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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
File: 6.7178
Synopsis of Previous Council Action:
Subject: Resolution awarding contract to
Architect Milford Wayne Donaldson, FAIA,
Inc., for preparing a final plan,
specifications, and estimates for renovation
and retrofit of the San Bernardino Santa Fe
Depot.
MCC Date: 11/20/00
From: William Woolard, Interim Director
Dept: Development Services
Date: November 7,2000
10/20/00 Agreement for Professional Environmental Inspection Services approved with Earth
Tech for providing inspection of hazardous waste removal at the San Bernardino Santa Fe Depot.
3/06/00 Approval of the Rehabilitation and Adaptive Reuse Plan for the San Bernardino Santa Fe
Depot.
6/07/99 Agreement for Professional Services awarded to Architect Mi]ford Wayne Donaldson,
F AlA, Inc., to prepare preliminary plans, specifications, and estimates for the rehabilitation,
seismic retrofit, and adaptive reuse of the Santa Fe Depot.
2/15/99 Authorized an amendment to the Cooperative Agreement with SANBAG and the
Economic Development Agency to include City as owner for restoration of the Santa Fe Depot
and the Commuter Rail Station.
Recommended Motion:
Adopt Resolution
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William Woolard
Contact person: larb Thaioeir. Senior Civil Engineer
Phone:
5]27
Supporting data attached: Staff Reoort. Reso. Agreement. MemoWard: 1
FUNDING REQUIREMENTS: Amount:
$1.171.324.
Source: (Acct. No.) 123-558-5504-7178
Acct. Description: Restoration of San Bernardino Santa Fe
Depot
Finance:~~~J
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Agenda Item No. J (,
Council Notes:
citv of San Bernardino- Reouest for Council Action
Staff Report
Subiect:
Resolution awarding contract to Architect Milford Wayne Donaldson, FAIA, Inc., for
preparing plans, specifications, and estimates for renovation and retrofit of the San Bernardino
Santa Fe Depot.
Back2round:
The Public Works Division issued a Request for Qualifications (RFQ) for the above named
project. The RFQ was mailed to 30 architectural firms, advertised in The San Bernardino
County Sun newspaper, and with the San Bernardino Area Chamber of Commerce. Eleven
responses were received and reviewed by a selection committee consisting of Bill Woolard,
Development Services Interim Director, Lynn Merrill, Public Services Director, and Victoria
Baker of SANBAG. Following this review, the selection committee chose the following
companies to submit a Request for Proposal and attend a selection interview.
1. Architect Milford Wayne Donaldson, FAIA, Inc.
2. Rachlin Architects
3. WWcOT Architects
On October 18, 2000, a selection committee consisting of Councilwoman Esther Estrada,
Ward 1; Bill Woolard; Lynn Merrill; Ray Casey, City Engineer; Esther Mata, Mt. Vernon
PAC; and Victoria Baker, interviewed these firms. Based on those interviews and the
proposals submitted, the committee determined that Architect Milford Wayne Donaldson,
FAIA, Inc. was the best qualified to provide the services and best able to meet the schedule
necessary to meet the funding requirement deadlines.
The committee considered similar project experience, personnel assigned to the project, past
experience with the firm (where applicable), ability to meet scheduling requirements, and
understanding of and interest in the project in making their determination.
The cost elements related to the scope of services for this project are detailed in Exhibit 1 of
the attached agreement. Included in the scope are the environmental document preparation and
processing necessary to complete the Section 106 processing, schematic design, design
development, and construction document preparation for the restoration of the Santa Fe Depot.
Santa Fe Deoot Proiect Status
Architect Milford Wayne Donaldson, FAIA, Inc. previously completed the Rehabilitation and
Adaptive Reuse Study Plan and Historic Object Inventory report, which forms the basis for the
final design of the renovation and retrofit. It is anticipated that the final design will be
completed by September of 2001, and the restoration could begin in November of that year.
Financial Impact:
The City will pay the cost of this Agreement for Services, not to exceed $1,064,840, with a
contingency amount of $106,484, and will be reimbursed by Caltrans from the $2,625,000 in
federal transportation funds (TEA 21) authorized. SANBAG has already funded $243,662 of the
local match for this phase. The remaining unused TEA 21 monies and other grants will be used
during the construction phase.
Recommendation:
That the Mayor and Common Council adopt the Resolution awarding contract to Architect
Milford Wayne Donaldson, FAIA, Inc. for preparing a final plan, specifications, and estimates
for renovation and retrofit of the San Bernardino Santa Fe Depot.
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2 RESOLUTION OF THE CITY OF SAN BERNARDINO A WARDING A
3 CONTRACT TO ARCHITECT MILFORD WAYNE DONALDSON, FAIA, INC. FOR
PREPARING A FINAL PLAN, SPECIFICATIONS, AND ESTIMATES FOR
4 NOVATION AND RETROFIT OF THE SAN BERNARDINO SANTA FE DEPOT.
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RESOLUTION NO.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. The proposal and qualifications of ARCHITECT MILFORD WAYNE
ONALDSON, F AlA, INC. meet and exceed the requirements that were outlined in the Request
or Proposal for preparing a final plan, specifications, and estimates for renovation and retrofit of
he San Bernardino Santa Fe Depot. A Contract is awarded accordingly to said Architect in a
otal amount not to exceed $1,064,840.00, with a contingency amount of $106,484.00, but such
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ward shall be effective only upon being fully executed by both parties. All other proposals,
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14 herefore, are hereby rejected. The Mayor is hereby authorized and directed to execute said
15 Onlract on behalf of the City; a copy of the Contract is attached as Exhibit A and incorporated
16 erein by reference as fully as though set forth at length. The Mayor is also hereby authorized
17 nd directed to execute said Contract with any non-substantive amendments that have been
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eviewed by the City Attorney and agreed to by the Architect.
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xecuted by the parties, and no party shall be obligated hereunder until the time of such full
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SECTION 2. This Contract shall not take effect until the Contract is fully signed and
xecution. No oral Contracts, amendments, modifications or waivers are intended or authorized
nd shall not be implied from any act or course of conduct of any party.
SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
ithin sixty (60) days of the passage of the resolution.
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1 RESOLUTION.. . AWARDING A CONTRACT TO ARCHITECT MILFORD WAYNE
DONALDSON, FAIA, INC. FOR PREPARING A FINAL PLAN, SPECIFICATIONS,
2 ESTIMATES FOR RENOVATION AND RETROFIT OF THE SAN BERNARDINO
3 SANTA FE DEPOT.
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 ommon Council of the City of San Bernardino at a meeting thereof,
6 eld on the
day of
, 2000, by the following vote, to-wit:
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AYES
NAYS
ABSTAIN
ABSENT
C GINNIS
C CAMMACK
Rachel Clark, City Clerk
The foregoing resolution is hereby approved this _day of
,2000.
Judith Valles, Mayor
City of San Bernardino
22 pproved as to form
nd legal content:
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ames F. Penman
ity A orney
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AGREEMENT FOR PROFESSIONAL SERVICES
This AGREEMENT is made and entered into this of 2000, by and between the
CITY OF SAN BERNARDINO, Califomia, a municipal corporation, hereinafter referred to as the "CITY" and
Architect Milford Wayne Donaldson, FAlA, Inc., hereinafterreferred to as "ARCHITECT".
WITNESSETH
WHEREAS, City desires to obtain professional architectural services for the preparation of final plans,
specifications, and cost estimates for renovation and retrofit of the San Bernardino Santa Fe Depot.
WHEREAS, in order to renovate the San Bemardino Santa Fe Depot, it is necessary to retain the
professional services of a qualified architectural firm; and
WHEREAS, Architect is qualified to provide said professional services; and
WHEREAS, San Bernardino City Council has elected to engage the services of Architect upon the terms
and conditions as hereinafter set forth; and
NOW, THEREFORE, it is mutually agreed, as follows:
1.
SCOPE OF SERVICES
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Architect shall perform those services specified in Section II "Understanding and approach to the
project" and as contained in the proposal dated October 10, 2000, (which is on file at the City
Clerk's Office) and proposed costs dated October 10,2000, a copy of which is attached hereto as
Exhibit "1", and all of which are incorporated herein as though set forth in full.
2.
TERM OF AGREEMENT
Architect shall commence within five (5) days after the City has authorized work to start by
issuance of a Notice to Proceed.
3. STANDARD OF PERFORMANCE
Architect shall complete all work in conformance with Federal, State, and local regulations and
industry standards.
4. CHANGES/EXTRA SERVICES
A.
Performance of the work specified in the Section II "Understanding and approach to the
project" and letter dated October 10, 2000, are made an obligation of Architect under this
Agreement, subject to any changes made subsequently upon mutual agreement of the
parties. All such changes shall be considered as additional tasks and shall be
incorporated by written amendments to this Agreement and include any increase or
decrease in the amount of compensation due Architect for the change in scope. Any
change, which has not been so incorporated, shall not be binding on either party.
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B.
Architect shall render no extra services under this Agreement unless City authorizes such
extra services in writing prior to performance of such work. Authorized extra services
shall be invoiced based on the authorized additional task amounts.
5. COMPENSATION
A. Upon satisfactory completion of the work, the Architect will be paid time and material
not to exceed $1,064,840.00 in arrears, for all work and services performed under this
contract and upon receipt of itemized invoices, submitted in triplicate to the contract
manager. The invoice amount will be based on the actual work performed by task. For
the purpose of invoicing, certain tasks may be combined in assessing percentage
completion. Architect will submit an invoice to the City every four (4) weeks.
B. Said compensation shall not be altered unless there is significant alteration in the scope,
complexity or character of the work to be performed. City and Architect shall agree upon
any such significant alteration in writing before commencement of performance of such
significant alteration by Architect.
Any adjustment of the total cost of services will only be permitted when the Architect
establishes and City has agreed in writing that there has been, or is to be, a significant
change in:
1.
2.
3.
Scope, complexity, or character of the services to be performed;
Conditions under which the work is required to be performed; and
Duration of work if the change from the time period specitied in the Agreement
for Completion of the work warrants such adjustment.
C. The Architect is required to comply with all Federal, State and Local laws and ordinances
applicable to the work. The Architect is required to comply with prevailing wage rates in
accordance with California Labor Code Section 1770.
D. The Architect agrees that the Contract Cost Principles and Procedures, 48 CFR, Federal
Acquisition Regulations System, Chapter 1, part 31 et seq., shall be used to determine the
allowability of individual items of cost.
E. The Architect also agrees to comply with Federal procedures in accordance with 49 CFR,
Part 19, Uniform Administrative Requirements for Grants and Cooperative Agreements
to State and Local Governments.
F. Any costs for which payment has been made to Architect that are determined by
subsequent audit to be unallowable under 48 CFR, Federal Acquisition Regulations
System, Chapter 1, Part 31 et seq., or 49 CFR, Part 18, Uniform Administrative
Requirements for Grants and Cooperative Agreements to State and Local Governments,
are subject to repayment by Architect to City.
G.
Any subcontract in excess of $10,000, entered into as a result of this contract, shall
contain all the provisions of this Agreement.
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6.
PAYMENT BY CITY
A. The billings for all services rendered pursuant to this Agreement shall be submitted every
four (4) weeks by Architect to City and shall be paid by City within twenty (20) days
after receipt of same, excepting any amounts disputed by City. Dispute over any
invoiced amount shall be noticed to the Architect within ten (10) days of billing and a
meet and confer meeting for purposes of resolution of such dispute shall be initiated by
the City within (10) days of notice of such dispute. Interest of 1-1/2 percent per month
(but not exceeding the maximum rate allowable by law) will be payable on any amounts
not in dispute and not paid within thirty (30) days of the billing date, payment thereafter
to be applied first to accrued interest and then to the principal unpaid amount. On
disputed amounts, interest shall accrue from thirty (30) days of the invoice date if the
amount in dispute is resolved in favor of the Architect. All tasks as specified in Exhibit
"1" shall be completed prior to final payment.
B. No payment will be made for any work performed prior to approval of this contract by
City and Notification to Proceed.
7. SUPERVISION AND ACCEPTANCE OF SERVICES
A.
The Director of Development Services of City, or his designee, shall have the right of
general supervision over all work performed by Architect and shall be City's agent with
respect to obtaining Architect's compliance hereunder. No payment for any services
rendered under this Agreement shall be made without prior approval of the Director of
Development Services or his designee.
B. The office of Federal Highway Administration may review and inspect the Engineer's
activities during the progress of the program.
8. COMPLIANCE WITH CIVIL RIGHTS LAWS
Architect hereby certifies that it will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, marital status, age, handicap or national origin.
Architect shall comply with all State and Federal Civil Rights Laws in its hiring practices and
employee policies. Such action shall include, but not be limited to, the following: recruitment
and recruitment advertising, employment, upgrading, and promotion.
9. TERMINATION OF AGREEMENT
A.
This Agreement may be terminated by either party upon thirty (30) days' written notice
in the event of substantial failure of the other party to perform in accordance with the
terms of this Agreement. Each party shall have twenty (20) days following the date of
such notice within which to correct the substantial failure, giving rise to such notice. In
the event of termination of this Agreement, City shall within thirty (30) days pay
Architect for all the fees, charges and services performed to City's satisfaction by
Architect, which finding of satisfaction shall not be unreasonably withheld. Architect
hereby covenants and agrees that upon termination of this Agreement for any reason,
Architect will preserve and make immediately available to the City, or its designated
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10.
11.
representatives, maps, notes, correspondence, or records related to work paid for by the
City and required for its timely completion, and to fully cooperate with City so that the
work to be accomplished under this Agreement may continue within forty-five (45) days
of termination. Any subsequent use of such incomplete documents, other than their
originally intended use, shall be at the sole risk of the City, and the City agrees to hold
harmless and indemnify Architect from any claims, losses, costs, including attomey's
fees and liability arising out of such use. Architect shall be compensated for such
services in accordance with Exhibit "I".
B.
This Agreement may be terminated for the convenience of the City upon thirty (30) days
written notice to Architect. Upon such notice, Architect shall provide work product to
City, and City shall compensate Architect in the manner set forth above.
C.
Following the effective date of termination of this Agreement pursuant to this section, the
Agreement shall continue until all obligations arising from such termination are satisfied.
CONTINGENCIES
In the event that, due to causes beyond the control of and without the fault or negligence of
Architect, Architect fails to meet any of its obligations under this Agreement, and such failure
shall not constitute a default in performance, the City may grant to Architect such extensions of
time and make other arrangements or additions, excepting any increase in payment, as may be
reasonable under the circumstances. Increases in payment shall be made only under the
"changes" provision of this Agreement. Architect shall notify City within three (3) days in
writing when it becomes aware of any event or circumstances for which it claims or may claim
an extension.
INDEPENDENT CONTRACTOR
Architect shall act as an independent contractor and shall not be considered an employee of the
City in the performance of the services provided for under this Agreement. Architect shall
furnish such services in its own manner. This Agreement is not intended and shall not be
construed to create the relationship of agent, servant, employee, partnership, joint venture, or
association between Architect and the City.
12. ASSIGNMENT OR SUBCONTRACTING
13.
Architect shall not assign this Agreement, or any portion thereof without the written consent of
City. Any attempt by Architect to assign or subcontract any performance of this Agreement
without the written consent of the City shall be null and void and shall constitute a breach of this
Agreement. All subcontracts exceeding $10,000 shall contain all provisions of this contract.
NOTICES
All official notices relative to this Agreement shall be in writing and addressed to the following
representatives of Architect and City:
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ARCHITECT
CITY
Milford Wayne Donaldson
Architect Milford Wayne Donaldson, FAIA, Inc.
530 Sixth A venue Suite 100
San Diego, CA 92101
Mr. William Woolard
Interim Director of Development Services
300 N. "0" Street
San Bernardino, CA 92418
14. RESPONSIBILITIES OF PARTIES
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A. The Architect may reasonably rely upon the accuracy of data provided by the City or its
agents.
B. Upon completion of all work under this contract, ownership and title to all reports,
documents, plans, specifications, and estimates produced as part of this contract will
automatically be vested in the City and no further agreement will be necessary to
transfer ownership to the City.
C. It is understood and agreed that all calculations, drawings and specifications, whether
in hard copy or machine readable form are intended for one-time use in the
construction of the project for which this contract has been entered into.
D.
The Architect is not liable for claims, liabilities or losses arising out of, or connected
with, the modification or misuse by the City of the machine readable information and
data provided by the Architect under this Agreement; further, the Architect is not
liable for claims, liabilities or losses arising out of, or connected with, any use by the
City of the project documentation on other projects, for additions to this project, or
for the completion of this project by others, excepting only such use as may be
authorized, in writing, by Architect.
E.
For the purpose of determining compliance with Public Contract Code Section
10115, et. seq. and Title 21, Califomia Code of Regulations, Chapter 21, Section
2500 et. seq., when applicable, and other matters connected with the performance of
the contract pursuant to Government Code Section 8546.7, the Architect,
subconsultant, and the City shall maintain all the books, documents, papers,
accounting records, and other evidence pertaining to the performance of the contract,
including but not limited to, the costs of administering the contract.
All parties shall make such materials available at their respective offices at all
reasonable times during the contract period and for three years from the date of final
payment under the contract. The State, the State Auditor, FHW A, or any duly
authorized representative of the Federal govemment having jurisdiction under
Federal laws or regulations (including the basis of Federal funding in whole or in
part) shall have access to any books, records, and documents of the Architect that are
pertinent to the contract for audits, examinations, excerpts, and transactions, and
copies thereof shall be furnished if requested.
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15.
CONSTRUCTION COST ESTIMATES
A. Any opinion of the construction cost prepared by Architect represents his judgement as a
design professional and is supplied for the general guidance of the City. Since Architect
has no control over the cost of labor and material, or over competitive bidding or market
conditions, Architect does not guarantee the accuracy of such opinions as compared to
contractor bids or actual cost to the City.
16. COVENANT AGAINST CONTINGENT FEE
Architect warrants that no person or selling agency has been employed or retained to solicit or
secure this Agreement upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial
or selling agencies maintained by the Architect for the purpose of securing business. For breach
or violation of this warranty, City shall have the right to terminate this Agreement in accordance
with the clause permitting termination for cause and, at its sole discretion, to deduct from the
Agreement price or consideration, or otherwise recover, the full amount of such commission,
percentage, brokerage or contingent fee.
17. HOLD HARMLESS CLAUSE
A.
Architect shall indemnifY, defend and hold free and harmless the City, its officers, and its
employees from all claims, damages, costs, expenses, and liability, including, but not
limited to attorney's fees, imposed upon them for any alleged infringement of patent
rights or copyrights of any person or persons in consequence of the use by City, its
officers, employees, agents, and other duly authorized representatives, of programs or
processes supplied to City by Architect under this Agreement.
B. The prevailing party in any legal action to enforce or interpret any provisions of this
Agreement will be entitled to recover from the losing party all reasonable attorneys' fees,
court costs, and necessary disbursements in connection with that action. The costs,
salary, and expense of the City Attomey and members of his office, in connection with
that action shall be considered as attorneys' fees for the purposes of this Agreement.
18. INDEMNITY
Architect shall indemnifY, defend and hold harmless City from and against any and all claims,
demands, suits, actions, proceedings, judgments, losses, damages, injuries, penalties, costs,
expenses (including reasonable attomey's fees), and liabilities, of, by, or with respect to third
parties, which arise from Architect's negligent performance of services under this Agreement.
Architect shall not be responsible for, and City shall indemnifY, defend, and hold harmless
Architect from and against, any and all claims, demands, suits, actions, proceedings, judgments,
losses, damages, injuries, penalties, costs, expenses (including reasonable attorney's fees) and
liabilities of, by or with respect to third parties, which arise from the City's negligent
performance under this Agreement. With respect to any and all claims, demands, suits, actions,
proceedings, judgments, losses, damages, injuries, penalties, costs, expenses (including
reasonable attorney's fees) and liabilities of, by or with respect to third parties, which arise from
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the joint or concurrent negligence of Architect and City, each party shall assume responsibility in
proportion to the degree of its respective fault.
19. LIABILITY/INSURANCE
Architect shall maintain insurance policies meeting the minimum requirements set forth herein. All
insurance maintained by the Architect shall be provided by insurers satisfactory to the City.
Certificates evidencing all insurance coverage required herein shall be delivered to the City prior to
the Architect performing any of the services under this Agreement. All insurance certificates
required herein shall name the City as an additional insured and provide for thirty-(30) days written
notice from the insurer to the City prior to cancellation of any insurance policy of the Architect.
A. Errors and Omissions. The Architect shall maintain errors and omissions insurance with
a combined single limit of not less than One Million Dollars ($1,000,000.00) per
occurrence.
B. Comprehensive General Liability and Automobile Insurance. The Architect shall
maintain comprehensive general liability and automobile liability insurance with a
combined single limit of not less than One Million Dollars ($1,000,000.00) per
occurrence.
C. Worker's Compensation Insurance. The Architect shall maintain worker's compensation
insurance in accordance with the laws of the State of California for all workers employed
by the Architect.
20. VALIDITY
Should any provision herein be found or deemed to be invalid, this Agreement shall be construed as
not containing such provision, and all other provisions which are otherwise lawful shall remain in
full force and affect, and to this end the provisions of this Agreement are declared to be severable.
21. ENTIRE AGREEMENT
This Agreement represents the entire and integrated agreement between the parties hereto and
supersedes all prior and contemporaneous negotiations, representations, understandings, and
agreements, whether written or oral, with respect to the subject matter thereof. This Agreement may
be amended only by written instrument signed by both parties.
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CGREEMENT FOR Professional Services with Architect Milford Wayne Donaldson, FAIA, Inc..
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the date
written above by their duly authorized officers on their behalf.
ATTEST:
CITY OF SAN BERNARDINO
BY:
Rachel Clark, City Clerk
City of San Bernardino
BY:
Judith Valles, Mayor
City of San Bernardino
Milford Wayne Donaldson
BY:
Signature
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NAME:
TITLE:
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
III
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MILFORD WAYNE DONALDSON
ARCHITECT
Exhibit 1
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.5 3 0 SIXTH AVENUE
SAN DIEGO CA 92101 -7010
HISTORIC GASLAMP QUARTER
SAN BERNARDINO SANTA FE DEPOT
RENOVATION AND RETROFIT
PROPOSED COSTS
October 10, 2000
A. PROPOSED COSTS
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The following is a summation of costs for Architect Milford Wayne Donaldson, F AlA to perfonn the
tasks as indicated on the Proposal for Architectural-Engineering Services for the San Bernardino Santa
Fe Depot Renovation and Retrofit project. All fees per task include reimbursable costs.
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Iuk.l Task II Task III Task IV
Discipline Section 106 Schematic Design Construction Total
Design Development Documents
MWD $17,600 : $199,700 : $220,000 i $232.800 ! $670,100
Degenkolb $0 : $31,000 $43,050 ! $66,700 i $140,750
: Krakower $4,700 : $4,100 i I
$0 : $1,640 ! $10,440 ,
I I
, $4,600 I
' Korve $0 I $8,500 I $5,600 I $18,700 i
$0 i I
' YBK $8,350 ! $22,700 I $28,550 i $59,600 :
Bechard Long $0 . $14,200 ; $26,900 i $55,900 ; $97,000 :
. IvyllDLA $0 $17,300 : $9,700 I $12,530 : 539,530 :
MCB $0 $2.800 i $3,400 I $3,120 . $9,320 :
$4,000 : i
Leverton $0 : $7,800 I $7,600 $19,400 i
, : 5414,440 I $1,064,840 i
Total' $17,600 1 5286,650 I 5346,150 i
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TELEPHONE: (619\ ~39-7S88
ELECTRONIC \-IAIL: MWDf4 ARCHMWD.COM
F.-\CSIMllE: (619) 234-6286
MILRJRD WAYNE DONALDSON
ARCHITECT
(
San Bernardino Santa Fe Depot
COST PROPOSAL
October 10, 2000
Page 3
Item
. Senior DesignerlDraftsperson
. Specifications Writer
. . Intennediate DesignerlDraftsperson
. Clerical
Task IV: Construction Documents
Architect Milford Wayne Donaldson, F AlA
. Corporate Architect
. Project Manager
. Project Architect
. Senior DesignerlDraftsperson
. Specification Writer
. Intennediate DesignerlDraftsperson
. Clerical
.
Reimbursable Expenses
Total for Task III i
Reimbursable Expenses '
Total for Task IV !
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Grand Total for Tasks I, II, m, and IV i
Rate I Hours i
$80 I 515
$80 I 50
I
$70 i 475
,
I
$50 150
2,630
$120 I 155
$80 i 765
!
I
$100 ! 450
I
$80 i 740
$80 i 55
$70 345
$50 155
2,665
Total
$41,200 .
$4,000
$33,250
$7,500
$4,950
$220,000 I
-
,
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I
$18,600 I
I
$61,200 !
$45,000 i
;
$59,200 !
I
$4,400 :
$24,150 I
-i
,
$7,750
$12,500 i
$232,800 i
$670,100
MILFORD WAYNE DONALDSON
San Bernardino Santa Fe Depot ARCHITECT
r- COST PROPOSAL .
'- October 10, 2000
Page 4
2. Consultants' Fee
a. Degenkolb Engineers
,
: Description Fees Reimbursable Total
Expenses
, Task 11: Schematic Design $30,400 $600 $31,000 I
I
Task III: Design Development $42,050 $1,000 I $43,050 '
Task IV: Construction Documents $65,600 $1,100 $66,700
GRANDTOTAL ! $138,050 I $2,700 $140,750
b. Krakower & Associates
: Description Fees
C Task II: Schematic Design $4,700 ;
I
,
: Task III: Design Development $4,100 I
! ,
, Task IV: Construction Documents $1,640 !
GRANDTOTAL I $10,440 I
c. Korve Engineering
, Description Fees Reimbursable I Total
Expenses
Task 11: Schematic Design $4,400 $200 $4,600
I Task III: Design Development $8,200 I $300 I $8,500 I
: Task IV: Construction Documents i $200 $5,600
$5,400 I
,
GRAND TOTAL ; $18,000 I $700 ! $18,700 .
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MILFORD WAYNE DONALDSON
San Bernardino Santa Fe Depot ARCHITECT
C COST PROPOSAL .
October 10, 2000
Page 5
d. Van Buuren Kimper Engineering
i Description .
Fees Reimbursable Total
I Expenses
i
: Task II: Schematic Design $8,050 $300 $8,350 i
i Task III: Design Development $400 I I
$22,300 $22,700 I
$500 ! I
I Task IV: Construction Documents $28,050 $28,550 I
I I
I $58,40~ ,
GRANDTOTAL I I
$1,200 : $59,600 I
I
e. Bechard Long & Associates
. Description Fees Reimbursable Total
Expenses
I Task II: Schematic Design $13,700 I $500 I $14,200 I
C . Task III: Design Development $26,100 ; $800 : $26,900 :
, $700 I
Task IV: Construction Documents $55,200 i $55,900 i
i ,
GRAND TOTAL ' $95,000 I $2,000 ; $97,000 I
f. Ivy Landscape Architects / IDLA
Description Fees Reimbursable Total
Expenses I
Task II: Schematic Design $17,000 $300 i $17,300
: Task III: Design Development I
$9,300 $400 i $9,700
! Task IV: Construction Documents $11,630 $900 : $12,530
GRAND TOTAL $37,930 $1,600 : $39,530
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MILFORD WAYNE DONAlDSON
ARCHITECT
San Bernardino Santa Fe Depot
COST PROPOSAL
October 10, 2000
Page 6
g. McKay, Conant, Brook, Inc.
Description
! Task II: Schematic Design
i Task III: Design Development
I Task IV: Construction Documents
.
GRAND TOTAL
h. Leverton & Associates
; Description
Task II: Schematic Design
; Task III: Design Development
Task 1'/: Construction Documents
Fees Reimbursable ! Total
$2,650 Expenses I $2,800 '
$150 I
$3,150 $250 $3,400 i
$3,070 $50 I $3,120 i
$8,870 $450 $9,320 i
Fees
$4,000
$7,800
$7,600 I
I
GRAND TOTAL: $19,400 ;
_.._~---_.
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COST PROPOSAL
October 10, 2000
Page 7
MILFORD WAYNE DONALDSON
ARCHITECT
Basic Costs
$120.00/Hour
$IOO.OO/Hour
$ 90.00/Hour
$ 90.00/Hour
$ 80.00/Hour
$ 80.00/Hour
$ 80.00/Hour
$ 80.00/Hour
$ 80.00/Hour
$ 80.00/Hour
$ 70.00/Hour
$ 70.00/Hour
$ 70.00/Hour
$ 60.00/Hour
$ 70.00/Hour
$ 70.00/Hour
$ 60.00/Hour
$ 60.00/Hour
$ 50.00/Hour
$ 70.00/Hour
$ 40.00/Hour
. Miscellaneous
In this category are materials, service and equipment which are not covered in the hourly
rate schedule. Miscellaneous items include:
$ 65.00/Hour
$ 15.00/Each
$ O.3I/Mile
At cost + 15%
At cost + 15%
At cost + 15%
At cost + 15%
At cost + 15%
. Other Consultants EmDloved bv Architect Milford Wavne Donaldson. F AlA
Services outside consultants employed by us on the client's behalf will be charged at cost
plus 15%.
. Terms ofPavment
Payment for services is due upon presentation of the invoice. Invoices are normally
rendered on a monthly basis as either a partial or final billing.
.
3. Schedule of Fees
a. Architect Milford Wayne Donaldson, F AlA
. HourJv Rates
Corporate Architect
Project Architect
Construction Administrator
Project Historian
Project Manager
Specification Writer
Senior Designer
Senior Draftsperson
Technical Manager
Report WriterlScript Writer
CADD Technician
Video Editor
Videographer
Video Duplicator
Intermediate Designer
Intermediate Draftsperson
Research Assistant
Beginning Draftsperson
Clerical
Financial Controller
Architectural Trainee
Computer Usage
CADD Plots
Automobile mileage (over 30 mile radius from office)
Travel and subsistence, per day
Printing and photographic work
Long Distance telephone and faxes
Equipment Rental
Aircraft Rental
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San Bernardino Santa Fe Depot
COST PROPOSAL
October 10, 2000
Page 8
MILFORD WAYNE DONALDSON
ARCHITECT
Basic Costs
$190.00/Hour
$150.00 - $160.00/Hour
$129.00 - $139.00/Hour
$114.00 - $121.00/Hour
$ 97.00 - $106.00/Hour
$ 88.00 - $ 97.00/Hour
$ 84.00 - $ 90.00/Hour
$ 71.00 - $ 79.00/Hour
$ 55.00 - $ 63.00/Hour
$ 53.00 - $ 67.00/Hour
$ 60.00/Hour
Basic Costs
$ 160.00/Hour
$ 140.00/Hour
$ 80.00/Hour
$ 70.00/Hour
$ 50.00/Hour
Basic Costs
$ 170.00/Hour
$165.00/Hour
$ 160.00/Hour
$1 55.00/Hour
$ 150.00/Hour
$145.00/Hour
$140.00/Hour
$ 135.00/Hour
$ 130.00/Hour
$ 125 .OO/Hour
$120.00/Hour
$115.00/Hour
$IIO.OO/Hour
$105.00/Hour
$ I OO.OO/Hour
$ 95.00/Hour
$ 90.00/Hour
$ 85.00/Hour
$ 80.00/Hour
$ 75.00/Hour
.
b. Degenkolb Engineers
. HourJv Rates
Senior Principal
Principal
Associate
Project Engineer
Design Engineer
Senior CAD Specialist
Designer
Project CAD Specialist
Assistant CAD Specialist
Assistant Designer
Adrninistrative Services
C. Krakower & Associates
. Hourlv Rates
Expert Witness and Forensic Consultation
Principal Design and Consultation
Structural Designer
Drafting
Clerical
d. Korve Engineers
. Hourlv Rates
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Grade 25
Grade 24
Grade 23
Grade 22
Grade 21
Grade 20
Grade 19
Grade 18
Grade 17
Grade 16
Grade 15
Grade 14
Grade 13
Grade 12
Grade II
Grade 10
Grade 09
Grade 08
Grade 07
Grade 06
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M11.FORD WAYNE DONALDSON
ARCHITECT
San Bernardino Santa Fe Depot
COST PROPOSAL
October 10, 2000
Page 9
Hourly Rates
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Engineers and Planners
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Technicians and Support Staff
Computer / CADD
e.
Van Burren Kimper Engineering
.
Grade 05
Grade 04
Grade 03
Grade 02
Grade 01
Grade A
Grade B
Grade C
Grade D
Grade E
Grade F
Grade G
Grade H
Grade I
Grade J
Grade K
Basic Costs
$ 70.001Hour
$ 65.001Hour
$ 60.001Hour
$ 55.001Hour
$ 50.001Hour
$ 35.001Hour
$ 40.001Hour
$ 45.001Hour
$ 50.001Hour
$ 55.001Hour
$ 60.001Hour
$ 65.001Hour
$ 70.001Hour
$ 75.001H0ur
$ 80.001Hour
$ 85.001Hour
$ 12.001H0ur
Basic Costs
$115.00IHour
$ 85.001Hour
$ 70.001Hour
$ 55.001Hour
$ 40.001Hour
Basic Cost.c;
$125.00IHour
$ 90.001Hour
$ 75.001H0ur
$ 60.001Hour
$ 50.001Hour
$ 40.001Hour
Basic Costs
$ 120.001Hour
$ 95.001Hour
$ 85.001H0ur
$ 65.001Hour
$ 45.001Hour
. Hourly Rates
Principal Electrical Engineer
Electrical Engineer
Electrical Designer
Drafterl CAD Operator
Clerical
f. Bechard Long & Associates
Hourly Rates
Principal
Project Manager
Staff Engineer
Designer
Drafting
Word Processing
g. Ivy Landscape Architects I IDLA
. Hourly Rates
Principal
Senior Landscape Architect
Project Manager
Job Captain
Professional Staff
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San Bernardino Santa Fe Depot
COST PROPOSAL
October 10, 2000
Page 10
MILFORD WAYNE DONALDSON
ARCHITECT
.
h. McKay, Conant, Brook, Inc.
.
Hourlv Rates
Principals! Associate Principals and Professional Affiliates
Senior Consultants
Associate Consultants/Consultants/Staff Assistants
Basic Costs
$125.00 - $150.00/Hour
$ 90.00 - $130.00/Hour
$ 60.00 - $ 90.00/Hour
i. Leverton & Associates
. Hourly Rates
Principal (Estimator I Review)
Estimator (ArchitecturaVStructuraVCivillLandscape)
Estimator (Mechanical I Electrical Engineering)
Data Entry I Clerical
Basic Costs
$ 80.00/Hour
$ 60.00/Hour
$ 65.00/Hour
$ 30.00/Hour
4. Reimbursable Expenses
Reimbursable Expenses described below shall occur, as necessary, and be billed by the Architect on an
itemized statement specifying the type of service and/or the material provided, copies of receipts, if
applicable, the position of the person providing the service, the person's hourly rate, the time spent and
the cost incurred to provide the service. Funding for the reimbursable expenses is provided to pay the
Architect for the various duties described below that do not lend themselves to precise estimation on a
lump sum basis, and for that reason is not included in the Basic Services. Reimbursable Expenses,
however, are essential to aid the Architect in the performance of the Basic Services and Additional
Services, when authorized.
. Printing and reproduction as required by the Consultant
. Film and Film processing as required by the Consultant
. Automobile Mileageffravel related costs
. Aircraft MileagelIravel related costs
. Long distance telephone/fax
. Equipment rental
. Report reproduction and expendable supplies (data duplication, historic maps, historic
photographs, field maps and graphics supplies).
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San Bernardino Depot
Services Not Included
October 10, 2000
Page II
MIU'ORD WAYNE DONALDSON
ARCHITECT
.
5. Services Not Included
The following services are not included in the Base Proposal. The Base Proposal does not extend beyond
completion and approval of the Construction Documents:
a. Architect Milford WaYne Donaldson. F AlA (Architectural)
. Food Service Design
. Professional renderings
. Changes in the design after approval of a specific submittal
. Life cycle cost analysis
. Model Construction & 3-D Graphics
. Value Engineering Analysis
. Quantity Surveys
. Environmental Monitoring
. Graphics Design & Signage Program
. Fine Arts and Crafts Design
. Furniture, Equipment, Fixtures or Specialty Tenant Improvements
. HABS/Historic Structures Report
. Preparation of documents for alternate bids, phased or fast-track construction.
. Project Promotion/Public Relations
. Leasing Brochures
. Expert WitnessIBoard of Appeals
. Mock-up Services
. Archival quality photography
. Materials and Systems testing
. Monitoring of the Project Schedule
. Rental of high-lift equipment
. Reproducible mylars for Construction Bid Documents
· Survey for Hazardous Materials or Toxic Wastes and Specifications for mitigation
. Changes resulting from latent field conditions
. Environmental Impact ReportlEnvironmental Impact Statement
b. De~enkolb Enllineers (Structural)
. Performing slab cutting and excavations for foundation investigation.
. Performing selective demolition for concealed materials investigation.
. Design for alternatives which are not included in the current scope, such as future
expansions, etc.
· Special analysis such as wind tunnel tests, extraordinary dynamic response or vibration
studies, etc.
. Preparation of demolition documents.
· Services connected with the preparation of documents for alternate bids, or for segregated
contracts for phased or fast-track construction.
· Redesign required for reasons not the fault of Degenkolb such as change in the scope, to
reduce costs, etc.
. Design or field observations of shoring and bracing for excavations and building, or
underpinning of adjacent structures.
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San Bernardino Depot
Services Not Included
October 10, 2000
Page 12
MILFORD WAYNE DONALDSON
ARCHITECT
.
. Evaluations of substitutions proposed by the contractor which require significant effort by
Degenkolb.
c. Korve Enllineers (Civil & Traffic Enaineer)
. Hydrology study.
. Existing storm drain modifications.
· Providing traffic counts, capacity analysis, and/or traffic circulation study.
d.
Van Buuren Kimper Enaineerina (Electrical)
· Final Construction Documents for the Fire Alarm System. (Schematic design of the device
locations and types are included in the Basic Services.)
. Value Engineering Services and redesign.
. Design of areas with special electrical requirements, such as computer rooms, etc.
. Telephone and data systems cabling, jacks and patch panels or systems equipment design.
· Special systems, such as security, paging, etc., that are installed specifically for a tenant or
owner.
. Design of any off-site utilities and street lighting required for project or any design work in
adjacent buildings as a result of this project.
· Custom design of special luminaires.
. Preparation of any permit processing documents.
e.
Bechard Lonll & Associates (Mechanical & Plumbina)
. Title 24 Compliance documentation for the building envelope (not required due to Historic
Building status)
. Making revisions in Drawings, Specifications or other documents when such revisions are:
. Inconsistent with approvals or instructions previously given by the Owner,
including revisions made necessary by any adjustments in the program or Project
budget;
. Required by the enactment or revision of codes, laws or regulations subsequent
to the preparation of such documents; or
· Required as a result of the Owner's failure to render decisions in a timely
manner.
. Providing services required because of significant changes including, but not limited to,
changes in size, quality and complexity, Owner's schedule, method of bidding or
negotiating and contracting for construction work.
. Providing services in connection with a public hearing, arbitration proceeding or legal
proceeding.
. Providing engineering life cycle cost analysis, financial feasibility or other special studies.
· Providing planning surveys, site evaluations or comparative studies of prospective sites.
. Providing special surveys, environmental studies and submissions required for approvals
of governmental authorities or others having jurisdiction over the Project.
. Providing services relative to future facilities, systems and equipment.
. Providing telecommunication and network system backbone and distribution systems.
. Providing coordination of construction performed by separate contractors or by the
Owner's own forces and coordination of services required in connection with construction
performed and equipment supplied by the owner.
.
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San Bernardino Depot
Services Not Inclnded
October 10, 2000
Page I3
MILFORD WAYNE DONALDSON
ARCHITECT
.
o Providing detailed quantity surveys or inventories or material, equipment and labor.
o Providing analysis of owning and operating costs.
o Providing services or special consultants related to interior design services and other
similar services required for, or in connection with, the selection, procurement or
installation of furniture, furnishings and related equipment.
. Making investigations, inventories of materials or equipment or valuations, and detailed
appraisals of existing facilities.
. Providing coordination of work in connection with equipment supplied by the Owner.
. Providing any other services not otherwise included in this Agreement or not customarily
furnished in accordance with generally accepted consulting practice.
f. Ivv LandscllP" Architects / IDLA (LandscllP" Architects)
o Agronomic Soils Analysis.
o All governmental and private agency presentations, processing, and coordination.
g. McKav. Conant. Brook Inc. (Acoustical Enllineerin~)
o Acoustical analysis for special tenant uses.
h.
Leverton & Associates (Cost Estimatin~)
None.
6.
Additional Services
a. The following services are available at an additional fee. This fee can be detennined once the
scope of work is further defined.
0 Perspective sketches. 0 Maintenance and operational
. Aid in obtaining Owner supplied programming.
data. 0 Professional photo work of
0 Changes in the design after archival quality.
approval of a specific submittal. 0 Start-up assistance.
0 Presentations other than those 0 Life cycle cost analysis.
listed above. 0 Record (as-built) Drawings.
0 Study rnodels. 0 Value analysis.
. Professional renderings. 0 Graphics design, signage.
. Independent field testing. 0 Hazardous materials.
0 Presentation model construction. 0 Video documentation.
San Bernardino Depot
Services Not Included
October 10, 2000
Page 14
MILFORD WAYNE DONALDSON
ARCHITECT
.
b. Additional services to include Bidding Assistance and Construction Observation are summed up
below. (Record Drawings are not included.)
Task VI Task VII
, Discipline Bidding Construction Total
Assistance Observation
MWD I I S202,806
$20,281 I $182,525 I
I
i Degenkolb $4,000 I $45,000 $49,000
. Korve S2,045 i $5,420 S7,465
i I
VBK $2,100 I $9,200 I Sl1,300
I
Bechard Long $2,700 , $23,300 ! S26,OOO
IvyllDLA $2,040 i $7,030 i S9,070
----------------
I
Total: $33,166 : S272,475 i $305,641
~ '--
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Reimbursable Expenses I $42,000
------- .
Grand Total for Tasks VI and VII i S347,641
_._--_._._~--_._---_._-_._-_.
eileen\propouJ\2(lOO\31 ,.. depoI rchIb\rf'p\colls
CITY OF SAN BERNARDINO
CITY CLERK'S OFFICE
Interoffice Memorandum
DATE:
November 27, 2000
TO:
T. Jarb Thaipejr, Senior Civil Engineer
FROM:
Linda Sutherland, Deputy City Clerk
RE:
Transmitting Documents for Signature
At the Mayor and Common Council meeting of November 20, 2000, the City of San
Bernardino adopted Resolution Nos. 2000-325, 2000-326, 2000-327, and 2000-330. A copy
of each resolution is enclosed.
Also enclosed are the original and two copies of each agreement. Please obtain signatures
where indicated and return the fully executed original agreements to the City Clerk's office as
soon as possible.
Please be advised that the resolutions and contracts will be null and void if not executed within
60 days or by January 19, 2001.
If you have any questions, please do not hesitate to contact me at ext. 3205. Thank you.
I hereby acknowledge receipt of the above mentioned documents.
Signed:
Date:
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 1/- 2Q-oO
Vote: AyeS~ Nays
Change to motion to amend original documents:
Item # I Co
e-
Abstain
Resolution # j;},OOtJ- ?:.a'1
@- Absent ::fF '2-
Reso. # On Attachments: /
Contract term:
NUIINOidAfter:~O ~)
1-/1-200/
Date of Mayor's Signature: I (-:J-(-fY)
Seal Impressed: V
Date Sent to Mayor: /I-;)../-DO Date Returned from Mayor: f 1-:2/-()Q
Date of Clerk's Signature: ~ Reso. Log Updated: ,/
Date Memo Sent to Department for Signature: /1-:;27-00 See Attached: /Date Returned:
-
See Attached:
See Attached:
See Attached:
Date Returned:
Date Letter Sent to Outside Party for Signature:
60 Day Rerninder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
Note on Resolution of Attachment stored separately:::=,
Direct City Clerk (circle I): PUBLISH, POST, RECORD W/COUNTY Date:
See Attached:
YesL No By_
Yes No-V By_
Yes No/' By_
Yes No ./ By_
Yes N07 By_
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney
Parks & Rec.
v
Code Cornpliance
Dev. Services VEDA
Finance
MIS
Police
Public Services
Water
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOT A TIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File:~ Date:~