HomeMy WebLinkAboutArcata Economic Development Corporation 2013-08-09 AGREEMENTFOR
PROFESSIONAL CONSULTING SERVICES I
This Agreement, made and entered into this 9T" day of Auqust , 2013 ("Effective Date"),
by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and ARCATA '
ECONOMIC DEVELOPMENT CORPORATION, a Corporation organized and in good standing
under the laws of the state of California, hereinafter referred to as "ConsultanY'.
RECITALS '
This Agreement is predicated on the following facts:
a. City requires consulting services related to undenvriting services for a CDBG Economic
Development Allocation Program.
b. Consultant represents that it has the qualifications, skills, experience and properly
licensed to provide these services, and is willing to provide them according to the terms
of this Agreement.
c. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto
as Attachment "A", describing contract provisions for the project and setting forth the
completion dates for the various services to be provided pursuant to this Agreement �
TERMS OF AGREEMENT I
1.0 DESCRIPTION OF PROJECT I
1.1 As set forth in Attachment "A".").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written
agreement between City and Consultant. The written Agreement shall be in the form of
an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required
by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete
such services within two years from receipt of the Notice to Proceed. Consultant shall
complete the work to the City's reasonable satisfaction, even if contract disputes arise or
Consultant contends it is entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Comoensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
exceed a guaranteed maximum dollar amount of $67,820 total or limited to 14% of the
actual approved loan, whichever is less. Labor charges shall be based upon hourly
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billing rates for the various dassifications of personnel employed by Consultant to I��
perform the Scope of Work as set forth in Attachment B, which shall include all indirect
costs and expenses of every kind or nature, except direct expenses. The direct
expenses and the fees to be charged for same shall be as set forth in Attachment B.
Consultant shall complete the Scope of Work for the not-to-exceed guaranteed
maximum, even if actual time and expenses exceed that amount.
4.2 Chanpes. Should changes in compensation be required because of changes to the '
Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in
compensation. "Changes to the Scope-of-Work" means different activities than those
described in Attachment "A" and not additional time to complete those activities
identified in this Agreement. I
4.3 Sub-contractor Pavment. The use of sub-consultants or other services to perform a �
portion of the work of this Agreement shall be approved by City prior to commencement I
of work. The cost of sub-consuttants shall be included within guaranteed not-to-exceed �
amount set forth in Section 4.1.
4.4 Terms of Pavment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of the invoice less any amount already paid to Consultant,
which amounts shall be due and payable thirty (30) days after receipt by City. The
invoices shall provide a description of each item of work performed, the time expended
to perform each task, the fees charged for that task, and the direct expenses incurred �
and billed for. Invoices shall be accompanied by documentation sufficient to enable City
to determine progress made and to support the expenses claimed. �
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely
responsible for its acts or omissions. Consultant (including its agents, servants, and
employees) is not the City's agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent
contractor and not an employee, joint venture, or partner of City for any purpose I
whatsoever. City shall have no right to, and shall not control the manner or prescribe the
method of accomplishing those services contracted to and performed by Consultant
under this Agreement, and the general public and all governmental agencies regulating '
such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been
inserted solely to achieve compliance with federal and state laws, rules, regulations, and '
interpretations thereof. No such provisions and no other provisions of this Agreement
shall be interpreted or construed as creating or establishing the relationship of employer
and employee between Consultant and City. j
Consultant shall pay all estimated and actual federal and state income and self- I
employment taxes that are due the state and federal govemment and shall fumish and
pay worker's compensation insurance, unemployment insurance and any other benefits i
required by law for himself and his employees, if any. Consultant agrees to indemnify �I
and hold City and its officers, agents and employees harmless from and against any
claims or demands by federal, state or local government agencies for any such taxes or
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benefits due but not paid by Consultant, including the legal costs associated with I
defending against any audit, claim, demand or law suit. i
Consultant warrants and represents that it is a properly licensed professional or I
professional organization with a substantial investment in its business and that it
maintains its own offices and staff which it will use in performing under this Agreement. i
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely
to City. Consultant has no interest and will not acquire any direct or indirect interest that
would conflict with its pertormance of the Agreement. Consultant shall not in the
pertormance of this Agreement employ a person having such an interest. If the City I
Manager determines that the Consultant has a disclosure obligation under the City's I
local conflict of interest code, the Consultant shall file the required disclosure form with
the City Clerk within 10 days of being notified of the City Manager's determination. �
6.0 INDEMNIFICATION I
6.1 Insurance Liabilitv. Without limiting ConsultanYs obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for
the full period of time allowed by law, surviving the termination of this Agreement
insurance against claims for injuries to persons or damages to property, which may arise
from or in connection with its performance under this Agreement. '
A. Minimum Scope of Insurance �
Coverage shall be at least as broad as:
1. Insurance Services Office ("ISO) Commercial General Liability Coverage
Form No. CG 20 10 10 01 and Commercial General Liability Coverage —
Completed Operations Form No. CG 20 37 10 01.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 I
"any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the
State of California and Employers Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the consultanYs
profession. Architects' and engineers' coverage is to be endorsed to
include contractual liability. I
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liabilitv: $1,000,000 combined single limit per occurrence for �
bodily injury, personal injury and property damage including operations, '
products and completed operations. If Commercial General Liability
Insurance or other form with a general aggregate limit is used, the
general aggregate limit shall apply separately to the work performed I
under this Agreement, or the aggregate limit shall be twice the prescribed
per occurrence limit. I
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2. Automobile Liabilitv: $1,000,000 combined single limit per accident for li
bodily injury and property damage. I
3. Worker's Compensation and Emolovers Liabilitv: Worker's compensation I
limits as required by the Labor Code of the State of California and
Employers Liability limits of$1,OOQ000 per accident. I
4. Errors and Omissions liabilitv: $1,000,000 per occurrence.
C. Deductibles and Self-Insured Retentions �
Any deductibles or self-insured retentions must be declared to and approved by I,
the City. At the option of the City, either the insurer shall reduce or eliminate I
such deductibles or self-insured retentions as respects to the City, its officers, I
officials, employees and volunteers; or the Consultant shall procure a bond �
guaranteeing payment of losses and related investigations, claim administration I
and defense expenses. I
D. Other Insurance Provisions I
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liabilitv and Automobile Liabilitv Coveraqes I
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a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products
and completed operations of the Consultant, premises owned,
occupied or used by the Consultant, or automobiles owned, hired
or borrowed by the Consultant for the full period of time allowed by
law, surviving the termination of this Agreement. The coverage
shall contain no special limitations on the scope-of-protection
afforded to the City, its officers, officials, employees or volunteers.
b. The ConsultanYs insurance coverage shall be primary insurance
as respects to the City, its officers, officials, employees and
volunteers. Any insurance or self-insurance maintained by the
City, its officers, officials, employees or volunteers shall be in
excess of the ConsultanPs insurance and shall not contribute with
it.
c. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its officers, officials,
employees or volunteers.
d. The ConsultanYs insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability. I
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, 2. Worker's Compensation and Employers LiabilitV Coverape I
The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and volunteers for losses arising from
ConsultanYs performance of the work, pursuant to this Agreement.
3. All Coveraqes
Each Insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party,
reduced in coverage or in limits except after thirty (30) days prior written
notice by certified mail, retum receipt requested, has been given to the
Ciry. '
E. Acceptabilitv of Insurers
Insurance is to be placed with admitted California insurers with an A.M. BesYs
, rating of no less than A- for financial strength, AA for long-term credit rating and
AMB-1 for short-term credit rating. I
F. Verification of Coveracte
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates
and Endorsements for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behalf. The Certificates and
Endorsements are to be on forms provided or approved by the City. Where by
statute, the City's Workers' Compensation - related forms cannot be used,
equivalent forms approved by the Insurance Commissioner are to be substituted.
All Certificates and Endorsements are to be received and approved by the City
' before Consultant begins the work of this Agreement. The City reserves the right
to require complete, certified copies of all required insurance policies, at any
time. If Consultant fails to provide the coverages required herein, the City shall
have the right, but not the obligation, to purchase any or all of them. In that
event, the cost of insurance becomes part of the compensation due the
contractor after notice to Consultant that City has paid the premium.
G. Subcontractors
Consultant shall include all subcontractors or sub-consultants as insured under
its policies or shall furnish separate certificates and endorsements for each sub-
contractor or sub-consultant. All coverage for sub-contractors or sub-consultants
shall be subject to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees, for the full period of time allowed by law, surviving the
termination of this Agreement, to indemnify the City for any claim, cost or liability that �
arises out of, or pertains to, or relates to any negligent act or omission or the willful
misconduct of Consultant in the performance of services under this contract by
Consultant, but this indemnity does not apply to liability for damages for death or bodily
injury to persons, injury to property, or other loss, arising from the sole negligence, willful
misconduct or defects in design by the Ciry, or arising from the active negligence of the
City.
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"Indemnify," as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include �
all costs associated with defending the claim, including, but not limited to, the fees of
attorneys, investigators, consultants, experts and expert witnesses, and litigation
expenses.
References in this paragraph to City or Consultant include their officers, employees,
agents, and subcontractors.
7.0 APPLICABLE STATE/FEDERAL GRANT PROVISIONS
71 EqualOonortunitv.
l. The Civi] Riehts, Housin� and Communitv Development, and Age Discrimination Acts
Assurances
During the performince of this Agecmcnt, thc Consultant assures that no otherwise
qualified person shall be excluded from the participation or employment, denied program I
benefits, or be subjected to discrimination based on race, color, national origin, sex, age, or
handicap, under any program or activity funded by this contract, as required by Title VI of '
the Civil Rights Act of 1964, Tide 1 of the Housing and Community Developmcnt Act of �
1974, as amcnded, and the Age Discrimination Act of 1975, Nie Fair Housing Act of 1988,
and all implcmcnting regulations.
2. Rchabilit�tion Act of 1973 and thc "504 Coordinator" �
The Consultant agrces to comply with the City's implemcntation of the Rehabilitation Act I
of 1973, as amended, and its regulations, 24 CFR Part 8, including but not limited to, the
local designation of a special person charged witl� local cnforccmcnt of this Act, as thc"504
Coordinator".
3. The Trainine, Emolovment, and Contracting Opportunities Assurance of Compliance:
a. The work to be performed under this Agreement is on a project assisted under a
program providing direct federal financial assistance from the Department of Housing
and Urban Development and is subject to the requiremcnts of Section 3 of the Housing
and Urban Development Act of 1968, as amended, 12 U.S.C. 1701 u. Section 3 requires
that to the greatest extent feasible, opportunities for training and employment be given
lower income residents of the project area and contracts for Work in connection with
the project bc awarded to business concerns which are located in, or owned in
substantial part by persons residing in the area of the project.
b. The parties to this Agreement will comply with the provisions of said Section 3 and the
regulations issued pursuant thcreto by the Secretary of Housing and Urban
Development set forth in 24 CFR Part 135, and all applicable rules and orders of the
Departmcnt issued thereunder prior to the execution of this contract. The parties to this
contract certify ai�d agree that thcy are under no contractual or other disability, which
would prevent them from complying with these requirements.
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a The Consultant will send to each labor organization or representative of workers with �I
which hc has a wllcctive bargaining agrccment or othcr contract or undcrstanding, if
any, a notice advertising the said labor organization or worker's representative of his �
commitments undcr this Section 3 clausc and shall post copies of the notice in �
conspicuous places available to employees and applicants for employment or training.
d. The Considtant will include these Section 3 clauses in every contract and subcontract
For Work in connection with the project and will, at the direcCion of the State, take
appropriate action pursuant to the contract upon a finding that any subcontractor is in
violation of regulations issued by the Secretary of Housing and Urban Developme�t, 24
CFR Part 135 and, will not let any contract unless the Constdtant has first provided it
with a preliminary statement of ability to comply with the requirements of these
regulations.
e. Compliance with the provisions of Section 3, thc regulations set forth in 24 CFR Part
135, and all applicable rules and orders of the Department issued thereunder prior to the I
execution of the Agreement shall be a condition of the federal financial assistance �
provided to the project, binding upon the Consultant and its successors, and assigns to �
those sanctions specified by the grant or contract through which federal assistance is
provided, and to such sa�ctions as are specified by 24 CFR Part 135.
4. State Nondiscriminatio� Clause:
a. During the perFormance of this contract, City, and Consultant shall not unlawfully I
discriminate, harass, or allow harassment, against any employee or applicant for
employmen[ because of race, religion, color, na[ional origin, ancestry, physical
handicap, medical condition (cancer), physical disability (including HIV and AIDS),
marital status, age (over 40), sex, dcnial of family and medical leave, and denial of
pregnancy Ieava Consultant shall insure that the evaluation and treatment of thcir
employees and applicants for employment are free of such discrimination and �
harassment Consultant shall comply with the provisions of the Fair Employment and i
Housing Act (Government Code, Section 12900 et seq.) and d�e applicable regulations
promulgated thercunder (California Codc of Regilations, Titic 2, Section 7258.0 et
seq.) The applicable regulations of the Fair Employment and Housing Commission
implementing Govemment Code, Section 12990(a-�, set forth in Chapter 5, of Division
4 of Title 2 of the Califomia Code of Regulations, are incorporated into this agreement
by refcrence and made a part hercof as if set forth in fulL City, Consultant shall give
written notice of their obligations under tl�is clause to labor organizations with which
they have a collectivc bargaining or othcr agreement.
b. City and Considtant shall includc thc nondiscrimination and compliance provisions of ��
this clause in all subcontracts to perfonn work under the contract.
5. Americans with Disabilities Act(ADA) of 1990
By signing this agreement, the parties to this agreement assure tlie State that they will
comply with thc Americans with Disabilities Act (ADA) of 1990, (42 USC 12101 et
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� seq.), which prohibits discrimination on thc basis of disability as wcll as all applicable ��
regulations and guidelines issued pursuant to the ADA. I
6. Assurancc of Comoliance with 12equiroments Placed on Construction Contracts of
$I 0,000 or More
The Ciry and the Consultant hereby agree to placc in every contract for construction I
exceeding $10,000 the Noticc of Requirement for Affirmative Action to ensurc Equal �
Employment Opportuniry (Executive Order 11246), t�he Standard Equal Employment I
Opportunity, Construction Contract Specifications. The City furthermore agrees to insert
tlie appropriate Goals and Timetables issued by tlie U.S. Department of Labor in such
contracts and subcontracts. ,
7.2 Monitorin� and Audit Consultant agrccs to allow the Housing and Community
Development Department, Bureau of State Audits, HUD, or other State or federal
agencies or thcir representatives, upon reaso�able noticc, unrestricted access to all �
relevant records, documents, books, accounts, �nd all other materials for grant monitoring ��
or auditing purposes, including the monitorin� for conformity with any Gran[ Ageement. I
City will monitor fa�conformity with its Statc contracL �
7.3 Copeland Act. Consultant shall comply with the Copeland "A�ti-Kiekback" Act (18 �
U.S.C. §874) as supplcme�ted in Dcpartment of Labor regulations (29 CFR Part 3). I
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7.4 Copvri�ht. Any documents fumished by City or produced by Contractor in the
performance of this Contract belong to City which shall own any and all intellectual
property and copyrights thereto. Any discovery or invention developed by City or
Consultant in the performance of this Contract shall belong to City which shall have the
exclusive right to seek patent protection therefor.
7.5 Access to Records. Consultant shall provide City, the U.S. Department of Housing and
Urban Development ("HUD"), the Comptroller General of the United States, or any ofi '
their duly authorized representatives to any books, documents, papers, and records of the I
Consultant which are directly pertinent to that specific contract for the purpose of making �
audit, examination, excerpts, and transcriptions. �
7.6 Retention of Records. Consultant shall retain all records related to its performance under �
this Agreement and City's payments hereunder for five years after final payment has
been made hereunder and all other peoding matters are closed.
7.7. Environmental Compliance. Consultant shall comply with all applicxble s[andards, �
orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C.
§L857(h)), section 508 of the Clean Water Act (33 U.S.C.§1368), Executive Order �
1 1738, and Environmental Protection A�ency regulations (40 CFR part I S).
7.8. Enerev Efficiency. Consultant shall comply with all mandatory standards 1nd policies ,
relating to energy efficiency which are contained in the state energy conservation plan �i
issucd in compliance with the Energy Policy and Conservation Act (Pub. Law 94-163, 89 �
Stat 871). I
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7.9. Anti-lobb�o Requirements. The aoti-lobbying certification attached hereto as Exhibit B
is a material rcprescntation of fact upon which thc City has rclicd in en[ering this
I agreement.
8.0 CONTRACT PROVISIONS
8.1 Ownership of Work. All documents furnished to Consultant by City and all documents or
reports and supportive data prepared by Consultant under this Agreement are owned I
and become the property of the City upon their creation and shall be given to City �
immediately upon demand and at the completion of ConsultanYs services at no '
additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A".
All documents produced by Consultant shall be furnished to City in digital format and
hardcopy. Consultant shall produce the digital format, using software and media �
approved by City.
8.2 Governinq Law. Consultant shall comply with the laws and regulations of the United
States, the State of California, and all local governments having jurisdiction over this
' Agreement. The interpretation and enforcement of this Agreement shall be govemed by
California law and any action arising under or in connection with this Agreement must be I
filed in a Court of competent jurisdiction in Mendocino County.
8.3 Entire Aqreement. This Agreement plus its Attachment(s) and executed Amendments
set forth the entire understanding between the parties. 'I
8A Severabilitv. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
8.5 Modification. No modification of this Agreement is valid unless made with the agreement
of both parties in writing.
8.6 Assiqnment. ConsultanYs services are considered unique and personal. Consultant
shall not assign, transfer, or sub-contract its interest or obligation under all or any portion
of this Agreement without City's prior written consent.
8.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement
shall be a waiver of any other or subsequent breach of the same or any other covenant,
, term or condition or a waiver of the covenant, term or condition itself.
8.8 Termination. This Agreement may only be terminated by either party: 1) for breach of
the Agreement; 2) because funds are no longer available to pay Consultant for services
provided under this Agreement; or 3) City has abandoned and does not wish to complete
the project for which Consultant was retained. A party shall notify the other party of any
alleged breach of the Agreement and of the action required to cure the breach. If the
breaching party fails to cure the breach within the time specified in the notice, the
contract shall be terminated as of that time. If terminated for lack of funds or
abandonment of the project, the contract shall terminate on the date notice of
termination is given to Consultant. City shall pay the Consultant only for services
i performed and expenses incurred as of the effective termination date. In such event, as
a condition to payment, Consultant shall provide to City all finished or unfinished
documents, data, studies, surveys, drawings, maps, models, photographs and reports
prepared by the Consultant under this Agreement. Consultant shall be entitled to '
receive just and equitable compensation for any work satisfactorily completed I
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hereunder, subject to off-set for any direct or consequential damages City may incur as
a result of ConsultanPs breach of contract.
8.9 Duplicate Oripinals. This Agreement may be executed in duplicate originals, each ,
bearing the original signature of the parties. When so signed, each such document shall I
be admissible in administrative or judicial proceedings as proof of the terms of the
Agreement between the parties. I
9.0 NOTICES i
Any notice given under this Agreement shall be in writing and deemed given when I
personally delivered or deposited in the mail (certified or registered) addressed to the I
parties as follows: ,
CITY OF UKIAH Arcata Economic Development Corporation I
Economic Development Department Attn: Ross Welch, Executive Director
Attn: Guy Milis 100 Ericson Court, Suite 100A
300 SEMINARY AVENUE Arcata, CA 95521 ,
UKIAH, CALIFORNIA 95482-5400 I
10.0 SIGNATURES '
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
BY: �, � �
C'» �� � /S ��' �
Date
PRINT NAME: ��55 WcLCH
�y- .�E- 7 `��r�
IRS IDN Number
CITY OF UKIAH
BY: �
Jane Cham ers ate
CITY MANAGER
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ATTEST
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Kristine Lawler
CITY CLERK Date
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EXHIBIT B
Anti-Lobbvinq Certification
I The undersigned certifies to the best of his or her knowledge or belicf that:
a. No Federal appropriated funds have been paid, or will be paid, by or on behalf of it, to any �
person for inFluencing or attempting to inFluence an officer or employee of any agency, a I
Member of Congress, an officer or employee of Congress, or an employee of a member of
� Congress, in connection with the awarding of any Federal Contract, the making of any
Federal Grant, the making of any Federal loan, the entering into of any cooperative
agreemen[, and the ex[ension of continuation, renewal, amendment or modification of any '
Federal contract, grant loan, or cooperative agreement; ��
b. If any funds other the Federal appropriated fimds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency. a
Member of Congress, an officer or employee of Congress, or an employee of a member of
Congress, in connection wi[h this Federa] contract, grant, loan, or cooperative agreement, it �
will complete and submit Standard Form -LLL, "Uisclosure Form to Report Lobbying" in
accordance with its inshuctions.
DATED: �� '�./ \�S ��l
��S/ Name: R�5 b✓cLCy
Title: ��G(Ij/�'E D��(ECTp�QI
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Attachment A
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Underwriting AEDC (Arcata Econo�nic Development Corporation) will �
underwrite the City's business loan applications per CDBG guidelines. We
, will help interested borrowers complete the loan package and process each
' request through our established loan review system. Our Loan Manager is �
responsible for preparing detailed financial and programmatic analysis and
, for submitting recommendations to the City and the CDBG in Sacramento
for approval.
After the City and CDBG representatives have approved the loan, our Loan
Manager is responsible for preparing and executing all necessary loan
, documents, for securing funding from the City and issuing funds as speciFied
in the loan docuinents. �
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� Attachment B
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AEDC RATE SCHEDULE
Labor Cate ories Rate
Loan Underwritin $200/hour
Loan Processin /Servicing $150/hour
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