Contract - Trendzitions - 2016-04-28 AGREEMENT FOR CONSULTANT SERVICES
This Agreement ("AGREEMENT") is made and effective as of1g4 ol8,, 2016,
between the Costa Mesa Sanitary District, a sanitary district (" IST ICT"), and
Trendzitions, Inc., a California Corporation ("CONSULTANT"). In consideration of the
mutual covenants and conditions set forth herein, the parties agree as follows:
Recitals
WHEREAS, on February 22, 2016 the Board of Directors of the Costa Mesa
Sanitary District approved purchasing the property at 290 Paularino Avenue for use as
the District Headquarters; and
WHEREAS, on April 18, 2016 the Board of Directors of the Costa Mesa Sanitary
District approved a budget to purchase the property and perform improvements at 290
Paularino Avenue; and
WHEREAS, Trendzitions, Inc. is a consulting firm that specializes in business
relocation planning and move management services; and
WHEREAS, Trendzitions, Inc. submitted a proposal to provide construction
management services, technology and product consulting and procurement services
and facility relocation management services; and
WHEREAS, the Costa Mesa Sanitary District finds it in the best interest of the
District to award said services to Trendzitions, Inc. because of their thirty years of
experience and extensive network of consultants, vendors and contractors; and
WHEREAS, on April 18, 2016, the Board of Directors of the Costa Mesa Sanitary
District approved waiving bidding procedures as set forth in the District's Operations
Code and authorized the General Manager to enter into an Agreement with
Trendzitions, Inc.
NOW, THEREFORE the parties hereto agree as follows:
1. TERM
This AGREEMENT shall commence on the date first written above, and shall
remain and continue in effect until tasks described herein are completed unless sooner
terminated pursuant to the provisions of this AGREEMENT.
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2. SERVICES
CONSULTANT shall perform the tasks described and set forth in Exhibit A,
attached hereto and incorporated herein as though set forth in full. CONSULTANT shall
complete the tasks according to the schedule of performance which is also set forth in
Exhibit A.
3. PERFORMANCE
CONSULTANT shall, at all times, faithfully, competently, and to the best of
his/her/its ability, experience, and talent perform all tasks described herein.
CONSULTANT shall employ, at a minimum, generally accepted standards and
practices utilized by persons engaged in providing similar services as are required of
CONSULTANT hereunder in meeting its obligations under this AGREEMENT.
CONSULTANT shall warrant that all services provided and equipment installed shall
perform in a workmanlike manner and be fit for its particular purpose.
4. DISTRICT MANAGEMENT
The General Manager shall represent DISTRICT in all matters pertaining to the
administration of this AGREEMENT, including review and approval of all products
submitted by CONSULTANT. Notwithstanding the foregoing, the General Manager's
authority to enlarge the tasks to be performed or change CONSULTANT's
compensation is subject to Section 5 hereof.
5. PAYMENT
(a) DISTRICT agrees to pay CONSULTANT in the amount that shall not
exceed Forty Two Thousand Five Hundred Ninety Two Dollars and Fifty Cents
($42,592.50), plus expenses (e.g. travel, printing) and onsite implementation, which will
be billed hourly at $150 an hour, for the total term of this AGREEMENT unless
additional payment is approved as provided in this AGREEMENT. .
(b) CONSULTANT shall not be compensated for any services rendered in
connection with its performance of this AGREEMENT that are in addition to those set
forth herein, unless such additional services are requested in a written change order
and are approved in advance and in writing by DISTRICT. The written change order
requirement cannot be waived. The General Manager may approve change orders for
additional work not to exceed the cumulative value of ten percent (10%) of the total
contract sum. Any additional work in excess of this cumulative amount shall be
approved by the Board of Directors.
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(c) CONSULTANT will submit invoices upon task completed and in
accordance to the payment schedule in Exhibit B unless otherwise agreed. Payment
shall be made within fifteen (15) days of receipt of each invoice as to all non-disputed
fees. If DISTRICT disputes any of CONSULTANTs fees, DISTRICT shall give written
notice to CONSULTANT within fifteen (15) days of receipt of an invoice of any disputed
fees contained in the invoice.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The DISTRICT may, at any time, for any reason, with or without cause,
suspend or terminate this AGREEMENT, or any portion hereof, by serving upon the
CONSULTANT written notice. Upon receipt of said notice, the CONSULTANT shall
immediately cease all work under this AGREEMENT, unless the notice provides
otherwise. If the DISTRICT suspends or terminates a portion of this AGREEMENT,
such suspension or termination shall not make void or invalidate the remainder of this
AGREEMENT.
(b) In the event this AGREEMENT is terminated pursuant to this Section, the
DISTRICT shall pay to CONSULTANT the actual value of the work performed up to the
time of termination. CONSULTANT shall immediately turn over all work-product to
DISTRICT in a readily usable form. Upon termination of the AGREEMENT pursuant to
this Section, the CONSULTANT will submit an invoice to the DISTRICT pursuant to
Section 5.
7. DEFAULT OF CONSULTANT
(a) The CONSULTANT's failure to comply with the provisions of this
AGREEMENT shall constitute a default. In the event that CONSULTANT is in default
for cause under the terms of this AGREEMENT, DISTRICT shall have no obligation or
duty to continue compensating CONSULTANT for any work performed after the date of
default and can terminate this AGREEMENT immediately by written notice to the
CONSULTANT. If such failure by the CONSULTANT to make progress in the
performance of work hereunder arises out of causes beyond the CONSULTANT's
control, and without fault of negligence of the CONSULTANT, it shall not be considered
a default.
(b) As an alternative to the procedure for immediate termination for default set
forth in subparagraph (a), if the District Manager or his/her delegate determines that the
CONSULTANT is in default in the performance of any of the terms or conditions of this
AGREEMENT, he/she may in his/her discretion cause to be served upon the
CONSULTANT a written notice of the default and demand to cure. The CONSULTANT
shall have ten (10) days after service upon it of said notice to cure the default by
rendering a satisfactory performance. In the event that the CONSULTANT fails to cure
its default within such period of time, the DISTRICT shall have the right, notwithstanding
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any other provision of this AGREEMENT, to terminate this AGREEMENT without further
notice and without prejudice to any other remedy to which it may be entitled at law, in
equity or under this AGREEMENT.
8. OWNERSHIP OF DOCUMENTS
(a) CONSULTANT shall maintain complete and accurate records with respect
to the professional services required by this AGREEMENT and will produce the work
product specified in Exhibit A and other such information required by DISTRICT that
relate to the performance of services under this AGREEMENT. CONSULTANT shall
maintain adequate records of services provided in sufficient detail to permit an
evaluation of services. All such records shall be maintained in accordance with
generally accepted accounting principles and shall be clearly identified and readily
accessible. CONSULTANT shall provide free access to the representatives of
DISTRICT or its designees at reasonable times to such books and records; shall give
DISTRICT the right to examine and audit said books and records; shall permit
DISTRICT to make transcripts therefrom as necessary; and shall allow inspection of all
work, data, documents, proceedings, and activities related to this AGREEMENT. Such
records, together with supporting documents, shall be maintained for a period of three
(3) years after receipt of final payment.
(b) Upon completion, termination, or suspension of this AGREEMENT, all
work product reduced to any medium and other documents prepared in the course of
providing the services to be performed pursuant to this AGREEMENT shall become the
sole property of the DISTRICT and may be used, or otherwise disposed of by the
DISTRICT without the permission of the CONSULTANT. With respect to computer files,
CONSULTANT shall make available to the DISTRICT, at the CONSULTANT's office
and upon reasonable written request by the DISTRICT, the necessary computer
software and hardware for purposes of accessing, compiling, transferring, and printing
computer files. Said software and hardware shall be made available to DISTRICT at
CONSULTANT's cost.
9. INDEMNIFICATION
(a) Indemnification for Professional Liability. When the law establishes a
professional standard of care for CONSULTANT's services, to the fullest extent
permitted by law, CONSULTANT shall indemnify, protect, defend, and hold harmless
DISTRICT and any and all of its officials, employees, and agents from and against any
and all losses, liabilities, damages, costs, and expenses, including attorney's fees and
costs to the extent the same arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of CONSULTANT, its officers, employees in the
performance of professional services under this AGREEMENT.
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(b) Indemnification for Other than Professional Liability. Other than in the
performance of professional services and to the fullest extent permitted by law,
CONSULTANT shall indemnify, defend, and hold harmless DISTRICT and any and all
of its employees, officials, and agents from and against any liability (including liability for
claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory
proceedings, losses, expenses, or costs of any kind, whether actual, alleged, or
threatened, including attorney's fees and costs, court costs, interest, defense costs, and
expert witness fees), where the same arise out of, pertain to, relate to, are a
consequence of, or are in any way attributable to, in whole or in part, the performance of
this AGREEMENT by CONSULTANT.
10. INSURANCE
CONSULTANT shall, at its expense, procure and maintain for the duration
of this AGREEMENT insurance against claims for injuries to persons or damages to
property which may arise from or in connection with the performance of this
AGREEMENT by the CONSULTANT, its agents, representatives, employees, or
subcontractors. CONSULTANT shall also require all of its subcontractors to procure
and maintain the same insurance for the duration of this AGREEMENT. If
CONSULTANT is an employer or otherwise hires one (1) or more employees during the
term of this PROJECT, CONSULTANT shall procure and maintain workers'
compensation coverage for such employees which meets all requirements of state law
(Labor Code § 1861).
At a minimum, CONSULTANT is required to submit proof of insurance in
accordance with the following standards:
Minimum Scope of Insurance: Coverage shall be at least as broad as the
latest version of the following: (1) General Liability. Insurance Services Office
Commercial General Liability coverage (occurrence form CG 0001): (2) Automobile
Liability. Insurance Services Office Business Auto Coverage form number CA 0001,
code 1 (any auto); and (3) Workers' Compensation and Employer's Liability. Workers'
Compensation insurance as required by the State of California and Employer's Liability
Insurance.
Minimum Limits of Insurance: CONSULTANT shall maintain limits of no less
than:
(A)General Liability. One Million Dollars ($1,000,000.00) per occurrence for
bodily injury, personal injury and property damage. If Commercial General Liability
Insurance or other form with general aggregate limit is used, either the general
aggregate limit shall apply separately to this AGREEMENT/location or the general
aggregate limit shall be twice the required occurrence limit.
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(B)Automobile Liability. One Million Dollars ($1,000,000.00) per accident for
bodily injury and property damage.
(C)Workers' Compensation and Employer's Liability. Workers'
Compensation . limits as required by the Labor Code of the State of California.
Employer's Liability limits of One Million Dollars ($1,000,000.00) per accident for bodily
injury or disease.
Insurance Endorsements: The insurance policies shall contain the following
provisions, and a separate endorsement stating to add the following provisions to the
insurance policies shall be submitted and approved by DISTRICT:
(A)General Liability. The general liability policy shall be endorsed to state that:
(1) DISTRICT, its directors, officials, officers, employees, agents, and volunteers shall
be covered as additional insureds with respect to the work or operations performed by
or on behalf of the CONSULTANT, including materials, parts, or equipment furnished in
connection with such work; and (2) the insurance coverage shall be primary insurance
as respects DISTRICT, its directors, officials, officers, employees, agents, and
volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the
CONSULTANT's scheduled underlying coverage. Any insurance or self-insurance
maintained by DISTRICT, its directors, officials, officers, employees, agents, and
volunteers shall be excess of the CONSULTANT's insurance and shall not be called
upon to contribute with it in any way.
(B)Workers' Compensation and Employer's Liability Coverage. The insurer
shall agree to waive all rights of subrogation against DISTRICT, its directors, officials,
officers, employees, agents, and volunteers for losses paid under the terms of the
insurance policy which arise from work performed by the CONSULTANT.
(C)AII Coverage. Each insurance policy required by this AGREEMENT shall be
endorsed to state that: (A) coverage shall not be suspended, voided, reduced, or
canceled except after thirty (30) days prior written notice by certified mail, return receipt
requested, has been given to DISTRICT, and (B) any failure to comply with reporting or
other provisions of the policies, including breaches or warranties, shall not affect
coverage provided to DISTRICT, its directors, official, officers, employees, agents, and
volunteers.
Acceptability of Insurers: Insurance is to be placed with insurers with a current
A.M. Best's rating of no less than A-:VIII, licensed to do business in California, and
satisfactory to DISTRICT.
All insurance documents must be submitted and approved by the District's Risk
Manager prior to execution of any AGREEMENT with DISTRICT.
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11. INDEPENDENT CONSULTANT
(a) CONSULTANT is and shall at all times remain as to the DISTRICT a
wholly independent consultant. The personnel performing the services under this
AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT's
exclusive direction and control. Neither DISTRICT nor any of its officers, employees, or
agents shall have control over the conduct of CONSULTANT or any of CONSULTANT's
officers, employees, or agents, except as set forth in this AGREEMENT.
CONSULTANT shall not at any time or in any manner represent that it or any of its
officers, employees, or agents are in any manner officers, employees, or agents of the
DISTRICT. CONSULTANT shall not incur or have the power to incur any debt,
obligation, or liability whatsoever against DISTRICT or bind DISTRICT in any manner.
(b) No employee benefits shall be available to CONSULTANT in connection
with the performance of this AGREEMENT. Except for the fees paid to CONSULTANT
as provided in the AGREEMENT, DISTRICT shall not pay salaries, wages, or other
compensation to CONSULTANT for performing services hereunder for DISTRICT.
DISTRICT shall not be liable for compensation or indemnification to CONSULTANT for
injury or sickness arising out of performing services hereunder.
12. LEGAL RESPONSIBILITIES
The CONSULTANT shall keep itself informed of State and Federal laws and
regulations which in any manner affect those employed by it or in any way affect the
performance of its service pursuant to this AGREEMENT. The CONSULTANT shall at
all times observe and comply with all such laws and regulations. The DISTRICT and its
officers and employees shall not be liable at law or in equity occasioned by failure of the
CONSULTANT to comply with this Section.
13. UNDUE INFLUENCE
CONSULTANT declares and warrants that no undue influence or pressure has
been used against or in concert with any officer or employee of the DISTRICT in
connection with the award, terms, or implementation of this AGREEMENT, including
any method of coercion, confidential financial arrangement, or financial inducement. No
officer or employee of the DISTRICT will receive compensation, directly or indirectly,
from CONSULTANT or from any officer, employee, or agent of CONSULTANT in
connection with the award of this AGREEMENT or any work to be conducted as a result
of this AGREEMENT. Violation of this Section shall be a material breach of this
AGREEMENT entitling the DISTRICT to any and all remedies at law or in equity.
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14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of DISTRICT, or their designees or agents, and
no public official who exercises authority over or has responsibilities with respect to the
project during his/her tenure or for one year thereafter shall have any interest, direct or
indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be
performed in connection with the project performed under this AGREEMENT.
15. RELEASE OF INFORMATION / CONFLICTS OF INTEREST
(a) All information gained by CONSULTANT in the performance of this
AGREEMENT shall be considered confidential and shall not be released by
CONSULTANT without DISTRICT's prior written authorization. CONSULTANT and its
officers, employees, agents, or subconsultants shall not, without written authorization
from the General Manager or unless requested by the District Counsel, voluntarily
provide declarations, letters of support, testimony at depositions, response to
interrogatories, or other information concerning the work performed under this
AGREEMENT or relating to any project or property located within the DISTRICT.
Response to a subpoena or court order shall not be considered "voluntary" provided
CONSULTANT gives DISTRICT notice of such court order or subpoena.
(b) CONSULTANT shall promptly notify DISTRICT should CONSULTANT or its
officers, employees, agents, or subconsultants be served with any summons, complaint,
subpoena, notice of deposition, request for documents, interrogatories, requests for
admissions, or other discovery request, court order, or subpoena from any person or
party regarding this AGREEMENT or the work performed thereunder or with respect to
any project or property located within the DISTRICT. DISTRICT retains the right, but
has no obligation, to represent CONSULTANT and/or be present at any deposition,
hearing, or similar proceeding. CONSULTANT agrees to cooperate fully with DISTRICT
and to provide the opportunity to review any response to discovery requests provided by
CONSULTANT. However, DISTRICT's right to review any such response does not
imply or mean that DISTRICT has a right to control, direct, or rewrite said response.
(c) CONSULTANT covenants that neither he/she/it nor any officer or principal
of their firm have any interest in, or shall acquire any interest, directly or indirectly, which
will conflict in any manner or degree with the performance of their services hereunder.
CONSULTANT further covenants that in the performance of this AGREEMENT, no
person having such interest shall be employed by it/them as an officer, employee,
agent, or subconsultant. CONSULTANT further covenants that CONSULTANT has not
contracted with nor is performing any services, directly or indirectly, with any
developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning
property in the DISTRICT or the study area and further covenants and agrees that
CONSULTANT and/or its subconsultants shall provide no service or enter into any
agreement or agreements with a/any developer(s) and/or property owner(s) and/or
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firm(s) and/or partnership(s) owning property in the DISTRICT or the study area prior to
the completion of the work under this AGREEMENT.
16. NOTICES
Any notices which either party may desire to give to the other party under this
AGREEMENT must be in writing and may be given by: (i) personal service, (ii) delivery
by a reputable document delivery service, such as, but not limited to, Federal Express,
which provides a receipt showing date and time of delivery, or(iii) mailing in the United
States Mail, certified mail, postage prepaid, return receipt requested, addressed to the
address of the party as set forth below or at any other address as that party may later
designate by notice:
To DISTRICT: Costa Mesa Sanitary District
628 West 19th Street
Costa Mesa, California 92627
Attn: District Clerk
To CONSULTANT: Trendzitions, Inc.
25691 Atlantic Ocean, Suite B13
Lake Forest, CA 92630
Attn: Chris Tooker, President/CEO
17. ASSIGNMENT
The CONSULTANT shall not assign the performance of this AGREEMENT, nor
any part thereof, nor any monies due hereunder, without prior written consent of the
DISTRICT.
18. GOVERNING LAW
DISTRICT and CONSULTANT understand and agree that the laws of the State
of California shall govern the rights, obligations, duties, and liabilities of the parties to
this AGREEMENT and also govern the interpretation of this AGREEMENT. Any
litigation concerning this AGREEMENT shall take place in the superior or federal district
court with jurisdiction over the DISTRICT.
19. ENTIRE AGREEMENT
This AGREEMENT contains the entire understanding between the parties
relating to the obligations of the parties described in this AGREEMENT. All prior or
contemporaneous agreements, understandings, representations, and statements, oral
or written, are merged into this AGREEMENT and shall be of no further force or effect.
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Each party is entering into this AGREEMENT based solely upon the representations set
forth herein and upon each party's own independent investigation of any and all facts
such party deems material.
20. MODIFICATION
No modification to this AGREEMENT shall be effective unless it is in writing and
signed by authorized representatives of the parties hereto. This written modification
requirement cannot be waived.
21. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this AGREEMENT on behalf of CONSULTANT
warrant(s) and represent(s) that he/she/they has/have the authority to execute this
AGREEMENT on behalf of the CONSULTANT and has/have the authority to bind
CONSULTANT to the performance of its obligations hereunder.
22. INTERPRETATION
In the event of conflict or inconsistency between this AGREEMENT and any
other document, including any proposal or Exhibit hereto, this AGREEMENT shall
control unless a contrary intent is clearly stated.
23. BUSINESS LICENSE
CONSULTANT shall obtain a business license from the City of Costa Mesa
unless legally exempt.
24. REGISTRATION WITH DEPARTMENT OF INDUSTRIAL RELATIONS
(a) CONSULTANT is aware that no contractor or subcontractor shall be listed
in a bid proposal and shall not be awarded a contract unless they are registered with the
Department of Industrial Relations pursuant to Labor Code Section 1725.5.
(b) Prevailing wages will be paid on all public works jobs and CONSULTANT
acknowledges that electronic payroll records must be kept.
25. CONSULTANT'S KNOWLEDGE OF PUBLIC WORKS BIDDING LAW AND
DISTRICT'S PURCHASING ORDINANCE
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CONSULTANT acknowledges that state law requires certain notice and bidding
for public works jobs and that DISTRICT has a purchasing ordinance that governs other
supplies and services. CONSULTANT agrees to comply with those laws.
26. PREQUALIFICATION
CONSULTANT is aware of the provisions of Public Contract Code Section
20101, which provides for the procedures to be employed when prequalifying a
contractor for a public works job.
27. ADD/DEDUCT
CONSULTANT is also aware of Public Contract Code Section 20103.8 and the
procedure for using adds/deducts when bidding a job.
28. DISTRICT CONTRACTS
CONSULTANT agrees to use DISTRICT's contract forms when required by law
or when the DISTRICT's best interests.
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IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to
be executed this day and year first above written.
COSTA MESA SANITARY DISTRICT TRENDZITIONS INC
General anager Signature
ATTEST: Chris Tooker
/ Typed Name
6,4 A 4111Pai 411
Dis rict ler' ir President/CEO
Title
APPROVED AS TO FORM:
District Counsel
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COSTA MESA SANITARY DISTRICT
SCOTT CARROLL, GENERAL MANAGER
628 W. 19TH STREET
COSTA MESA, CA 92627
PROPOSAL FOR:
BID, INTERVIEW & SELECT BEST-FIT ARCHITECT/SPACE
PLANNER & CONSTRUCTION MANAGEMENT SERVICES
TECHNOLOGY CONSULTING & COORDINATION & PROJECT
MOVE MANAGEMENT
Trendzitions, Inc.
(949) 727-9100
APRIL 12, 2016
EXPERT PLANNING FOR NEW FACILITIES™
SINCE 1986
Costa Mesa Sanitation District
Gotcha – Consolidated Draft 3/2/16
N:\0_Job Jackets\In House Version
GOALS:
Smooth transition, operational Monday morning, for CSD & public for permits, no downtime in operation or calls.
Facility properly prepared prior to move, easily accessible community room & easy to locate facility.
A controlled secure entrance for staff safety & controlled easy access for public, controlled access to board room
Adequate parking, improved safety, secure location for Volt and relocate existing (1) rapid charging station.
Antennas installed from the yard to help with the backup & connection to the yard via Time Warner.
Permitting is our customer service & need to maintain access to plans in cue.
OBJECTIVES:
(EOC) Emergency Operation Center needs, seating for 10-12, security access, 5 analog lines & jacks to floor in
conference room, equipment & storage for materials, adhere to disaster recovery plan, needs table
(2) Wi-Fi, (1) for EOC, (1) for CSD, (one always on) (1) UPS for 5-6 hours, reuse existing server racks in new
building, climate controlled server room
IT - Set up payroll back up at yard, use Time/Warner antennas for backup to yard, backup database & Springbrook
files– IT service provider is Line 1, get Springbrook on its own server, access to Springbrook software
Board Room w/ mics & nameplates for board on Dais, fixed podium, A/V & recording cameras needed
Bigger conference room for 30+ people, coffee station close to boardroom, proximity to kitchen
Meeting room for closed session 10-12 people, HR needs seating 2-4 chairs in Dyana’s office
Adequate storage – for files, secure files up front, community events, secure A/V equipment, back up computer equiq
Secure HR/payroll records etc. located adjacent to team.
Investigate Fire safety storage room & vault, biometric time clock @office & yard
Need parking lot lights for safety, promote & communicate relocation campaign to public
Need Janitor’s closet w/water, confirm portable generator plug option
TIMING:
Avoid July (concerts in the park), payroll timing every other week, board meetings 4th Thurs., study session 2nd Tues.
Fiscal year closes June 30 - Aug 10 is deadline for assessment for county funds from property taxes
Avoid Sept - audit season - October is best month, be aware of Election process & timing for 2 board members
Make sure there is enough time over the weekend to bring servers up
CONCERNS:
Maintain custody & privacy of records electronic/paper & safe during relocation, keep plans in numerical order.
Consider Safe located in a vault storage area for checks & money & disaster recovery w/ sprinklers
Design of Permit/ Plan check area, needs visitor seating area, a table & needs a PC to help customers.
Trash service – cans vs upgrade, property damage claims, existing storage sheds out back – need to qualify/confirm
Costs will be over $1 million, furniture fit – reuse current furniture if possible, concerns over how $ will be spent
wisely w/o criticism
HESITATIONS:
Be aware of concerns for use of funds, plumb for Dais & may add it later
Make sure WiFi is private & working w/T1 lines, be resourceful w/our Telco/Internet access
Working on backing up system on Cloud, we are out of business if there is a fire & our records/systems are destroyed
Access to plans/records/permits are key to customer service, dept should have one computer to help customers
ABSOLUTES:
Cannot afford to lose database, need dishwasher & stove for catering
Develop back up system for Springbrook software before move
Springbrook (on premise) must be up and running, have a back up of data done and stored remotely
Access to paperwork, plans, permits to customers, seating area for contractor, secure personnel files - straps
Get competitive bids, don’t go over contingency budget
I. DECIDE ON BEST-FIT ARCHITECT/SPACE PLANNER
INTERVIEW/SELECT BEST ARCHITECT/SPACE PLANNER
II. PRE-CONSTRUCTION & MANAGEMENT SERVICES
MANAGE/COORDINATE ARCHITECT/MEP CD’S
DRIVE VALUE ENGINEER PROCESS & FINALIZE REVISIONS
PREQUALIFY GC INTERVIEW & PREPARE DISTRIBUTE RFP
REVIEW GC BIDS, PROVIDE ANALYSIS & AWARD CONTRACT
LEAD PROJECT TEAM FOR COST, QUALITY & TIMING
MANAGE BUILD OUT, BUDGET, PROJECT MEETINGS, CHANGES &
TIMING
COSTA MESA SANITARY DISTRICT
SCOTT CARROLL, GENERAL MANAGER
628 W. 19TH STREET
COSTA MESA, CA 92627
PRESENTED BY:
CHRIS TOOKER MARY BRADLEY LORI TOOKER
PRESIDENT & CEO SR. PROJECT MANAGER SR. PROJECT MANAGER/PRINCIPAL
Trendzitions, Inc.
(949) 727-9100
APRIL 12, 2016
EXPERT PLANNING FOR NEW FACILITIES™
SINCE 1986
APRIL 12, 2016
COSTA MESA SANITARY DISTRICT
Scott Carroll, General Manager
628 W. 19th Street
Costa Mesa, CA 92627
Dear Scott,
Thank you for your interest in Trendzitions, Inc. and the support services we can provide you. The transition to
a new facility is complicated and involves many areas. During the course of our meeting, we discussed certain key
items concerning the planning and coordination of your project. Trendzitions will provide you with support that
will address your key concerns and focus on providing the following:
Interview and select the architect/space planner that best suits your goals
Reduced costs with Trendzitions experience and methods
Complete construction management support to avoid costly mistakes and delays
One point of contact, a tremendous amount of time savings & complete accountability for the final result
Unbiased recommendations that provide the best solutions at the best price
Trendzitions will satisfy all the key concerns we discussed. The new facility process can begin and end with little
or no effect on normal operations. Trendzitions will provide you with personalized service that will keep you
informed and in control at all times. This will also allow you to capture the greatest amount of cost savings!
Having full time professionals handle your project ensures a very successful and productive transition. Our service
descriptions define categorically the details of the projects and the approach Trendzitions will utilize to get the
very best results! We will be able to ensure that all of the correct groundwork is done, allowing you to avoid crisis
management and maintain better control of these processes. We look forward to providing this support, as you are
an ideal candidate to benefit from our services.
Sincerely,
Chris Tooker Mary Bradley Lori Tooker
President/CEO Sr. Project Manager Sr. Project Manager/Principal
REAL ESTATE PLANNING SERVICES
ARCHITECT / SPACE PLANNER SELECTION
SELECTION OF BEST-FIT ARCHITECT/SPACE
PLANNER
TI will evaluate the Architectural/Space Planning community to
select the best one for your requirements. We will be comparing the
different styles, resources and services offered in this competitive
environment.
TI will prepare a Request for Proposal, distribute to qualified
bidders, analyze bids and prepare an analysis and summary with a
recommendation as to the Architect/Space Planners COSTA MESA
SANITARY DISTRICT should interview. This will save you time by
having qualified bids analyzed by the evaluation process you
established.
TI will work with the company or individual selected to make sure
that your architectural requirements are met, as well as your timing
requirements. The selected Architect/Space Planner will provide field
verifications, finish selection, prepare construction documents including
plan check corrections, submit plans to the city and attend construction
meetings. Our knowledge of the industry and the key players involved
in the project will enable us to save you many hours of research and
provide the most qualified and cost effective firm to get the job done on
time and within budget.
PRE-CONSTRUCTION DESIGN & COORDINATION
MANAGE/COORDINATE ARCHITECT/MEP CONSTRUCTION DOCUMENTS
Trendzitions, Inc. (TI) will work closely with the selected architect/space planner to manage the time
consuming details surrounding the finishes and design aspects of your space. Cabinetry/millwork,
kitchens/break areas, conference/training rooms all need to address the amenities for their specific use,
layout and function. The construction document phase (CD’s) also requires pre-meetings with respective
engineers to review lighting layouts, the layout of the air conditioning distribution and zoning as it relates
to your occupancy and thermostat control locations, etc. This consistent representation and having this
attention to detail early will help get it right the first time and allows you to relax and enjoy quality results.
PRE-QUALIFY CONTRACTORS, COORDINATE BID NOTIFICATION & DISTRIBUTE
RFP/PLANS
Trendzitions, Inc. (TI) will coordinate the public bid notification process and conduct phone interviews
to prequalify general contractors interested in bidding on this project. Contractors that meet your
qualifications of experience, size, years in business and quality etc., will be invited to bid on the project.
This will help us to include only qualified bidders to create a highly competitive and level playing field
environment. We will then distribute a detailed RFP for their use in providing a complete and accurate
bid by the specified due date. If cost savings become needed or desirable for quality alternatives that still
meet your needs, we will conduct pre-bid meetings and walk-thrus to clarify the project’s requirements.
We will request bids for the project as designed and ask each bidder to make value-engineering
recommendations and suggest cost saving options. This assures timely responses and coordinated
communications to insure the bid documents are clear and all questions are answered by the architect via
Request for Information (RFI).
PROVIDE BID ANALYSIS & VALUE ENGINEERING AS NEEDED
Trendzitions, Inc. (TI) will confirm the qualifications of the contractors bidding to make sure they meet
your project requirements. A detailed summary of the bids will be prepared to help you evaluate and
compare costs and options as well as timing. Our knowledge of the industry and the key players involved
will enable us to save you many hours of research and provide the most qualified and low bidding firm to
get the job done on time and within budget.
LEAD PROJECT TEAM FOR COST, QUALITY AND TIMING
TI will lead the project from start to finish to make sure the end product meets your expectations without
consuming your time and distracting you from your business responsibility. We will bring all impacting
decisions, timing issues, etc. to your attention and will have a plan to solve any issues that may arise during
the throughout the construction process. We will serve as your ally and advocate and only have your best
interest in mind as it relates to the outcome and budget of the project.
CONSTRUCTION MANAGEMENT
WHAT WOULD DELAYS, FAILED INSPECTIONS, AND HAVING A DIFFERENT END RESULT COST YOU?
MANAGE PROJECT SCHEDULE
Trendzitions, Inc. (TI) will manage the critical path project timeline which defines the timing and order
of each step of the construction project. This provides a tailored, up-to-date, accurate report of the
timeframe of completion. TI will keep the project timeline on track to ensure you’ll be able to complete
the construction within the prescribed deadline. The timeline eliminates the guessing game and saves
you headaches, time, and money.
PROJECT MEETINGS
TI will hold a project “Kick-Off” Meeting with all subcontractors involved and conduct project meetings
throughout the construction process. These meetings will consist of all participants involved in each
phase, and will allow all facets of the project to be addressed and discussed. These meetings are vital to
the project's success, as they are a true monitor of the progress of the project. Should any unusual
situations arise, they will be addressed immediately allowing for quick solutions. These project meetings
will keep you informed of the weekly progress and alert you to any deviations of the planned timeline,
thereby facilitating the timely conclusion of the project.
CONSTRUCTION PROGRESS MEETINGS
Trendzitions, Inc. (TI) will schedule and manage various
meetings throughout the construction process to monitor
the status and quality of your construction project. This
will help ensure that each stage of construction is
completed within the proper timing sequence. TI will
keep you informed of the progress and explain the
responsibilities of various subcontractors and the
associated duties for which they are held accountable. TI
will act on your behalf so you can maintain control of the
many subcontractors involved with your construction
project. We will represent you and your interests as we
work within the expectations and guidelines you have established.
MONITOR BUDGET AND CHANGE ORDERS
TI will monitor all costs against the approved budget. You will be able to quickly identify any areas that
are moving off-track and deal with them before they become a problem. TI will manage the change order
process including negotiation of change orders with the contractor, coordination with the designer over
any design changes, determination of responsibility for changed conditions, and review of any price and
schedule changes.
DEVELOP AND MANAGE PUNCH LIST
Once the Contractor has indicated a “substantial completion” of the work or designated portions thereof,
TI will prepare a punch list of incomplete and/or unsatisfactory items and a schedule for their completion.
A copy of this punch list will be provided to the Architect and the Association. After the Architect has
certified the date of substantial completion, TI will supervise the correction and completion of all items
on the punch list.
COSTA MESA SANITARY DISTRICT
SCHEDULE OF SERVICES
COSTA MESA SANITARY DISTRICT and Trendzitions, Inc. (TI) agree that TI will coordinate,
consult and implement each of the services checked below as described in our Proposal Service
Descriptions. TI will provide for the research, evaluation and coordination of the services checked below.
TRENDZ•FITTM
REAL ESTATE PLANNING SERVICES
TRENDZ•BUILDTM
CONSTRUCTION MANAGEMENT
DELINEATE PROJECT GOALS & OBJECTIVES (GOTCHA) BID, INTERVIEW & SELECT ARCHITECT/SPACE PLANNER
DEFINE SPATIAL SQUARE FOOTAGE NEEDS BID, INTERVIEW & SELECT GENERAL CONTRACTOR
DEVELOP BENCHMARK RELOCATION & FF&E BUDGET VALUE ENGINEER CONSTRUCTION DOCUMENTS
PRODUCE PROJECT SCHEDULE & TIMELINE MANAGE BUILD OUT & COMPLETE PUNCH-LIST
INTERVIEW/BID/SELECT BEST-FIT REAL ESTATE BROKER MONITOR BUDGET, CHANGE ORDERS, PROJ. MEETINGS
INTERVIEW/BID/SELECT BEST-FIT INDUSTRIAL ENGINEER COORDINATE M.E.P. ENGINEERING PROCESS
TRENDZ•PROJECTTM
VENDOR PROJECT MANAGEMENT
INITIATE KICK-OFF & MANAGE PROJECT MEETINGS MANAGE PROJECT TIMELINES AND SCHEDULES
LEAD/MANAGE VENDOR/CLIENT COMMUNICATIONS DEVELOP PROJECT TASK FORCE
NOTIFY & COORDINATE SUPPLIERS/SERVICES WEEKLY ON-SITE ADMINISTRATIVE SUPPORT
TRENDZ•TECHTM
TECHNOLOGY & PRODUCT CONSULTING & PROCUREMENT
TELECOMMUNICATIONS CONSULTING TECHNOLOGY, OFFICE & WAREHOUSE
PRODUCTS
BID & PROCURE TELEPHONE SYSTEM & VOICE MAIL PROCURE MODULAR & FREE STANDING FURNITURE
BID & PROCURE VOICE/DATA CABLING DESIGN, BID & IMPLEMENT A/V SYSTEMS
BID & PROCURE VOICE & DATA TELCO LINES DESIGN & BID SECURITY SYSTEM
RELOCATE EXISTING SYSTEM BID/PROCURE & COORDINATE WAREHOUSE RACKING
TRENDZ•RELOTM
FACILITY RELOCATION MANAGEMENT
DEVELOP WRITTEN SCOPE OF WORK (RFP) PROVIDE EMPLOYEE EXT. LISTS & PERSONALIZED LABELS
WALK THRU VENDORS FOR RELOCATION BIDS PREPARE DESTINATION MAPPING OF FLOOR PLANS
PRODUCE MOVE COST COMPARISON COORDINATE PRE MOVE MEETINGS
CREATE RELOCATION SCHEDULE PROVIDE ON SITE MOVE DAY SUPERVISION
INVENTORY FREESTANDING FURNITURE & EQUIPMENT DISTRIBUTE POST MOVE ALERTS & FOLLOW-UP
PREPARE DESTINATION MAPPING OF FLOOR PLANS LIQUIDATE EXCESS FURNITURE & EQUIPMENT
DETERMINE & PLAN LOCATION OF FILING CABINETS APPROVE, CORRECT & PROCESS INVOICES
THIS DOCUMENT COMBINED WITH OUR PROPOSAL SERVICE DESCRIPTIONS, STRUCTURE OF FEES, CONFIDENTIALITY AND
SERVICE AGREEMENTS ALONG WITH OUR TERMS & CONDITIONS, FORM OUR COMPLETE ENTIRE AGREEMENT.
COSTA MESA SANITARY
DISTRICT
DATE Trendzitions DATE
CONSTRUCTION MANAGEMENT STRUCTURE OF FEES
Trendzitions, Inc.’s (TI) experience and knowledge of cost areas will allow for better financial planning, a more
thorough analysis of the expenses, and will lead to more informed decision -making. Our buying power on
expenses of these types provides for very competitive pricing and usually recovers more than our fee. Companies
will spend hundreds of hours of their own time researching and investigating the vendors, products and services
to do a thorough job. Our experience provides for the maximum use of everyone’s time, while contributing to
the team’s goals. Listed below is the breakdown of your needs that TI has defined with our service fees. TI’s
will give you maximum control of this process and will also allow you to maximize your resources of time and
money.
ARCHITECT/SPACE PLANNER SELECTION
Produce list of qualified architects to include in selection process
Distribute RFP’s and Prepare Analysis & Summary with Recommendations
Interview 3 Finalists, Select and Negotiation and Award Contract
PRE-CONSTRUCTION & CONSTRUCTION MANAGEMENT
Manage/Coordinate Architect/MEP CDs
Drive Value Engineering Process & Finalize Revisions
Prequalify GC’s & Prepare & Distribute RFP
Interview Qualified GC’s, Provide Bid Analysis, Award Contract
Coordinate Project Meetings, Review Construction Progress
Monitor Change Orders & Budget, Manage Punch List
Prepare a complete critical path timeline for each phase/revision
FEE FOR SERVICES Package Price $29,875.00
10% Discount for Multiple Services < $2,987.50>
TOTAL FEES FOR SERVICES $26,887.50
Monthly fees will be billed thru ACTUAL project completion. Partial months will be prorated accordingly.
TI will be reimbursed for all out of pocket expenses: Mileage, blueprints, etc.
This is an agreement for a packaged fee for services and, in the event of a project cancellation beyond the control of TI, a
buyout of the contract for 35% of the projected contract amount may be exercised. Payment terms are due upon receipt
and are considered late after 10 days from invoice date. All expenses will be billed at cost plus 15%. (The cost for mileage
will be billed at 55¢ per mile). A 5% late fee will be assessed and interest will accrue monthly at 1%.
This document combined with our Proposal Service Descriptions, Schedule of Services, Confidentiality and Service
Agreements, along with our Terms & Conditions, form our complete entire agreement.
COSTA MESA SANITARY DISTRICT DATE Trendzitions DATE
I. TELECOMMUNICATION SERVICES
TELEPHONE SYSTEM AND TELCO RELOCATION
REVIEW TELEPHONE LINES & MAKE RECOMMENDATION
II. AUDIO/VISUAL PROCUREMENT
EVALUATE CLIENT NEEDS/APPLICATIONS & DISTRIBUTE RFP
BID PROCESS ANALYSIS OF COSTS & RECOMMENDATION
AWARD CONTRACT & COORDINATE IMPLEMENTATION
III. SECURITY SYSTEM
DEVELOP CLIENT NEEDS; INTRUSION, CCTV & CARD ACCESS
PRODUCE RFP, BID PROCESS, ANALYSIS & RECOMMENDATION
AWARD CONTRACT & COORDINATE IMPLEMENTATION
IV. MOVE MANAGEMENT
DEVELOP STRATEGY & BID MOVERS-IT RELO SUPPORT STRATEGY
PREPARE DESTINATION MAPPING OF FLOOR PLANS
PROVIDE ALL EMPLOYEE PRE-MOVE COMMUNICATION
PROVIDE ONSITE MOVE COORDINATION DURING RELOCATION
COSTA MESA SANITARY DISTRICT
SCOTT CARROLL, GENERAL MANAGER
628 W. 19TH STREET
COSTA MESA, CA 92627
PRESENTED BY:
CHRIS TOOKER MARY BRADLEY LORI TOOKER
PRESIDENT & CEO SR. PROJECT MANAGER SR. PROJECT MANAGER/PRINCIPAL
Trendzitions, Inc.
(949) 727-9100
APRIL 12, 2016
EXPERT PLANNING FOR NEW FACILITIES™ SINCE 1986
APRIL 12, 2016
COSTA MESA SANITARY DISTRICT
Scott Carroll, General Manager
628 W. 19th Street
Costa Mesa, CA 92627
Dear Scott,
Thank you for your interest in Trendzitions, Inc. and the support services we can provide you. The transition to
a new facility is complicated and involves many areas. During the course of our meeting, we discussed certain key
items concerning the planning and coordination of your project. Trendzitions will provide you with support that
will address your key concerns and focus on providing the following:
Proper design of technology systems based on your needs
Reduced costs by using Trendzitions methods and our network of quality vendors
Unbiased recommendations that provide the best solutions at the best price
Physical relocation management to ensure a smooth and productive transition
One point of contact, a tremendous amount of time savings & complete accountability for the final result
Trendzitions will satisfy all the key concerns we discussed. The new facility process can begin and end with little
or no effect on normal operations. Trendzitions will provide you with personalized service that will keep you
informed and in control at all times. This will also allow you to capture the greatest amount of cost savings!
Having full time professionals handle your project ensures a very successful and productive transition. Our service
descriptions define categorically the details of the projects and the approach Trendzitions will utilize to get the
very best results! We will be able to ensure that all of the correct groundwork is done, allowing you to avoid crisis
management and maintain better control of these processes. We look forward to providing this support, as you are
an ideal candidate to benefit from our services.
Sincerely,
Chris Tooker Mary Bradley Lori Tooker
President/CEO Sr. Project Manager Sr. Project Manager/Principal
TELECOMMUNICATIONS
NOT CERTAIN HOW TO GET EVERYTHING UP AND RUNNING AFTER THE MOVE,
JUST THE WAY YOU WANT IT?
TELEPHONE SYSTEM, TELCO LINES & INTERNET RELOCATION
VOICE & DATA CABLING COORDINATION
VENDOR COORDINATION
TI will coordinate with your selected vendors to ensure that their obligations will be met and their
promises to you will be kept. Once the vendors have been contracted, we will value engineer and further
refine any cost savings and application benefits. It is at this point that realistic expectations are set,
confirmed, and agreed to, so the vendor has a high level of opportunity to succeed due to detailed
communications with the operations side of their business. Our knowledge of the process and key
players will allow for the smooth transition and implementation of these new products.
SYSTEM RELOCATION
TI trained staff will coordinate the de-installation, cabling, and reinstallation of your system. TI will be
thorough in providing the necessary support and coordination. TI will coordinate the system move with
your relocation date so you will not miss any productivity or down time.
IMPLEMENTATION
We will implement your decision and ensure that your telephone lines and system are installed to your
satisfaction. Allowing you to continue to effectively handle the many responsibilities you have. TI will
be committed to your satisfaction, as we do not represent products or vendors. This ensures, through
our uncompromising integrity, that you receive the very best service.
IMPACT
TI’s contribution reduces the time you and your staff need to spend on the project. Additionally, our
buying power can reduce your costs, easily justifying our support. Our utmost concern is your end
result. Our service staff will provide support, answers, and options throughout this process until
you are satisfied with the results.
TELECOMMUNICATIONS
DO YOU KNOW WHAT TYPE OF TELEPHONE LINES YOUR BUSINESS REQUIRES?
WE CAN HELP YOU IDENTIFY YOUR NEEDS BASED ON YOUR CURRENT AND FUTURE USAGE!
TELEPHONE VOICE & DATA LINES
APPLICATION ANALYSIS
When Trendzitions, Inc.’s (TI) staff defines your business
equipment requirements, we will identify how your
facilities will be networked, and your total line
requirements, for voice and data. TI will discuss options
and cost savings or return on investments that may be
available from various competitive companies and new
high-tech service packages. If the cost benefits of changing
local and/or long distance carriers make sense, then TI will
point out the benefits and risks based on our knowledge of
the players and experience in the market. You can
evaluate all of the components in your decision to not
only improve your hardware, but also make sure it
operates for the lowest possible costs through maximum
efficiencies.
LINE IDENTIFICATION & ORDER PLACEMENT
Once all of your line requirements have been determined, TI will
contact each vendor to place the orders, providing all information
relating to your equipment types and necessary delivery dates. We
will then go through the detailed and time-consuming process of
identifying and eliminating all of your fax, modem, private, and
internet lines that you may not even be utilizing or are using
inefficiently. With our attention to detail, we will secure
confirmations, which can make the difference between a
successful transition and a disaster.
TELCO IMPLEMENTATION & PROBLEM TROUBLESHOOTING
TI’s Project Managers will coordinate the new order installation of all telephone lines, including fax, data
security and EOC lines, and ensure that delivery is in conjunction with the proper time frames. Our
familiarity with the complete details of your telco lines, the process, and your business, will expedite
the installation process and quickly resolve problems.
AUDIO VISUAL PROCUREMENT
ANALYSIS/PRODUCT & REQUEST FOR PROPOSAL
Trendzitions, Inc. (TI) will conduct survey with COSTA MESA SANITARY DISTRICT for the Town
Hall Meeting Room, Conference Rooms, EOC Conference Room, Lobby, Lunch Room and Executive
Office with respect to Audio Visual Equipment, which will allow them to put together a comprehensive
Request for Proposal. The design will not be limited to individual vendor product limitations. It will,
however, reflect the designs that may include a variety o f technologies and applications as requested by
COSTA MESA SANITARY DISTRICT. TI staff will then set up review meetings with key vendors that
satisfy your profile for vendors. These vendors will be interviewed regarding the application for strengths
and weaknesses. Any new technological developments will be considered at this time based on risk, cost
and reliability.
BID PROCESS ANALYSIS & RECOMMENDATION
A complete bid Request for Proposal (RFP) based on your needs will be sent out to qualifying vendors
in a competitive environment. This Request for Proposal (RFP) allows for comprehensive proposals that
all satisfy the same applications. These vendors will be of equal caliber and qualifications. TI analysis
will break down each option for easier evaluations. The vendors past performance will be presented as
well as a profile of their resources and key contacts. This information allows for TI recommendation to
be easily understood while value and risks are also weighed. Short term and long term needs are now
most easily measured through the various trade-offs. The best value and most qualified will prevail.
AWARD CONTRACT & IMPLEMENT
You can then make an educated decision based on accurate and unbiased information. TI will completely
supervise the selected vendor’s performance once the contract has been negotiated and awarded. We will
coordinate with the selected vendor to facilitate the proper power and voice/data requirements. Our
knowledge of all the key players will allow for the smooth transition and im plementation of these new
audio visual products
IMPACT
TI’s contribution again provides for a reduction in time and costs expended which can easily justify our
support. TI will be bias on your behalf as we do not represent vendors. This ensures, through our
uncompromising integrity, that you receive the very best service and that any vendor selected will
satisfy your audio visual needs without compromise.
SECURITY SYSTEM
DO YOU KNOW WHAT YOUR SECURITY REQUIREMENTS ARE?
DO YOU KNOW THE DIFFERENT WAYS SECURITY CAN LOWER INSURANCE COSTS?
EVALUATE CLIENT REQUIREMENTS
Trendzitions, Inc. (TI) staff of skilled professionals will go through a series of meetings and surveys to
establish the crucial design requirements for your security system. The survey process allows for feedback
that will satisfy company growth, flexibility for changes and avo id major upgrade cost surprises. All the key
applications and city codes will be satisfied. This will ensure the best security design the first time and
avoid costly last minute changes or modifications.
DEVELOP PRODUCT REQUIREMENTS & PRODUCE REQUEST FOR PROPOSAL
The collected information dealing with your needs and city requirements will now be combined to provide
for the most efficient design. The design will not be limited to individual vendor product limitations. It will
however reflect the overall best designs that may include a variety of technologies and a pplications such as
Card Access, CCTV, graphic board with visual Points of Failure, LAN access to viewing, etc. TI staff will
set up review meetings with key vendors that sat isfy your profile for vendors. These vendors will be
interviewed regarding the application for strengths and weaknesses. Any new technological developments
will be considered at this time based on risk, cost and reliability. At the conclusion of this phase TI will have
a very detailed security application that can be satisfied one or more ways, but must be satisfied in order for
a vendor to be considered. This will provide COSTA MESA SANITARY DISTRICT with the confidence
that they have the right vendor and the proper equipment to keep them secure.
DISTRIBUTE RFP/BID PROCESS/PREPARE ANALYSIS/MAKE RECOMMENDATION
A complete Request for Proposal (RFP) based on your needs will be sent out to qualifying vendors in a
competitive environment. This Request for Proposal (RFP) allows for comprehensive proposals that
all satisfy the same applications. These vendors will be of equal caliber and qualifications. TI analysis
will break down each option for easier evaluations. The vendors past performance will be presented as well
as a profile of their resources and key contacts. This information allows for TI recommendation to be easily
understood while value and risks are also weighed. Short term and long term needs are now most easily
measured through the various trade-offs. The best value and most qualified will prevail.
AWARD CONTRACT & IMPLEMENT
You can then make an educated decision based on accurate and unbiased information. TI will completely
supervise the selected vendor’s performance once the contract has been negotiated and awarded. Our
knowledge of all the key players will allow for the smooth transition and implementation of these new
security products.
IMPACT
TI’ contribution again provides for a reduction in time and costs expended which can easily justify our
support. TI will be bias on your behalf as we do not represent vendors. This ensures, through our
uncompromising integrity, that you receive the very best service and that any vendor selected will
satisfy your security needs without compromise.
MOVE MANAGEMENT
RELAX AS YOUR REQUIRED RELOCATION FLEET IS UNDER CONTROL,
AT A LOWER COST, AND ON TIME.
ENSURE A GAME WINNING STRATEGY WITH A SOLID RECOMMENDATION.
STRATEGY AND VANLINE SELECTION
Trendzitions, Inc. (TI) will help develop and utilize the best
strategy to relocate your facility. We will conduct a thorough
survey, provide a walk-through of quality vendors, and
evaluate variables and options. We will carefully attend to
each individual department. We then create a detailed RFP
including these specifications which will be presented to top
quality vendors who can meet every need. Each vendor’s
strategy and pricing including insurance options and
requirements will be presented to you on a spreadsheet with
a recommendation from TI. This will provide you with an
easy comparison of all the key information for the selection
of the van line vendor and the best value tailored to your
specific relocation needs.
MOVE MANAGEMENT (CONT’D)
IT SUPPORT
TI will coordinate with your IT department or vendor to verify that the necessary steps at the desktop are
taken to successfully bring up each user’s PC, using documentation to each step through testing. The
physical setup of each unit will be verified prior to the relocation, to guarantee that the unit is set up
exactly as it was, prior to disconnect. This will ensure that your employees will be ready to start
“business as usual” Monday morning.
PREPARATION AND COLOR CODING
TI will coordinate the timely delivery of all required packing materials, and supervise the pre-packing of
any items, such as filing cabinets, supply rooms, or any common areas to be relocated with a minimum
of interruption to business. TI will color code the final destination floorplan with employee and location
numbers. This will also include coordination with each department to understand their file requirements
and a location number will be assigned for each file to be placed in new file cabinet. We will make sure
that all furniture, equipment and files that are being relocated will be placed on the final move plan.
Everything will have a place and there will be a place for everything.
MOVE MANAGEMENT (CONT’D)
VENDOR COORDINATION & SCHEDULING
TI will review the project requirements (including your special equipment) for all vendors, to promote a
strategic schedule. Our experience allows us to provide a specific relocation schedule, utilizing all the
various vendor requirements to produce the master plan that will accommodate your needs, reduce
confusion, and effectively coordinate your transition. We will provide your company with a smooth
and controlled game plan, and keep you completely informed as things progress.
MOVE MANAGEMENT (CONT’D)
PRE-MOVE PRESENTATION
TI will conduct meetings with key employees to provide specific instruction on the move and tagging
process. This will minimize any confusion and more effectively prepare your employees for the
relocation process. All employees of your firm will be better prepared for their company’s transition
and each will be aware of their important contribution to the overall process.
MOVE MANAGEMENT (CONT’D)
MOVE-DAY COORDINATION
TI’s trained staff will supervise the successful relocation of all areas under TI’s responsibility. We will
be on-site to manage each individual move weekend and carefully monitor the moving process to provide
support and solutions to surprises whenever they arise. TI will also monitor the manpower, hours, and
equipment to ensure accurate invoicing. TI, from start to finish, will monitor the complete process giving
you the peace of mind that your move is in capable hands.
FOLLOW-UP AND IMPACT
TI will provide follow-up service, ensuring that all furnishings are placed to your satisfaction and any
claims are expedited. Every employee will receive a Post Move Alert form where they can relate any
move related issues that need to be resolved. We will also prep are an overall punch list that will enable
us to track and resolve any general areas needing attention or resolution. TI will be on-site for the opening
day of business to ensure smooth operations and resolve any consequent issues that may arise. A concern
for many businesses is van line estimates, which can be subject to change, resulting in higher costs. TI
will introduce vendors who can provide us with a track record for accuracy, and provide you with the
security that this vendor will not take advantage of you financially. Within 3 days following each phase
of the move TI will coordinate with appropriate vendors the removal of all remaining furniture, files, and
equipment from the vacated facility. TI’s resources and methods provide for a reduction in time,
typically 25%, which will reduce your costs.
COSTA MESA SANITARY DISTRICT
SCHEDULE OF SERVICES
COSTA MESA SANITARY DISTRICT and Trendzitions, Inc. (TI) agree that TI will coordinate,
consult and implement each of the services checked below as described in our Proposal Service
Descriptions. TI will provide for the research, evaluation and coordination of the services checked below.
TRENDZ•FITTM
REAL ESTATE PLANNING SERVICES
TRENDZ•BUILDTM
CONSTRUCTION MANAGEMENT
DELINEATE PROJECT GOALS & OBJECTIVES (GOTCHA) BID, INTERVIEW & SELECT ARCHITECT/SPACE PLANNER
DEFINE SPATIAL SQUARE FOOTAGE NEEDS BID, INTERVIEW & SELECT GENERAL CONTRACTOR
DEVELOP BENCHMARK RELOCATION & FF&E BUDGET VALUE ENGINEER CONSTRUCTION DOCUMENTS
PRODUCE PROJECT SCHEDULE & TIMELINE MANAGE BUILD OUT & COMPLETE PUNCH-LIST
INTERVIEW/BID/SELECT BEST-FIT REAL ESTATE BROKER MONITOR BUDGET, CHANGE ORDERS, PROJ. MEETINGS
INTERVIEW/BID/SELECT BEST-FIT INDUSTRIAL ENGINEER COORDINATE M.E.P. ENGINEERING FIRMS
TRENDZ•PROJECTTM
VENDOR PROJECT MANAGEMENT
INITIATE KICK-OFF & MANAGE PROJECT MEETINGS MANAGE PROJECT TIMELINES AND SCHEDULES
LEAD/MANAGE VENDOR/CLIENT COMMUNICATIONS DEVELOP PROJECT TASK FORCE
NOTIFY & COORDINATE SUPPLIERS/SERVICES WEEKLY ON-SITE ADMINISTRATIVE SUPPORT
TRENDZ•TECHTM
TECHNOLOGY & PRODUCT CONSULTING & PROCUREMENT
TELECOMMUNICATIONS CONSULTING TECHNOLOGY, OFFICE & WAREHOUSE PRODUCTS
BID & PROCURE TELEPHONE SYSTEM & VOICE MAIL PROCURE MODULAR & FREE STANDING FURNITURE
COORDINATE VOICE/DATA CABLING DESIGN, BID & IMPLEMENT A/V SYSTEMS
COORDINATE & PROCURE TELCO LINES DESIGN & BID SECURITY SYSTEM
RELOCATE EXISTING SYSTEM BID/PROCURE & COORDINATE WAREHOUSE RACKING
TRENDZ•RELOTM
FACILITY RELOCATION MANAGEMENT
DEVELOP WRITTEN SCOPE OF WORK (RFP) PROVIDE EMPLOYEE EXT. LISTS & PERSONALIZED LABELS
WALK THRU VENDORS FOR RELOCATION BIDS PREPARE DESTINATION MAPPING OF FLOOR PLANS
PRODUCE MOVE COST COMPARISON COORDINATE PRE MOVE MEETINGS
CREATE RELOCATION SCHEDULE PROVIDE ON SITE MOVE DAY SUPERVISION
INVENTORY FREESTANDING FURNITURE & EQUIPMENT DISTRIBUTE POST MOVE ALERTS & FOLLOW-UP
PREPARE DESTINATION MAPPING OF FLOOR PLANS LIQUIDATE EXCESS FURNITURE & EQUIPMENT
DETERMINE & PLAN LOCATION OF FILING CABINETS APPROVE, CORRECT & PROCESS INVOICES
THIS DOCUMENT COMBINED WITH OUR PROPOSAL SERVICE DESCRIPTIONS, STRUCTURE OF FEES, CONFIDENTIALITY AND
SERVICE AGREEMENTS ALONG WITH OUR TERMS & CONDITIONS, FORM OUR COMPLETE ENTIRE AGREEMENT.
COSTA MESA SANITARY
DISTRICT
DATE Trendzitions DATE
STRUCTURE OF FEES
Trendzitions, Inc.’s (TI) experience and knowledge of cost areas will allow for better financial planning, a more
thorough analysis of the expenses, and will lead to more informed decision -making. Our buying power on
expenses of these types provides for very competitive pricing and usually recovers more than our fee. Companies
will spend hundreds of hours of their own time researching and investigating the vendors, products and services
to do a thorough job. Our experience provides for the maximum use of everyone’s time, while contributing to
the team’s goals. Listed below is the breakdown of your needs that TI has defined with our service fees. TI’s
will give you maximum control of this process and will also allow you to maximize your resources of time and
money.
TELECOMMUNICATIONS – TELCO, TELEPHONE SYSTEM RELOCATION & DATA CABLING
Offer recommendation for telco vendor & cost saving options, negotiate & award contract
Review & coordinate telco line & telephone system installation with respective vendors
Coordinate voice & data cabling installation with telephone system implementation
AUDIO/VISUAL PROCUREMENT
Survey & review Audio Visual needs & prepare Request for Proposal (RFP)
Provide complete analysis, product comparisons & overview
Preview products, make recommendations, negotiate & award contract
Coordinate deliveries and installations
SECURITY
Review client goals for securing facility
Produce floor-plan detailing equipment requirements & Request for Proposal (RFP)
Produce Bid Analysis, make recommendations, negotiate & award contract
Coordinate product deliveries and installations
PHYSICAL RELOCATION: MOVE CHOREOGRAPHY & MANAGEMENT
Develop the relocation strategy and provide options to eliminate downtime
Develop Vendor RFP for Van Lines, Riggers & IT for disconnect/reconnect Support
Provide bidder cost comparisons, make recommendations, negotiate & award contracts
Provide Destination mapping of floor plans, provide labels
Conduct Employee pre-move presentations for relocation instructions
Conduct Pre-move planning meetings with movers, riggers, IT support and client
*Plus Provide On-Site Move Support & Coordinate Installation On Site (Est. 15-20 Hrs.)
FEE FOR SERVICES *$17,450.00
10% Discount for Multiple Services < $ 1,745.00 >
TOTAL FEE FOR SERVICES $15,705.00
*Plus On-Site Implementation will be billed hourly: Project Mgr $150 (Estimated at 15-20 Hrs Total).$2,250 - $3,000
TI will be reimbursed for all out of pocket expenses: Mileage, blueprints, etc.
This is an agreement for a packaged fee for services and, in the event of a project cancellation beyond the control of TI, a
buyout of the contract for 35% of the projected contract amount may be exercised. Payment terms are due upon receipt
and are considered late after 10 days from invoice date. All expenses will be billed at cost plus 15%. (The cost for mileage
will be billed at 55¢ per mile). A 5% late fee will be assessed and interest will accrue monthly at 1%.
This document combined with our Proposal Service Descriptions, Schedule of Services, Confidentiality and Service
Agreements, along with our Terms & Conditions, form our complete entire agreement.
COSTA MESA SANITARY DISTRICT DATE Trendzitions DATE
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Typically construction takes 8-12 weeks maximum. The timeframe provided of 12 weeks will be adjusted or confirmed after contractor bids are collected and reviewed.
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Minor Asbestos Abatement for the server room floor requires a 14 day notice to the AQMD and can take place in parallel with the rest of the construction demo.
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EXHIBIT B
TRENDZITIONS AGREEMENT
PAYMENT SCHEDULE
Architect Selection, Pre-Construction/Construction
Management Services
Package Price Breakdown
Total $29,875.00
Retainer and 1st month’s fee – Architect & Bid
Process Selection
$ 9,387.50 Less 10%
Discount
$ 2,987.50
Monthly Construction Management fee:
5 mos @$3,500 each – Jun 1, Jul, Aug, Sept, Oct
$17,500.00
Total $26,887.50 Package Price
Total
$26,887.50
Technology/Consulting/Coordination & Move Management
Services
Package Price Breakdown
Total $17,450.00
1st Payment – 1/3 down $ 5,235.00 Less 10%
Discount
$ 1,745.00
2nd Payment due July 22nd $ 5,235.00
3rd Payment due October 22nd $ 5,235.00
*4th Payment billed for onsite (estimated at 15-20
Hrs Total $2,250-$3,000)
Due after move & after 5% reduction of $2,129.63
Package
Price Total
$15,705.00
*Plus Onsite Implementation will be billed hourly; Project Mgr $150 (Estimated at 15-20 Hrs
Total. $2,250 - $3,000
TI will be reimbursed for all out of pocket expenses: Mileage, blueprints, etc.
This is an agreement for a packaged fee for services and, in the event of a project cancellation
beyond the control of TI, a buyout of the contract for 35% of the projected contract amount may
be exercised. Payment terms are due upon receipt and are considered late after 15 days from
invoice date. All expenses will be billed at cost plus 15%. (The cost for mileage will be billed at
55¢ per mile). A 5% late fee will be assessed and interest will accrue monthly at 1%.