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HomeMy WebLinkAboutWest Yost Associates 2019-07-17COU No. j Cj )f - `i 1 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES -04 This Agreement, made and entered into this 1,1 day of 'JULY 2019 ("Effective Date"), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and West Yost & Associates Inc., a Corporation organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a. City requires consulting services related to project and program administration and management in the fields of water resources, wastewater and water recycling. 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 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope -of -Work (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 the Fiscal Year 2019/2020 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 Compensation 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 $40,000. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment B, Sid Pr ofSvcsAgreement- November 20 2008 PAGE I OF 7 COU No. 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 Changes. 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 than the parties anticipated on the date they entered this Agreement. 4.3 Sub -contractor Payment. 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 of work. The cost of sub -consultants shall be included within guaranteed not -to -exceed amount set forth in Section 4.1. 4.4 Terms of Payment. 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 venturer, or partner of City for any purpose 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. Consultant shall pay all estimated and actual federal and state income and self- employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify 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 benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Sid Pro6vuA8reemem• November 20, 2008 PAGE 2 OF 7 COU No. Consultant warrants and represents that it is a properly licensed professional or 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. 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 performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City's 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 6.1 Insurance Liability. Without limiting Consultant's 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 "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. Errors and Omissions liability insurance appropriate to the consultant's profession. Architects' and engineers' coverage is to include or be endorsed to include contractual liability for professional negligence only. B. Minimum Limits of Insurance Consultant shall maintain limits no less than: 1. General Liability: $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 under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2. Automobile Liability: $1,000 000 combined single limit per accident for bodily injury and property damage. Std ProlSvuAgreemenl- November 20 2003 PAGE 3 OF 7 COU No. 3. Workers Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. 4. Errors and Omissions liability: $1,000,000 per claim and aggregate. C. Deductibles and Self -Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages 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 Consultant's 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 Consultant's 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. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurers liability. 2. Workers Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work pursuant to this Agreement. Std ProfSvcsAgreement- November 20 2000 PAGE 4 OF 7 COU No. 3. Professional Liability Coverage If written on a claims -made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend from contract execution to June 30, 2020. 4. All Coverages 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, return receipt requested, has been given to the City. Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB -1 for short-term credit rating. Verification of Coverage 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 to the extent arising out of, or pertaining to, or relating 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 City, or arising from the active negligence of the City. Sid ProfSvuAgreemeno November 20, 2008 PAGE 5 OF 7 COU No. "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 CONTRACT PROVISIONS 7.1 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 and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's 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. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at the City's sole risk 7.2 Governing 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 governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's 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. 7.7 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. 7.8 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 Std ProlSvcsAgreement- November 20. 2003 PAGE 6 OF 7 COU No. 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 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 hereunder, subject to off -set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. 7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH DEPT. OF_PUBLIC WORKS 300 SEMINARY AVENUE UKIAH, CALIFORNIA 95482-5400 WEST YOST ASSOCIATES 2235 MERCURY WAY, STE 105 SANTA ROSA, CA 65407 9.0 SIGNATURES IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date. CONSULTANT BY: PR �•� N ME: .Se.cj • 7e.12_ IRS IDN Number CITY OF UKIAH //Q Date BY: - f " 3 3 / SSE�S GIACOMO Date ITY MANAGER ATTEST CI Y CLERK Std ProfSvuAgreen ent- November 20. 2008 PAGE 7 OF 7 Date WEST YOST WIN ASSOCIATES ATTACHMENT A February 19, 2019 SENT VIA: EMAIL Mr. Jarod L. Thiele Project Director City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 SUBJECT: Proposal for Administrative and Implementation Services for FY 18/19 and 19/20 Russian River Confluence Program Dear Jarod: West Yost Associates (West Yost) is pleased to provide administrative and implementation services for the Russian River Confluence (RRC) program. The City of Ukiah, acting as fiscal agent, is holding RRC funds provided by the County of Sonoma and Sonoma Water. West Yost will implement RRC work for FY 18/19 and 19/20 in accordance with the Scope of Work described below. SUMMARY West Yost will provide administrative and technical support to Adriane Garayalde, RRC Coordinator, to plan, develop, maintain, facilitate and report on RRC initiatives for FY 18/19 and 19/20. The purpose of the work is to further develop the RRC program and position multiple initiatives for expansion of funding sources, regional partnerships, and growth. The work will be scheduled and coordinated with the City of Ukiah, County of Sonoma and Sonoma Water. PROPOSED SCOPE OF WORK RRC/West Yost will complete the work as generally outlined below. Task 1: RRC Program Management and Reporting The RRC will prepare an annual work plan and budget and coordinate the implementation of the work plan with core partners, including the Counties of Sonoma and Mendocino, City of Ukiah, Sonoma Water, Sonoma County Regional Parks, Sonoma County Agricultural Preservation and Open Space District, and the Russian River Watershed Association. The total budget for FY 18/19 and FY 19/20 is $60,000. Adriane Garayalde, RRC Coordinator, will manage implementation of the initiatives in close coordination with West Yost staff; specific support of various initiatives is described in the subsequent tasks. At the end of each fiscal year, RRC will prepare and distribute an online 2235 Mercury Way, Suite 105 Santa Rosa, CA 95407 Phone 707 543 8506 Fax 530 756 5991 westyosl com Mr. Jarod L. Thiele February 19, 2019 Page 2 Annual Report of activities, including partnership status, events hosted and attended, meetings coordinated, new collaborations, and success metrics. Task 1 Deliverables: RRC work plan and budget for FY 18/19 and 19/20, two Annual Reports (one for 18/19 and one for FY 19/20) (draft and final for each report) Task 2: Maintain and Expand RRC Brand The RRC will aim to expand active partnerships with key watershed stakeholders, including non-profit organizations; local, regional, state and federal agencies; tribes; and property owners. The RRC will manage and maintain the RRC website, issue periodic emails to the RRC listserv, issue social media posts monthly, and build and maintain a calendar of river -related events by coordinating with Sonoma and Mendocino county agencies and with tourism bureaus. Task 3: Events and Promotion The RRC will host events, as possible, and as identified by the core partners, for information sharing and to expand partnerships. The RRC will promote river- or watershed -related county, regional and state conferences co -hosted by the RRC or partnership -led programs relevant to the RRC. Task 3 Deliverables: Prepare agendas and flyers for RRC events. Prepare short summary of meetings, conferences and other events attended. —.ambito.' Task 4: Information Sharing and Building Relationships The RRC will attend and participate in river- or watershed -related meetings, as possible, to provide information on the RRC, facilitate collaboration between agencies, organizations, tribes and other stakeholders on river- or watershed -related projects and issues. The RRC will support existing, or formation of new, stewardship and landowner groups that aim to improve the quality and health of the Russian River watershed. Task 5: Pursue Capacity Building The RRC will develop and implement a long-term funding plan to support the goals of the RRC program, create marketing materials, including a brochure that explains the mission and goals of the RRC, and identify and build relationships with possible funders and apply to funding organizations, businesses and others for resources and financial support. Task 5 Deliverables: Prepare draft and final marketing materials. Maintain list of funding organizations contacted and prepare summary of contact. WEST YOST ASSOCIATES n\m\Ip\Ukiah \Confluence Mr. Jarod L. Thiele February 19, 2019 Page 3 FEE ESTIMATE An estimated fee schedule for the above-described work for FY's 18/19 and 19/20 is presented in Table 1 below. Based on the Scope of Work defined, the total budget for FY's 18/19 and 19/20 is $60,000. The Scope of Work is subject to change based on opportunities and changing priorities identified by the core RRC funding partners. Work will be completed on a time -and -materials basis with a budget that will not be exceeded without the prior approval of the City of Ukiah. Table 1. Estimated Fee Schedule Est mated Fee, Estimated Fee Task Description FY 18/19 FY 19/20 1 RRC Program Management and Reporting 3,500 7,000 2 Maintain and Expand RRC Brand 8,300 16,600 3 Events and Promotion 1,200 2,400 4 Information Sharing and Building Relationships 4,000 8,000 5 Pursue Capacity Building 3,000 6,000 Total $20,000 $40,000 West Yost appreciates the opportunity to provide services to the City of Ukiah. Please call if you have any questions or require additional information. Sincerely, WEST YOST ASSOCIATES Andrew S. Rodgers Engineering Manager ASR:srm Attachment: West Yost 2019 Rate Schedule WEST YOST ASSOCIATES n\m\Ip \Ukiah \Confluence POSITIONS ENGINEERING LABOR CHARGES (DOLLARS PER HR) PrincipalNice President $298 Engineering/Scientist/Geologist Manager I / II $274 / $287 Principal Engineer/Scientist/Geologist I /II Senior Engineer/Scientist/Geologist I / II Associate Engineer/Scientist/Geologist I / 11 $249 / $264 $223 / $234 $194 / $208 Engineer/Scientist/Geologist I /II $157 / $182 Engineering Aide $90 Administrative l / II / III / IV $79/$100/$120/$133 ENGINEERING TECHNOLOGY WEST YOST 1W14111 ASSOCIATES Engineering Tech Manager 1 / II $283 / $294 Principal Tech Specialist I /11 $260 / $271 Senior Tech Specialist I / 11 $238 / $249 Senior GIS Analyst $217 GIS Analyst $205 Technical Specialist I / II / III / IV $151/$173/$195/$216 CAD Manager $173 CAD Designer I / II $134 / $150 2019 Billing Rate Schedule (Effective January 1, 2019 through December 31, 2019) ATTACHMENT B CONSTRUCTION MANAGEMENT Senior Construction Manager $283 Construction Manager I / II / III / IV $170 /$182/$195 / $246 Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1) $149/$166/$185/5192 Apprentice Inspector $135 CM Administrative I / II Field Services $73 / $97 $192 c Hourly rates include Technology and Communication charges such as general and CAD computer, software, telephone, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses. a Outside Services such as vendor reproductions, prints, shipping, and major West Yost reproduction efforts, as well as Engineering Supplies, etc. will be billed at actual cost plus 15%. • Mileage will be billed at the current Federal Rate and Travel will be billed at cost. ■ Subconsultants will be billed at actual cost plus 10%. ▪ Expert witness, research, technical review, analysis, preparation and meetings billed at 150% of standard hourly rates Expert witness testimony and depositions billed at 200% of standard hourly rates. E, A Finance Charge of 1.5% per month (an Annual Rate of 18%) on the unpaid balance will be added to invoice amounts if not paid within 45 days from the date of the invoice. • This schedule is updated annually WEST YOST 1114:1° ASSOCIATES 2019 Billing Rate Schedule (continued) (Effective January 1, 2019 through December 31, 2019)' Equipment Charges EQUIPMENT BILLING RATES Gas Detector Hydrant Pressure Gage Hydrant Pressure Recorder, Standard Hydrant Pressure Recorder, Impulse (Transient) Trimble GPS—Geo 7x Vehicle Water Flow Probe Meter Water Quality Multimeter Well Sounder $80/day $10/day $40/day $55/day $220/day $10/hour $20/day $185/day $30/day ' This schedule is updated annually Rates -2