CITY COUNCIL: Resolution Entering into Agreement with RFM Architects of Forest Theater Renovation Architectural Services

Meeting Date: December 2, 2008
Prepared by: Rich Guillen

City Council
Agenda Item Summary

Name: Receive a status report on the Forest Theater Renovation and adopt a Resolution entering into an agreement with RFM Architects for architectural services in an amount of $131,000.

Description: A revised conceptual plan was prepared by RFM Architects for review. Staff will present the revised plan and ask for the City Council to approve the plan in concept. Upon obtaining this approval, staff recommends entering into an agreement with RFM Architects to commence the schematic design phase.

Overall Cost:
City Funds: Total : $131,000:
1) $65,000 from Acct. 01-89429 and
2) Transfer of $66,000 from the Capital Improvement Reserve Fund 13-24013 to fund the difference between the cost estimate and budgeted amount
Grant Funds: N/A

Staff Recommendation: Adopt the Resolution.

Important Considerations: RFM Architects completed the conceptual plan under the initial direction of the Forest Theater Foundation. Subsequently, based on the public meeting, RFM Architects revised the conceptual plan under the direction of City staff. Their familiarity with the project provides continuity for moving into the next design phase.

Decision Record: A public meeting was held on June 19, 2008 at the Forest Theater site to receive input on the proposed renovation.

Reviewed by:

___________________________ __________________
Rich Guillen, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
TO: MAYOR McCLOUD AND COUNCIL MEMBERS
FROM: RICH GUILLEN, CITY ADMINISTRATOR
DATE: DECEMBER 2, 2008
SUBJECT: RECEIVE A STATUS REPORT ON THE FOREST THEATER RENOVATION AND ADOPT RESOLUTION ENTERING INTO AN AGREEMENT WITH RFM ARCHITECTS FOR ARCHITECTURAL SERVICES IN AN AMOUNT OF $131,000.

RECOMMENDED MOTION
Provide policy direction on the Forest Theater Renovation and adopt the Resolution.

BACKGROUND
The Forest Theater Foundation (FTF) hired RFM Architects to develop a conceptual plan for the renovation of the Forest Theater. This plan proposed a series of significant changes to the Forest Theater and surrounding grounds. For example, theater parking would be on the exterior of the Theater property and the parking lot redesigned into a park. The plan was brought forward by the FTF at a neighborhood meeting held at Vista Lobos. Subsequently, there were requests to hold a public meeting to seek communitywide input.

In response to these requests, the City held a public meeting (on-site at the Forest Theater) on June 19, 2008, to seek public input from the user groups, adjacent residential neighbors and the general public. The input from the public meeting included a number of recommendations:

• Specifying the use of a six-foot exterior grape stake fence exactly like the existing fence surrounding the property;
• Keep the parking inside the fenced property and not relocate it to the exterior;
• Create a turnout and disabled person parking space that can be accessed from Santa Rita Street;
• Use the existing seat infrastructure by eliminating the existing single aisle and create two new aisles, and install new bench seats;
• Do not relocate the existing concession stand but improve its functionality;
• Eliminate the ticket and phone booths;
• Design the new bathroom as a single building;
• Underground the control booth and eliminate the underground corridor between the control booth and the stage area; and
• Maintain the basic dimensions of the stage including limiting the height of the new construction to the existing height.

The aforementioned input was summarized in a letter sent to RFM Architects. RFM prepared a new conceptual plan that incorporates the public comments received. Upon review and approval of the conceptual plan, staff is requesting that the City enter into an agreement with RFM Architects to commence the schematic design phase of the Forest Theater renovation.

STAFF REVIEW
Staff reviewed the revised conceptual plan for its completeness in addressing the concerns raised at the public meeting. The revised plan meets the desire to maintain the existing structures and infrastructure in its current configuration. The upgrades focus entirely on improving the functionality of the Theater and the comfort of the user groups and audience.

The schematic design proposal submitted by RFM Architects incorporates the following
as part of the renovation:

1. Site Planning that includes perimeter fencing, on-site parking, vehicle and pedestrian access, and infrastructure upgrades to the site utilities;

2. Provides for pathways to accommodate ADA slope requirements for audience access to pre-event areas, toilet and concession facilities, audience seating, etc.;

3. Removes the existing center aisle through the audience seating and creates quarter aisles including addressing bench seating for patron comfort;

4. Plans and designs audience amenities including new toilet facilities, concessions, and site for ticket sales;

5. Designs theater equipment and operating facilities for Theater productions;

6. Includes other professional review of the renovation planning such as a surveyor, a civil engineer, a landscape architect, a structural engineer and an electrical engineer.

The estimated time to complete the schematic design is three months. RFM recognizes the urgency of moving the project along quickly so that the renovation can be completed by the 2010 season (or the 100th anniversary of the Forest Theater).

FISCAL IMPACT
The total base fee for RFM Architects services is $131,000, which includes survey work and preliminary civil design. Not included in the base fee is a boundary survey of the Forest Theater property, which will cost an additional $10,000 (on a time and material basis). Other reimbursable costs such as travel, meals, etc. also will be in addition to the base fee.

SUMMARY
An agreement on the revised conceptual plan is very important prior to moving forward with schematic design. Once schematic design commences, it becomes much more difficult (and more costly) to make revisions to the agreed scope of the project. With the goal of completing the renovation by May 2010, the project must commence post haste so construction can be under way by April 2009.


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA ENTERING INTO AN AGREEMENT WITH RFM ARCHITECTS FOR ARCHITECTURAL SERVICES RELATED TO THE RENOVATION OF THE FOREST THEATER IN AN AMOUNT OF $131,000

WHEREAS, architectural services are needed to prepare the schematic design of the Forest Theater renovation; and

WHEREAS, RFM Architects is a nationally recognized architectural firm who specializes in theater design; and

WHEREAS, RFM Architects prepared a conceptual design paid by the Forest Theater Foundation; and

WHEREAS, RFM Architects revised the conceptual design after receiving community input regarding the Forest Theater renovation; and

WHEREAS, the next phase of the Forest Theater renovation project is to prepare schematic design and construction cost estimates; and

WHEREAS, RFM Architects has submitted a proposal to complete the schematic design.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:

1. Authorize entering into an agreement with RFM Architects to prepare the schematic design for the Forest Theater renovation project.

2. Authorize the expenditure of $131,000: $65,000 from Account #01-89429 and the remaining $66,000 from Capital Improvement Reserve Account 13-24013.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 2nd day of December 2008, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS

SIGNED:

_____________________
Heidi Burch, City Clerk

ATTEST:
_______________________
SUE McCLOUD, MAYOR


AGREEMENT FOR CONSULTING SERVICES
THIS AGREEMENT is entered into on this 2nd day of December 2008, by and between the CITY OF CARMEL-BY-THE-SEA, herein referred to as the "CITY") and RFM Architects hereinafter referred to as "CONSULTANT".

W I T N E S S E T H

WHEREAS, the CITY is interested in commencing schematic design for the renovation of the Forest Theater; and

WHEREAS, the CITY desires to retain the services of a qualified consultant to assist in developing the schematic design; and

WHEREAS, CONSULTANT represents that they are qualified to perform the services under this Agreement.

NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS FOLLOWS:
1. SCOPE OF SERVICES

A. CONSULTANT shall perform quarterly all of the necessary services and prepare such reports and plans as described as Scope of Services set forth in Exhibit “A” attached hereto and incorporated herein by this reference. Said services and all duties incidental or necessary thereto shall be performed diligently and competently and in accordance with professional standards of performance.

2. COMPENSATION
A. The CITY shall pay CONSULTANT for services in accordance with this agreement an amount not to exceed One hundred thirty-one thousand dollars ($131,000) including expenses for FY 2008/2009 during the duration of the contract which runs for 90 days.

B. Payment of the invoice for services rendered will be made after acceptance and approval by the CITY within thirty (30) days of receipt by the City of such invoice.

3. OWNERSHIP OF WORK PRODUCT
A. Ownership of any reports, data, studies, surveys, charts, maps, figures, photographs, memoranda, and any other documents which are developed, compiled, or produced as a result of this Agreement, whether or not completed, shall vest with the
CITY.

B. Methodology, materials, software, logic and systems developed under this Agreement are the property of CONSULTANT and the CITY, and may be used as CONSULTANT and/or the CITY see fit, including the right to revise or publish the same without
limitation.

4. GENERAL ADMINISTRATION AND MANAGEMENT
A. The City Administrator for the CITY shall have the primary administrative responsibility for the CITY under this Agreement, and shall review and approve CONSULTANT’s invoices to the CITY under this Agreement.

B. The City Administrator for the CITY shall have primary responsibility for overseeing and directing CONSULTANT’s preparation of the Scope of Services, and shall coordinate all communications with CONSULTANT from the CITY.

5. COMPLETION DATE
A. CONSULTANT shall make every reasonable effort to complete the listed Tasks associated with the Renovation of the Forest Theater for the City during Fiscal Year 2008/2009.

B. CONSULTANT will diligently proceed with the work contracted for, but it is expressly agreed and understood that CONSULTANT shall not be held responsible for delays occasioned by factors beyond their control, nor by factors that could not
reasonably have been foreseen at the time of execution of this Agreement.

6. SUSPENSION/TERMINATION OF AGREEMENT
A. The right is reserved by the CITY or CONSULTANT to terminate or suspend this Agreement with or without cause at any time by giving twenty (20) day’s written notice to the other party. In that event, all finished or unfinished documents, date, studies, surveys, drawings, maps, models, photographs and reports, or other material prepared by CONSULTANT pursuant to this Agreement shall be delivered to the CITY; and CONSULTANT shall be entitled to receive just and equitable compensation for any satisfactory work completed on the project prior to the date of suspension or termination.

7. ASSIGNMENT
A. This Agreement may not be assigned or otherwise transferred by either party hereto without the prior written consent of the other party.

8. ADDITIONAL SERVICES
A. CONSULTANT may be requested to perform additional services beyond the original Scope of Services as defined in Exhibit “A”. Such additional services include those due to abnormal conditions beyond CONSULTANT’s control, changes in phasing, time delays, changes in scope or requirements on the part of others and services necessitated by legal challenge of the Plan. Such work will be undertaken only upon written authorization of the CITY based upon an agreed amount of compensation.

9. NON-DISCRIMINATION/AFFIRMATIVE ACTION
A. CONSULTANT will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, marital status, physical or other motor handicap, unless based upon bonafide occupational qualification.
CONSULTANT will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, sex, age, national origin, marital status, physical or other motor handicap.

10. HOLD HARMLESS
A. CONSULTANT is covered by, and agrees to maintain, general liability insurance for bodily injury and property damage arising directly from its negligent acts or omissions with limits as specified below. Certificates of insurance shall be provided to the CITY upon request. Within the limits and conditions of such insurance, CONSULTANT agrees to indemnify, protect, defend and name the CITY, its public officials, officers and employees as additional insured and hold harmless from any loss, damage or liability arising directly from any negligent act or omission by CONSULTANT. CONSULTANT shall not be responsible for any loss, damage or liability beyond the amounts, limits and conditions of such insurance. CONSULTANT
shall not be responsible for any loss, damage or liability arising from any act or omission by the CITY, its agents, staff, other consultants, independent contractors, third parties or others working on the project that have not been hired by
CONSULTANT and over which CONSULTANT has no supervision or control.

11. INSURANCE
A. COVERAGES LIMITS OF LIABILITY
General Liability, including $1,000,000.00 each
Bodily Injury, Property Damage occurrence and Contractual Liability
Automobile Liability, including $1,000,000.00 each
Bodily Injury and Property occurrence Damage

B. WORKER’S COMPENSATION
CONSULTANT certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for
workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and it certifies that it will comply with such provisions before commencing performance under this Agreement.

12. INDEPENDENT CONTRACTOR
A. CONSULTANT is, and shall be at all times during the term of this Agreement, an independent contractor.

13. CONFLICTS OF INTEREST
A. CONSULTANT shall at all time avoid conflicts of interest, or the appearance of conflicts of interest, in the performance of this Agreement. CONSULTANT shall file statements of financial interest, on forms provided by the CITY, to the extent and at the times required by the CITY’s Conflict of Interest Code and applicable law.
B. During the term of this Agreement, CONSULTANT shall not directly or indirectly, either as a partner, employer, employee, consultant, principal, agent or in any individual or representative capacity, engage or participate in any business or voluntary activity on behalf of any other party on any property located within the City without prior written permission of the City of Carmel-by-the-Sea.
C. During the term of this Agreement, CONSULTANT shall conduct all communications with non-governmental groups, agencies, or individuals, exclusively through the CITY.

14. NOTICES
A. Any notice to be given to the parties hereunder shall be addressed as follows (until notice of a different address is given to the parties):

THE CITY: Rich Guillen, City Administrator
City of Carmel-by-the-Sea
P.O. Box CC
Carmel, CA 93921

CONSULTANT: Richard McCann
RFM Architects
40 E. Montecito Ave.
Sierra Madre, CA 91024

Any and all notices or other communications required or permitted relative to this Agreement shall be in writing and shall be deemed duly served and given when personally delivered to either of the parties, CONSULTANT or the CITY, to whom it is
directed; or in lieu of such personal service, when deposited in the United States mail, first class, postage prepaid, addressed to CONSULTANT or to the CITY at the addresses set forth above.

Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other party in the manner provided for in the preceding paragraph.

15. ATTORNEY’S FEES AND COURT VENUE
A. Should either party to this Agreement bring legal action against the other, (formal judicial proceeding, mediation or arbitration), the case shall be handled in Monterey County, California, and the party prevailing in such action shall be
entitled to a reasonable attorney’s fee which shall be fixed by the judge, mediator or arbitrator hearing the case and such fee shall be included in the judgment, together with all costs.

16. AGREEMENT CONTAINS ALL UNDERSTANDINGS: AMENDMENT
A. This document represents the entire and integrated Agreement between the CITY and CONSULTANT, and supersedes all prior negotiations, representations and agreements, either written or oral.

17. GOVERNING LAW
A. This Agreement shall be governed by the laws of the State of California.

18. SEVERABILITY
A. If any term of this Agreement is held invalid by a court of competent jurisdiction the remainder of this Agreement shall remain in effect.

IN WITNESS WHEREOF, the parties have executed this Agreement on the date first hereinabove written.

CITY

By: ____________________________
CONSULTANT

By: __________________________
Its: __________________________

R.F. McCANN & COMPANY ARCHITECTS
40 E. MONTECITO AVE.
SIERRA MADRE, CA 91024
(626) 836-1060
F (626) 836-1090
WWW.RFMCO.NET
D E S I G N I N G F O R T H E P E R F O R M I N G A R T S
& E N T E R T A I N M E N T I N D U S T R Y S I N C E 1 9 7 6
September 24, 2008
FOREST THEATRE SCHEMATIC DESIGN
Rich Guillen
City Administrator
City Hall
P.O. Box SS
Carmel-by-the-Sea, CA 93921

RE: SCHEMATIC DESIGN

Proposal for Professional Architectural-Engineering Services

Submitted to the City of Carmel-by-the-Sea for the Forest Theatre

Dear Rich:
The following outlines work scope and fee requirements for schematic design of recommended alteration and improvements to the Forest Theatre as presented in our pre-design analysis and based on City feedback in your letter sent July 7, 2008.
R.F. McCann & Company Theatre Architects, Inc. (RFM) proposes to provide schematic design services with emphasis on the areas described below.

ESTIMATE OF CONSTRUCTION COST
Requested by the City is the early estimation of construction costs for planned improvements. We recommend hiring and paying a contractor from the Carmel area to assist with opinions of probable cost.

We also recommend this work be contracted direct between general contractor and City, with coordination assistance by RFM included in our A-E agreement.

SITE PLANNING
Site design is proposed to address perimeter “fencing” and “on-site parking”, including vehicle access and a degree of separation between pedestrians and vehicles within site boundaries. Fencing is part of redefining and stabilizing edges of the site that adjoin street rights-of-ways. Fencing will combine use of total and partially obstructing visual barriers around portions of the site while retaining open visual connection between the site and public streets on the west end of the site.

Boundary related problems will be addressed including sound transmission between the Forest Theatre and private properties in the surrounding neighborhood. Storm water collection, health of vegetation, and paths-of-travel over open space landforms of the site will be considered at the schematic level with recommendations for immediate or future attention.

Plumbing and electrical infrastructures serving the Forest Theatre site will be evaluated for reuse, expanded capacity or required improvements. Evaluation of infrastructure will require the hiring of a civil engineer to research and document existing conditions. Engineering consultation and fee is included in this proposal to address infrastructure review.

Maintenance and restoration of historic character and specific access to theatre production and audience facilities are part of architectural design which follows.

ACCESSIBILITY
Identify and assign priorities of importance to site destinations that qualify under CalDAG guidelines of overall accessibility. In schematic, we will expand on the original pre-design scheme of contours, pathways and flat “breakout” areas that accommodate ADA slope compliance for audience access to preevent areas, ticket sales, toilet facilities, concession, and audience seating.

ARCHITECTURAL AND THEATRICAL ACCOMMODATIONS
Seating:
Seating relates to site and access issues noted above. Seating also includes wheelchair maneuvering space and viewing areas with sightlines and assistive listening (hearing) capability.

Schematic design is to include removal of the existing center aisle through the seating and show re-use of quarter aisles that reference past historic character and appearance of the amphitheatre. Bench seating will be addressed including material adaptations, maintenance, and patron comfort of seat and back components.
Schematic design will show recommended materials and subsurface conditions under bench seating as well as on vertical and cross-aisles where aesthetics and historic precedents and step-way configurations are part of foot traffic safety.

Service Structures:
Specific audience amenities for concessions, ticket sales and toilet facilities will be elements of schematic design. Provisions for food and beverage sales are integral with Health Department requirements and design at all stages depending on particular food and beverage sales policy regarding items offered and stored on site. Planning and design for theatre equipment and operating facilities are also included items. User production cost offsets are the main determinant of additions and alterations to the Forest Theatre stage.

MEETING TRIPS – IN CARMEL
A total of five (5) meetings trips to Carmel are included with this fee proposal for schematic design. A meeting trip is defined as 1-full day of meetings, including travel time of the architect or engineer portal to portal. Trips in excess of (5) five will be billed at $1,500.00 per diem, not including travel expenses as
outlined in our General Terms & Conditions attached.

One meeting day will be dedicated to a final presentation(s) of schematic level deliverables. The balance of meeting trips are for the purpose of reviewing design progress for coordination, feedback and quality control, and can include Carmel-based consultant(s), contractor, City Council members and other various local interest groups.

CONTRIBUTING CONSULTING PROFESSIONALS
Structural, electrical, plumbing, mechanical, and full civil engineering plus lighting and audio/visual consultation will be required for the design-development and construction document preparation phases of design services.
For Schematic Design, this fee proposal will include consultation by an electrical engineer and forest conservationist, preliminary civil engineering, and survey work.

Survey Scope Summary: Bestor Engineers, Monterey, CA
Unique to the Forest Theatre is the adjacent urban park. Theatre and park combined comprise the entirety of the project site. Necessary for the accuracy of schematic design deliverables is an updated contour survey. Survey information will include control dimensions for locating existing facilities, circulation paths, “major” tree locations and trunk sizes on site, plus “best available” information about underground pipes and locations of existing connections to utilities and underground services. Identified as optional is the completion of an updated boundary survey. Per
our understanding, existing city survey is unchanged as to boundaries, although it is RFM’s recommendation to review possible lot line adjustments on Guadalupe Street and Mountain View Ave.

Civil Scope Summary: Bestor Engineers, Monterey, CA
Preliminary civil work, as proposed, is a priority for meaningful architectural design that will result in accurate drawings for foundations and underground utilities in the next design phase. Included in this scope is coordination of utility services for prospective water and sewer infrastructure to support
added loads from proposed plumbing and drainage; diagrammatic preliminary routing of
underground service piping off and on-site; proposed preliminary edge stabilization where required around the site and contour adjustments to maximize water use and allow a hierarchy of vegetation health on forest floor; assist architect with preliminary pathway design, shaping and choosing materials for hard and semi-hard surface areas. Assist with recommendations for accessible slopes and locating of landings as part of the path of travel for disabled access.

Urban-Forestation and Landscape Conservation Consultation: Bellinger Foster Steinmetz, Monterey, CA
Proposed is consultation and assistance to the architect for the development of a concept for preservation and continued growth of the existing pine forest in combination with restored healthy understory vegetation. Considered will be indigenous grasses, plants and shrubs that will provide for future growth on the Forest Theatre site among a hierarchy of replanted species using endemic local
seeding.

The addition of an arborist is recommended though optional as part of the design team. The arborist will review the site for tree health and disease concerns, documenting findings with photographs and a written report. If added to the design team, the arborist will evaluate the urban forest under-story for vegetation regeneration opportunities; identify growth zones sharing similar characteristics supporting plant life and ecologic balance with bugs and bird life. This optional scope of work can be an additional service as we progress with schematic design.

Structural Design Consultation: RF McCann with Area Based SE T.B.D.
New building structural systems as required for the Forest Theatre will integrate with architectural design (both new and existing) and derive from materials and methods selected for supporting gravity and lateral loads. Selection of a Carmel area based structural engineering firm will be made upon selection of the preferred building design for new facilities and building official review of data involving
additions and alterations to existing buildings.

Electrical Engineering Consultation: Danr Electric, Long Beach, CA
Proposed is electrical consultation in evaluating power for specialized theatre sound and lighting including capacity of existing transformer and short circuit protection at point of site power distribution; coordination with service utility for future power needs and delivery including type, size and location of transformer and output voltage use. Lastly, conceptualize dedicated grounds, shielding and isolation of circuits and panels serving stage systems, Title-24 lighting, tenant space, and the audience center.

As schematic design progresses, we anticipate there may be a need for other consultant input such as by an Arborist, as mentioned above, or a Geotechnical Engineer for review of soil conditions, including site stabilization analysis. This work is not included in the proposal but can be provided as an additional service if and when necessary. Other work is identified as optional. This work would be beneficial to the accuracy of schematic deliverables and can be provided for the additional fee listed below.

COST OF SERVICES
Below is the recommended project team for this scope of work.
A/E Team
Richard McCann, AIA, Principle Architect, RFM Architects
Celeste Kestler, Director of Design, RFM Architects
Nelson Chan, PE Electrical Engineer, Danr Electric
H. Patrick Ward, PE, PLS, Bestor Engineers (Carmel based-Civil/Survey)
Mike Bellinger, Landscape Architect, Bellinger Foster Steinmetz (Carmel based-Forestation)
City Staff
Rich Guillen, City Administrator
Mike Branson, City of Carmel Forester
Base Fee Schedule
Schematic Phase - Architecture / Engineering Fee: $96,000
Including:
Project Management & Coordination by RFM
Architectural Design & Overall Site Planning
Electrical Engineering Consultation
Structural Design Consultation
Urban Forestation and Landscape Conservation Consultation
Survey Work $20,000 T&M *
Including:
Topographic map (superimposed record boundary, record utilities,
surface features including utilities, trees and contours at 1 foot intervals)
Preliminary Civil $15,000 T&M *
Including:
Horizontal, grading, drainage, utilities and erosion control.
TOTAL BASE FEE for Schematic Design $131,000
Optional Fee Schedule
Survey Work $10,000 T&M *
Including:
Boundary Map (find and/or set all corners)
Arborist / Forester Consultation: To Be Determined
* Due to a lack of information about existing site conditions, fees are proposed by Bestor Engineers on a time & material basis, not to exceed. Further research with respect to the number and location of trees to be included in the survey, and the probable nonexistence of records showing locations, size and age of utility infrastructures surrounding the site, needs to be done. A portion of their fee will be used for research in these areas in order to refine scope of work.

Reimbursable Expenses
Reimbursable expenses are in addition to compensation for the Architect’s services and include expenses incurred by the Architect, its employees and consultants in the interest of the Project as defined in section A.2 of our General Terms and Conditions attached. Costs will be billed at RFM’s cost plus a 15% administrative charge for handling.

SCHEDULE
Estimated time duration to complete schematic design is three (3) months. Upon approval of our proposal, RFM will work with consultants and City to establish a project timeline and schedule.

AUTHORIZATION TO PROCEED
Our fee proposal will remain valid for 90 days. If this proposal is acceptable to you, please complete the section below and initial where indicated in the General Terms & Conditions attached. If further discussion is needed, please feel free to contact me at your earliest convenience.

Thank you again for thinking of our firm and giving us the opportunity to work with you on this project.

Best Regards,
Richard F. McCann, AIA
Principal

AUTHORIZATION TO PROCEED
Authorization to proceed with proposed services as stated above is granted this ______ day of___________ 2008 by and between R.F. McCann & Company Architects (“Architect”) and the City of Carmel-by-the-Sea (“Owner”).

Accepted By:
OWNER
Signature Mailing Address
Name Please Print
(All project related correspondence will be sent here.)
Title
Date
The person signing this authorization warrants that he/she has the authority to sign as, or on behalf of the Owner.