.4.6 Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City (if agreed to in a written contract or agreement) before City’s own insurance or self - insurance shall be called upon to protect City as a named insured. Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 8 of 14 4.4.7 Other Requirements. It shall be a requirement under this agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy. 4.4.8 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant’s earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant’s breach: ▪ Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; ▪ Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or ▪ Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES. To the maximum extent allowed by law, Consultant shall indemnify, but not defend, keep and save harmless the City, and City Councilmembers, officers, agents and employees against any and all suits, claims or actions to the extent any injury to persons or property, including death, is caused by a negligent act or omission or wrongful misconduct of the Consultant or its employees, subcontractors or agents, in the course of the performance of this Agreement.. Consultant further agrees to indemnify City, and City Councilmembers, officers, and employees to the extent of Consultant’s proportionate percentage of adjudicated responsibility by a court of competent jurisdiction as defined by California Civil Code 2782.8; Consultant’s responsibility for such indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement 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 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 Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 9 of 14 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. Consultant/Subcontractor’s responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. Section 6. STATUS OF CONSULTANT. 6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. 6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 10 of 14 practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon 30 days’ written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique personal competence, Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 11 of 14 experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City’s remedies shall include, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. 9.2 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 12 of 14 records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. Section 10. MISCELLANEOUS PROVISIONS. 10.1 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.2 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.3 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.4 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.5 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.6 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Page 13 of 14 Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et. seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California. Principals and those performing work for City of Dublin may be required to submit a California Fair Political Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial conflicts of interest. For additional information, proposers should refer to the FPPC website at http://www.fppc.ca.gov/Form700.html. 10.7 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.8 Contract Administration. This Agreement shall be administered by the City Manager ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.9 Notices. Any written notice to Consultant shall be sent to: Urban Field Studio Jane Lin, Founding Partner, Architect 2169 Folsom Street M 304 San Francisco CA 94110 (415) 754-9304 jane@urbanfieldstudio.com Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Exhibit B: Compensation Schedule EXHIBIT A SCOPE OF SERVICES Urban Field Studio (UFS) and ELS Architecture + Urban Design (ELS) are pleased to submit our scope and fee for Architectural Design Services for Downtown Dublin. The combined experience of our team will provide the City of Dublin with the expertise to inform a plan that is successful in attracting great tenants, flexible to respond to dynamic market forces, and based in experience taking commercial retail projects from concepts all the way through construction. Together we bring our philosophy of designing and strategizing collaboratively to our work with you on the Downtown Dublin project. For this project Urban Field Studio will be the prime consultant and project manager for the contract with the City of Dublin, ELS will be the primary partner and sub-consultant on the team and our other team members will be specialist subconsultants. For each task UFS will check in and review progress with City Staff as needed. Our team includes: • Christine Firstenberg, Retail Real Estate Resources (RRER), a retail broker and development consultant • Jerry Keyser and Kevin Feeney, Keyser Marston Associates (KMA), economists that specialize in land planning • Marco Esposito, SWA Group (SWA), landscape architects • Dan Schaefer, BKF Engineers (BKF), infrastructure specialist • Mike Mowery, Kimley Horn & Associates (KH), traffic engineers Phase 1: 2019 We anticipate the project to take place over two years. We are calling the first effort, Phase 1. We see this first year as a year to establish development options with dialogue between the City Council members, private landowners, and the Downtown Dublin community. We intend to put forward realistic options for the City of Dublin to consider and to formulate a strategy to bring the preferred option to reality. Task 1: Kick Off Meeting & Commencing Initial Studies At this kick off meeting, all consultants will be on hand for a 2-hour tour of the site and a 2-hour meeting with City Staff. The consultants will come to the meeting ready to determine the schedule for workshops and meeting dates, the market study (KMA), the ownership and status of the site (RRER), utilities and easements (BKF). Preparation for the first workshop with Council will be part of the discussion. KMA will start the Market Study in this Task. RRER wil l coordinate with Greensfelder Commercial Real Estate regarding information gathered in the CC&Rs Study. BKF will follow up about utilities after the Kick-Off Meeting. Deliverables: Agenda, Minutes, and List of Information Requests Timing: March 2019 Fee: $24,000 Optional: Traffic Evaluation of Existing Studies $5,000 Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Exhibit B: Compensation Schedule Task 2: Council Member Engagement – Council Workshop 1 In preparation for this workshop with the Council Members on the Downtown Development Strategy, the consultant team will prepare an agenda and presentation to be previewed by City Staff before the meeting. The presentation will include an overview of the Downtown Vision and process to date, existing city resources, private stakeholder status, development process overview, market overview, and a retail overview. Deliverables: Agenda, Digital Presentation and Summary Notes Timing: April 2019 Fee: $20,000 Optional: Design Primer for Architectural Narrative $5,000 Task 3: Preparation of Downtown Vision Alternatives UFS, ELS, and SWA will work together to produce alternatives for consideration. Consultants will hold an internal one-day charrette to establish three alternatives. The team’s specialists will be reviewing specific topics: KMA and RRER on market and development feasibility, BKF on infrastructure. UFS, ELS, and SWA will produce diagrams, illustrated site plans, 3D massing, and case studies to illustrate the three alternative ideas. Deliverables: Three alternatives illustrated through plans, precedent images, and narrative Timing: May 2019 Fee: $80,000 Optional High Level Cost Estimate of 3 alternatives: $8,000 Optional Public Space/Plaza Design Options: $20,000 Optional Traffic Design Review: $3,000 Task 4: Presentation of Downtown Vision Alternatives - Council Workshop 2 Downtown Vision Alternatives will be presented by UFS and ELS to the City Council, preferably in closed session, for consideration. Deliverables: Agenda, Digital Presentation, Printed Visuals, and Summary Notes Timing: May 2019 Fee: $8,000 Task 5a: Private Stakeholder Engagement for Alternatives A presentation about the Downtown Vision alternatives will be given to private stakeholders at a special meeting. RRER will be following up with (up to 8) private stakeholders about the alternatives. Deliverables: Digital Presentation, 11x17 copies of Alternatives, and Summary Notes Timing: June 2019 Fee: $20,000 Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Exhibit B: Compensation Schedule Task 5b: Public Outreach for Alternatives Consultants will prepare exhibits for a Community Meeting about the alternatives for the future of Dublin Downtown. City staff will coordinate with UFS regarding public notices for the Community Meeting. Alternatives may be revised based on private stakeholder feedback for the community meeting. Deliverables: Digital Presentation, Printed Exhibits, and Summary Notes Timing: June 2019 (following Task 5a) Fee: $29,000 Task 6: Public and Private Development Strategy Session – Council Workshop 3 In preparation for a strategy discussion about Dublin Downtown, consultants will review outreach regarding alternatives, discuss the public realm framework and infrastructure needs, review/discuss available public funding, public-private financing options, and private development opportunities. This strategy discussion session will inform the design and development strategy of the Preferred Alternative Plan. Deliverables: Agenda, Community Outreach Summary, Digital Presentation, and Summary Notes Timing: July 2019 Fee: $38,000 Task 7: Preparation for the Preferred Downtown Vision UFS, ELS, and SWA will be working together to produce a Preferred Downtown Vision. Consultants will hold a one-day charrette to integrate specialist feedback. The Preferred Plan will be illustrated with diagrams, an illustrated plan, 3D massing, and three (3) character renderings. Deliverables: Digital Presentation, Printed Visuals, and Summary Notes Timing: August 2019 Fee: $70,000 Optional Additional Renderings: $3,500 per street level rendering and $5,000 per birds-eye view renderings Optional Order of Magnitude Cost Estimate: $8,000 Optional Preferred Vision Conceptual Plaza Design: $15,000 Optional Traffic Design Review: $2,000 Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Exhibit B: Compensation Schedule Task 8: Presentation of the Preferred Downtown Vision – Council Workshop 4 The Preferred Downtown Vision will be presented by UFS and ELS to the City Council. Deliverables: Agenda, Digital Presentation, Printed Visuals, and Summary Notes Timing: August 2019 Fee: $8,000 Task 9a: Private Stakeholder Engagement for Preferred Vision A presentation about the Preferred Vision will be given to the private stakeholders at a special meeting. The Preferred Alternative Plan may be revised based on Councilmember feedback for the private stakeholder meeting. RRER will be following up with (up to 8) private stakeholders about the alternatives. Deliverables: Digital Presentation, Printed Visuals, and Summary Notes Timing: September 2019 Fee: $15,000 Task 9b: Public Outreach for Preferred Plan Consultants will prepare a plan and exhibits for a Community Meeting about the Preferred Alternative Plan for Dublin Downtown. City staff will coordinate with UFS regarding public notices for the Community Meeting. The Preferred Alternative Plan may be revised based on private stakeholder feedback for the community meeting. Deliverables: Outreach Plan, Digital Presentation, Printed Visuals, and Summary Notes Timing: September 2019 Fee: $33,000 Task 10: Development Evaluation Meeting – Council Workshop 5 In preparation for a discussion evaluating the Development Strategy and the Preferred Alternative Plan, the consultant team will prepare exhibits that reflect activities to date and an evaluation of development options for Phase 2 in 2020. The discussion will inform a proposal for work in Phase 2. Deliverables: Agenda, Community Outreach Summary, Digital Presentation, Printed Visuals, and Summary Notes Timing: October/ early November 2019 Fee: $24,000 Optional Traffic Specialist: $800 Phase 2: 2020 The scope of work, fees and schedule for Phase II would be determined in concert with the City of Dublin and in relation to the progress that the consultant team and the City have achieved together in Phase 2. Consultant Services Agreement between February 2019 City of Dublin and Urban Field Studio Exhibit B: Compensation Schedule EXHIBIT B COMPENSATION SCHEDULE Fee Summary: This contract is based on time and materials. Administrative Expenses: Management of subconsultants and administrative time is calculated at 1.10 times consultant’s charges by the Principal Contractor, Urban Field Studio. Reimbursable Expenses: Reimbursable Expenses are in addition to the compensation for basic and additional services: • Expense of transportation, including rental car insurance (loss damage waiver/ collision damage waiver and liability coverage) when traveling in connection with the Project. • Conference call services. • Expense of reproductions including computer plotting, postage, overnight priority mail and handling of drawings. Phase 1: 2019 Total Consultant Labor Phase 1 (10 Tasks): $369,000 Total Administrative Expense (1.10 times Consultant’s Fees): $25,000 Subtotal Labor: $394,000 Task 1-10 Reimbursable Expenses: $26,000 Subtotal Options*: $75,300 *All, including one street level rendering and one additional birds-eye view rendering in Task 7