HomeMy WebLinkAbout15. Approve PSA w-Sapphos Environmental Inc. for Environmental Analysis at Rancho So Campus Sports Complexr; n
FROM- OFFICE OF
r• E. SCHINDLER,DIRECTOR OF i DEVELOPM
D2019ATE:
• '*01'' •
That the City Council approve a Professional Services Agreement to complete a National
Environmental Protection Act analysis of the Rancho Los Amigos South Campus Sports
Complex with Sapphos Environmental Inc.; and authorize the City Manager to execute any and
all amendments to the agreement.
The City of Downey has been in communication with the County of Los Angeles staff and former
County Supervisor Don Knabe for many years regarding the use of the Rancho Los Amigos
South Campus area for recreational use. At their November 22, 2016 Board of Supervisor's
meeting, the Board approved the funding for Rancho Los Amigos South Campus Sports
Complex Project. Subsequently, on April 30, 2019, the County Board of Supervisors approved
design -build and construction contract with Ohno Construction Company to start and complete
the project.
In late 2018, the City received $3 million in funding under the U.S. Department of Housing and
Urban Development's (HUD) Community Development Block Grant (CDBG) Section 108 Loan
Guarantee Program, to assist in the development of the Sports Complex. Prior to use of the this
funding, it is necessary to complete a National Environmental Protection Act (NEPA) analysis of
the project, to ensure the project achieves HUD's goal of creating suitable living environments.
As such, in April 2019, City staff requested proposals from consulting firms to provide the
aforementioned environmental services. In response, staff received two proposals. Upon
submittal of the proposals, Community Development Department staff conducted a secondary
review of the consultants' qualifications and fee schedules. The consultant costs are listed on
Attachment A.
RANCHO LOS AMIGOS SOUTH CAMPUS SPORTS COMPLEX NEPA ANALYSIS PSA
JUNE 11, 2019
PAGE 2
Upon completion of this solicitation, staff recommends entering into a Professional Services
Agreement ("PSA") with Sapphos Environmental Inc., at a "not to exceed" cost of $61,784.24.
This company's team proposes a project team that has completed numerous environmental
analyses and studies for various municipalities, county governments and regional transportation
agencies. The consultant's understanding of the California Environmental Quality Act and NEPA
federal environmental regulations and requirements thoroughly impressed staff.
The consultant Scope of Work proposes to review HUD NEPA regulations to determine if a
categorical exclusion could be applicable to the project, thereby allowing the City to streamline
the environmental review. If a categorical exclusion is not applicable to the project, the
consultant will prepare the necessary environmental documentation to satisfy HUD NEPA
requirements.
Fiscal Responsibility
Quality of Life, Infrastructure & Parks
Sapphos Environmental Inc. is proposing to provide consulting services at a "not to exceed
cost of $61,784.24. The funds for this activity will be paid from Section 108 Loan funding.
ATTACHMENTS
Attachment A - Consultant Costs
Attachment B —Professional Services Agreement
-T,
Attachment "A"
CITY OF DOWNEY
PROFESSIONAL
WITH SAPPHOS ENVIRONMENTAL
O. ENVIRONMENTAL ANALYSIS SERVICE61M
1 PARTIES AND DATE:
This Agreement is made and entered into this day of June, 2019 by and
between the City of Downey, a California municipal corporation and charter city with its
principal place of business at 11111 Brookshire Avenue, Downey California 90241 ("City")
and Sapphos Environmental Inc, a California Corporation, with its principal place of
business at 430 North Halstead Street, Pasadena, California 91107 ("Consultant"). City and
Consultant are sometimes individually referred to as "Party" and collectively as "Parties."
2. RECITALS.
Consultantdesires to perform and assume responsibility for the provision of certain
professional Environmental Analysis services required by City on the terms and conditions
set forth in this Agreement. Consultant represents that it has demonstrated competence and
experience in providing National Environmental Policy Act (NEPA) Environmental
Analysis services to public clients, is licensed in the State of California, and is familiar with
the plans of City.
City desires to engage Consultant to render such services for the NEPA Analysis of
the Rancho Los Amigos South Campus Sports Fields project ("Project") as set forth in
this Agreement.
3. TERMS:
3.1 ScopeofServices and
3.1.1 General Scope of Services. Consultant promises and agrees to furnish
to City all labor, materials, tools, equipment, services, and incidental and customary work
necessary to fully and adequately supply the professional Environmental Analysis services
necessary for the Project ("Services"). The Services are more particularly described in
Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be
subject to, and performed in accordance with, this Agreement, the exhibits attached hereto
and incorporated herein by reference, and all applicable local, state and federal laws, rules
and regulations.
3.1.2 Term. The term of this Agreement shall be from June 12, 2019 to
March 31, "2020, unless earlier terminated as provided herein. Consultant shall complete the
Services within the term of this Agreement, and shall meet any other established schedules
and deadlines. The term of this Agreement may be extended by written amendment to this
Agreement signed by the City Manager and the Consultant.
3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates} Independent Contractor. The
Services shall be performed by Consultant or under its supervision. Consultant will
determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Consultant on an independent contractor basis
and not as an employee. Consultant retains the right to perform similar or different services
for others during the term of this Agreement. Any additional personnel performing the
Services under this Agreement on behalf of Consultant shall also not be employees of City
and shall at all times be under Consultant's exclusive direction and control. Consultant shall
pay all wages, salaries, and other amounts due such personnel in connection with their
performance of Services under this Agreement and as required by law. Consultant shall be
responsible for all reports and obligations respecting such additional personnel, including, but
not limited to: social security taxes, income tax withholding, unemployment insurance,
disability insurance, and workers' compensation insurance.
In the event that Consultant or any employee, agent, or subcontractor of Consultant
providing services under this Agreement claims or is determined by court of competent
jurisdiction or the California Public Employees Retirement System (CaIPERS) to be eligible
for enrollment in CalPERS asanemployee of City, Consultant shall indemnify, defend, and
hold harmless CITY for the payment of any employee and/or employer contributions for
CalPERS benefits on behalf of 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.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Consultant represents that it has the professional and technical personnel required to perform
the Services in conformance with such conditions. In order to facilitate Consultant's
conformance with the Schedule, City shall respond to Consultant's submittals in a timely
manner. Upon request of City, Consultant shall provide a more detailed schedule of
anticipated performance to meet the Schedule of Services. The parties acknowledge that the
Schedule of Services may be amended by mutual agreement due to changes in
circumstances, including changes in the performance schedules of other third parties
performing work for the City on the Project, which affect the timing of Consultant's
performance of the Services.
3.2.3 Conformance to A li ble Reuirements. All work prepared by
Consultant shall be subject to the approval of City.
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3.2.4 Substitution of Key Personnel. Consultant has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement. Should
one or more of such personnel become unavailable, Consultant may substitute other
personnel of of least equal competence upon written approval of City. In the event that City
and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to
terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to
perform the Services in a manner acceptable to the City,; or who are determined by the City to
be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or
a threat to the safety of persons or property, shall be promptly removed from the Project by
the Consultant at the request of the City.
3.2.5 City's Representative. The City hereby designates the Director of
Community Development, or his or her designee, to act as its representative for the
performance of this Agreement ("City's Representative"). City's Representative shall have
the power to act on behalf of the City for all purposes under this Contract. Consultant shall
not accept direction or orders from any person other than the City's Representative or his or
her designee.
3.2.6 Consultant's Representative. Consultant hereby designates Sarah
Marie Campbell, Chief Financial Officer, or his or her designee, to act as its representative
for the performance of this Agreement ("Consultant's Representative"). Consultant's
Representative shall have full authority to represent and act on behalf of the Consultant for all
purposes under this Agreement. The Consultant's Representative shall supervise and direct
the Services, using his best skill and attention, and shall be responsible for all means,
methods, techniques, sequences and procedures and for the satisfactory coordination of all
portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City
staff in the performance of Services and shall be available to City's staff, consultants and
other staff at all reasonable times.
3.2.8 Standard of Care, performance of Employees. Consultant shall perform
all Services under this Agreement in a skillful and competent manner, consistent with the
standards generally recognized as being employed by professionals in the same discipline in
the State of California. _Consultant represents and maintains that it is skilled in the
professional calling necessary to perform the Services._ Consultant warrants that all
employees and subcontractors shall have sufficient skill and experience to perform the
Services assigned to them. Finally, Consultant represents that it, its employees and
subcontractors have all licenses, permits, qualifications and approvals of whatever nature
that are legally required to perform the Services, including a City Business License, and that
such licenses and approvals shall be maintained throughout the term of this Agreement. As
provided for in the indemnification provisions of this Agreement, Consultant shall perform, at
its own cost and expense and without reimbursement from the City, any services necessary
to correct errors or omissions which are caused by the Consultant's failure to comply with the
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standard of care provided for herein. Any employee of the Consultant or its sub -consultants
who is determined by the City to be uncooperative, incompetent, a threat to the adequate or
timely completion of the Project, a threat to the safety of persons or property, or any
employee who fails or refuses to perform the Services in a manner consistent with the
standard of care set forth herein, shall be promptly removed from the Project by the
Consultant and shall not be re-employed to perform any of the Services or to work on the
Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and
in with all applicable local, state and federal laws, rules and regulations in force at
the time the Services are performed by Consultant and in any manner affecting the
performance of the Project or the Services, including all applicable Cal/OSHA requirements,
and shall give all notices required by law. Consultant shall be liable for all violations of such
laws and regulations in connection with Services. If the Consultant performs any work
knowing it to be contrary to such laws, rules and regulations and without giving written notice
to the City, Consultant shall be solely responsible for all costs arising therefrom. Consultant
shall defend, indemnify and hold City, its officials, directors, officers, employees and agents
free and harmless, pursuant to the applicable indemnification provisions of this Agreement,
from any claim or liability arising out of any failure or alleged failure to comply with such laws,
rules or regulations. Consultant's violation of such laws, rules and regulations shall also
constitute a material breach of this Agreement.
3.2.10 Insurance.
3.2.10.1 Time for Com Bance. Consultant shall not commence the
Services or the Project under this Agreement until it has provided evidence satisfactory to the
City that it has secured all insurance required under this section. In addition, Consultant shall
not allow any subcontractor to commence work on any subcontract until it has provided
evidence satisfactory to the City that the subcontractor has secured all insurance required
under this section. The City reserves the right to modify these requirements, including limits,
based on the nature of the risk, prior experience with insurer, coverage or other special
circumstances.
3.2.10.2 Minimum feuirements_ Consultant shall, at its expense,
procure and maintain for the duration of the Agreement insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the
performance of the Agreement, the Services or the Project by the Consultant, its agents,
representatives, employees or subcontractors. Consultant shall also require all of its
subcontractors to procure and maintain the same insurance for the duration of the
Agreement. Such insurance shall meet at least the following minimum levels of coverage:
(A) Minimum Sco e of Insurance. (1) Commercial General
Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence"
basis including products and completed operations, property damage, bodily injury and
personal and advertising injury; (2) Automobile Liability: Insurance Services Office Form
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Number CA 0001 covering Code 1 (any auto) or if Consultant ownsno autos, Code 8 (hired)
and 9 (non -owned); and (3) Workers' Compensation: Workers' Compensation insurance as
required by the State of California with Statutory Limits; and (4) Employer's Liability
Insurance.
(B) Minimum Limits of Insurance. Consultant shall maintain
limits no less than: (1) Commercial General Liability (CGL): No less than $2,000,000 per
occurrence for products and completed operations, bodily injury, property damage and
personal and advertising injury. If Commercial General Liability Insurance or other form with
general aggregate limit applies, either the general aggregate limit shall apply separately to
this Agreement/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be
twice the required occurrence limit; (2) Automobile Liability. No less than $2,000,000 per
accident for bodily injury and property damage; and (3) Workers' Compensation: Workers'
Compensation limits as required by the Labor Code of the State of California with Statutory
Limits; (4) Employer's Liability: Employer's Liability limits of no less than $2,000,000 per
accident for bodily injury or disease. Employer's Liability coverage may be waived by the City
if City receives written verification that Consultant has no employees.
If the Consultant maintains broader coverage and/or higher limits than the minimum shown in
this subdivision 3.2.10.2, the City requires and shall be entitled to the broader coverage
and/or the higher limits maintained by the Consultant. Any available insurance proceeds in
excess of the specified minimum limits of insurance and coverage shall be available to the
City.
3.2.10.3 Professional Liability (Errors & Omissions);;: Consultant
shall procure and maintain, and require its sub -consultants to procure and maintain, for a
period of five (5) years following completion of the Services or the Project, errors and
omissions liability insurance appropriate to its profession. Such insurance shall be in an
amount not less than $2,000,000 per occurrence or claim and $2,000,000 in the aggregate,
and shall be endorsed to include contractual liability. if the Consultant maintains broader
coverage and/or higher limits than the minimum shown in this subdivision 3.2.10.3, the City
requires and shall be entitled to the broader coverage and/or higher limits maintained by the
Consultant. Any available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
3.2.10.4 Insurance Endorsements. The insurance policies shall
contain the following provisions, or Consultant shall provide endorsements on forms
approved by the City to add the following provisions to the insurance policies:
(A) Additional Insured Status. The Commercial General
Liability policy shall be endorsed to state that: (1) the City, its directors, officials, officers,
employees, agents and volunteers shall be covered as additional insureds with respect to
liability arising from the work, Services, Project or operations performed by or on behalf of the
Consultant, including materials, parts or equipment furnished in connection with such work,
Services, Project or operations; and (2) the insurance coverage shall be primary insurance as
respects the City, its directors, officials, officers, employees, agents and volunteers, or if
excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled
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underlying coverage. Commercial General" Liability insurance coverage may be provided in
the form of an endorsement to the Consultant's insurance (at lease as broad as ISO Form
CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33 or CG 20 38; and CG 20 37 forms if
later revisions are used).
(B) Waiver of Subrogation. Consultant hereby grants to City a
waiver of any right to subrogation which any insurer of said Consultant may acquire against
the City by virtue of the payment of any loss under said insurance policies set forth herein.
Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of
subrogation, but this provision applies regardless of whether or not the City has received a
waiver of subrogation endorsement from the insurer.
(C) All Coverages,. Each insurance policy required by this
Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided,
reduced or canceled except with written notice by certified mail, return receipt requested to
the City; and (B) any failure to comply with reporting or other provisions of the policies,
including breaches of warranties, shall not affect coverage provided to the City, its directors,
officials, officers, employees, agents and volunteers.
3.2.10.5 Primary Coverage. For any claims related to this
Agreement, the Consultant's insurance coverage shall be primary insurance and primary
coverage at least as broad as ISO CG 20 01 04 13 with respect to the City, its directors,
officials, officers, employees, agents and volunteers. Any insurance or self-insurance
maintained by the City, its directors, officials,_ officers, employees, agents and volunteers shall
be excess of the Consultant's insurance and shall not be called upon to contribute with it in
any way.
3.2.10.6 Separation of Insureds; No S ecial Limitations. All
insurance required by this Section shall contain standard separation of insureds provisions.
In addition, such insurance shall not contain any special limitations on the scope of protection
afforded to the City, its directors officials, officers, employees, agents and volunteers.
3.2.10.7 Deductibles and Self -Insurance Retentions. Any
deductibles or self-insured retentions must be declared to and approved by the City. City may
require Consultant to provide proof of ability to pay losses and related investigations, claim
administration and defense expenses and costs within the retention. The policy language
shall provide or be endorsed to provide that the self-insured retention may be satisfied by
either the named insured or City.
3.2.10.8 Acce' tabilit of Insurers. Insurance is to be placed with
insurers with a current A.M. Best's rating no less than A:VII, authorized to do business in
California, and satisfactory to the City.
3.2.10.9 Verification of Coverage. Consultant shall furnish City with
original certificates of insurance, including all required amendatory endorsements (or copies
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of the applicable policy language effective coverage required by this provision) and a copy of
the Declarations and Endorsement Page of the Commercial General Liability policy listing all
policy endorsements to the City before the commencement of work under this Agreement.
However, failure to obtain the required documents prior to the commencement of work under
this Agreement shall not waive the Consultant's obligation to provide them to the City. The
City reserves the right to require complete, certified copies of all required insurance policies,
including endorsements, at any time.
3.2.10.10 Claims -Made Policies. If any of the policies provide
coverage on a claims -made basis:
(A) The retroactive date must be shown and must be before the date of this
Agreement or the date work commences under this Agreement, whichever is earliest;
(B) Insurance must be maintained and evidence of insurance must be
provided for at least five (5) years after completion of the Services provided under this
Agreement;
(C) If coverage is canceled, non -renewed, and not replaced with another
claims -made policy form with a retroactive date prior to the effective date of this Agreement
or the date work commences under this Agreement, whichever is earliest, the Consultant
must purchase extended reporting coverage for a minimum of five (5) years after completion
of the Services under this Agreement.
3.2.11 Safety. Consultant shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out its Services, the Consultant shall
at all times be in compliance with all applicable local, state and federal laws, rules and
regulations, and shall exercise all necessary precautions for the safety of employees
appropriate to the nature of the work and the conditions under which the work is to be
performed. Safety precautions as applicable shall include, but shall not be limited to: (A)
adequate life protection and life-saving equipment and procedures; (B) instructions in
accident prevention for all employees and subcontractors, such as safe walkways, scaffolds,
fall protection ladders, bridges, gang planks, confined space procedures, trenching and
shoring, equipment and other safety devices, equipment and wearing apparel as are
necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for
the proper inspection and maintenance of all safety measures.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set
forth in Exhibit "C" attached hereto and incorporated herein by reference. The total
compensation shall not exceed Sixty One Thousand Seven Hundred Eighty Four Dollars
and Twenty Four Cents ($61,784.24) without written approval of the City. Extra Work may
be authorized, as described below, and if authorized, said Extra Work will be compensated at
the rates and manner set forth in this Agreement.
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3.3.2 Payment of Compensation. Consultant shall submit to City a monthly
itemized statement which indicates work completed and hours of Services rendered by
Consultant. The statement shall describe the amount of Services and supplies provided
since the initial commencement date, or since the start of the subsequent billing periods, as
appropriate, through the date of the statement. City shall, within thirty (30) days of receiving
such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for
any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, "Extra Work" means any work
which is determined by City to be necessary for the proper completion of the Project, but
which the parties did not reasonably anticipate would be necessary at the execution of this
Agreement. Consultant shall not perform, nor be compensated for, Extra Work without
written authorization from the City Manager.
3.3.5 Reserved.
3.4 Accounting Records.
3.4.1 Maintenance.,and Inspection. Consultant shall maintain complete and
accurate records with respect to all costs and expenses incurred under this Agreement. All
such records shall be clearly identifiable. Consultant shall allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of such
records and any other documents created pursuant to this Agreement. Consultant shall allow
inspection of all work, data, documents, proceedings, and activities related to the Agreement
for a period of three (3) years from the date of final payment under this Agreement.
3.5.1 _Termination of Acgreement
3.5.1.1 Grounds for Termination. City may, by written notice to
Consultant, terminate the whole or any part of this Agreement at any time either for cause or
for the City's convenience and without cause by giving written notice to Consultant of such
termination, and specifying the effective date thereof, at least seven (7) days before the
effective date of such termination. Consultant may only terminate this Agreement for cause
upon giving the City not less than seven (7) calendar days' written notice.
Upon termination, Consultant shall be compensated only for those services which
have been adequately rendered to City, and Consultant shall be entitled to no further
compensation. The City shall within fifteen (15) calendar days following termination pay the
Consultant for all services adequately rendered and all reimbursable costs incurred by
a
Consultant up to the date of termination, in accordance with the payment provisions of this
Agreement.
The followingreasons shall constitute "cause" for which either party may terminate this
Agreement as provided herein:
Substantial failure by the other party to perform in accordance with the terms of
this Agreement and through no fault of the terminating party;
• Assignment of this Agreement or transfer of the Project by either party to any
other entity without the prior written consent of the other party;
Suspension of the Project or the Consultant's Services by the City for more than
ninety (90) calendar days, consecutive or in the aggregate, without good cause;
Material changes in the conditions under which this Agreement was entered
into, the Scope of Services or the nature of the Project, and the failure of the
parties to reach agreement on the compensation and schedule adjustments
necessitated by such changes.
3.5.1.2 Effect of Termination. If this Agreement is terminated as
provided herein, City may require Consultant to provide all finished or unfinished Documents=
and Data and other information of any kind prepared by Consultant in connection with the
performance of Services under this Agreement. Consultant shall be required to provide such
Documents and Dataandother information within fifteen (15) days of the City's request.
3.5.1.3 Additional Services. In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms and in
such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such other
address as the respective parties may provide in writing for this purpose:
-TMIT.Mr
Sapphos Environmental Inc.
430 North Halstead Street
Pasadena, California 91107
Phone: (626) 683-3547
Fax: (626) 628-1745
Attn: Sarah Marie Campbell, Chief Financial Officer
City:
City of Downey
11111 Brookshire Avenue
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Downey, California 90241
Phone: (562) 904-7286
Attn: City Manager
With a courtesy copy to:
City of Downey
City Attorney's Office
11111 Brookshire Avenue
Downey, California 90241
Such notice shall be deemed made when personally delivered or when mailed, forty-
eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to
the party at its applicable address. _Actual notice shall be deemed adequate notice on the
date actual notice occurred, regardless of the method of service.
3.5.3.1 Documents & Data; I_icgnsln of Intellectual Pro ert This
Agreement creates a non-exclusive and perpetual license for City to copy, use, modify,
reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied
in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are
prepared or caused to be prepared by Consultant under this Agreement ("Documents &
Data"). Consultant shall require all subcontractors to agree in writing that City is granted a
non-exclusive and perpetual license for any Documents & Data the subcontractor prepares
under this Agreement. Consultant represents and warrants that Consultant has the legal
right to license any and all Documents & Data. Consultant makes no such representation
and warranty in regard to Documents & Data which were prepared by design professionals
other than Consultant or provided to Consultant by the City. City shall not be limited in any
way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be City's sole risk.
3.5.3.2 Confidentialit. All ideas, memoranda, specifications,
plans, procedures, drawings, descriptions, computer program data, input record data, written
information, and other Documents and Data either created by or provided to Consultant in
connection with the performance of this Agreement shall be confidential by Consultant.
Such materials shall not, without the prior written consent of City, be used by Consultant for
any purposes other than the performance of the Services. Nor shall such materials be
disclosed to any person or entity not connected with the performance of the Services or the
Project. Nothing furnished to Consultant which is otherwise known to Consultant or is
generally known, or has become known, to the related industry shall be deemed confidential.
Consultant shall not use City's name or insignia, photographs of the Project, or any publicity
pertaining to the Services or the Project in any magazine, trade paper, newspaper, television
or radio production or other similar medium without the prior written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Attorney`s Fees. In the event of any litigation, whether in a court of law,
administrative hearing, arbitration, or otherwise, arising from or related to this Agreement of
the services provided under this Agreement, the prevailing party shall be entitled to recover
from the non -prevailing party all reasonable costs incurred, including staff time, court costs,
attorneys' fees and all other related expenses in such litigation.
3.5.6 Indemnification.
3.5.6.1 General Indemnification'. Except as provided in subdivision
3.5.6.2 below which is applicable to "design professionals" only, Consultant shall defend (with
counsel acceptable to City), indemnify and hold the City, its officials, officers, employees,
volunteers and agents free and harmless from any and all claims, demands, causes of action,
costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons,
including wrongful death, in any manner arising out of or incident to any alleged negligent
acts, errors, omissions or willful misconduct of Consultant, its officials, officers, employees,
agents, consultants and contractors arising out of or in connection with the performance of
the Services, the Projector this Agreement, including without limitation the payment of all
consequential damages and attorneys' fees and other related costs and expenses.
Consultant shall defend, at Consultant's own cost, expense and risk, any and all such
aforesaid suits, actions or other legal proceedings of every kind that maybe brought or
instituted against City, its directors, officials, officers, employees, agents or volunteers.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered
against City or its directors, officials, officers, employees, agents or volunteers, in any such
suit, action or other legal proceeding. Consultant shall reimburse City and its directors,
officials, officers, employees, agents and/or volunteers, for any and all legal expenses and
costs incurred by each of them in connection therewith or in enforcing the indemnity herein
provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if
any, received by the City, its directors, officials officers, employees, and agents or volunteers.
Consultant shall not be obligated to defend, indemnify or hold the City harmless in any
manner whatsoever for any claims or liability arising solely out of the City's own negligent
acts, errors or omissions or willful misconduct.
3.5.6.2 Design Professionals. The provisions of this subdivision
3.5.6.2 shall apply only in the event that Consultant is a "design professional" within the
meaning of California Civil Code section 2782.8(c). If Consultant is a "design professional"
within the meaning of Section 2782.8(c), then, notwithstanding subdivision 3.5.6.1 above, to
the fullest extent permitted bylaw (including, without limitation, Civil Code sections 2782 and
2782.6), Consultant shall defend (with legal counsel reasonably acceptable to City),
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indemnify and hold harmless City and City's officers, officials, employees, volunteers and
agents from and against any Claim that arises out of, pertains to, or relates to, directly or
indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of
Consultant, any subconsultant, subcontractor or any other person directly or indirectly
employed by them, or any person that any of them control, arising out of Consultant's
performance of any task or service for or on behalf of City under this Agreement. Such
obligations to defend, hold harmless and indemnify City or any City officers, officials,
employees or volunteers shall not apply to the extent that such Claims are caused in part by
the sole active negligence or willful misconduct of City or such City officers, officials,
employees, volunteers and agents. Consultant's cost to defend City and/or City's officers,
officials, employees or volunteers against any such Claim shall not exceed Consultant's
proportionate percentage of fault with respect to that Claim; however, pursuant to Civil Code
section 2782.8(x), in the event that one or more defendants is unable to pay its share of
defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and
confer with City (and, if applicable, other parties) regarding any unpaid defense costs. To the
extent Consultant has a duty to indemnify City or any City officers, officials, employees,
volunteers and/or agents under this subdivision 3.5.6.2, Consultant shall be responsible for
all incidental and consequential damages resulting directly or indirectly, in whole or in part,
from Consultant's negligence, recklessness or willful misconduct.
3.5.7 _ Entire Agreement. This Agreement contains the entire Agreement of the
parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements.
3.5.8 - Governing Law. This Agreement shall be governed by the laws of the
State of California. Venue shall be the courts in Los Angeles County.
3.5.9 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.5.10 City's Right to Employ Other Consultants. City reserves right to employ
other consultants in connection with this Project.
3.5.11 Successors and Assigns: This Agreement shall be binding on the
successors and assigns of the parties.
3.5.12 Assignment or Transfer. Neither party shall assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without
the prior written consent of the other party. Any attempt to do so shall be null and void, and
any assignees, hypothecates or transferees shall acquire no right or interest by reason of
such attempted assignment, hypothecation or transfer.
3.5.13 Construction References; Ca tions;. Since the Parties or their agents
have participated fully in the preparation of this Agreement, the language of this Agreement
shall be construed simply, according to its fair meaning, and not strictly for or against any
12
Party. Any term referencing time, days or period for performance shall be deemed calendar
days and not work days. All references to Consultant include all personnel, employees,
agents, and subcontractors of Consultant, except as otherwise specified in this Agreement.
All references to City include its elected officials, officers, employees, agents and volunteers
except as otherwise specified in this Agreement. The captions of the various articles and
paragraphs are for convenience and ease of reference only, and do not define, limit,
augment, or describe the scope, content, or intent of this Agreement.
3.5.14 Amendment Modification. No supplement, modification, or amendment
of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party
beneficiariesof any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability; If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working
solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it
has not paid nor has it agreed to pay any company or person, other than a bona fide
employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift
or other consideration contingent upon or resulting from the award or making of this
Agreement. For breach or violation of this warranty, City shall have the right to rescind this
Agreement without liability. For the term of this Agreement, no member, officer or employee
of City, during the term of his or her service with City, shall have any direct interest in this
Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.5.19 Egual Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee or
applicant for employment because of race, religion, color, national origin, handicap, ancestry,
sex or age. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising,
layoff or termination. Consultant shall also comply with all relevant provisions of any City
Minority Business Enterprise program, Affirmative Action Plan or other related programs or
guidelines currently in effector hereinafter enacted.
13
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that
itis aware of the provisions of Section 3700 of the California Labor Code which require every
employer to be insured against liability for Worker's Compensation or to undertake self-
insurance in accordance with the provisions of that Code, and agrees to comply with such
provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement. Each
Party warrants that the individuals who have signed this Agreement have the legal power,
right, and authority to make this Agreement and bind each respective Party.
3.5.22 Counterparts. This Agreement may be executed in counterparts, each of
which shall constitute one and the same instrument.
3.5.23 (Effect of Conflict.
In the event of any conflict, inconsistency, or incongruity between any provision of this
Agreement, any of its exhibits, attachments, purchase order, or notice to proceed, the
provisions of this Agreement will govern and control.
3.6 Subcontractinc3
3.6.1 Prior A royal Ike uired'. Consultant shall not subcontract any portion of
the work required by this Agreement, except as expressly stated herein, without prior written
approval of City. Consultant shall require and verify that all subcontractors maintain
insurance meeting all of the requirements set forth in this Agreement. Consultant shall ensure
that City is an additional insured as required in Section 3.2.10.4. Subcontracts, if any, shall
contain a provision making them subject to all provisions stipulated in this Agreement.
E
CITY • r•
a California municipal corporation
and charter city
a California Corporation
By: By:
Mayor SArgh Marie Ca; ell
Its: Chief Financial Officer
Attest Attest.,
City Clerk
Approved as to Form:
law.
I C - VAttorney
0119.123859
Secretary
Approved as to Form:
Legal Counsel
15
EXHIBIT "A"
SCOPE OF SERVICES
Work Plan
A. METHODOLOGY
Sapphos Environmental, Inc. (SEI) understands that the City of Downey requires the services of
an environmental consulting firm to prepare National Environmental Policy Act (NEPA)
documentation in support of redevelopment of abandoned buildings and a parking lot as three
soccer fields and appurtenant facilities. Sapphos Environmental Inc. understands that one of the
goals of the project is to provide recreation facilities and programs for underserved City of
Downey and County of Los Angeles residents and visitors. SEI will review U.S. Department of
Housing and Urban Development (HUD) agency -specific NEPA requirements and regulations to
determine if a categorical exclusion may be applicable to the project. If a categorical exclusion is
not applicable to the project, SEI will prepare an EA.
Project Coordination
SEI will provide project management for the duration of the project. All work efforts and related
deliverables will be entered into project management software to assist in the project on
schedule and on budget. SEI will be available to attend up to three (3) strategic conference calls
with the City to resolve any issues that may arise during the project.
SEI will provide the City with up to eight (8) monthly status reports to ensurecoordination with
the City, keep the project on schedule and on budget, and apprise all parties of project needs
and deliverables. The monthly status reports will define completed work efforts, upcoming work
efforts, and any significant issues and action items that arise from the work efforts detailed in
this proposal. The monthly status reports will be submitted with monthly invoices.
Environmental Assessment
Sapphos Environmental, Inc. will prepare an EA in accordance with the provisions of HUD
regulations at 24 Code of Federal Regulations (CFR) Part 58; the NEPA Council on
Environmental Quality Regulations, 40 CFR 1500-1508 (1502.10 and DM 515); HUD NEPA
Guidebook; and guidance provided by the City, County, and stakeholders.
The analysis will rely on existing data where available, including a desktop review of the Rancho
Los Amigos Campus Master Plan, existing technical studies and memoranda, and updates to
the proposed action. The Draft EA will include an Environmental Assessment Checklist per the
HUD NEPA guidelines, plus technical appendices where additional studies are necessary to
provide sufficient background information to determine if impacts will be significant.
The EA will address the following Affected Environment/Baseline and Environmental Impact of
Proposed Action for the following issue areas in accordance with HUD guidelines: Land
Development, Noise — Contribution to Community Noise Levels, Air Quality —Effects of Ambient
Air Quality on Project and Contribution to Community Pollution Levels, Environmental Design —
Visual Quality— Coherence, Diversity, Compatible UseandScale, Socioeconomic, Community
Facilities and Services, Natural Features, Other Factors. Each area will be evaluated for the
potential for direct, indirect, cumulative,_ and disproportionate (Environmental Justice) effects on
resources from the proposed action and the no action alternative.
SEI will provide a Screen Check EAtothe City of Downey for preliminary review.-Sapphos will
respond to one (1) consolidated set of comments on the Screen Check EA and will prepare an
Administrative Draft Check EA to the City of Downey and HUD. SEI will respond to one (1)
consolidated round of comments from HUD on the Administrative Draft EA. At this stage, SEI
may participate in up to two (2) teleconference meetings to coordinate responses to the
proposed action with HUD.
SEI will respond to one (1) consolidated set of comments on the Administrative Draft EA and will
prepare a Second Administrative Draft EA for HUD review. At this stage, SEI may participate in
one (1) additional teleconference with HUD and the City to review the document and to
coordinate responses to the proposed action.
It is anticipated HUD will review the Second Submittal within 45 days and will provide comments
including Data Gap requests, identification of mitigation requirements, comments to the NEPA
document, including Adequacy of the purpose and need statement, development of alternatives,
and concurrence on the preferred, and preliminary determination with regard to the acceptability
and compatibility of the proposed development., SEI will respond to one (1) consolidated round
of comments and will prepare the EA for public review.
This proposal assumes that the proposed actionwouldnot have a significant impact on the
quality of the human environment, or sufficient mitigation measures will be included to reduce
the environmental effects. SEI will prepare a Notice of Availability (NOA) of an EA that will be
submitted concurrently with the EA screen checks. The NOA will briefly describe the proposed
action, state the findings based on the EA, identify a person to contact, and include a statement
regarding public _appeals in accordance with 25 CFR 2.7. It is assumed that HUD will be
responsible for the publication of the NOA at the agency, and publication in a local newspaper if
determined appropriate by HUD.
Work Products
One (1) Screen Check EA in PDF format to the City of Downey for review and comment
One (1) Administrative Draft EA and NOA in PDF to the City of Downey and HUD
One (1) Second Administrative Draft EA and NOA in PDF to the City of Downey
Findings
SEI will evaluate all information in the Environmental Assessment and will prepare a statement
of findings. SEI will prepare a Notice of Finding of No Significant Impact and Notice of Intent to
Request a Release of Funds in accordance with the HUD NEPA Guidelines. Following the
public comment period, SEI will respond to up to twenty-five (25) substantive public comments
on the EA/FONSI.
Work Products
One (1) Screen Check FONSI in PDF to the City of Downey for review and comment
" One (1) Administrative Draft FONSI in electronic (PDF) format to the City of Downey and
HUD for review and comment
Final FONSI for publication
EXHIBIT "B"
SCHEDULE OF SERVICES
Milestone
Authorization to proceed
SEI to submit monthly status reports
SEI to participate in project initiation meeting with the City
SEI to provide MFR summarizing project initiation meeting
Date
June 12, 2019
June 2019—January 2020
June 12, 2019
June 13, 2019
SEI to submit Screen Check (EA) and (NOA) for review July 3, 2019
SEI to receive comments on Screen Check EA and NOA from the City July 17, 2019
SEI to submit Draft EA and Draft NOA to City for submittal to HUD July 31, 2019
SEI to participate in teleconferences with HUD July 31—September 31, 2019
SEI to receive comments on Administrative Draft EA and
NOA from HUD
SEI to submit Second Administrative Draft EA and Draft NOA to
the City for submittal to HUD
Teleconference to finalize the document for public review
SEI to submit public review EA and NOA
Findings
HUD to issue draft Findings of No Significant Impact (FONSI)
Draft EA/FONSI public review period to begin
Draft EA public review period closes
SEI to receive copies of all public comments
SEI to provide responses to public comments
HUD to issue FONSI
NEPA Compliance/Document Completion Date
September 16, 2019
September 30, 2019
October 3, 2019
October 9 2019
November 7, 2019
November 7, 2019
November 13, 2019
November 14,-2019
November 28, 2019
December "23, 2019
January7, 2020
MAY 23, 2019 SA HOS ENVIRONMENTAL, INC.
PAGE 1
EXHIBIT"C"
COMPENSATION
a
ESTIMATED COST
This cost estimate has been prepared based on the following assumptions:;
Assumption #1: City of Downey will prepare public- noticing including the
distribution list, distribution, public hearing notices, and presentation materials for
the public meeting.
Assumption #2: Technical studies, if required, to be prepared under separate
scope and cost.
Total estimated cost is as follow&
TASK 1 PROJECT MANAGEMENT $15,733.00
TASK 2 ENVIRONMENTALASSESSMENT$40,206.50
TASK 3 FINDINGS $3,503.00
SUBTOTAL LABOR
$59,442.50
SUBTOTAL DIRECT COST
$2,341.74
TOTAL ESTIMATED COST;
$61,784.24
OU
Tota
,°.Rata: Task11 ',
Task
Task 3
t rs
Total Value
Marie Campbell
President
$320
11.30
45.40 ,
5.00
61.7
$19,744.00
Lucy Lin Director
$180
10.70
14.30
1.60
26.6
$4;788.00
Mary Arias (Senior
Hazardous
Materials
Compliance
S ecialist
$130
0
6
0
6
$780.00
Laura Male
(Environmental
Compliance
S ecialist
$110
0
44
0
44
$4,840.00
Trent Marderosian "
(Senior
Environmental
Compliance
Coordinator
$95
- 49
50
17
116
$11,020.00
Eric Charlton (GIS
Manager),$155
0
38
0
38
$5,890.00
Maria Rodriguez
Senior.GlS_Anal st-
$95
0
4
0
4
$380.00
Paulette Loubet
(Biological Field
Tech)
$80
0
16
0
16
$1,280.00
APRIL 22, 2019 SAPS Hos ENVIRONMENTAL, I
INC.
PAGE 1
Billings will be submitted monthly for the services completed during each month. Payment terms
are net 30 days.
APRIL 22, 2019 SAPP HOS ENVIRONMENTAL, INC,
PAGE 2
STANDARD SCHEDULE OF FEES
competitive rates. Compensation will be based on the following schedule of fees and charges:
Principal
$320.00 '
Accounting
Senior Accountant
$90.00
Technical
Lead Accountant
$75.00
Director
0180.00
Accountant
$70.00
Manager
$155.00
Assistant Accountant
$80.00
Senior Specialist
$130.00
Specialist
$110.00
Production
Senior Coordinator
$95.00
Manager
$11I00
Coordinator
$80.00
Senior Technical Editor/
Analyst
$65.00
Senior Graphic Designer
$8I00
Intern
$40.00
Technical Editor/ Graphic Designer
$70.00
Assistant Technical Editor/
Geographic Information System (G|S)
Assistant Graphic Designer
$60.00
Senior G|5 Analyst
$95.00
GIS Analyst
$80.00
Administration and Marketing
Assistant CIS Analyst
$65.00
Manager
$115.00
CIS Intern
$40.00
Specialist
$70.00
Associate
$60.00
Assistant
$50.00
Intern
$40.00
Information Technology Analyst
$100.00
DIRECT ExPENSES
Direct expenses are billed at the amount charged.
1 . Out-of-pocket expenses (such as, but not limited to, travel, te econ rence, messenger sery c , o gin
reproduction, photographic services, postage, research fees, lease or rental of specialized job specific equipme t): cost, as
charged to Sapphos Environmental, Inc.
2, Subcontractors fees at cost.
3. Vehicle mileage: Passenger cars at $0.58 per mile (to be adjusted annually per the accepted federal rate).
6. Plotter: $1.00 per square foot (black and white) or $ 8.00 per square foot (color)
7. Facsimile: $1.00 per page. Charge does not apply to materials received via facsimile from client.
8. Technology: global positioning system (GPS) equipment: $80 per day; sound -level meter kit: $75 per day; digital projector:
$25 per day; notebook computer: $10 per day; large -format camera equipment: $175 per day; infrared camera: $58 per day;
digital camera: $5 per day; Peterson bat detectors: $96.00 per day; and Anabat SD1 bat detectors: $45 per day.
9� Overnight delivery: $25 flat rate per delivery. This does not include messenger service.
MAY