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SUBJECT: AWARD OF CONTRACTS FOR ON CALL PROFESSIONAL SERVICES
1. Award a three-year contract for on call professional services to AEI Consultants, PBS&J Consultants, CBM Consulting, Inc., Charles Abbott Associates, Inc., Group Delta Consultants, HYCOM & Associates, Harris & Associates, JMC2, John L. Hunter & Associates, Jon Cicchetti ASLA, KEC Engineers, Inc., Kleinfelder, Helix Environmental, Inc., Lenocker & Associates, Priority Engineering Inc., RBF Consulting, SA Associates, Willdan, Shirley Bennett, and Zieser Kling.
2. Authorize the expenditure of up to $60,000 with each of these firms, with a not to exceed the amount of $25,000 for a single project, and;
3. Authorize the expenditure of up to $311,000 for “on-call” services for various FY06-07 program budgets using the on-call contract authority.
The Public Works Department relies on contract professional services to provide services. Services typically include engineering design, inspection, geotechnical engineering, landscape architecture services, contract management, surveying, plan checking and environmental clearance.
When services are required for a capital project such as the overlay program, or other significant projects, the department circulates a request for proposals (RFP), reviews the proposals, recommends a firm, and prepares a report to the Council to, select the firm, award a contract, and authorize expenditures. This process works well for large-scale projects, and the department will continue to use this process for such projects.
The department, however, also requires services for projects in which this RFP process will not work as well. These are generally small-scale projects or projects where services are urgently needed. For such projects the RFP process creates delays, or adds significant administrative cost. Since 1997 the department has obtained services for small or urgent projects through the “on-call” process.
Under the “on-call” process the department selects a firm from an approved list of firms. Under this process the City Council pre-selects the consultants, and awards a contract, however staff has the ability to authorize expenditures within limits established by the City Council.
In preparation for this report, the Public Works Department circulated a request for qualifications to 25 selected firms who have successfully provided services to the City in the past. Twenty firms submitted qualifications, if the staff recommendations are approved a professional services contract will be executed with each of the 20 firms. The amount awarded to each firm over the course of the year will be a function of the needs of the department and the firm’s performance.
As a control measure and in the interest of equity, the cumulative contract amount with each firm will be limited to $60,000 for the fiscal year, and each single project awarded to a firm will be for less than $25,000. The one exception to this is that “on-call services that are reimbursed by a trust deposit will not count towards the maximum amounts. The $311,000 dollar amount is based on the amount budgeted throughout the Public Works Budget for non-project consulting services.
If the recommended action is adopted a staff member will obtain “on-call” services by requesting a proposal from one of the “on-call” consulting firms. The proposal will likely be an estimate for the time and any costs that are incurred in performing the services requested by the City; however, if the project is well defined a fixed cost proposal will be requested. The staff member will then obtain a purchase order and encumber a portion of the department’s budget. This will all be done without further action by the City Council.
Staff proposes that three-year contracts be awarded. Three years is the typically length of a contract awarded by the department for long-term service needs. The three-year period achieves a balance between keeping a firm accountable and not requiring staff to unnecessarily solicit new proposals, which increase administrative costs.
A copy of the standard professional services agreement is attached.
Funding for the recommended actions is available in the adopted FY 2006-2007 budget in the General Fund, Proposition C, Solid Waste, and the Beautification Fund.
Attachment: Professional Services Agreement
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this day of , 20 , by and between the CITY OF RANCHO PALOS VERDES hereinafter referred to as "CITY", and hereafter referred to as "CONSULTANT".
IN CONSIDERATION of the covenants hereinafter set forth, the parties hereto mutually agree as follows:
1.1 Project Description
The Project is described as follows:
1.2 Description of Services
CONSULTANT shall perform as required to complete the project as defined in Article 1.1
1.3 Schedule of Work
Upon receipt of written Notice to Proceed from the CITY, CONSULTANT shall perform with due diligence the services requested by the CITY and agreed on by CONSULTANT. CONSULTANT shall not be responsible for delay, nor shall CONSULTANT be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of CITY to furnish timely information or to approve or disapprove CONSULTANT'S work promptly, or delay or faulty performance by CITY, other contractors, or governmental agencies, or any other delays beyond CONSULTANT'S control or without CONSULTANT'S fault.
(a) CITY agrees to compensate CONSULTANT a not to exceed amount of $ for the Inspection services which will be billed on an hourly basis at $ per hour.
(b) CITY may request additional specified work under this agreement. All such work must be authorized in writing by the Director of Public Works prior to commencement.
2.2 Payment Address
All payments due CONSULTANT shall be paid to:
2.3 Terms of Compensation
CONSULTANT will submit invoices monthly for the hours of work performed in the previous month. CITY agrees to pay all undisputed invoice amounts within thirty (30) days of receipt of the invoice. CITY agrees to use its best efforts to notify CONSULTANT of any disputed invoice amounts or claimed completion percentages within ten (10) days of the receipt of each invoice. However, CITY's failure to timely notify CONSULTANT of a disputed amount of claimed completion percentage shall not be deemed a waiver of CITY's right to challenge such amount or percentage.
Additionally, in the event CITY fails to pay any undisputed amounts due CONSULTANT within forty-five (45) days after invoices are received by CITY then CITY agrees that CONSULTANT shall have the right to consider said default a total breach of this Agreement and be terminated by CONSULTANT without liability to CONSULTANT upon ten (10) working days advance written notice.
2.4 Additional Services
CITY may request in writing that CONSULTANT perform additional services not covered by the specific Scope of Work set forth in this Agreement, and CONSULTANT shall perform such services and will be paid for such additional services in accordance with CONSULTANT'S Standard Schedule of Hourly Rates attached hereto as part of Exhibit B and incorporated herein by this reference. The schedule of hourly rates shall be in effect through the end of this project or December 31, 2009 whichever occurs first.
CONSULTANT will defend, indemnify and hold harmless CITY, its Boards and its officers, employees and agents (collectively "CITY"), against any claim, loss or liability that arises because of the sole or primary negligence or willful misconduct of CONSULTANT, its agents, officers, directors or employees, in performing any of the services under this Agreement.
3.2 General Liability
CONSULTANT shall at all times during the term of the Agreement carry, maintain, and keep in full force and effect, a policy or policies of Commercial General Liability Insurance, with minimum limits of One Million ($1,000,000.00) Dollars for each occurrence and in the aggregate, combined single limit, against any personal injury, death, loss or damage resulting from the wrongful or negligent acts by CONSULTANT. Said policy or policies shall be issued by an insurer admitted to do business in the State of California and rated in Best’s Insurance Guide with a rating of A or better.
3.3 Professional Liability
CONSULTANT shall at all times during the term of this Agreement, carry, maintain, and keep in full force and effect a policy or policies of professional liability insurance with a minimum limit of one million ($1,000,000.00) dollars. Said policy or policies shall be issued by an insurer admitted to do business in the State of California and rated in Best’s Insurance Guide.
3.4 Worker's Compensation
CONSULTANT agrees to maintain in force at all times during the performance of work under this Agreement worker's compensation insurance as required by the law. CONSULTANT shall require any subcontractor similarly to provide such compensation insurance for their respective employees.
3.5 Notice of Cancellation
A. All insurance policies shall provide that the insurance coverage shall not be canceled by the insurance carrier without thirty (30) days prior written notice to CITY. CONSULTANT agrees that it will not cancel or reduce said insurance coverage.
B. CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and effect, CITY may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, CITY may take out the necessary insurance and pay, at CONSULTANT's expense, the premium thereon.
3.6 Certificate of Insurance
At all times during the term of this Agreement, CONSULTANT shall maintain on file with the CITY Clerk a certificate of insurance showing that the aforesaid policies are in effect in the required amounts. The commercial general liability and professional liability policy or policies shall contain endorsements naming the CITY, its officers, agents and employees as additional insureds.
3.7 Primary Coverage
The insurance provided by CONSULTANT shall be primary to any coverage available to city. The insurance policies (other than workers' compensation and professional liability) shall include provisions for waiver of subrogation.
4.1 Termination of Agreement
(a) This Agreement may be terminated at any time, with or without cause, by either party upon sixty (60) days prior written notice. Notice shall be deemed served upon deposit in the United States Mail of a certified or registered letter, postage prepaid, return receipt requested, addressed to the other party, or upon personal service of such notice to the other party.
(b) In the event of termination or cancellation of this Agreement by CONSULTANT or CITY, due to no fault or failure of performance by CONSULTANT, CONSULTANT shall be paid compensation for all services performed by CONSULTANT, in an amount to be determined as follows: for work done in accordance with all of the terms and provisions of this Agreement, CONSULTANT shall be paid an amount equal to the percentage of services performed prior to the effective date of termination or cancellation in accordance with the work items; provided, in no event shall the amount of money paid under the foregoing provisions of this paragraph exceed the amount which would have been paid to CONSULTANT for the full performance of the services described in Article 1.2.
5.1 Ownership of Documents and Work Product
All plans, specifications, reports and other design documents prepared by CONSULTANT pursuant to this Agreement are instruments of service, which shall be deemed the property of the CITY. CITY acknowledges and agrees that all plans, specifications, reports and other design documents prepared by CONSULTANT pursuant to this Agreement shall be used exclusively on this Project and shall not be used for any other work without the written consent of CONSULTANT. In the event CITY and CONSULTANT permit the reuse or other use of the plans, specifications, reports or other design documents, CITY shall require the party using them to indemnify and hold harmless CITY and CONSULTANT regarding such reuse or other use, and CITY shall require the party using them to eliminate any and all references to CONSULTANT from the plans, specifications, reports and other design documents. If a document is prepared by CONSULTANT on a computer, CONSULTANT shall prepare such document in a Microsoft® Word 2000 or lower format; in addition, CONSULTANT shall provide CITY with said document both in a printed format and on a five and one quarter inch (5 1/4") compact disk.
A CITY representative shall be designated by the City Manager and a CONSULTANT representative shall be designated by CONSULTANT as the primary contact person for each party regarding performance of this Agreement. A CITY representative shall be designated by the City Manager and a CONSULTANT representative shall be designated by CONSULTANT as the primary contact person for each party regarding performance of this Agreement. CONSULTANT shall not designate a different primary contract person without the prior written approval of the Director of Public Works.
6.2 Fair Employment Practices/Equal Opportunity Acts
In the performance of this Agreement, CONSULTANT shall comply with all applicable provisions of the California Fair Employment Practices Act (California Government Code Sections 12940-48) and the applicable equal employment provisions of the Civil Rights Act of 1964 (42 U.S.C. 200e-217), and the Americans with Disabilities Act of 1992 (42 U.S.C. § 11200, et seq.).
CONSULTANT represents that it has, or shall secure at its own expense, all personnel required to perform CONSULTANT's services under this Agreement. Any person who performs engineering services pursuant to this Agreement shall be licensed as a Civil Engineer by the State of California and in good standing. CONSULTANT shall make reasonable efforts to maintain the continuity of CONSULTANT's staff who are assigned to perform the services hereunder and shall obtain the approval of the Director of Public Works of all proposed staff members who will perform such services. CONSULTANT may associate with or employ associates or subconsultants in the performance of its services under this Agreement, but at all times shall be responsible for their services.
6.4 Conflicts of Interest
CONSULTANT agrees not to accept any employment or representation during the term of this Agreement or within twelve (12) months after completion of the work under this Agreement which is or may likely make CONSULTANT "financially interested" (as provided in California Government Code Section 1090 and 87100) in any decisions made by CITY on any matter in connection with which CONSULTANT has been retained pursuant to this Agreement.
6.5 Legal Action
(a) Should either party to this Agreement bring legal action against the other, the case shall be brought in a court of competent jurisdiction in Los Angeles County, California, and the party prevailing in such action shall be entitled to recover its costs of litigation, including reasonable attorneys' fee which shall be fixed by the judge hearing the case and such fee shall be included in the judgment.
(b) Should any legal action about the Project between CITY and a party other than CONSULTANT require the testimony of CONSULTANT when there is no allegation that CONSULTANT was negligent, CITY shall compensate CONSULTANT for its testimony and preparation to testify at the hourly rates in effect at the time of such testimony.
This Agreement shall not be assignable by either party without the prior written consent of the other party.
Notwithstanding the above, CONSULTANT may use the services of persons and entities not in CONSULTANT'S direct employ, when it is appropriate and customary to do so. Such persons and entities include, but are not necessarily limited to, surveyors, specialized consultants, and testing laboratories. CONSULTANT'S use of subcontractors for additional services shall not be unreasonably restricted by the CITY provided CONSULTANT notifies the CITY in advance.
6.7 Independent Contractor
CONSULTANT is and shall at all times remain, as to the CITY, a wholly independent CONTRACTOR. Neither the CITY nor any of its agents shall have control over the conduct of CONSULTANT or any of the CONSULTANT's employees, except as herein set forth. CONSULTANT expressly warrants not to, at any time or in any manner, represent that it, or any of its agents, servants or employees, are in any manner agents, servants or employees of CITY, it being distinctly understood that CONSULTANT is, and shall at all times remain to CITY, a wholly independent contractor and CONSULTANT's obligations to CITY are solely such as are prescribed by this Agreement.
6.8 Hazardous Materials
Unless otherwise provided in this Agreement, CONSULTANT and its subconsultants and/or contractors shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to hazardous materials in any form at the site of the Project.
The titles used in this Agreement are for general reference only and are not part of the Agreement.
6.10 Extent of Agreement
This Agreement represents the entire and integrated Agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be modified or amended only by a subsequent written agreement signed by both parties.
All notices pertaining to this Agreement shall be in writing and addressed as follows:
If to CONSULTANT:
If to CITY:
Mr. Jim Bell, Director of Public Works
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first above written.
Dated: CITY OF RANCHO PALOS VERDES