architectural and engineering services...

Los Angeles Unified School District Facilities Services Division

Agreement #: _____________ Firm: _______________

A-E Services, Existing Facilities Agreement – Rev. 02/07 of 1

ARCHITECTURAL AND ENGINEERING SERVICES AGREEMENT (Existing Facilities)

This Architectural and Engineering Services Agreement (this “Agreement”) is made and entered into as of the effective date indicated below, by and between the LOS ANGELES UNIFIED SCHOOL DISTRICT (the “District” or “District”) and the following entity or individual: Architect-Engineer

Address

Contact Name

Telephone No.

Fax No.

E-mail address

hereinafter, the “Architect-Engineer.” The Architect-Engineer, in consideration of the covenants, conditions and agreements herein contained, does hereby agree to furnish labor, materials and equipment and all other things necessary to perform the services described in the Scope of Services contained in Exhibit A hereto (the “Services”) for the project referenced below.

Services: The Services can generally be described as: Architectural and Engineering services for design, construction documents, public agency approval, and services during bidding and construction phases, further detailed in Exhibit A (Scope of Services).

Agreement Parts: The Architect-Engineer shall provide the Services, and otherwise perform, in accordance with the terms of this Agreement. This Agreement consists of this page together with all of the following documents, each of which is, by this reference, incorporated into and made a part of this Agreement:

Exhibit A - Scope of Services including latest approved construction budget for the project, consisting of pages;

Exhibit B - Fee and Payment Schedule, consisting of pages; Exhibit C - Required Deliverables, Consisting of pages; Exhibit D - Core Contract Requirements which includes Terms and Conditions, Insurance

Requirements, and Definitions, consisting of pages; Exhibit E - Consultants’ Code of Conduct; Exhibit F - Approved Hourly Billing Rates for Architect-Engineer, consisting of pages; and Exhibit G - Supplementary Terms (if any), consisting of pages

Agreement Amount: The District’s total financial obligation under this Agreement shall be a lump sum amount of $_______ (_______ Dollars and _______ Cents), to be paid in accordance with Exhibit B.

This Agreement shall be effective as of the date it is signed by an authorized representative of the District. This Agreement is not valid and no payment is authorized hereunder until it is so signed.

THE DISTRICT ARCHITECT-ENGINEER Legal Form (i.e., corporation, partnership, dba, etc.)

Authorized Signature

Authorized Signature By:

Date

Mark Hovatter, Director Facilities Contracts

Printed Name and Title of Person Signing

Date

Professional License No.

Fed. Tax ID No.

Original Counterparts to the Architect-Engineer and to Facilities Contract

Project Name

Project #

School Name

Construction Budget

$

Agreement #: _____ Firm:_____________

A-E Services, Existing Facilities Agreement – Rev. 02/07 Exhibit A, Page 1 of 13

Exhibit A

SCOPE OF SERVICES EXISTING FACILITIES

Architect-Engineer Professional Services Agreement

I. PROJECT DESCRIPTION:

A. General Project Description: {TO BE PROVIDED BY DESIGN MANAGER} B. Construction Budget: {TO BE PROVIDED BY DESIGN MANAGER} C. Scope of Services: {TO BE PROVIDED BY DESIGN MANAGER}

D. Number of Bid Packages {TO BE PROVIDED BY DESIGN MANAGER}

E. Referenced Documents: The following documents will be provided for the Architect-Engineer’s reference at the Design kick-off meeting:

1. Scope of Work

2. Construction Budget

3. Project Schedule

4. LAUSD School Design Guide ({REVISION DATE})

5. Estimating Guide ({REVISION DATE})

6. Site Development/Civil Engineering Design Guidelines

7. Guide to School Site Analysis & Development ({REVISION DATE})

8. Redicheck Interdisciplinary Coordination

9. Payment Processing System

10. District Guide Project Manual - Standard Detailed Drawings and Specifications

11. Boundary and Topographic Surveys

12. Site geotechnical investigation report

II. PROJECT SCHEDULE

A. Field Investigation: Field Investigation shall be completed within XX calendar days after the date of the Notice To Proceed issued by Los Angeles Unified School District.

B. Schematic Design Phase: Schematic Design documents shall be completed within XX

calendar days after the date of the Notice To Proceed issued by the District. C. Design Development Phase: Design Development documents shall be completed within XX

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calendar days after the date of written approval of the Schematic Design Phase issued by the District.

D. Construction Document Phase: Construction Documents shall be completed within XX

calendar days after the date of written approval of Design Development Phase issued by the District.

E. Back-Check Set: Back-Check set shall be prepared and submitted to DSA within XX

calendar days from receipt of DSA review comments. F. Bid and Award Phase: The Bid and Award phase of the project, which shall include bid

advertisement, bid opening, and final contract award, shall be completed within XX calendar days.

G. Services During Construction Phase: Construction of the project is anticipated to be

complete within XX calendar days after issuance of the Notice To Proceed has been issued to the contractor.

H. Time of completion for Field Investigation, Schematic Design Phase, Design Development

Phase, Construction Document Phase, Bid and Award Phase, and Services During Construction Phase shall be as stated above. Any time adjustments to the above phases shall be authorized in writing by the District.

I. The Architect-Engineer shall perform the requested services pursuant to the terms and

conditions stated in this Agreement. If the stated terms and conditions of this Agreement are ambiguous, then the Architect-Engineer shall perform the required services in accordance with applicable standards of professional care, to comply with the times for completion of services set forth in this agreement and any schedules for the Architect-Engineer’s services to be agreed upon by the parties. Time periods so established shall not be exceeded by the Architect-Engineer except for delays outside the Architect-Engineer’s control (which term shall not include staffing problems, insufficient financial resources, or default or negligent errors or omissions on the part of the Architect-Engineer or its subconsultants). The Architect-Engineer shall be responsible to the District for any damages caused by the Architect-Engineer’s negligent acts or omissions in failing so to comply. Such damages may be offset against any amounts due the Architect-Engineer hereunder.

In agreeing to the periods for completion set forth above, the Architect-Engineer has assumed that the periods required for District review and approval of the Architect-Engineer’s design documents will be reasonable. Unreasonable delay by the District that affects the performance of the Architect-Engineer’s services hereunder, at no fault of the Architect-Engineer, may be grounds for equitable adjustment of the Basic Services Fee and/or Duration.

III. REQUIRED MEETING ATTENDANCE:

Prior to Start of Design: Architect-Engineer shall attend a project design start meeting.

Field Investigation Phase: Upon completion of the Field Investigation Phase, the Architect-Engineer shall meet with the District to discuss the Architect-Engineer’s findings and any specific site characteristics.

Schematic Design Phase: During Schematic Design Phase, Architect-Engineer shall meet

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with the District every other week (bi-weekly) to review the Architect-Engineer’s design progress.

Design Development Phase: During Design Development Phase, Architect-Engineer shall meet with the District every other week (bi-weekly) to review the Architect-Engineer’s design progress.

Construction Document Phase: During Construction Document Phase, Architect-Engineer shall attend meetings with the District once every three weeks to review the Architect-Engineer’s design progress.

Bid and Award Phase: During the Bid and Award Phase, Architect-Engineer shall attend a maximum of XX meetings.

Construction Phase: During Construction Phase, Architect-Engineer shall attend a construction start meeting and weekly construction progress meetings with the contractor. Additionally, Architect-Engineer and/or its subconsultant shall plan on attending maximum of XX site meetings or site visits to discuss and resolve field issues.

IV. LEVELS OF AUTHORITY:

The District’s primary point of contact for this Agreement is the designated Design Manager from Existing Facilities, or his/her authorized designee. The Architect-Engineer shall direct all communications to the District through the Design Manager. The Chief Facilities Executive and/or Director of Facilities Contracts are the sole individuals who can execute any amendment to this Agreement. No other employee or representative of the District has authority to give instructions or authorizations to the Architect-Engineer, and no authorizations or approvals from any other party shall be binding on the District.

V. ARCHITECT-ENGINEER'S BASIC SERVICES:

The Architect-Engineer shall perform the Basic Services described in and as identified in the Scope of Services (Exhibit A). Performance of these services is included in the fee payable by District to the Architect-Engineer.

A. Basic Services of the Architect-Engineer shall include assisting in applying for and obtaining, when requested by the District, required approvals from Appropriate Authorities and Agencies; preparation of Estimated Project Construction Cost; providing Consulting and Engineering Services; and providing responses to the District’s directions and comments with respect to the project.

Standard forms and documents, as provided by the District, shall be used in performing services required by this Agreement. These forms shall include, but shall not be limited to, construction change proposals and change orders, request for information submittals and responses, and invoices for services.

B. GENERAL PROVISIONS

1. Prior to execution of this Agreement, the Architect–Engineer shall submit the names of the consulting firm that it proposes for the project and shall identify the key personnel of each firm. The District shall have the discretion to accept or reject any firm proposed. If the firm is rejected, the Architect-Engineer shall propose an alternate firm that is acceptable to the District.

Agreement #: _____ Firm:_____________


2. Architect-Engineer shall maintain an adequate staff including a project manager, acceptable to the District. Where applicable, Architect-Engineer shall retain, at the expense of Architect-Engineer and subject to approval by the District, a California licensed Architect, Landscape Architect, and California licensed Engineers for the structural, electrical, mechanical, and civil portions including off-site improvements of the Project.

3. Architect-Engineer shall submit for approval by the District in writing, the name of one person on the Architect-Engineer staff and one person on each of its consultants’ staff who will be the responsible point of contact throughout the duration of the Project. If changes must be made due to unavoidable circumstances, the Architect-Engineer shall submit the name(s) and resume(s) of the person(s) to the District in writing for approval prior to making the replacement. District shall have the right to request replacement of any employee of the Architect-Engineer or its subconsultant assigned to the project.

4. The Architect-Engineer shall perform its services in accordance with the appropriate State regulations and Los Angeles Unified School District standards and guidelines as referenced in Exhibit A, Article I.

5. Services performed pursuant to this Agreement and construction work performed on the project shall be in accordance with the provisions of the California Public Contract Code, including the prohibition against proprietary specifications (see Section 3400) and the California Education Code relating to the District.

6. Upon request and at no additional cost to the District, Architect-Engineer shall revise the Construction Documents as necessary for any and all change orders and other necessary modifications which were caused by negligent acts, errors or omissions of Architect-Engineer or of its subconsultants.

7. The Architect-Engineer shall attend meetings with the District Representatives regarding the Project, as defined in Scope of Services (Exhibit A).

8. When requested by District, Architect-Engineer shall: (i) attend meetings of Governmental Authorities; (ii) assist in preparing design presentations to, and responding to questioning by Governmental Authorities; (iii) provide necessary follow-up to ensure that recommendations or directions of Governmental Authorities related to design matters are appropriately addressed; and (iv) provide all necessary reports including Verified Progress Reports and any other reports or communications required under California Education Code section 17309 and Title 24 of the California Code of Regulations.

9. Architect-Engineer shall, in accordance with Applicable Laws, take all steps necessary to submit required applications and other documents, the submission of which are not within the scope of the obligations of Contractor under the General Conditions, so as to enable District to promptly secure any necessary approvals and permitting of the Project and completed Construction Documents by appropriate Governmental Authorities. Architect-Engineer shall notify the District in writing upon receipt of such approvals specifying in detail the scope of Work covered thereby and recommend as to whether and when all such approvals required by Applicable Laws have been obtained. Architect-Engineer shall notify District in writing ninety (90) Days prior to the date that any approval by a Governmental Authority may expire.

10. Architect-Engineer and/or Architect-Engineer consultants shall attend design progress meetings as well as any other design related conferences deemed necessary by District. Architect-Engineer will record the discussions in these meetings and provide a draft copy of the minutes to the District within three (3) working days. The District will review and

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provide review comments to the Architect-Engineer. The Architect-Engineer shall then incorporate the District’s review comments, sign, publish, and distribute the final minutes of the meeting.

11. Architect-Engineer shall, as directed and/or requested by District, confer with the school community in the development of the construction documents.

12. Architect-Engineer shall consult District on all matters relative to the Agreement.

13. Architect-Engineer shall research and identify all District-held record documents or data relative to the Project site.

14. Architect-Engineer shall research and procure any record documents and/or related information and data not in possession of District including but not limited to street improvements, easements, utilities and other on and off site improvements.

15. Architect-Engineer shall submit electronic copies of all design files at the end of each design phase (Schematic Design, Design Development, Construction Document, DSA-Approved Construction Documents, and Final Bid Documents).

16. Architect-Engineer shall coordinate the services of this Agreement with other consultants on this project.

17. Independent Reviews

a. The Project is subject to independent reviews conducted by the District. Architect-Engineer shall cooperate with these design reviews.

b. Architect-Engineer shall, as part of Basic Services, prepare written responses to the written review comments and shall make changes to the Documents responsive to those comments. If the Architect-Engineer does not deem a comment to require a change, the Architect-Engineer shall so state in the written response to the comment, providing reasons why no change should be implemented. If the District nevertheless directs the Architect-Engineer to implement the requested change, the Architect-Engineer will do so, unless doing so would result in a violation of Applicable Laws.

c. District shall have the right, but not the obligation, to have independent cost estimate(s) conducted by an estimator designated by the District and at the District's expense. The Architect-Engineer shall, as part of its Basic Services, be available to answer the estimator's questions regarding the design and to attend meetings with the estimator as reasonably necessary to reconcile the Architect-Engineer's estimate with the independent estimate(s).

C. ESTIMATING SERVICES

1. District’s Construction Budget for the Project is as defined in Exhibit A. Architect-Engineer shall design at least one scheme to meet the District’s construction budget for the project. District may increase or decrease the construction budget at the end of each design phase based on the probable construction cost estimate for the proposed design, project needs and requirements, compatibility with other similar schools, and budget availability.

2. The Architect-engineer shall prepare the design documents at each phase of the design to meet the District’s Construction Budget for the project established at the end of previous design phase. If the Architect-Engineer’s estimate exceeds the District’s latest approved Construction Budget, Architect-Engineer shall immediately meet and confer with the

Agreement #: _____ Firm:_____________


District. The Architect-Engineer shall prepare and offer reasonable alternatives for cost reduction at no additional cost to the District. Upon District’s acceptance of the proposed alternatives, Architect-Engineer shall incorporate all changes to the document, at no additional cost to the District, and resubmit. In the event that the District accepts alternates impacting Project Scope of Work and requiring a significant change in efforts by Architect-Engineer, extra services may be negotiated.

3. Architect-Engineer shall perform and maintain an active role during the project. Adherence to the Project Schedule as shown in Article II and District’s Construction Budget shall be the responsibility of Architect-Engineer. Architect-Engineer shall perform the following estimating services:

a. Schematic Design Phase: Architect-Engineer shall prepare and submit to the District estimated construction cost for each proposed design solution in CSI format in accordance with Estimating Guide referenced in Exhibit A, Article I.

b. Design Development Phase: Architect-Engineer shall prepare and submit to the District estimated construction cost in CSI format for the preferred design solution in accordance with Estimating Guide referenced in Exhibit A, Article I.

c. Construction Document Phase: Architect-Engineer shall incorporate the District design review comments and submit estimated construction cost in CSI format in accordance with Estimating Guide referenced in Exhibit A, Article I with 100% Construction Documents, and with Bidding Documents after DSA back-check (if required) with all scope revisions incorporated. These estimates shall be subject to District review and Architect-Engineer shall incorporate all District corrections.

4. The Estimated Project Construction Cost and the Construction Budget shall be reconciled at the end of each design phase of the project and prior to commencement of the subsequent design phase.

D. FIELD INVESTIGATION PHASE:

1. Upon receipt of written authorization to proceed from the District, the Architect-Engineer shall make the necessary site visits required to compare the building and site with record drawings and other information and data Architect-Engineer has obtained from Owner and/or others, and to review and clarify the requirements of the project Upon the discovery of discrepancies, conflicts, and/or ambiguities within those areas where construction will occur, Architect-Engineer shall notify and address all discrepancies, conflicts and/or ambiguities with the District.

2. Architect-Engineer and Architect-Engineer subconsultants shall notify the Design Manager and register with District prior to and upon visiting the site.

3. Architect-Engineer shall meet and confer with District and other designated District instruction and operational personnel to discuss and confirm Scope of Work.

4. Architect-Engineer shall prepare a Site Analysis Report, if relevant, in accordance with the LAUSD Design Guide, referenced in Exhibit A, Article I.

Agreement #: _____ Firm:_____________


5. Architect-Engineer shall submit complete work and services required under the Field Investigation Phase of this Agreement, and submit such work to District for approval in accordance with Project Schedule.

E. SCHEMATIC DESIGN PHASE:

1. After completion of Field Investigation Phase, Architect-Engineer shall prepare Schematic Design documents in accordance with the scope of work and Design Guidelines furnished by the District:

2. Architect-Engineer shall meet and confer with the Division of the State Architect (DSA), State Fire Marshal, local fire authorities, City or County street and engineering departments, and utility companies to determine their requirements and shall secure their preliminary approval and notify the District in writing as to the actions District must proceed with in order to secure their formal approvals.

3. The Schematic Design document submittal shall describe the exterior design, functional relationships of interior areas, the relationship of the project to the site, other buildings, and off-site improvements, materials to be used in construction, the types of mechanical, electrical and structural systems to be utilized and the magnitude of the cost of each portion of the work.

4. The Architect-Engineer shall complete work and services required under the Schematic Design Phase of this Agreement, and submit such work to the District for their approval in accordance with the Project Schedule.

5. Architect-Engineer shall submit one (1) reproducible and three (3) prints of the Schematic Design submittal for the District’s review and acceptance.

6. Architect-Engineer shall not proceed with the Design Development Phase without District’s written authorization.

F. DESIGN DEVELOPMENT PHASE:

1. Upon receipt of written authorization from the District to proceed, the Architect-Engineer shall prepare, from the approved Schematic Design documents, the Design Development documents and submit them to the District for review and comments.

2. Architect-Engineer shall continue to confer and consult with the Division of the State Architect, State Fire Marshall, local fire authorities, City or County street and engineering department, and utility companies to respond to and include all required changes consistent with the approved Schematic Design documents, District requirements and notify the District in writing as to the actions the District must take to secure formal approvals. Design Development documents shall include nearly complete final drawings and specifications.

3. Architect-Engineer shall complete work and services required under the Design Development Phase of this Agreement and submit such work to the Owner for approval in accordance with the calendar duration indicated in the Project Schedule.

4. Architect-Engineer shall submit one (1) reproducible and three (3) prints of the 30% submittal for the District’s review and acceptance.

Agreement #: _____ Firm:_____________


5. Architect-Engineer shall not proceed with the Construction Document Phase without District’s written authorization.

G. CONSTRUCTION DOCUMENT PHASE:

1. Upon written approval by Owner to proceed, the Architect-Engineer shall prepare, from the approved Design Development documents, Construction Documents as outlined below.

2. The Construction Documents shall be in accordance with Owner requirements and shall include, but not be limited to: all architectural drawings, engineering drawings (structural, mechanical, electrical, civil), furniture, fixtures and equipment layout drawings (whether in this project’s budget or not), landscape architecture, irrigation, specifications, mathematical calculations, energy calculations, graphics, color boards and signage patterns or mosaics required to aesthetically delineate the Project. District will review and approve prior to the Architect-Engineer proceeding with finalizing the documents.

3. When the final Construction Documents have been completed and are ready to file with the public authorities, Architect-Engineer shall furnish Owner with one set of AutoCAD produced vellums and three sets of prints, two clear and legible copies of required structural and energy calculations, and three sets of the specifications (four sets if the Project has a kitchen). After DSA, and other agencies have completed their reviews, Architect-Engineer and their subconsultants shall attend a meeting to discuss review items of all agencies with the District. Within five (5) working days of meeting conclusion, Architect-Engineer shall provide a committal date by which Architect-Engineer shall have completed all corrections of plan checks by reviewing agencies, and obtained approvals. Final plan check approval drawings and related documents shall be stamped with a California Architect or Engineer's registration seal, signed and dated by the Architect-Engineer of record and consultant responsible for the design.

4. The Architect-Engineer shall furnish one (1) back-check document set if requested by the

District. 5. The Architect-Engineer shall provide a color schedule of materials in the project for

District’s review and approval.

6. Drawings and specifications shall be consistent with the District’s General Conditions and Division 01 tailored for the Project.

H. BIDDING AND AWARD PHASE:

1. The Architect-Engineer shall, upon completion of DSA-Approved Construction Documents (fully plan checked), assist in the preparation of bid documents (Division 01 of the contract specifications) and bidding phase as required by the District and as described in Article H, Bidding and Award Phase.

2. Upon approval by the District of the Construction Documents, the Architect-Engineer shall assist the District to prepare and assemble bid documents consisting of the General Conditions, Supplementary Conditions, Prevailing Wage Scale, Notice to Contractor, Bid Proposal Forms (furnished by the District) into the specifications. In addition, the

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Architect-Engineer shall prepare the Technical Specifications (including Division 01) and any Alternates as may be required.

3. For bidding and construction purposes, after approval of public authorities has been secured, the Architect-Engineer shall deliver Construction Documents including but not limited to the approved original drawings and specifications to the District for bidding and construction purposes, per the requirements of Design Guidelines referenced in Section I-E.

4. During the Bidding Phase, the Architect-Engineer shall prepare addenda and clarification documents, interpret Construction Documents, attend a pre-bid meeting, provide an evaluation of equals and assist the District, as requested, in responding to architectural and engineering questions raised during the Bidding Phase.

I. CONSTRUCTION PHASE:

1. The Construction Phase shall commence with the award of the Construction Contract.

2. The Architect-Engineer shall advise and consult with the District, in all matters, and shall promptly submit all observations and recommendations to the OAR relative to the construction of the project.

3. The Architect-Engineer shall provide technical advice, to an Inspector of Record and/or District’s Authorized Representative who shall be employed by and responsible to the District.

4. The Architect-Engineer shall perform within professional standards to observe compliance by the contractor with the contract requirements, but is not responsible for the acts or omissions of the contractor or any subcontractors, or contractor's agents or employees, or persons performing work on the project that is not due to the Architect-Engineer's negligence.

5. The Architect-Engineer (and their consultants as necessary) shall make visits to the project to ascertain that the work is being executed in conformity with the working drawings, specifications, and directions; and advise as to the true interpretation of the drawings and specifications for the construction of the project. The Architect-Engineer shall conduct and make written reports of meetings with the contractor and District.

6. The Architect-Engineer shall be the initial interpreter of the requirements of the Construction Documents, observe performance of the contractor, and promptly report any deficiencies noticed to the OAR. The OAR may consult the Architect-Engineer and seek its opinion and/or assistance in evaluating disputes related to the execution and progress of the work and questions relating thereto. Architect-Engineer shall provide the requested information in a prompt manner so as not to materially affect the progress of the work or delay resolution on a dispute. The Architect-Engineer's decisions in matters relating to artistic effect shall be consistent with the intent of the Construction Documents. The decisions of the Architect-Engineer regarding the requirements of the Construction Documents and performance by the contractor are subject to District approval.

7. The District shall have authority to reject work which does not conform to the Construction Documents. The Architect-Engineer shall promptly inform the District

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whenever, in the Architect-Engineer's opinion, it may be recommended to stop the work to avoid the improper performance of the contract.

8. The Architect-Engineer:

a. Shall attend a construction start meeting.

b. Shall attend regularly scheduled construction meetings.

c. Shall review and comment on the meeting minutes prepared by the OAR.

d. Shall keep the District informed of its observation of the progress of construction

e. Shall report in writing to the District deficiencies observed in the work of construction

f. Shall review and approve contractor’s submittals and requests for information or clarification which include schedules of shop drawing and submittal, shop drawings, submittals, samples, guarantees/warrantees, maintenance and operational manuals, training materials and all other documents required by the contract. Such reviews shall take place within the following time limits:

i. Request For Clarifications (RFC) or Request For Information (RFI) shall be reviewed and responded to within seven (7) calendar days from its receipt.

ii. Submittals and shop drawings shall be reviewed and responded to within fourteen (14) calendar days from its receipt.

iii. Request for substitution shall be reviewed and responded to within fourteen (14) calendar days from its receipt.

iv. Deferred submittals shall be reviewed and responded to within fourteen (14) calendar days from its receipt.

v. Any change order request impacting the design drawings and specifications shall be reviewed and responded to within five (7) calendar days from its receipt.

g. May be consulted in preparing documentations for change proposals and their related cost estimates.

h. May be consulted to confirm completeness and/or acceptance of the work performed by Contractor.

9. The Architect-Engineer shall review written guarantees, instruction books, operational manuals, balance reports, diagrams and charts required of the contractor for completeness.

10. The Architect-Engineer may assist the District in fulfilling the requirements of the appropriate Authorities and Agencies with respect to disbursements made under this Agreement and the construction contract resulting from this Agreement.

11. The Architect-Engineer shall, when requested by District, be present at meetings or inspections called or conducted by appropriate Authorities and Agencies.

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12. Prior to the OAR’s review and approval of construction contractor’s payment requests, the Architect-Engineer shall receive and review the field marked contractor’s set of prints describing the complete project as constructed. Upon the filing of the Notice of Completion, the contractor shall forward the completed contractor’s set of as-built drawings and specifications to the OAR who will review and then transmit them to the Architect-Engineer. The Architect-Engineer shall be responsible for transferring markings and attachments from the contractor’s record set of prints, including RFI responses and change order drawings, into the original CAD drawings by standard drafting methods. Each drawing sheet shall be prominently entitled As Built Record Drawings and dated. Upon approval of the District, the Architect-Engineer shall furnish the District with the required As-Built Record Drawings per the Design Guidelines. The District will not approve the Architect-Engineer’s final payment prior to receiving the As-Built Record Drawings.

13. Architect-Engineer shall, at intervals required by the California Division of State Architect (DSA), complete and submit DSA form DSA-6A/E (Verified Report), showing that the construction work has been performed and that the materials used and installed are in accordance with the approved drawings and specifications.

14. The Architect-Engineer shall participate in examinations of the project and report its findings to the District in order to compile one preliminary and one final punch lists.

15. Architect-Engineer shall assist the District in preparing rebuttal for any claims filed against the District and attend arbitration and/or litigation hearings, except in the case where the Architect-Engineer is a party to the suit. Additional compensations shall be provided per Paragraph VI.C.6.

16. Upon completion of construction work, the Architect-Engineer shall be responsible for accomplishment of the following tasks:

a. Architect-Engineer shall assist the District in preparing and submitting all final construction change orders to DSA and obtain their approval.

b. Architect-Engineer shall assist the District in preparing and submitting the Final Verified Progress Report (Title 24 California Code of Regulations, Section 4-336) to DSA and obtain their final acceptance of the project.

VI. ARCHITECT-ENGINEER'S EXTRA SERVICES:

A. Extra Services require pre-authorization in writing by the District. When Extra Services are authorized they shall be provided by the Architect-Engineer and shall be paid for by the District as provided in Exhibit B, Article II.

B. There shall be no Extra Services for changes initiated by the Architect-Engineer, required by codes enforced by governing agencies, or as a result of Architect-Engineer’s errors or omissions.

C. The following services are not covered by Article V, Architect-Engineer's Basic Services, of this Agreement and are considered Extra Services.

1. Providing financial (cost estimating) feasibility studies other than those required in the basic services.

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2. Providing planning surveys, or comparative studies of prospective sites.

3. Preparing bid packages in excess of what is stated in Exhibit A, Project Description as requested by the District.

4. Preparing, upon request of the District, deductive or additive change orders and supporting data, drawings, specifications and supporting data, which were not a part of the original scope of work or for reduction of the cost of the project. No extra services will be authorized in connection with change order preparation because of Architect-Engineer's misinterpretation of the contract documents and/ or Architect-Engineer's errors and omissions.

5. Providing consultation concerning replacement of work damaged by fire or other causes not the fault of the Architect-Engineer during construction, and furnishing professional services of the type set forth in Article V, which may be required in connection with the replacement of such work.

6. Providing professional services made necessary through no fault of the Architect-Engineer, but by the fault of the contractor in the performance of the construction contract, including but not limited to failure to complete the project on time when liquidated damages have been invoked.

7. Providing professional services made necessary by a District change of Project Space Program which requires a significant change in effort by Architect-Engineer.

VII. DISTRICT RESPONSIBILITIES:

A. The following services, information, surveys and reports shall be provided to the Architect-Engineer as required, at the District's expense:

1. Program Requirements: A description of the project including information regarding the program and the requirements for the project as determined by the District.

2. Land Survey: A land survey of the site, giving, when applicable, grades and lines of streets, alleys, pavements, and adjoining property; rights-of-way, restrictions, easements, encroachments, zoning, deed restrictions, boundaries and contours of the site; locations, dimensions, and complete data pertaining to existing buildings, other improvements and trees, and information concerning available service and utility lines both public and private.

3. Soil and Foundation Data: When such data is deemed necessary by the Architect-Engineer and approved by the District, including reports, test boring and test pit information, soil bearing values, and other information necessary for determining sub-surface conditions.

4. Testing Inspection Reports: Structural, mechanical, chemical, and other laboratory tests, inspections and reports as required during the construction phase of the project.

5. Official Forms and General Conditions: Bid forms, contract forms, bond forms, general conditions, supplemental conditions of the contract, recommendation of deductive or additive alternates and advertisements for bids.

6. District’s Representative: A representative of the District shall be designated to act on behalf of the District with respect to the project.

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7. Inspector of Record: An Inspector to conduct on-site inspection of the project during the construction of the project.

B. Nothing in this agreement or act or failure to act on the part of the District shall be construed as a waiver of claim by the District for defects or deficiencies in the documents prepared by or services required of the Architect-Engineer.

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A-E Services, Existing Facilities Agreement – Rev. 02/07 Exhibit B, Page 1 of 4

Exhibit B FEE AND PAYMENT SCHEDULE

EXISTING FACILITIES Architect-Engineer Professional Services Agreement

I. PROFESSIONAL FEE AND PAYMENT SCHEDULE

A. The District’s total financial obligation under this Agreement shall be a lump sum amount of $_________ (__________Dollars and ________Cents).

B. The Architecture-Engineer design fee is based on anticipated level of effort for the specific project. No adjustment in Architect-Engineer’s fee shall be made based on the awarded construction contract amount.

C. Architect-Engineer Fee payment as stated in the Architectural and Engineering Services Agreement shall be payable in installments during the course of the Project as follows:

1. Field Investigation and Schematic Design Phases: Upon Architect-Engineer completion and District approval of Filed Investigation and Schematic Design Phases, a payment equal to fifteen percent (15%) of the fee shall be made to the Architect-Engineer.

2. Design Development Phase: Upon Architect-Engineer completion and District approval of the Design Development, a payment to increase the fee paid equal to twenty five percent (25%) of the fee shall be made to the Architect-Engineer.

3. Construction Document Phase:

A. 100 Percent Construction Document Phase: Upon Architect-Engineer completion of the Construction Documents including Architect-Engineer’s “in-house check” and approval by the District, a payment to increase the fee paid equal to sixty percent (60%) of the fee shall be made to the Architect-Engineer.

B. DSA-Approved Construction Documents: Upon completion of back-check and final approval of construction documents by DSA, a payment to increase the fee paid equal to sixty-five percent (65%) of the fee shall be made to the Architect-Engineer.

C. Final Bid Documents: Upon completion of the final bid documents and approval by the District, a payment to increase the fee paid equal to seventy percent (70%) of the fee shall be made to the Architect-Engineer.

4. Bid and Award: Upon award of contract for construction of the Project or portions thereof a payment to increase the fee paid equal to seventy five percent (75%) of the fee shall be made to the Architect-Engineer.

5. Construction Phase:

A. Construction Phase: Architect-Engineer shall invoice based on the following:

Agreement #: _____ Firm:_____________


1) On a monthly basis, a payment equal to twenty percent (20%) of the fee divided by the anticipated construction duration in months, as stated in this Agreement, shall be made to the Architect-Engineer. If the actual construction duration exceeds the estimated construction duration at no fault or negligence of the Architect-Engineer, it may be grounds for a reasonable negotiated adjustment to the Basic Services fee.

2) Upon certification of Contractor’s Payment Application for completion of one hundred percent (100%) of the construction contract, acceptance by the District, and receipt of the following documents from the Architect-Engineer:

- As-built drawings

- All change orders showing the approval of the Department of the State Architect

- Final Verified Progress Report (Title 24 California Code of Regulations, Section 4-336) and final approval of the project by Department of the State Architect

A payment of five percent (5%) of the fee to increase the fee paid equal to one hundred percent (100%) of the fee shall be made to the Architect-Engineer:

Frequency of Billing by Architect-Engineer: The Architect-Engineer may be required to submit their invoices for Field Investigation Phase, Schematic Design Phase, Design Development Phase, Construction Document Phase, and Services During Construction Phase. The Architect-Engineer may request and receive the allowable fee percentage for each phase upon completion and approval by the District of the scope of services defined for that phase.

The District may allow the Architect-Engineer to bill on a monthly basis for large-size design projects (projects with design fees in excess of $500,000). For these projects, during the Field Investigation Phase, Schematic Design Phase, Design Development Phase, and Construction Document Phase, the Architect-Engineer may, subject to District’s review and approval, request and receive fee payments on a monthly basis of the portion of the allowable fee percentage of each phase.

1. The allowable monthly fee shall be calculated by multiplying the allowable fee percentage of each phase times the total fee with the resulting amount divided by the time of completion expressed as the number of 30 day months or portions thereof rounded up to the nearest whole number.

Example:

15% (Schematic Design Phase) x $1,000,000 (Total Fee) / 5.0 months (150 days/30 days) = $30,000 monthly billable fee during Schematic Design Phase.

2. At no time shall the total of the monthly billable fee for each phase exceed the allowable percentages, as set forth in Article A. Architect-Engineer shall submit with each monthly billing progress prints, electronic files of the contract documents, and other documentation as requested by District.

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3. Extra Services: The District will compensate Architect-Engineer on a monthly basis for any approved and fully executed Extra Services, contingent on its satisfactory performance in accordance with Exhibit A.

II. EXTRA SERVICES:

A. Additional professional services, which are not a result of Architect-Engineer’s errors or omissions, rendered by Architect-Engineer and authorized and directed in writing by District, shall be compensated based on a negotiated lump sum amount and/or a time and material amount.

B. For the Architect-Engineer's Extra Services, as described in Exhibit A, Article VI, the fee to be paid shall be determined in one of the following manners and identified as a part of the extra service authorization.

1. The District may elect to negotiate a fixed fee for extra services.

2. The District may compensate the Architect-Engineer on a time and material for the extra services based on the following criteria: 1) additional labor fee will be calculated based on the approved hourly billing rates included in Exhibit E of this Agreement and an agreed upon level of efforts for the principals and employees of the Architect-engineer, and 2) actual expenditures made by the Architect-Engineer on the project and supported by receipts.

3. The District may negotiate a fixed fee for a portion of the extra services and agree on a time and material compensation for the remainder portion of the extra services.

C. No adjustment in Architect-Engineer fee shall be made based on the construction contract award amount as the total Architect-Engineer fee payable hereunder is a negotiated amount.

III. REIMBURSABLE EXPENSES:

A. The Architect-Engineer’s Basic Services Fee shall include compensations for District-approved anticipated project-related expenditures with no mark-ups. The following items should be included as part of the Architect-Engineer’s Basic Services Fee and are not reimbursable.

1. Travel and Mileage: Travel, mileage and parking related to this project shall be included as part of its Basic Services Fee and are not reimbursable.

2. Reprographic Services During Design: Architect-Engineer shall bear the reproduction cost of drawings, specifications, calculations, cost estimates, program analysis, photos, renderings, plots or similar documents, as required by the Design Guide, as part of its Basic Services Fee and are not reimbursable.

3. Postage and Communications: Architect-Engineer shall bear the anticipated postage, long distance telephone calls, facsimile (FAX) transmissions, special deliveries (UPS or similar carriers), and hired delivery services as part of its Basic Services and are not reimbursable.

4. Reprographics for Plan Check Review: Reproduction of documents for submittal

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to review agencies (Division of the State Architect, California Department of Education, State Fire Marshall, etc.) is required as a part of its Basic Services Fee and are not reimbursable.

5. Reprographics during Construction: Reproduction and express delivery of shop drawings and similar copies required by the District during the construction phase shall be included as part of Basic Services Fee and are not reimbursable.

B. Request for additional reimbursable expenses shall reflect actual expenditures made by the Architect-Engineer, its employees, or consultants working on the project and shall be documented by appropriate supporting receipts. Compensation for reimbursable expenditures shall be limited to actual expense, without a markup. The following items may be reimbursable:

1. Additional print sets requested by the District beyond the quantities anticipated in the Basic Services Fee are reimbursable at their actual cost without any markups. Reproduction for internal use by the Architect-Engineer and the Architect-Engineer's consultants is not reimbursable.

2. Reprographics for Bidding: Reproduction of construction documents in quantities suitable for bidding is provided by the District.

3. Fees and permits: Fees and permits required for Agency approvals shall be reimbursable.

IV. TIMES OF PAYMENT:

Payment under this Agreement shall be made in arrears of the completion of work, upon the submittal of an accurate invoice, not exceeding the amounts Specified in Article I.

V. EXTRA SERVICE AND REIMBURSABLE EXPENSES:

Payments for the Architect-Engineer's Extra Services, and for Reimbursable Expenses, shall be made with the associated Fee Schedule in Article I, unless otherwise specified within the respective extra service authorization, upon presentation of the Architect-Engineer's invoice and approval by the District.

VI. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) AND SMALL BUSINESS ENTERPRISE (SBE):

In accordance with Exhibit D, Article II, Section 37, Invoices shall record the amounts paid to the subconsultants and note which subconsultants are DVBE and/or SBE.

VII. RECORDS:

Records of the Architect-Engineer’s direct personnel, consultants, extra and reimbursable expenses pertaining to the project shall be kept on a generally recognized accounting basis and shall be available to the District or authorized representative at mutually convenient times.

Agreement #: _____ Firm:_____________

A-E Services, Existing Facilities Agreement – Rev. 02/07 Exhibit C, Page 1 of 1

Exhibit C REQUIRED DELIVERABLES


Refer to LAUSD Design Guide for a list of deliverables for each phase of the design.

Agreement #: _____ Firm:_____________

A-E Services, Existing Facilities Agreement – Rev. 02/07 Exhibit D, Page 1 of 17

Exhibit D CORE CONTRACT


I. DEFINITIONS:

The following terms as used in this Agreement are defined as follows:

Agreement: The document setting forth the terms of the professional contract between the Architect-Engineer and the District.

Appropriate Authorities and Agencies: Municipal, county, state, regional or federal authority with which the project may be involved. This term is intended to include those agencies and authorities which may require information or the filing of drawings, specifications, permits, etc., such as: the State Fire Marshal, Division of the State Architect, California Department of Education, Health Department, or any organization for code compliance in connection with the project.

Architect-Engineer: The design firm identified in the signature box of the Agreement and consulting engineers and specialty firms contracted by Architect-Engineer for this work.

As Built Record Drawings: The working drawings and project specifications (Div. 2 through Div. 16) as prepared under Construction Documents that have been revised to incorporate changes to the project subsequent to the issue of the bidding documents for the project. Changes to be incorporated shall be based on information provided by the Contractor and include, but not be limited to, addenda, change orders, construction alterations and other changes to the physical components of the project. Changes shall be incorporated into the appropriate original drawing. Simple attachments to the document set are not acceptable.

Basic Services: The services provided by the Architect-Engineer as described in Exhibit A of this agreement.

Bid Item: Certain Work as defined in the Bidding Documents that may be added to or deducted from the base bid amount if the District decides to accept a corresponding change in either the amount of Work to be completed; the Contract Documents; or in the products, materials, equipment, systems, or installation methods described on the Contract Documents.

Bid Package: Separate and complete contract documents prepared for a specific portion of Work to be bid independently.

Board of Education: The Board of Education of the City of Los Angeles, Governing Board of the Los Angeles Unified School District.

Construction Budget: The term Construction budget shall mean District’s estimated cost and budgeted funds available to pay for the cost of construction, including all on and off-site improvements.

Construction Contract: The Contract agreement between a general contractor and the District for construction of the project.

Construction Cost: The actual and final cost to the District for construction of all elements of the project, including the cost of labor, material, equipments, plus contractor’s overhead and profit and construction bond. Construction Cost does not

Agreement #: _____ Firm:_____________


include compensation for the Architect-Engineer’s and their consultants’ design services, District’s project management charges, land value, cost of rights of way improvements, financing or other costs which remain the responsibility of the District.

Construction Documents: The working drawings, specifications, general conditions, supplementary general conditions, special conditions, addenda, change orders, and electronic submittals developed to set forth in detail aspects of design, function and construction and will be used for estimating the cost of the project, securing bids for constructing the project, and directing a contractor in construction of the project. These construction documents shall be full, complete, coordinated, and accurate, giving such directions as will enable any competent contractor to carry them out.

Contract Documents: Contract Documents include the Bid Proposal Form, Notice to Contractors, Bonds, Construction Documents and the District-Contractor Agreement and Change Orders relative to the project.

Contractor: The firm responsible for performing the work under the Contract for Construction.

Consulting, Architectural, and Engineering Services: Those consulting services provided by but not limited to architecture, civil, landscape architect, structural, electrical, mechanical, kitchen specialist, telecommunication conduit and cabling specialty consultants and cost estimators, which are necessary and appropriate to provide the design and direction of a completed project.

Coordination: The interdisciplinary coordination (use of Redicheck or an approved equal system) to ensure the documents shall be consistent and in conformance with all parts of the construction documents.

CSI: Construction Specification Institute

Design Documents: All drawings, specifications, and documents identified in the Design Guide under Submittal Requirements, 100% CD – DSA submittal.

Design Guidelines: District’s set of guidelines that incorporate the District’s principals and goals for the design of a school and comply with the California Department of Education (CDE) statewide standards. This set of guidelines includes the District’s School Design Guide, Educational Specifications, and Space Program.

Design Manager: District’s main point of contact for the A-E firm during the design phase.

DSA: Division of State Architect, Department of General Services, State of California.

Direct Cost for Services: Either the direct salaries paid by the Architect-Engineer for the services of employees with respect to the project or the direct salaries paid by the Architect-Engineer's consultants for the services of their employees with respect to the project, including the portion of the cost of the mandatory and customary contributions and benefits related thereto, such as employment taxes and other statutory employee benefits, insurance, vacations, sick leave, holidays, pensions, and similar contributions and benefits; and overhead expenses.

District: Los Angeles Unified School District acting by and through its governing board or the individual(s) with the authority on behalf of LAUSD to (i) revise the Space Program, (ii) adjust the Project Budget, (iii) modify this Agreement, (iv) approve any modifications to project schedule, (v) authorize performance of Extra Services, or (vi)

Agreement #: _____ Firm:_____________


commit or bind District to any obligation to pay any sums of money or additional compensations beyond the Fee in this agreement. District shall have the right, upon written notice to Architect-Engineer, to replace, or add additional persons to act as authorized representatives of the District. The District is the Owner of the project.

Education Specifications (Ed Specifications): Detailed descriptions of the functional and facilities support requirements for each space defined in the Facilities Space Program, including prototype drawings and equipment lists. The Ed Specifications are available for High, Middle, and Elementary Schools. Estimated Project Construction Cost: The estimated cost to the District of all elements of the project designed or specified by the Architect-Engineer to mid point of construction, including the cost of equipment designed, specified, selected or specially provided for by the Architect-Engineer (plus a reasonable allowance for the contractor’s overhead and profit and construction bond). Construction Cost also includes a reasonable allowance for contingencies for market conditions at the time of bid and for changes in the work during construction. However, it does not include compensation for the Architect-Engineer’s and their consultants’ design services, District’s project management charges, land value, cost of rights of way improvements, financing or other costs which remain the responsibility of the District.

Estimates prepared by the Architect-Engineer represent the Architect-Engineer's best judgment as a design professional familiar with the construction industry. It is recognized, however, that neither the Architect-Engineer nor the District have any control over the cost of labor, materials or equipment, over the Contractor’s methods of determining bid prices, or over competitive bidding or market conditions. It is recognized the Architect-Engineer does not guarantee that bids will not vary from the Estimated Project Construction Cost estimates. This, however, is not intended to discharge the Architect-Engineer from any obligations imposed or otherwise.

Estimating Guide: LAUSD standard document that provides instructions necessary to prepare cost estimates and related documents required for submittals at each phase of the design. The intent of the Guide is to establish uniform formats and quality control that are acceptable to funding sources. The Guide does not waive any contractual requirements.

Extra Service Authorization: A [written] authorization for additional work beyond that required to be provided by Architect-Engineer’s Basic Services.

Fee: The agreed upon payment to the Architect-Engineer for basic services. The agreed upon amount is found in the Agreement and in Exhibit B.

Guide Specifications: These are construction specifications in CSI format that define the materials and systems acceptable to the District, including considerations of economy, performance, and maintenance and operations. The Guide Specifications often include alternative choices. In any case, they must be edited by the Architect to suit the needs of each specific project. LAUSD: Los Angeles Unified School District.

OAR: Owner Authorized Representative during Bid & Award, Construction, and Post-Construction phases of the project.

Principal: Individuals who are sustained participating owners of the Architect-Engineer firm and are authorized on behalf of the firm to act as signatories to agreements for this project.

Agreement #: _____ Firm:_____________


Project: The planning, design and construction of the facility described in Article I of Exhibit A.

Project Construction Cost: The actual amount paid by the District to contractors for constructing the project pursuant to the drawings and specifications prepared by or under the direction of the Architect-Engineer, including work covered by change orders.

Project Space Program: The District’s Project Space Program that defines size and number of the educational spaces and support facilities for the project.

School Design Guide: A set of guidelines prepared to establish and sustain consistent representation of requirements and standards to all members of the Design Team. It presents design guidelines and criteria for the planning, design and technical development of new schools and modernization, and includes by reference the Facilities Space Program, the Educational Specifications, the Guide Specifications, and the Standard Technical Drawings of the District. Standard Technical Drawings (Std. Dwgs.): Construction detail drawings that provide District-wide consistent operational and safety standards. Work: The construction and services required by the Contract Documents, whether completed or partially completed, and including, all other labor, materials, equipment and services provided by the Contractor to fulfill the Contractor’s obligations. The Work may constitute the whole or a part of the Project.

II. TERMS AND CONDITIONS

1. Architect-Engineer Performance Standard. All services performed in connection with this Agreement shall be performed in a manner consistent with the standard of care applicable to those who specialize in providing such services for projects of the type, scope and complexity of the Project.

2. Authority of Architect-Engineer. Architect-Engineer's authority to act on behalf of District is limited to its scope of authority set forth in this Agreement and the General Conditions. Notwithstanding anything else stated in this Agreement or any of the Contract Documents, Architect-Engineer does not have the express or implied authority to obligate District to any expenditure of money or extension of contractual time periods, including, without limitation, any adjustment to the price or time of performance of any contract between District and its Contractor, Separate Contractors, District Consultants or any other third persons or parties.

3. Ownership of Documents

a. Property of District. The Architect-Engineer warrants that it is the author of the Design Documents prepared by it for the project and that it holds the copyright therein, subject to the last sentence of this section. Except as otherwise provided in Paragraph.3.b below and pursuant to Ed. Code 17316, all Design Documents prepared by the Architect-Engineer and its Subconsultants, and the designs depicted in them, shall become upon their creation the property of the District whether the Project is constructed or not. Without limitation to the foregoing, District shall hold, and Architect-Engineer shall be deemed to have irrevocably assigned to District in perpetuity with no reserved or retained rights to Architect-Engineer or to any other persons or entities, all copyrights to the Design Documents and to the designs depicted in them.

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b. Use by Architect-Engineer. The District hereby grants to Architect-Engineer and its Subconsultants a license, revocable at will of District, to use and copy the Design Documents, and the designs depicted in them, during the term of this Agreement for the sole purpose of performing the services required under this Agreement. With the exception of (i) standard and generic details in the Design Documents, and (ii) other designs or details that do not involve a replication of the overall building design or aesthetic appearance, the Design Documents shall not be used or replicated as a whole, or in substantial part, by the Architect-Engineer on other projects.

c. Use by District. The District may use the Design Documents, and the designs depicted in them, without the Architect-Engineer's consent, in connection with the Project, including, without limitation, future additions, alterations, connections, repairs, information, reference, use or occupancy of the Project. Any such use of the Design Documents without the Architect-Engineer’s participation shall be at the District’s sole risk, and the Architect-Engineer shall not be responsible for losses arising from District’s modification of the Design Documents without Architect-Engineer’s participation.

d. Termination. In the event of termination of this Agreement by either party for any reason, the District reserves the right to receive, and the Architect-Engineer shall promptly provide to the District, all Drawings, Specifications, models, and other Design Documents prepared to the date of termination by the Architect-Engineer and its Subconsultants for the Project. Architect-Engineer shall be permitted to retain copies, including reproducible copies, of the Design Documents for information and reference. Any dispute regarding the amount of any payment to be made by District under this Agreement shall not diminish, restrict or limit the right of the District to own, receive and use the Design Documents, and the designs depicted in them, as provided in this section. The District may withhold any payments due Architect-Engineer upon termination until all Design Documents prepared through the date of termination are furnished to District pursuant to the terms of this paragraph.

4. Applicable Laws, Orders of Governmental Authorities. Architect-Engineer shall, at all times in its performance of its obligations under this Agreement, comply with all applicable laws and lawful orders of Governmental Authorities. All Design Documents prepared by Architect-Engineer and its Subconsultants shall be in compliance with applicable laws and lawful orders of Governmental Authorities in effect on the date such Design Documents were created. Architect-Engineer shall exercise professional care to keep informed and advise District of possible changes in applicable laws and lawful orders of Governmental Authorities that could affect the Project and shall promptly inform District of such changes in advance of their becoming effective.

5. Approval by District. Neither the review or approval of, nor any request for corrections to, the Design Documents by District, Governmental Authorities or any other Project Team member shall be construed as relieving Architect-Engineer of its responsibility for the suitability, completeness and coordination of the Design Documents prepared by Architect-Engineer or its Subconsultants. Any errors, omissions, or ambiguities in the Design Documents shall be resolved by the Architect-Engineer at no cost to the District.

6. Time of Essence. All time limits set forth in this Agreement pertaining to Architect-Engineer's performance of any obligation or act relating to or for the benefit of the

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Project are of the essence to this Agreement and shall not be exceeded by the Architect-Engineer.

7. Notice of Extra Services. Architect-Engineer shall notify District in writing within five (5) days after the discovery date of any circumstance (including, without limitation, any direction or request by District) that Architect-Engineer believes may give rise to performance of Additional Services. Architect-Engineer waives the right to compensation for additional services performed without prior written approval by District that expressly acknowledges that such service is an additional service.

8. Extra Services. Architect-Engineer shall provide additional services germane to the Professional Services Agreement when authorized by District in writing. Compensation, as agreed to and set forth in such authorization, will be based on a negotiated lump sum fee. Payment for additional services shall be made upon completion of the services or as otherwise agreed upon in writing with the District.

a. At District’s option, compensation may be based on a negotiated not-to-exceed fee payable based on the actual hours spent multiplied by the appropriate hourly billing rates shown in Exhibit E. Evidence of time expended must be furnished to District before payment will be made.

b. Change Orders which alter the project scope shall, with prior approval of the District, be prepared and processed as Extra Services.

9. District Approvals. Approval by District of Design Documents prepared by Architect-Engineer or its Subconsultants (i) shall not relieve Architect-Engineer or its Subconsultants of their sole responsibility for the completeness, coordination or suitability of the Design Documents, and (ii) shall not constitute acceptance or approval of any revision to the Project Space Program unless Architect-Engineer informs District in writing at the time of seeking such approval that it is requesting approval of a revision to the Program and District thereafter issues approval of such change in the Program in writing. Any and all District approvals or decisions that involve changes to the Program, Architect-Engineer's compensation (including, without limitation, compensation for Additional Services or any reimbursable expenses), or time for performance by Architect-Engineer (including, without limitation, changes in the Project Schedule) must be approved by District’s Authorized Representative in writing in order to be effective.

10. Surveys, Services and Reports

a. General. District shall furnish such structural, mechanical, electrical, chemical, soils and other tests, inspections and reports as required by Applicable Laws or by the Contract Documents and which are not required to be furnished by Architect-Engineer under this Agreement or by Contractor under the Contract Documents.

b. Surveys, Legal Restrictions. If required for the performance of the Architect-Engineer's services, District shall furnish the Architect-Engineer with an engineering survey and topography of the Site, giving (as applicable) grades and lines of existing improvements (such as structures, streets, alleys, pavement); rights-of-way, restrictions, easements, encroachments, zoning, deed restrictions, boundaries and contours of the Site; and information in the District's possession concerning available service and utility lines, both public and private.

c. Geotechnical. District shall furnish geotechnical data and reports, or employ Specialty Consultants to provide such data or reports, when reasonably deemed

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necessary by the Architect-Engineer, including test logs, soil classifications, soil bearing values and other data and information necessary to define subsoil conditions

d. No Warranty by District. Although Architect-Engineer shall be entitled to rely upon the accuracy and sufficiency of surveys, data, reports or other information furnished by District pursuant in performing its obligations under this Agreement, Architect-Engineer shall notify the District immediately if he/she has a reasonable doubt that such surveys, data, reports or other information are inaccurate, incomplete or insufficient.

e. Notice of Defects. District and Architect-Engineer shall each provide prompt written notice to the other party if either becomes aware of any defect or deficiency in the Project or nonconformance with the Contract Documents.

f. Governmental Authorities. District shall pay all fees required by any state or federal agency for filing and checking any of the Design Documents of Architect-Engineer or its Subconsultants and for building and related permits required by Governmental Authorities.

g. Inspection of the Work. District shall be responsible for inspector(s), satisfactory to DSA, to provide inspection of the Work.

11. Accompanying Documentation. Each Invoice for payment for Services, including Extra Services, performed and compensated on an hourly (as opposed to a lump sum) basis shall include detailed time summaries that are broken down by time keeper, task and time expended (block billings are not permitted) and copies of time sheets; and invoices, receipts and other documentation reasonably requested verifying the amounts of additional services reimbursable expenses for which reimbursement is sought in the invoice for payment.

12. Time for Payments. Payments of undisputed sums due shall be made by District within thirty (30) days after receipt by District of an Invoice for Payment that has been properly and timely prepared and submitted in accordance with this Agreement. No payment to the Architect-Engineer shall be deemed an acceptance of work not completed in accordance with this Agreement. After completion of all basic services and approved extra services and deliverables by the Architect-Engineer as required by this Agreement, Architect-Engineer may prepare and submit a final invoice for payment to be reviewed and approved by the District. Payment for the approved final invoice shall be made by District to Architect-Engineer no later than thirty (30) days after its submission.

13. Payment Disputes and Withholding by District. District shall have the right, after written notice to Architect-Engineer, to withhold from payment to Architect-Engineer any amounts in dispute, including without limitation any losses incurred by District due to Design Defects in the Design Documents prepared by Architect-Engineer or its Subconsultants or a failure by Architect-Engineer to perform any obligation under this Agreement. Such withholding shall not constitute a final determination or waiver of any rights or liabilities of District or Architect-Engineer with respect to responsibility for such loss, which rights and liabilities shall remain subject to determination in accordance with this Agreement. Architect-Engineer shall continue performance of its services pending final determination of disputes relating to such withholding.

14. Inspection by District

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a. Records. Architect-Engineer and its Subconsultants shall maintain complete and accurate books and records with respect to services, costs, expenses, receipts and other information necessary to verify the scope or charges for any services provided under this Agreement. Architect-Engineer and its Subconsultants shall maintain such records in sufficient detail to permit the District, District's independent auditors, or a designee of any of them, to thoroughly evaluate and verify the nature, scope, value and charges for services performed under this Agreement. All such books and records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Such records shall be kept separate from other documents and records unrelated to the Project for a period of four (4) years after the later of termination of this Agreement or Final Completion of the Project.

b. Audit. The District, District's independent auditors, or a designee of any of them, shall have the right to examine and to audit books, records, documents, and other evidence sufficient to reflect properly all costs and expenses claimed to have been incurred in Architect-Engineer's and its Subconsultants' performance of this Agreement, including, without limitation, verification of the amounts and tasks performed for all time expended that is charged to District on an hourly basis. Such right to audit shall include inspection at all reasonable times at the Architect-Engineer's offices or facilities. In addition, Architect-Engineer shall, at no cost or expense to the District, furnish facilities and cooperate fully with the audit. Upon request, Architect-Engineer shall provide reproducible copies of books, records and other documents in the possession of Architect-Engineer and its Subconsultants that are applicable to this Agreement for reproduction by the District or its designee.

c. Reimbursement. To the extent that an audit by the District, District's independent auditors, or a designee of any of them, discloses excess charges inaccurately or improperly attributed to this Project by the Architect-Engineer, Architect-Engineer agrees to remit the amount of the overpayment to the District within five (5) days after demand.

15. Termination by District

a. For Cause. If District determines that Architect-Engineer has failed to perform in accordance with the terms and conditions of this Agreement, District may terminate all or part of the Agreement for cause upon seven (7) days’ written notice.

b. For Convenience. District may terminate or suspend performance of all or part of this Agreement for convenience and without cause at any time upon ten (10) days' written notice to Architect-Engineer, in which case District will, within thirty (30) days after receipt of an invoice for payment prepared in accordance with this Agreement, pay Architect-Engineer an amount calculated in accordance with this Agreement for all Basic Services and authorized Additional Services performed, and all authorized reimbursable expenses incurred, up to and including the effective date of termination.

c. Force Majeure. The parties to this Agreement shall be excused from performance during the time and to the extend they are prevented from obtaining, delivering or performing the Work by act of God, fire, strike, loss or shortage of transportation facilities, lockout, or commandeering of materials, products, plants or facilities by the government, when satisfactory evidence thereof is presented to

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the other party, provided that the party prevented from performing establishes that its non-performance is not due to its own fault or neglect.

d. Termination Payments. The payments, if any, made to Architect-Engineer pursuant to this Section 15 shall be Architect-Engineer's sole and exclusive compensation and District shall have no liability to Architect-Engineer for any other compensation or damages, including without limitation, anticipated profit, prospective losses or consequential damages, of any kind.

e. Deletion of Services. In the event of termination by District, for cause or convenience, of a portion of the Project or a portion of the Basic Services, then the Architect-Engineer's fixed compensation for Basic Services for the portions of the Project or Basic Services not so terminated shall be equitably adjusted to reflect the resulting reduction in Architect-Engineer's scope of Basic Services.

16. Payment Contingent on Architect-Engineer’s Furnishing All Design Documents. Any provision to the contrary in this Agreement notwithstanding, no payment shall be due the Architect-Engineer following termination of this Agreement until the Architect-Engineer provides the District with all Design Documents in its possession or control.

17. Indemnification

a. Indemnification by Architect-Engineer. To the fullest extent permitted by law, Architect-Engineer shall indemnify, defend and hold harmless District and its Board of Education, and each of them, and each of their respective officers, agents, employees, representatives, and volunteers ("Indemnitee(s)"), utilizing legal counsel reasonably acceptable to District, from and against any and all claims, damages, losses and expenses (including, without limitation, all fees and expenses of attorneys, and experts and all court, arbitration or other dispute resolution costs), which arise out of or result from any of the following:

1) Any negligent actual act or omission of Architect-Engineer or its Subconsultants or any person or entity for whose acts or omissions any of them may be liable;

2) The material inaccuracy of any representation by Architect-Engineer given in connection with or contained in this Agreement;

3) Any claim of loss by any third person or entity against any Indemnitee arising out of any negligent act or omission of Architect-Engineer, its Subconsultants, or any person or entity for whose negligent acts or omissions any of them may be liable; or

4) Infringement upon any United States patent, trademark or copyright arising out of the negligent acts or omissions of Architect-Engineer or its Subconsultants, in connection with performance of this Agreement;

PROVIDED, HOWEVER, that nothing herein shall be interpreted as obligating Architect-Engineer to indemnify any Indemnitee against its sole negligence.

18. Dispute Resolution. The parties shall utilize each of the following steps in the Dispute Resolution Process in the sequence in which they appear below. Each party shall participate fully and in good faith in each step in the Dispute Resolution Process, which good faith effort shall be a condition precedent to the right of each party to proceed to the next step in the Dispute Resolution Process.

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a. Direct Negotiations. Designated representatives of District and Architect-Engineer shall meet as soon as possible (but not later than ten (10) days after receipt of the plaintiff’s statement of dispute, containing a detailed explanation of the claim) in a good faith effort to negotiate a resolution to the claim. Each party shall be represented in such negotiations by an authorized representative with full knowledge of the details of the claim or defenses being asserted by such party, and with full authority to resolve such claim then and there, subject only to District's right and obligation to obtain Board of Education approval of any agreed settlement or resolution. If the claim involves the assertion of a right or claim by a third party (e.g., the Contractor) against Architect-Engineer that is in turn being asserted by Architect-Engineer against District, then such third party shall also have a representative attend such negotiations, with the same authority and knowledge as just described. Upon completion of the meeting, if the claim is not resolved, the parties may either continue the negotiations or either party may declare negotiations ended. All discussions that occur during such negotiations and all documents prepared solely for the purpose of such negotiations shall be confidential and privileged pursuant to California Evidence Code sections 1119 and 1152.

b. Arbitration. In the event negotiation between Architect-Engineer and District does not resolve the dispute within thirty (30) days, all claims, disputes and other matters in question between District and Architect-Engineer arising out of or relating to this Agreement or the breach thereof will be decided by binding arbitration in accordance with the latest revision of the Construction Industry Arbitration Rules of the American Arbitration Association subject to the limitations of this Agreement. The arbitration proceedings shall be held in Los Angeles before a single arbitrator, who shall be a retired judge or attorney with at least five years’ experience in public works construction contract law and in mediating or arbitrating public works construction disputes. This agreement to arbitrate and any other agreement or consent to arbitrate entered into in accordance herewith as provided in this Agreement, as well as any arbitration award obtained thereto, will be specifically enforceable under the prevailing law of any court having jurisdiction.

c. Time for Suit. Notice of the demand for arbitration will be filed in writing with the other party to the Agreement and with the designated arbitration entity. The demand for arbitration will be made within a reasonable time after the claim, dispute or other matter in question has arisen, and in no event shall any such demand be made after the date when institution of legal or equitable proceedings based on such claim, dispute, or other matter in question would be barred by the applicable statute of limitations. Notwithstanding the foregoing, any time limits within which to file a demand for arbitration shall be suspended with respect to a dispute submitted to mediation pursuant to this Agreement until 10 days after termination of the mediation.

d. Joinder. If a claim, dispute or other matter in question between Architect-Engineer and District or District and Contractor involves the work of a Contractor, Subcontractor, Supplier, Engineer and/or Subconsultant or other participant in the design and construction process, the parties hereto expressly agree that either Architect-Engineer or District may join such entity as a party to the arbitration between Architect-Engineer and District or District and Contractor hereunder. Architect-Engineer shall include in all subcontracts required by this Agreement a specific provision whereby the Subconsultant consents to being

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joined in arbitration between Architect-Engineer and District or District and Contractor involving the work of such Subconsultant.

e. Right to Discovery. The parties to any arbitration shall have the right to conduct discovery pursuant to the California Civil Discovery Act of 1986 as set forth in California Code of Civil Procedure section 2016 et seq.

19. Non Discrimination - It is the policy of the District that in connection with all services rendered there be no discrimination against any prospective or active employee engaged in such services because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition (cancer), age, marital status, sexual orientation, political belief or affiliation, or to deny family care leave, therefore Architect-Engineer agrees to comply with applicable Federal and California laws including, but not limited to, Title VII of the Civil Rights Act of 1964, as amended; the Civil Rights Act of 1991; The Americans with Disabilities Act of 1990; Age Discrimination Act of 1975; Rehabilitation Act of 1973 (Section 504); and the California Fair Employment Practice and Housing Act codified in Government Code Sections 12900 to 12996; and Labor Code Section 1735. In addition, Architect-Engineer agrees to require like compliance by all Subconsultants employed by Architect-Engineer on the Project.

20. Addresses for Notices. All notices, demands or requests shall include the Project name and date of this Agreement and be addressed to the parties as follows:

To District:

Director, Facilities Contracts Los Angeles Unified School District 333 South Beaudry, 23rd Floor Los Angeles, California 90017 Facsimile: (213) 241-6845 With a copy to District, and, in the case of claims, a copy to:

Jefferson Crain Executive Officer of the Board Los Angeles Unified School District 333 South Beaudry, 24th Floor Los Angeles, California 90017 Facsimile: (213) 241-8443

To Architect-Engineer:

21. Waiver. Provisions of this Agreement may be waived by District only by a written statement expressing that it is intended as a waiver of specified provisions of the Agreement. A waiver by either party to this Agreement of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein whether of the same or a different character. The District's approval, acceptance, use or payment for any part of the Architect-Engineer's services shall not

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in any way alter Architect-Engineer's obligations, or waive any of District's rights, under this Agreement.

22. No Third Party Rights. Nothing contained in this Agreement is intended to make any person or entity who is not a signatory to this Agreement a third party beneficiary of any right or obligation created by this Agreement or by operation of law.

23. Extent of Agreement; Amendment. This Agreement represents the entire Agreement between District and Architect-Engineer for furnishing of services to the Project and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both District and Architect-Engineer and approved as required by California law and District policy.

24. Severability. In case any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of all remaining provisions shall not be affected.

25. Successors and Assigns. This Agreement shall be binding upon District and Architect-Engineer and their respective successors and assigns. Neither the performance of this Agreement nor any part thereof, nor any monies due or to become due hereunder, nor any claim hereunder, may be assigned by Architect-Engineer without the prior written consent and approval of District, which may be granted or withheld in District's sole discretion. This Agreement and all of District's rights in and to the Design Documents may be assigned by District upon written notice to Architect-Engineer. District shall have no liability or responsibility to Architect-Engineer for payment for any services performed after the date of such assignment and notice by District.

26. Confidentiality. Architect-Engineer shall treat all information and data furnished to it by District or any other Project Team member or otherwise obtained or prepared by Architect-Engineer concerning the Project as strictly confidential and shall not disclose any of the same to any other person or entity unless required to do so in connection with Architect-Engineer's performance of this Agreement or any governmental filings or applications. Architect-Engineer shall not engage in or permit any public references or statements to the Project, District or Architect-Engineer's services hereunder, including, without limitation, granting interviews to broadcast, print or other media, without the prior written consent of District, which may be granted or withheld in the sole discretion of the District. Architect-Engineer shall instruct all of its employees of the foregoing confidentiality obligation.

27. Independent Contractor. Architect-Engineer is and shall at all times remain as to the District a wholly independent contractor. Neither the District nor any of its agents shall have control over the conduct of Architect-Engineer or any of Architect-Engineer's officers, agents or employees, except as herein set forth. Architect-Engineer shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of the District.

28. Representations by Architect-Engineer. Architect-Engineer represents (i) that it is financially solvent, able to pay its debts as they mature and possessed of sufficient working capital to complete the services and perform the obligations required by this Agreement; (ii) that it is authorized to do business in the State of California; and (iii) the Architect-Engineer’s principal in charge of the Project is duly licensed in accordance with California and all other applicable laws to render the services to be provided by this Agreement.

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29. Survival. The provisions of this Agreement which by their nature survive completion of the Services or termination of this Agreement, including, without limitation, all warranties, indemnities and payment obligations, shall remain in full force and effect after completion or termination of this Agreement.

30. Cost Principles. Architect-Engineer agrees that the Contract Cost Principles and Procedures, 48 CFR Federal Acquisition Regulations Systems, Chapter 1, Part 13 et seq., shall be used to determine the allowability of individual items of cost. Architect-Engineer also agrees to comply with Federal procedures in accordance with 49 CFR, Part 18, and Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Any costs for which payment has been made to Architect-Engineer that are determined by subsequent audit to be unallowable under 48 CFR, Chapter 1, Part 31 et seq., or 49 CFR, Part 18, shall be repaid to the District by Architect-Engineer and may be deducted by District from any payments due Architect-Engineer.

31. Interpretation. Architect-Engineer and District acknowledge that the terms of this Agreement have been mutually negotiated and, accordingly, shall not be interpreted against either District or Architect-Engineer on the basis that either party was solely responsible for or in control of the drafting of this Agreement.

32. Advertising. Architect-Engineer may not use District's name or refer to District or the Project, directly or indirectly in any promotional materials, advertisement, news release or release to any professional or trade publication without District's prior written approval, which may be withheld in its sole discretion.

33. Electronic Documents. In the event of any conflict between a document contained in an electronic file and the hard copy of such document maintained in the files of District or Architect-Engineer, the hard copy shall control.

34. Governing Law. This Agreement shall be governed by and interpreted in accordance with laws of the State of California.

35. Key Personnel. The District shall have the right, in its absolute discretion, to require the removal of Architect-Engineer’s personnel or Subconsultants at any level assigned to or hired for the performance of the work hereunder if the District considers such removal in its best interests and directs such removal in writing to Architect-Engineer. Upon receipt of such direction by District, Architect-Engineer shall remove the personnel or Subconsultant immediately from the work.

36. Professional Licenses. The principals and project managers for the architectural and engineering consulting firms involved in this project shall be licensed in their respective fields by the State of California if such licensing requirements are applicable to them.

37. Disabled Veteran Business Enterprises (DVBE) and Small Business Enterprises (SBE). The Education Code Section 17076.11 and the Board of Education of the City of Los Angeles mandate a participation goal of 25% certified small business enterprise (SBE) participation and 3% Disabled Veteran Business Enterprise (DVBE) participation in contract awards. Consultant shall cooperate with the District as it seeks to increase the SBE and DVBE participation in the total value of this Agreement, on the condition that Subconsultants and material suppliers of all tiers may be counted in achieving each goal, but that amounts passed through SBEs or DVBEs to non-SBE or non-DVBE Subconsultants or material suppliers shall not be counted in achieving the applicable goal unless the same shall be approved by

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District (which approval shall not be unreasonably withheld). To this end, Consultant shall inform the District of any consultant or supplier arrangements with certified SBE and DVBE.

38. Evaluation. The Consultant acknowledges that the presentation or services may be evaluated by the participants, the District Authorized Representative, the District’s Program Evaluation & Research Branch (PE & RB) or any other District offices or schools and understands that the results of the evaluation may be made available to the Consultant, other schools and offices within the District, and other school districts and agencies upon request. The Consultant agrees to cooperate fully with any such evaluation and agrees to promptly furnish any information that is requested by the District for evaluation purposes.

39. Conflict of Interest. Consultant represents that Consultant has no existing financial interest and will not acquire any such interest, direct or indirect, which could conflict in any manner or degree with the performance of services required under this Agreement and that no person having any such interest shall be subcontracted in connection with this Agreement, or employed by Consultant. Consultant shall not conduct or solicit any non-District business while on District property or time.

Consultant will also take all necessary steps to avoid the appearance of a conflict of interest and shall have a duty to disclose to the District prior to entering into this Agreement any and all circumstances existing at such time which pose a potential conflict of interest.

Consultant warrants that it has not directly or indirectly offered or given, and will not directly or indirectly offer or give, to any employee, agent, or representative of District any cash or non-cash gratuity or payment with view toward securing any business from District or influencing such person with respect to the conditions, or performance of any Agreements with or orders from District, including without limitation this Agreement. Any breach of this warranty shall be a material breach of each and every Agreement between District and Consultant.

As a condition of this Agreement, Consultant agrees to comply with the District’s Code of Conduct set forth in the Los Angeles Unified School District Code of Conduct.

Should a conflict of interest issue arise, Consultant agrees to fully cooperate in any inquiry and to provide the District with all documents or other information reasonably necessary to enable the District to determine whether or not a conflict of interest existed or exists.

Failure to comply with the provisions of this section shall constitute grounds for immediate termination of this agreement, in addition to whatever other remedies the District may have.

40. Fingerprinting. Architect-Engineer, its employees, agents, subconsultants and subconsultant employees who go to school sites when students are present will be required to comply with the requirements of the California Education Code Sections 45125.1 and 45125.2 at no cost to the District. In accordance with Section 45125.1 (d) all personnel going to the school site(s) must submit his or her fingerprints to the California Department of Justice (DOJ) in a manner authorized by the DOJ to determine whether the employee has been arrested or convicted of any crime. All personnel who may come in contact

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with students must be cleared by DOJ (Section 42125.1(f)). Any person who has been arrested or convicted of any serious or violent felony, as defined by California Penal Code Sections 667.5 and 1192.7 will not be allowed on the District property. The Architect-Engineer is responsible for the administration and all costs relating to the fingerprinting and screening by the DOJ of all candidates for positions with the District. Confirmation of the DOJ clearance or confirmation that the fingerprints have been submitted to DOJ must be submitted to the District prior to employees visiting the school site. If the above time requirements cannot be met a letter of explanation must be submitted for the District’s approval prior to visiting the school site.

III. Insurance

A. Basic Insurance Requirements. Prior to commencing Work, Architect-Engineer and each of its Subconsultants shall procure and maintain insurance as set forth in Section B below at their own cost and expense against claims which may arise from or in connection with the performance of services by Architect-Engineer, its agents, representatives, employees or Subconsultants.

1. Without in any way affecting the indemnity provided in or by this Agreement, the Architect-Engineer shall secure before commencement of the Work the types and amounts of insurance specified in this section.

2. Insurance is to be placed with insurers admitted to do business in the State of California and acceptable to District.

3. Each insurance coverage required by the Minimum Limits of Insurance shall be endorsed to state that coverage shall not be canceled or reduced except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the District in accordance with the notice provisions of this Agreement. The Architect-Engineer shall notify the District if the policy limits are reduced.

B. Minimum Limits of Insurance. The following insurance limits are required for this contract:

1. Architect-Engineer and each of its subconsultants shall obtain insurance of the types and in the amounts described below:

a) Commercial General Liability Insurance (CGL) with a limit of not less than $1,000,000 each occurrence/$2,000,000 in the annual aggregate including contractual or assumed liability;

b) Business Automobile Liability Insurance with a limit of not less than $1,000,000 each accident/$1,000,000 in the annual aggregate;

c) Workers' Compensation Insurance as required by the State of California and Employers’ Liability Insurance with a limit of not less than $1,000,000.

2. The prime Architect-Engineer shall obtain Professional Liability (Errors and Omissions) Insurance with a limit not less than $1,000,000 each claim/$1,000,000 in the annual aggregate. It is the responsibility of the prime Architect-Engineer to determine the level of insurance they will require of their subconsultants. If the Professional Liability Insurance policy is written on claims

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made basis, it shall be maintained continuously for a period of no less than five (5) years after Final Completion of the Project. The "retro date" must be shown and must be no later than the date of execution of this Agreement by District and Architect-Engineer.

C. Other Insurance Provisions. All policies required by this Agreement except Professional Liability (Errors and Omissions) and Workers’ Compensation insurance are to contain, or be endorsed to contain, the following provisions:

1. District, Board of Education, as well as each of their officers, employees, consultants, agents and volunteers, are to be covered as additional insureds.

2. For any claims related to this Project, insurance coverage shall be primary as to District, Board of Education, and any other person or entity specified by District to be named as additional insured, as well as each of their officers, employees and volunteers. Any insurance or self-insurance maintained by District, its officers, officials, employees or volunteers shall be in excess of insurance required by this Agreement and shall not contribute with it.

D. Waiver of Subrogation. For Commercial General Liability, Workers' Compensation, and Employer's Liability insurance, the insurer shall agree to waive all rights of subrogation against District and any other person or entity specified by District as an additional insured, as well as each of their officers, employees, agents and volunteers, for losses arising from activities and operations of an insured in the performance of services under this Agreement.

E. Lapse in Coverage. If Architect-Engineer or any Subconsultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of this Agreement. District, at its sole option, may terminate this Agreement and recover all damages from Architect-Engineer resulting from said breach. Alternatively, District may purchase such coverage (but has no obligation to do so), without further notice to Architect-Engineer, and deduct from sums due to Architect-Engineer any premium costs advanced by District for such insurance.

F. Verification of Insurance. Architect-Engineer shall furnish District with original certificates and amendatory endorsements effecting and evidencing coverage required by this Section. The certificates and endorsements for each policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. The certificates and endorsements shall be on forms acceptable to District. All certificates and endorsements are to be received and approved by District before performance by Architect-Engineer under this Agreement commences. District reserves the right to require complete, certified copies of all required insurance policies at any time, including endorsements (and policies, if requested) affecting the coverage required by these specifications.

G. Duration of Coverage. The insurance coverages required by Paragraph B shall be maintained without interruption, for a period of two (2) years after Final Completion of the Project, unless otherwise stated herein.

H. Reserved Rights. District reserves the right to adjust monetary limits of insurance coverage at any time if deemed necessary in its reasonable judgment.

Subconsultants. Unless otherwise approved by District in writing, Architect-Engineer shall include all Subconsultants as insured under its policies or shall furnish separate certificates and endorsements for each Subconsultant. In

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addition, Subconsultants shall be required to maintain insurance on the same terms and with the same coverages as required of Architect-Engineer under this Agreement. Failure to maintain the insurance and furnish the required certificates or policies may be considered a breach of contract by the Architect-Engineer and the District may terminate the contract without waiver of any other remedy it may have.

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A-E Services, Existing Facilities Agreement – Rev. 02/07 Exhibit E, Page 1 of 16

Exhibit E

CODE OF CONDUCT Architect-Engineer Professional Services Agreement

LAUSD Ethics Office Ask Ethics: (866) 322-5788 www.lausd.net/ethics

Building Trust Inside and out

LOS ANGELES UNIFIED SCHOOL DISTRICT

Contractor Code of Conduct (adopted 11/02, revision effective 11/06)

Preamble Los Angeles Unified School District’s Contractor Code of Conduct was adopted to enhance public trust and confidence in the integrity of LAUSD’s decision-making process. This Code is premised on three concepts:

• Ethical and responsible use of scarce public tax dollars is a critical underpinning of effective government

• Contracting integrity and quality of service are the shared responsibilities of LAUSD and our Contractors

• Proactive and transparent management of potential ethics concerns improves public confidence

This Code sets forth the ethical standards and requirements that all Contractors and their Representatives shall adhere to in their dealings with or on behalf of LAUSD. Failure to meet these standards could result in sanctions including, but not limited to, voidance of current or future contracts.

1. Contractors All LAUSD Contractors and their Representatives are expected to conduct any and all business affiliated with LAUSD in an ethical and responsible manner that fosters integrity and public confidence. A “Contractor” is any individual, organization, corporation, sole proprietorship, partnership, nonprofit, joint venture, association, or any combination thereof that is pursuing or conducting business with and/or on behalf of LAUSD, including, without limitation, consultants, suppliers, manufacturers, and any other vendors, bidders or proposers. A Contractor’s “Representative” is also broadly defined to include any subcontractors, employees, agents, or anyone else who acts on a Contractor’s behalf.

2. Mission Support LAUSD relies on Contractors and their Representatives to support our LAUSD mission statement of “educating students to a higher level of achievement that will enable them to be responsible individuals and productive members of the greater society.” Contractors and their Representatives must provide high-value products, services and expertise which advance LAUSD’s mission or provide mission-related benefits that support our goals for the students, employees, stakeholders, and the communities we serve.

3. Ethical Responsibilities All LAUSD contracts must be developed and maintained within an ethical framework.

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LAUSD seeks to promote public trust and confidence in our contracting relationships and we expect every individual, regardless of position or level of responsibility, who is associated with an LAUSD procurement process or contract, to commit to exemplifying high standards of conduct in all phases of any relationship with LAUSD.

Given that the business practices and actions of Contractors and their Representatives may impact or reflect upon LAUSD, strict observance with the standards in this Code, all applicable local, state and federal laws, and any other governing LAUSD policies or agreements is not only a minimum requirement for all Contractors and their Representatives, but an ethical obligation as well.

In addition to any specific obligations under a Contractor’s agreement with LAUSD, all Contractors and their Representatives shall comply with the following requirements:

A. Demonstrate Honesty and Integrity – Contractors shall adhere to the highest standards of honesty and integrity in all their dealings with and/or on behalf of LAUSD. As a general rule, Contractors must exercise caution and avoid even the appearance of impropriety or misrepresentation. All communications, proposals, business information, time records, and any other financial transactions must be provided truthfully, accurately, and completely.

B. Be a Responsible Bidder – Contractors shall demonstrate a record of integrity and business ethics in accordance with all policies, procedures, and requirements established by LAUSD. (1) Critical Factors – In considering a Contractor’s record of integrity and business ethics,

LAUSD may consider factors including, but not limited to: criminal investigations, indictments, injunctions, fines, convictions, administrative agreements, suspensions or debarments imposed by other governmental agencies, tax delinquencies, settlements, financial solvency, past performance, prior determinations of failure to meet integrity-related responsibilities, and violations by the Contractor and its Representatives of any LAUSD policies and Codes in prior procurements and contracts. LAUSD reserves the right to reject any bid, proposal and contract, and to impose other sanctions against Contractors who fail to comply with our district policies and requirements, or who violate the prohibitions set forth below in Section 6, Prohibited Activities.

C. Maintain the Cone of Silence – Contractors shall maintain a Cone of Silence during required

times of the contracting process to ensure that the process is shielded from even the appearance of undue influence. Contractors and their Representatives risk disqualification from consideration and/or other penalties outlined in Section 8, Enforcement Provisions, if they engage in prohibited communication during the restricted period(s).

(1) Competitive Contracting Process – To ensure a level playing field with an open and uniform competitive contracting process, Contractors and their Representatives must maintain a Cone of Silence from the time when an Invitation for Bid (IFB), Request for Proposal (RFP), Request for Interest and Bid (RFIB), Request for Quote, Request for Qualification, or any other solicitation release is announced until the time a contract award recommendation is made public by the Board Secretariat’s posting of the board report for the contract to be approved. During the time under the Cone of Silence, Contractors and their Representatives are prohibited from making any contact on any part of a proposal, negotiation or contract with any LAUSD official as this could appear to be an attempt to curry favor or influence. An “LAUSD official” is broadly defined to include “any board member, employee, consultant or advisory member of LAUSD” who is involved in making recommendations or decisions for LAUSD.

Schematic of LAUSD’s Competitive Contracting Process (Illustrative Only)

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Cone of Silence

2.

Solicitation Release

3. Pre-proposal Conference

4. Proposal Due Date

5. Evaluation of Proposals

6. Negotiations

7. Notice of Intent to Award

8. Protest Review*

9. Public Posting of Board Report on Contract to be Approved

10. Board Approval or Ratification of Contract

Contracting Process

Lobbying in this period may require registration and disclosure in LAUSD’s Lobbying Disclosure Program, if the triggers are met.

* Note: Protests can sometimes extend past the contract approval process

(a) Prohibited Communication – Examples of prohibited communication by Contractors and their Representatives under the Cone of Silence include, but are not limited to: (i) contact of LAUSD Officials, including members of the department initiating a

contract, or members who will serve on an evaluation team for any contract information that is not uniformly available to all other bidders, proposers or contractors;

(ii) contact of LAUSD Officials, including Board Members and their staff, to lobby on any aspect relating to a contract matter under consideration, negotiation, protest or dispute;

(iii) contact of LAUSD Officials in the particular department requesting a competitive contract to discuss other business or partnership opportunities.

(b) Exceptions – The following are exceptions to the Cone of Silence: (i) open and uniform communications which are made as part of the procurement

process such as the pre-bid or pre-proposal meetings or other exchanges of information which are given to all proposers;

(ii) interviews or presentations to evaluation committee members which are part of the procurement process;

(iii) clarification requests made in writing, under the terms expressly allowed for in an LAUSD contracting document, to the appropriate designated contract official(s);

(iv) negotiations with LAUSD’s designated negotiation team members; (v) protests which follow the process outlined by LAUSD’s protest policies and

procedures; and (vi) requests for technical assistance approved by LAUSD contract officials (for

example questions relating to LAUSD’s Small Business Enterprise Program, or requests for formal guidance on ethics matters from the Ethics Office).

(2) Non-Competitive Contracting Process – To ensure the integrity of the non-competitive contracting process, Contractors and their Representatives must maintain a Cone of Silence from the time when a proposal is submitted to LAUSD until the time the contract is fully executed. During this designated time, Contractors and their Representatives are prohibited from making any contact with LAUSD officials on any of the terms of the contract under consideration as this could appear to be an attempt to curry improper favor or influence. The only exceptions to this Cone of Silence are clarification requests made with the Contract Sponsor or the appropriate designated contract official(s) in the Procurement Services Group or Facilities Contracts Branch.

Examples of Maintaining the Cone of Silence

(3) Mai Vien Da is the CEO of a firm that wants to do business with LAUSD. She is at a party when she sees the head of the LAUSD division that has just issued an RFP that her company is interested in bidding on.

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Mai can say “hello,” but she must not discuss her proposal or the contracting process at all with the division head.

(4) Mai is also interested in having her sales team meet with LAUSD officials district-wide to promote her firm’s services, so that they can sell work on smaller projects that do not need to be competitively bid.

Mai and her employees may attempt to meet with district officials to discuss potential services outside of a competitive process, but she needs to recognize that her marketing activities may require her to register her firm and her employees in LAUSD’s Lobbying Disclosure Program. (See Section 5, Disclosure Obligations).

D. Manage Potential Conflicts – Contractors shall disclose all potential or actual conflicts to LAUSD on an ongoing basis with a Meaningful Conflict Disclosure. A “Meaningful Conflict Disclosure” is a written statement to LAUSD which lays out full, accurate, timely, and understandable information with regard to any potential conflicts involving Contractors and their work for LAUSD. The specific requirements for a Meaningful Conflict Disclosure are set forth in Section 3.D.(2) below. LAUSD relies on these proactive disclosures by Contractors to manage potential conflicts before they become actual conflicts of interest. A potential for conflict is present whenever a situation arises which creates a real or apparent advantage or a competing professional or personal interest for a Contractor. Such situations become conflicts of interest, if appropriate safeguards are not put into place. Examples of potential or actual conflicts include, but are not limited to situations when:

• a financial relationship (income, stocks, ownership, investments, loans, excessive gifts, etc.) or close personal relationship exists or has existed between a Contractor or its Representatives and a LAUSD official;

• a financial or close personal relationship exists between any officers, directors or key employees of a Contractor or its Representatives and a LAUSD official;

• a prior, current or potential employment relationship exists between a Contractor or its Representatives and a current or former LAUSD official;

• an overlap exists between work that a Contractor or its Representative performs or has performed for LAUSD and work he or she will perform on behalf of another client; or

• an opportunity arises in which a Contractor or its Representative can make a governmental decision within the scope of LAUSD contractual duties that impacts his or her personal financial interests or relationships,

Contractors and their Representatives have a continuing obligation to advise LAUSD proactively of any potential conflicts which may arise relating to a contract.

(1) State Conflict Standards – LAUSD is generally prohibited by California’s Political Reform Act (Government Code Section 87100 ) and Government Code Section 1090 from contracting with Contractors if the Contractors, their Representatives, their officers, or any household member of the preceding serve LAUSD in any way in developing, awarding, or otherwise participating in the making of the same contract. California law also governs situations in which there has been a financial interest between a Contractor and a public official within a 12-month window leading up to a governmental decision. It does not matter whether the impact of an existing relationship is beneficial or detrimental to the interests of the Contractors, their Representatives, or the public agency. Moreover, Government Code Section 1090 defines “making a contract” broadly to include actions that are preliminary or preparatory to the selection of a Contractor such as but not limited to: involvement in the reasoning, planning, and/or drafting of scopes of work, making recommendations, soliciting bids and requests for proposals, and/or participating in preliminary discussions or negotiations.

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Any contract made in violation of Section 1090 is void and cannot be enforced. When Section 1090 is violated, a government agency is not obligated to pay the Contractor for any goods or services received under the void contract. In fact, the agency can also seek repayment from the Contractor of any amounts already paid and the agency can refer the matter to the appropriate authorities for prosecution.

(2) Meaningful Conflict Disclosure – Contractors shall provide a meaningful disclosure of all potential and actual conflicts in a written statement to the LAUSD Contract Sponsor, the Ethics Office and the contracting contact from the Procurement Services Group/or the Facilities Contracts Branch. This disclosure requirement is a continuing duty on all Contractors. At a minimum, a Meaningful Conflict Disclosure must identify the following: (a) names and positions of all relevant individuals or entities; (b) nature of the potential conflict, including specific information about the financial

interest or relationship; and (c) a description of the suggested remedy or safeguard for the conflict.

(3) Resolution of Conflicts – When necessary, LAUSD will advise Contractors on how a disclosed conflict should be managed, mitigated or eliminated. The Contract Sponsor, in consultation with the Procurement Services Group/Facilities Contracts Branch, the Ethics Office, and the Office of the General Counsel, shall determine necessary actions to resolve any of the Contractors’ disclosed conflict(s). When it is determined that a conflict must be addressed, a written notification will be made to the Contractor, indicating the actions that the Contractor and LAUSD will need to take to resolve the conflict.

Examples of Managing Potential Conflicts

(4) Rhoda Warrior is a consultant from Global Consulting Firm. She has been assigned by her firm to do work for a particular LAUSD department. Although she does not directly work with him, her husband, Antonio, is one of the senior officials in that department.

Global Consulting must disclose this potential problem via a Meaningful Conflict Disclosure to LAUSD. Depending on the exact nature of her work within that department, Global Consulting and the LAUSD Contract Sponsor may need to take steps to safeguard Rhoda’s work from any actual conflict of interest.

(5) Amartya Singh is a HR consultant from the Tip Top Talent Agency whose firm is providing temporary support to help LAUSD improve its recruitment efforts. Amartya is himself serving as acting deputy director for the HR division, and in that capacity has been asked to review and approve all bills for the department. In doing his work, Amartya comes across a bill for the Tip Top Talent Agency which requires approval.

Tip Top Talent Agency must disclose the conflict and work with LAUSD to ensure that someone more senior or external to Amarty’s chain-of-command is the one that reviews, evaluates, or approves bills relating to Tip Top Talent Agency. Even if Amartya decides to quit Tip Top Talent to join LAUSD, he cannot be involved with matters relating to Tip Top Talent until 12 months have passed from the date he received his last payment from the firm.

(6) Greta Planner is a technology consultant that has been hired to design all the specifications for a group of new technology labs. One of the services that Greta will be specifying is an automated wireless projection system. As it turns out, Greta owns direct stock in a firm that manufactures these types of projection systems.

Greta’s direct stock ownership constitutes a financial interest in that company. She must disclose the potential conflict right away in writing to the LAUSD Contract Sponsor, so that the appropriate safeguards can be put in place to prevent any actual conflict.

Agreement #: _____ Firm:_____________


E. Provide Contracting Excellence – Contractors are expected to deliver high quality, innovative

and cost-effective goods and services to LAUSD, so that the public is served with the best value for its dollars.

F. Promote Ethics Standards – Contractors shall be responsible for ensuring that their

Representatives, regardless of position, understand and comply with the duties and requirements outlined in this Code and to ensure that their behavior, decisions, and actions demonstrate the letter and spirit of this Code. Contractors may draw upon the resources provided by LAUSD, including but not limited to those made available by the Ethics Office, the Procurement Services Group, and the Facilities Contracts Branch. Such training resources and additional information about LAUSD policies can be found on LAUSD’s website (www.lausd.net).

G. Seek Advice – Contractors are expected and encouraged to ask questions and seek formal

guidance regarding this Code or other aspects of responsible business conduct from the LAUSD Ethics Office whenever there is a doubt about how to proceed in an ethical manner. A Contractor’s proactive management of potential ethics concerns is necessary and vital since this Code does not seek to address or anticipate all the issues that may arise in the course of seeking or doing business with LAUSD.

Example of Seeking Advice

(1) Abe Iznismann is President of Accelerated Sciences, a new company that makes supplemental teaching tools in the sciences. Over the summer, Abe hired Grace Principle, a seasoned LAUSD administrator who now works in teacher recruitment, to consult with Accelerated Sciences in developing a cutting-edge learning tool. Originally, the company planned to sell the products only to schools in other states, but now it wants to sell the products in California and possibly to LAUSD. Abe wants to work with Grace to develop a win-win strategy for offering the new tools to LAUSD at a discount.

Accelerated Sciences needs to be very careful to ensure that Grace is not involved in any aspect relating to selling the product to LAUSD, especially since Grace has a financial interest with the firm. Remember, under California law, the mere existence of a financial interest creates a concern that will cause the good faith of any acts to be questioned, no matter how conscientious the individuals. Before undertaking any effort to sell to LAUSD, Abe or another manager at Accelerated Sciences should seek out advice on other safeguarding measures to ensure that their good intentions do not inadvertently create a bad outcome for the firm or Grace.

4. Relationship Management LAUSD expects Contractors and their Representatives to ensure that their business dealings with and/or on behalf of LAUSD are conducted in a manner that is above reproach.

A. Employ Good Practices – Contractors and their Representatives shall conduct their employment and business practices in full compliance with all applicable laws, regulations and LAUSD policies, including but not limited to the following:

(1) Equal Employment Opportunity – Contractors shall ensure that there is no discrimination in hiring due to race, color, religious creed, national origin, ancestry, marital status, gender, sexual orientation, age, or disability.

(2) Health and Safety – Contractors shall provide a safe and healthy work environment and fully comply with all applicable safety and health laws, regulations, and practices.

Agreement #: _____ Firm:_____________


(3) Drug Free Environment – Contractors shall ensure that there is no manufacture, sale, distribution, possession or use of illegal drugs or alcohol on LAUSD-owned or leased property.

(4) No Harassment – Contractors shall not engage in any sexual or other harassment, physical or verbal abuse, or any other form of intimidation.

(5) Sweat-Free Conditions – Contractors shall ensure that no child and/or forced or indentured labor is used in their supply chain. Contractors shall require that all goods provided to LAUSD are made in compliance with the governing health, safety and labor laws of the countries of origin. Additionally, Contractors shall ensure that workers are free from undue risk of physical harm or exploitation and receive a non-poverty wage.

B. Use Resources Responsibly – Contractors and their Representatives shall use LAUSD assets for LAUSD business-related purposes only unless given written permission for a specific exception by an authorized LAUSD official. LAUSD assets include: time, property, supplies, services, consumables, equipment, technology, intellectual property, and information.

C. Protect Confidentiality – Contractors and their Representatives shall protect and maintain

confidentiality of the work and services they provide to LAUSD. All communications and information obtained in the course of seeking or performing work for LAUSD should be considered confidential. No confidential information relating to LAUSD should ever be disclosed without express authorization by LAUSD in writing, unless otherwise legally mandated.

D. Guard the LAUSD Affiliation – Contractors and their Representatives shall be cautious of how they portray their relationship with LAUSD to the Public. Communications on behalf of LAUSD can only be made when there is express written permission by an LAUSD official authorized by LAUSD’s Office of General Counsel.

(1) LAUSD Name and Marks – Contractors shall ensure that all statements, illustrations or other materials using or referencing LAUSD or its marks and logos—including the names and logos of any of our sub-divisions, and/or any logos created by and for LAUSD—receive advance review and written approval of the relevant LAUSD division head prior to release or use.

(2) Commercial or Advertising Message – Contractors shall ensure that no commercial or advertising message, or any other endorsements—express or implied—are suggested or incorporated in any products, services, enterprises or materials developed for/or relating to LAUSD unless given written permission to do otherwise by LAUSD’s Board of Education.

E. Respect Gift Limits – Contractors and their Representatives shall abide by LAUSD’s gift limits and use good judgment, discretion and moderation when offering gifts, meals or entertainment or other business courtesies to LAUSD officials, so that they do not place LAUSD officials in conflict with any specific gift restrictions:

(1) No Contractor or their Representative shall offer, give, or promise to offer or give, directly or indirectly, any money, gift or gratuity to any LAUSD procurement official at any time.

(2) No Contractor or their Representative shall offer or give, directly or indirectly, any gifts in a calendar year to an LAUSD Official which exceed LAUSD’s allowable gift limit.

Agreement #: _____ Firm:_____________


Example of Respecting Gift Limits

(3) It’s the holidays and Sue Tienda, a Contractor, wants to take a few LAUSD officials out to lunch and to provide them with gift baskets as a token of thanks for the work they have done together.

Assuming Sue is not attempting to take out any procurement officials (since they observe a zero tolerance policy on gifts), Sue needs to respect the Board-established gift limit for LAUSD officials. Sue should also be aware that giving a gift totaling over $50 in a year to LAUSD officials will create a reporting responsibility for the officials, if they are designated Form 700 Statement of Economic Interest filers. Additionally, if there is a procurement underway involving Sue or her firm, she should not give gifts to the LAUSD officials who are part of the evaluation process until the contract is awarded. Finally, Sue may also want to keep in mind that a nice personalized thank-you note can pack quite a punch!

Anyone doing business with LAUSD shall be charged with full knowledge that LAUSD’s contracting decisions are made based on quality, service, and value. LAUSD does not seek any improper influence through gifts or courtesies.

F. Observe Cooling Periods – Contractors and their Representatives shall observe and maintain the integrity of LAUSD’s Cooling Periods. A “Cooling Period” is a mechanism used by public agencies and private organizations across the country to ensure that no unfair competitive advantage is extended due to the hiring of current or former employees. Allowing for some time to pass before a former official works on matters related to their prior agency or a new official works on matters related to their prior employer helps to mitigate concerns about the appearance of a “revolving door” where public offices are sometimes seen to be used for personal or private gain.

Contractors shall certify that they are upholding LAUSD’s revolving door provisions as part of the contracting process. In their certification, Contractors shall detail the internal firewalls that have been put in place to preserve LAUSD’s cooling periods. As with other public agencies, LAUSD observes three key types of cooling periods for safeguarding the critical transitions between public service and private industry:

Figure 2 – Schematic of LAUSD Cooling Periods (Illustrative Only)

(1) Government to Lobbying Restriction (One-Year Cooling Period) – LAUSD will not contract with any entity that compensates a former LAUSD official who lobbies LAUSD before a one (1) year period has elapsed from that official’s last date of employment

Example of Lobbying Restriction

Ace Impact Group wants to hire Joe Knowsfolks, a former LAUSD official, to help the company cultivate new business opportunities with LAUSD and arrange meetings with key LAUSD officials.

Government to Lobbying RestrictionCease LAUSD Employment

Government to Industry Restriction

Industry to Government RestrictionBegin LAUSD Employment

Varies depending on prior LAUSD contracting

Year (1) One Year (2) Two

Agreement #: _____ Firm:_____________


To avoid the possibility of unfair advantage or improper influence, Ace Impact Group is prohibited from utilizing Joe to contact anyone at LAUSD on their behalf until at least one year has passed from Joe’s last date of employment. Joe may help Ace lobby other public entities, but Joe cannot communicate with anyone at LAUSD, either in person or in writing, on behalf of his new company.

(2) Government to Industry Restriction

(a) Insider Advantage Restriction (One-Year Cooling Period) – LAUSD will not contract with any entity that compensates any current or former LAUSD official to work on a matter with LAUSD, if that official, within the preceding 12 months, held a LAUSD position in which they personally and substantially participated in that matter.

Example of Insider Advantage Restriction

Risky Business is a small boutique firm that helps public agencies, including LAUSD, develop strategies for managing and overcoming their unfunded liability. Risky Business wants to extend an offer of employment to Nooriya, a LAUSD official, whose previous responsibilities included advising LAUSD’s Board and management on the issue of the district’s unfunded liability. As part of its certification, Risky Business needs to identify what safeguards it will have in place to ensure that Nooriya’s work for them does not include matters relating to her prior LAUSD responsibilities for at least one year from when she left her LAUSD job. Given that “matters” include broad policy decisions, the general rule of thumb for avoiding any insider advantage is to have former LAUSD officials steer clear of LAUSD work for a year.

(b) Contract Benefit Restriction (Two-Year Cooling Period) – LAUSD will not contract with any entity that employs any current or former LAUSD official who within the preceding two (2) years, substantially participated in the development of the contract’s RFP requirements, specifications or any part of the contract’s procurement process, if the official will perform any services for the Contractor relating to LAUSD on that contract.

Example of Contracting Benefit Restriction

Technology Advances has just won a big contract with LAUSD and is looking for talent to help support the company’s growing work load. The firm wishes to hire some LAUSD employees: Aisha, a LAUSD technology official, her deputy Raj who was the individual who oversaw LAUSD’s contracting process with Technology Advances, and Linda, an engineer who was on the evaluation committee that selected Technology Advances.

If Technology Advances hires any of these individuals, none may perform any work for the firm relating to this LAUSD work until two years have elapsed from the date that the contract was fully executed. This case is a good example of how the cooling period seeks to ensure that there is no benefit resulting from a public official’s awarding of a contract. All of the LAUSD employees in this example would be considered to have substantially participated in the contract – Raj due to his direct work, Linda due to her role evaluating the bid proposals, and Aisha due to the fact that supervising both employees is a part of her official responsibility. Technology Advances should consider the implications before hiring individuals involved with their LAUSD contracting process.

(3) Industry to Government Restriction (One-Year Cooling Period) – In accordance with California law, Contractors and/or their Representatives who act in the capacity of

Agreement #: _____ Firm:_____________


LAUSD officials shall be disqualified from making any governmental decisions relating to a personal financial interest until a 12-month period has elapsed from the time the interest has been disposed or severed.

Example of Industry to Government Restriction

Sergei Konsultantov is an outside contractor that has been hired to manage a major reorganization project for LAUSD. Sergei is on the Board of Directors for several companies who do business with LAUSD.

Sergei must not participate in any governmental decisions for LAUSD relating to any private organization for whom he has served as an employee, officer, or director, even in an unpaid capacity, if less than 12 months has passed since he held such a status. Sergei should contact the Ethics Office before starting his work to put a formal disqualification into effect and to seek out any other ethical safeguards he should have in place.

(4) In rare and unusual circumstances, LAUSD’s General Superintendent or his/her designee

upon a showing of good cause may waive the Insider Advantage Restriction in writing with notification to the Board of Education, prior to approving a contract or its amendment.

G. Safeguard Prospective Employment Discussions – Contractors and their Representatives shall

safeguard any prospective employment discussions with current LAUSD officials, especially when the official is one who may participate “personally and substantially” in a matter relating to the Contractor.

Example of Safeguarding an Employment Offer

(1) Audit Everything, a firm that does work for LAUSD, has been really impressed by Thora Revue, an audit manager that oversees some of their audits. Audit Everything is interested in having Thora work for their firm.

Before Audit Everything begins any prospective discussions with Thora, they should let her supervisor know of their interest and ask what safeguards need to be put in place. For example, if Thora does not outright reject the idea and is instead interested in entertaining the offer, she and her manager will have to work with the Ethics Office to put into effect a disqualification from any further involvement relating to the Contractor before any actual employment discussions are allowed to proceed. Any Contractor who engages in employment discussions with LAUSD officials before a disqualification has been completed is subject to the penalties outlined in this Code.

H. Conduct Political Activities Privately – Contractors and their Representatives shall only engage in political support and activities in their own personal and voluntary capacity, on their own time, and with their own resources.

I. Make Philanthropy Voluntary – Contractors and their Representatives shall only engage in

philanthropic activities relating to LAUSD on their own time and with their own resources. LAUSD views philanthropic support as a strictly voluntary opportunity for Contractors to demonstrate social responsibility and good citizenship. No expressions of support should be construed to have a bearing on current or future contracts with LAUSD. And no current or potential contracting relationship with LAUSD to provide goods or services is contingent upon any philanthropic support from Contractors and their Representatives, unless otherwise designated as part of a bid or proposal requirement in an open, competitive contracting process to solicit a specific type of support.

Agreement #: _____ Firm:_____________


(1) Guidelines for Making a Gift to a Public Agency – Contractors who wish to provide philanthropic support to LAUSD shall abide by the ethical and procedural policies and requirements established by LAUSD which build upon the “Gifts to an Agency” requirements established in California’s Code of Regulations Section 18944.2. For outside entities to make a gift or payment to LAUSD in a manner that maintains public integrity, the following minimum requirements must be met: (a) LAUSD must receive and control the payment; (b) LAUSD must use the payment for official agency business; (c) LAUSD, in its sole discretion, must determine the specific official or officials who

shall use the payment. The donor may identify a specific purpose for the agency’s use of the payment, so long as the donor does not designate the specific official or officials who may use the payment; and

(d) LAUSD must have the payment memorialized in a written public record which embodies the requirements of the above provisions and which: - Identifies the donor and the official, officials, or class of officials receiving or

using the payment; - Describes the official agency use and the nature and amount of the payment; - Is filed with the agency official who maintains the records of the agency’s

Statements of Economic Interests (i.e. the Ethics Office); and - Is filed as soon as possible, but no later than 30 days of receipt of the payment by

LAUSD.

5. Disclosure Obligations LAUSD expects Contractors and their Representatives to satisfy the following public disclosure obligations: A. Identify Current and Former LAUSD Officials – To ensure against conflict or improper

influence resulting from employment of current or former LAUSD employees, Contractors and their Representatives shall disclose any of their employees, subcontractors or consultants who within the last three years have been or are employees of LAUSD. The disclosure will be in accordance with LAUSD guidelines and will include at a minimum the name of the former LAUSD employee(s), a list of the LAUSD positions the person held in the last three years, and the dates the person held those positions. Public agencies that provide contract services are not subject to this requirement. (1) In rare and unusual circumstances, LAUSD’s General Superintendent or his/her designee

upon a showing of good cause may waive this disclosure requirement in writing with notification to the Board of Education, prior to approving a contract or its amendment.

B. Be Transparent about Lobbying – Contractors and their Representatives shall abide by

LAUSD’s Lobbying Disclosure Code and register and fulfill the associated requirements, if they meet the trigger(s). LAUSD’s lobbying policy seeks to enhance public trust and confidence in the integrity of LAUSD’s decision-making process by providing transparency via a public record of the lobbying activities conducted by individuals and organizations. A “lobbying activity” is defined as any action taken with the principal purpose of supporting, promoting, influencing, modifying, opposing, delaying or advancing any rule, resolution, policy, program, contract, award, decision, or other proposal under consideration by LAUSD officials.

For further information on LAUSD’s lobbying policy, Contractors and their Representatives shall review the resource materials available on the Ethics Office website (www.lausd.net/ethics). Failure to comply with LAUSD’s Lobbying Disclosure Code can result in fines and sanctions including debarment from contracting with LAUSD.

Agreement #: _____ Firm:_____________


C. Fulfill the State-Mandated Statement of Economic Interests (“Form 700”) Filing Requirement – Contractors and their Representatives shall abide by the financial disclosure requirements of California’s Political Reform Act (Gov. Code Section 81000-91015). Under the Act, individual Contractors and their Representatives may be required to disclose economic interests that could be foreseeably affected by the exercise of their public duties in a disclosure filing called the Statement of Economic Interests or Form 700. A Form 700 serves as a tool for aiding public officials at all levels of government to ensure that they do not make or participate in making, any governmental decisions in which they have an interest.

(1) Applicability – Under the law, individual Contractors and their Representatives are considered public officials and need to file a Form 700 as “consultants”, if the services they are contracted to provide fit the triggers identified by the Political Reform Act. Meeting either of the test triggers below requires a Contractor’s Representative(s) to file a Form 700: (a) Individual Makes Governmental Decisions – Filing is required if an individual is

involved in activities or decision-making such as: obligating LAUSD to any course of action; authorizing LAUSD to enter into, modify, or renew a contract; granting approval for contracts, plans, designs, reports, studies or other items; adopting or granting approval on policies, standards or guidelines for any subdivision of LAUSD; or negotiating on behalf of LAUSD without significant intervening review.

(b) lndividual Participates in the Making of Governmental Decisions for LAUSD and Serves in Staff-like Capacity – Filing is also required if an individual is performing duties for LAUSD on a continuous or ongoing basis extending beyond one year such as: advising or making recommendations to LAUSD decision makers without significant intervening review; conducting research or an investigation; preparing a report or analysis which requires the individual to exercise their judgment; or performing duties similar to an LAUSD staff position that is already designated as a filer position in LAUSD’s Conflict of Interest Code.

(2) Filing Timelines – Individuals who are legally required to complete a Statement of Economic Interests form must submit a filing:

(a) upon commencement of work with LAUSD, (b) on an ongoing basis thereafter in accordance with the April 1st annual deadline, and (c) upon termination of work with LAUSD.

(3) Process – Contractors and their Representatives shall coordinate with their LAUSD Contract Sponsor(s) to ensure that they meet this state mandate in the manner required by law. Form 700s must be received by the LAUSD Ethics Office to be considered properly filed in accordance with the Political Reform Act.

(4) Disqualifications – Individuals who must file financial disclosure statements are subject to the requirements of the Political Reform Act as is the case with any other “public official” including disqualification when they encounter decision-making that could affect their financial interests. Contractors and their Representatives shall be responsible for ensuring that they take the appropriate actions necessary, so as not to violate any aspect of the Act.

Examples of Form 700 Filers and Non-Filers

(5) Maria Ley is an attorney for the firm of Legal Eagles which serves as outside counsel to LAUSD. In her capacity as outside counsel, Maria provides ongoing legal services for LAUSD and as such participates in the making of governmental decisions. Maria’s role involves her in advising or making recommendations to government decision-makers and also gives her the opportunity to impact decisions that could foreseeably affect her own financial interests.

Agreement #: _____ Firm:_____________


Maria would be considered a consultant under the Political Reform Act and would need to file a Form 700.

(6) The Research Institute has been hired by LAUSD to do a major three-year policy study which will help LAUSD decide the shape and scope of a major after-school tutoring initiative, including the total funding that should be allocated. As part of the Institute’s work, their researchers will help LAUSD design and decide on some additional contracts for supplemental survey research. The Institute knows that all the principal researchers on their team will have to be Form 700 filers because their work is ongoing and will influence LAUSD’s governmental decision. However, the Institute is unsure of whether their trusty secretary, Bea Addman, would have to be a filer. Bea does not need to file. Even though she will be housed at LAUSD for the three years and act in a staff-like capacity, she will provide clerical support primarily and will not participate in making any governmental decisions.

(7) Bob Builder works for a construction company that will be supporting LAUSD’s school-building initiative on a continuous basis. Bob will direct activities concerning the planning and construction of various schools facilities, coordinate land acquisition, supervise teams, set policies, and also prepare various budgets for LAUSD. Bob meets the trigger defined under the law because as part of the services he will provide, he has the authority to affect financial interests and commit LAUSD to government actions at his discretion. Additionally, in his role, he will be performing essentially the same tasks as an LAUSD Facilities Project Manager which is a position that is already designated in LAUSD’s Conflict of Interest Code. Therefore, Bob is required to file a Form 700.

6. Prohibited Activities A Contractor, its Representative(s) and all other agent(s) acting on its behalf are prohibited from engaging in the following activities:

GENERAL PROHIBITIONS A. Acting in a manner that would be reasonably known to create or lead to a perception of

improper conduct that could result in direct or indirect damage to LAUSD or our reputation

B. Acting with the purpose or intent of placing an LAUSD official under personal obligation to any Contractor or its Representatives

C. Conducting business with or on behalf of LAUSD in a manner that would be reasonably known to create or lead to a perception of self-dealing

D. Conducting work on behalf of another client on a matter that would be reasonably seen as in conflict with work performed for LAUSD

E. Disclosing any proprietary or confidential information, including employee or student health information, about LAUSD, our employees, students, or contractors to anyone not authorized by a written LAUSD re-disclosure agreement to receive the information

F. Knowingly deceiving or attempting to deceive an LAUSD official about any fact pertaining to any pending or proposed LAUSD decision-making

G. Making or arranging for any gift(s) or gratuities that violate LAUSD’s policies, including: (1) Providing any gifts at all to a procurement employee; (2) Providing any gifts in excess of LAUSD’s gift limit in a calendar year to any LAUSD

official or to a member of his/her household; and (3) Providing gifts without the necessary public disclosure when disclosure is required

H. Offering any favor, gratuity, or kickback to an LAUSD official for awarding, modifying, or providing preferential treatment relating to an LAUSD contract

Agreement #: _____ Firm:_____________


I. Receiving or dispersing compensation contingent upon the defeat, enactment, or outcome of any proposed policy or action

J. Taking any action to circumvent LAUSD’s system of controls or to provide misleading information on any documents or records

K. Using LAUSD assets and resources for purposes which do not support LAUSD’s work

L. Using LAUSD provided technology or systems to create, access, store, print, solicit or send any material that is false, derogatory, malicious, intimidating, harassing, threatening, abusive, sexually explicit or otherwise offensive

M. Violating or counseling any person to violate any provisions of LAUSD’s Contractor Code of Conduct, Lobbying Disclosure Code, Employee Code of Ethics, and/or any other governing state or federal laws

CONTRACTING PROHIBITIONS N. Dealing directly with an LAUSD official who is a close relative or cohabitant with a

Contractor or its Representatives in the course of negotiating a contracting agreement or performing a Contractor’s obligation (1) For the purposes of this policy, close relatives shall be defined as including spouse,

sibling, parent, grandparent, child, and grandchild. Cohabitants shall be defined as persons living together.

O. Engaging in prohibited communication with LAUSD officials during the Cone of Silence time period(s) of the contracting process (1) In a competitive contracting process, the Cone of Silence begins from the time when an

Invitation for Bid (IFB), Request for Proposal (RFP), Request for Interest and Bid (RFIB), Request for Quote, Request for Qualification, or any other solicitation release is announced by LAUSD until the time a contract award recommendation is made public by the Board Secretariat’s posting of the board report for the contract to be approved.

(2) In a non-competitive contracting process, the Cone of Silence begins at the time when a proposal is submitted to LAUSD until the time the contract is fully executed.

P. Employing any current or former LAUSD employee to perform any work prohibited by the “Cooling Periods” defined in Section 4F of this Code

Q. Making or participating in the making of governmental decisions on behalf of LAUSD when a Contractor or its Representatives has an existing financial interest that is prohibited under the law

R. Making any substitution of goods, services, or talent that does not meet contract specifications without prior approval from LAUSD

S. Making false charges on claims for payment submitted to LAUSD in violation of the California False Claims Act, Cal. Government Code §§ 12650-12655

T. Requesting, attempting to request, or accepting—either directly or indirectly—any protected information regarding present or future contracts before the information is made publicly available at the same time and in the same form to all other potential bidders

U. Submitting a bid as a proposer or sub-proposer on a particular procurement after participating in its development (e.g. identifying the scope of work, creating solicitation documents or technical specifications, developing evaluation criteria, and preparing contractual instruments)

Agreement #: _____ Firm:_____________


LOBBYING PROHIBITIONS V. Engaging in any lobbying activities without the appropriate disclosure, if the registration

trigger has been met

W. Lobbying on behalf of LAUSD, if a Contractor or its Representatives is lobbying LAUSD officials. (1) Any person or entity who receives compensation to lobby on behalf of or otherwise

represent LAUSD, pursuant to a contract or sub-contract, shall be prohibited from also lobbying LAUSD on behalf of any other person or entity for compensation as this would be considered a conflict of interest.

7. Issues Resolution Early identification and resolution of contracting or other ethical issues that may arise are critical to building public trust. Whenever possible, it is advisable to initiate the issue resolution process proactively, either with the designated contracting contact if the issue arises during the contracting process, or with the Contract Sponsor in the case of an active contract that is being carried out. It is always appropriate to seek out the Procurement Services Group or the Facilities Contracts Branch to resolve an issue, if another alternative is not possible. Formal disputes regarding bid solicitations or contract awards should be raised and addressed in accordance with LAUSD policy where such matters will be given full, impartial, and timely consideration.

8. Enforcement Provisions While Contractors and their Representatives are expected to self-monitor their compliance with this Contractor Code of Conduct, the provisions of this Code are enforceable by LAUSD. Enforcement measures can be taken by LAUSD’s Procurement Services Group or Facilities Contracts Branch in consultation with the Contract Sponsor, the Ethics Office, the Office of the General Counsel, and the Office of the Inspector General. The Office of the Inspector General may also refer matters to the appropriate authorities for further action.

A. Report Violations – Good faith reporting of suspected violations of the Contractor Code of Conduct is encouraged. Reports of possible violations should be made to the Office of the Inspector General where such reports will be investigated and handled with the level of confidentiality that is merited and permitted by law. No adverse consequences will result to anyone as a result of making a good faith report.

B. Cooperate on Audits and Investigations – Contractors and their Representatives shall cooperate with any necessary audits or investigations by LAUSD relating to conduct identified in this Code. Such audits and investigations may be conducted when LAUSD has reason to believe that a violation of this Code has occurred. Once an audit or investigation is complete, LAUSD may contact a Contractor or their Representatives to establish remedies and/or sanctions.

C. Comply with Sanctions – Contractors and their Representatives shall comply with the necessary sanctions for violations of this Code of Conduct. Remedies can include and/or combine one or more of the following actions:

(1) Removal of offending Contractor or subcontractor; (2) Implementation of corrective action plan approved by LAUSD; (3) Submission of training plan for preventing future violations of the Code; (4) Probation for 1-3 years; (5) Rescission, voidance or termination of a contract; (6) Suspension from all LAUSD contracting for a period of time; (7) Prohibition from all LAUSD lobbying activities; (8) Compliance with deferred debarment agreement; (9) Debarment from all LAUSD procurement or contracting; or (10) Other sanctions available by law that are deemed reasonable and appropriate.

Agreement #: _____ Firm:_____________


In the case of a procurement in which a contract has yet to be awarded, LAUSD reserves the right to reject any bid or proposal, to terminate the procurement process or to take other appropriate actions. Failure to remedy the situation in the timely manner prescribed by LAUSD can result in additional sanctions. Records of violations or any other non-compliance are a matter of public record. Any debarment proceeding will follow due process in accordance with the procedures described in LAUSD’s Debarment Policy.

9. Future Code Updates To ensure that LAUSD maintain our effectiveness in promoting integrity in our contracting processes and our use of public tax dollars, LAUSD reserves the right to amend and modify this Contractor Code of Conduct at its discretion. LAUSD’s Ethics Office will post the latest version of the Code on its website. Interested parties with ideas on how LAUSD can strengthen our Code to improve public trust in the integrity of LAUSD’s decision-making can contact LAUSD’s Ethics Office in writing to share their comments. Such comments will be evaluated for future code updates.

LAUSD is not responsible for notifying a Contractor or their Representatives of any changes to this Code. It is the responsibility of a Contractor to keep itself and its Representatives apprised of any changes made to this Code. LAUSD is not responsible for any damages that may occur as a result of a Contractor’s failure to fulfill its responsibilities of staying current on this Code.

10. Severability If one part or provision of this Contractor Code of Conduct, or its application to any person or organization, is found to be invalid by any court, the remainder of this Code and its application to other persons or organizations, which has not been found invalid, shall not be affected by such invalidity, and to that extent the provisions of this Code are declared to be severable.

Agreement #: _____ Firm:_____________

A-E Services, Existing Facilities Agreement – Rev. 02/07 Exhibit F, Page 1 of 1

Exhibit F

APPROVED HOURLY BILLING RATES EXISITNG FACILITIES


TO BE PROVIDED BY ARCHITECT-ENGINEE

Agreement #: _____ Firm:_____________

A-E Services, Existing Facilities Agreement – Rev. 02/07 Exhibit G, Page 1 of 1

Exhibit G

SUPPLEMENTARY TERMS EXISTING FACILITIES


TO BE ADDED AS REQUIRED.