HomeMy WebLinkAbout12/12/1995, C-2 - ENGINEERING DESIGN SERVICES FOR ""WATER TRANSMISSION MAIN: CALIFORNIA BLVD. TO RESERVOIR NO.2"""Illu ^I�lll�lll�ll��l� lulu MEETING DATE:
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COUNCIL AGENDA REPORT STEM1M
FROM: Michael D. McCluskey, Public Works Director p�
PREPARED BY: Morris D. Witbeck, Engineering Assistant -ul25'
SUBJECT:
Engineering design services for "Water Transmission Main: California
Blvd. to Reservoir No. 2."
CAO RECOMMENDATION:
By motion, 1) Approve the request for proposals for Engineering
Design Services Water Transmission Main: California Blvd. to
Reservoir No. 2, Specification No. 500 - 9635 - 510 7552 (estimated cost:
$224,600); 2) Authorize the CAO to award an agreement for design
services if the cost does not exceed $224,600.
DISCUSSION:
This agreement will provide design services for a project to replace the
18 -24 inch water transmission main from California Blvd. to Reservoir No.
2. The construction is scheduled to take place in the summer /fall of
1997.
This line was installed approximately 40 years ago. It is an unlined,
uncoated welded steel pipe with no cathodic protection. Numerous repairs
have been necessary because of leaks caused by corrosion. Portions of
the water transmission main are only 18 and 22 inches in diameter. There
are only two transmission mains from the Water Treatment Plant (WTP) into
town. This line is the most significant of the two. Loss of this
transmission main could result in a large area of town losing water
completely. Essential facilities that depend on reliable water service
would be affected. Uninterrupted water flow is a primary goal of the
Water Distribution program.
This project is identified in the Adopted Urban Water Management Plan,
and was approved in the 1993 -1995 Financial Plan, page E -5.
FISCAL IMPACT:
Approval of the recommended action is estimated to cost $224,600. A
total of $224,600 was approved for the design of Phase 1 and 2 of the
replacement of the water transmission main from the Cal Poly entrance to
Reservoir No. 2 as a part of the 1995 -97 Financial Plan (1995 -97
Financial Plan, Appendix B, Capital Improvement Plan, Page 44). While
Phase 1 design funds were approved for 1995 -96 and Phase 2 design funds
were approved for 1996 -97, it is recommended to design both phases at one
time. If design is totally completed in fiscal year 1995 -96,
construction funds from Phase 1 can cover Phase 2 design costs until
1996 -97. Total approved design and construction funding for Phase 1 and
Phase 2 are shown below:
Qllllllllil$j►`jjjjII city of San tins OBE spo
Nam COUNCIL AGENDA REPORT
city of sAn Luis oaspo
-99MRS W.- 955 Morro Street e San Luis Obispo, CA 93401
November 20, 1995
NOTICE REQUESTING PROPOSALS FOR:
ENGINEERING DESIGN SERVICES
Water Transmission Main
California Blvd. to Reservoir No. 2
Specification No. 500 - 9635 -510 -552
NOTICE IS HEREBY GIVEN THAT the City of San Luis Obispo, State of California, will receive sealed
proposals for Preparing Engineering Services pursuant to Specification No. 500- 9635 -510 -552 at the Public
Works Office, 955 Morro Street, San Luis Obispo, CA 93401 -3208 which will be received until — - at
3:00 P.M. at which time they will be opened publicly.
Proposals received after said time will not be considered. To guard against premature opening, each proposal
shall be submitted in a sealed envelope plainly marked with the proposal title, consultant name and address, and
time and date of the proposal opening.
Specification packages and additional information may be obtained by contacting Barbara Vance (805) 781 -7200.
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OThe City of San Luis Obispo is committed to include the disabled in all of its services, programs and activities.
�� Telecommunications Device for the Deaf (805) 781 -7410.
Specification No.-500-9635-510-552
Professional Design Service- Transmission Main Replacement
TABLE OF CONTENTS Page
A. Description of Work
Introduction
Project Background
Project Description
Project Schedule
Minimum Services to be Provided by Consultant
Submittal to be Provided by Consultant
B. General Terms and Conditions
Proposal Requirements
Agreement Award and Execution
Contract Performance
C. Special Terms and Conditions
Project Manager
Professional Qualifications
Termination/Temporary suspension of Contract
Extra Work/Work Out of Scope
Information Provided by City
Insurance Requirements
Proposal Content
Proposal Length and Copies to be Submitted
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Agreement Extension
Consultant Invoices
Ownership of Materials
Release of Reports and Information
Copies of Reports and Information
Questions
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D. Sample Agreement 10
E. Insurance Requirements
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A. DESCRIPTION OF WORK
1. Introduction. The City of San Luis Obispo is seeking services from a qualified Consultant to provide
Professional Engineering Design Services. Consultant will be required to provide comprehensive services
as described below.
2. Project Information. Replace the 24 inch transmission main from Reservoir 2 in Stenner Canyon to the
a point near the Cal Poly entrance on California Blvd. including modifications and additions to the Stenner
Creek Transfer Pump Station.
3. Project Background. The existing pipeline which serves to provide water to the upper water zones of the
City and to Cal Poly was installed 40 years ago. The pipelines he within easements and roadways running
from a point on California Blvd. 500 feet north of Hathway Street in San Luis Obispo to the Transfer
Pump Station on Stenner Creek Road and then on to the old filtration plant which serves as Reservoir
number 2 in Sterner Canyon. The pipe is unlined, uncoated welded steel pipe generally without cathodic
protection. Numerous repairs have been necessary because of leaks caused by corrosion. Portions of the
water transmission main are only 18 to 22 inches in diameter. There are only two transmission mains from
the Water Treatment Plant (WTP) into town. This line is the most significant of the two.
4. Project Description. The project engineer shall provide all services necessary to review and recommend
alignment and sizing changes and to prepare accurate construction plans for the replacement of this water
main and related features. The project will be designed to allow it to be constructed in one or two
phases, one extending from California Blvd. near Hathway to the pump station and the second from the
pump station to the old filtration plant. The first project shall include the installation of an electrical
transformer and metering devices at the Transfer Pump Station to allow for measuring pumping rates.
5. Project Schedule. The project shall be designed so that it can be constructed during the late summer of
1997.
6. Minimum Services to be Provided by Consultant.
a. Conduct a document search of all records and a pre - design field review as needed to identify existing
facilities, location, and connection points.
b. Meet with City and Cal Poly staff to review existing alignment, easements and turnouts to identify
existing and potential future needs and to recommend any appropriate changes in alignment and
design to meet identified future needs and to avoid construction complications.
C. Conduct field surveys as required to locate existing facilities and easements, prepare appropriate
documents for any new easements, and design an appropriate facility within public right of way or
City easements.
d. Contact all private property owners of land that the facility is to cross, and identify conflicts and assist
the city in resolving conflicts to allow the project to be constructed on schedule.
e. Conduct appropriate investigations and prepare a report recommending appropriate maintenance,
repair or replacement of the existing line extending from the control valve for the outlet of reservoir
2 and the interior of the reservoir.
f. The engineer shall review the need for maintenance or service of the existing line and propose how
the line may be replaced with minimum impact on customers and plant operation.
g. The line under the Highland Drive- Southern Pacific overpass was replaced about 20 years ago with
a cathodic protected pipe. Cal Poly is replacing the roadway surface during Christmas break 1995.
The engineer shall review the condition of the existing pipe and recommend whether the pipe should
be repaired, maintained, or replaced and if replaced the appropriate design and alignment to
minimize cost, avoid damaging the new road and to allow for future ease of maintenance.
h. New metering devices shall be installed on the output of the pump station to allow measurement of
pumping capacity and on the line extending to reservoir 2. The metering device on the line to
reservoir 2 shall measure flows in both directions. The City uses a system which permits remote
monitoring of existing meters. The new meters shall be installed with compatible electronic devices
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to allow remote monitoring of flows. The exact location of the metering devices is to be
recommended by the engineer.
i. The project shall include the installation of cathodic protection for the pipelines entering the pump
house.
j. The project shall include the installation of a transformer and meter facility to allow the city to buy
primary power from PG & E. The transformer shall be similar to and directly replaceable by a
standard PG & E transformer and shall provide secondary power as required by the pump house.
k. The engineer shall review and recommend appropriate materials for the new pipeline. The final
bidding documents shall allow the contractor to bid alternative materials agreed to by the city.
1. The engineer shall review and recommend appropriate depth of pipe through out the project and shall
design the project based on the depth of cover jointly agreed to by the City and engineer.
m. The engineer shall recommend an appropriate plan for locating isolation valves.
n. The project as designed shall include permanent markers along the route to permit ease of pipe and
valve location.
o. The existing pipeline follows public roads in some areas and extends through existing University
facilities. The design and specification shall recognize this and minimize conflicts..
p. The engineer shall assist the City staff in reviewing the potential of using the old main for reclaimed
water distribution. This will include recommending appropriate repairs of the existing main and
specifications which will direct the contractor constructing the new main to protect the old facility and
allowing it provide for the future service.
q. Prepare documents and drawings as necessary to allow the City to prepare environmental documents
and the engineer shall make application and acquire in the City's name all permits required to
construct the project including those permits issued by Federal, County and State agencies such as
County encroachment permits, Regional Water Quality Control Board, Fish and Game, and Corp of
Engineers.
r. Prepare schematic plans and cost estimates for review by the City to verify appropriate design and
modifications to insure continuing maintenance of the new facility as well as addressing special needs
during the period of time that the transition occurs from the old pipe line to the new.
s. Prepare final construction plans, specifications and cost estimates to be reviewed and approved by
City staff and the City Council.
t. Proposals shall provide for construction surveying and inspection services as well as consulting
services relative to un- foreseen events occurring during construction.
u. The plans for this project are to be prepared using AUTOCAD -13 and Word Perfect 5.1 software.
Layers, fonts and other techniques shall be in accordance with standards used by the City. The
construction plans shall be provided both on mylar and on electronic media.
V. The Consultant shall use aerial photography for the plans and shall provide horizontal and vertical
control using GPS technology. The GPS system used shall tie directly to the coordinate system
established in the City which is based on 1984 NAD coordinates. Copies of the aerial photography
shall be provided to the City on electronic media in a format that is accessible by ESRI Products and
can be inserted into AUTOCAD drawings. Photos shall be ortho- corrected, have contours of 1 meter
interval, and be scaled in metric and at 1:500.
w. The plans and specifications shall be prepared using metric measurement in accordance with
standards set out by Caltrans for design of public facilities.
7. Submittal to be Provided by Consultant. Consultant will be responsible for the following minimum
deliverables:
a. Initial Project report indicating direction and goals of the project. This report shall be submitted
prior to beginning engineering drawings and after pre - design meeting with the City and Cal Poly, and
a review of the existing facility both by way of record and field review.
b. Engineering report, including schematic plans and preliminary estimates recommending design
materials, design parameters, schematic design of the facility and reproducible copies of aerial photos
on mylar and on computer disk..
c. Drawings and documentation required to identify the project and assist the Community Development
Department in the preparation of environmental documents.
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d. 50% plans showing the proposed design of the project for review by City staff. This presentation may
be red line drawings on blue lines and shall include an updated engineers estimate.
e. 90% plans showing the final construction contract. These shall include a draft of the specifications
and an update of the engineers estimate.
f. Final reproducible Construction plans and specifications, including copies of all required permits, and
an engineer's estimate ready for printing and advertising.
g. Consultant shall provide on mylar and on computer disk plans of project at completion of
construction showing all as -built information.
h. Biweekly written report indicating the status of the project, important goals accomplished, and
problems to be solved during the next two week period.
End of Section
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B. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal shall meet all of the
terms, and conditions of the Request for Proposals (RFP) specifications package. By virtue of its proposal
submittal, the Consultant acknowledges agreement with and acceptance of all provisions of the RFP
specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided (if provided) in the RFP
specifications and accompanied by any other required submittal or supplemental materials. Proposal
documents shall be enclosed in an envelope which shall be sealed 'and addressed to the Public Works
Department, City of San Luis Obispo, 955 Morro Street (93401), San Luis Obispo, CA. In order to guard
against premature opening, the proposal should be clearly labeled with the RFP title, name of Consultant,
and date and time of proposal opening. No FAX submittal will be accepted.
3. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal, without prejudice, prior to
the time speed for the proposal opening, by submitting a written request to the Public Works
Department for its withdrawal, in which event the proposal will be returned to the Consultant unopened.
No proposal received after the time specified or at any place other than that stated in the "Notice
Requesting Proposals" will be considered. All proposals will be opened and declared publicly. Consultants
or their representatives are invited to be present at the opening of the proposals.
4. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make
or file, or to be interested in more than one proposal, except an alternative proposal when specifically
requested; however, an individual or business entity which has submitted a sub - proposal to a Consultant
submitting a proposal, or who has quoted prices on materials to such Consultant, is not thereby disqualified
from submitting a sub - proposal or from quoting prices to other Consultants submitting proposals.
5. Communications. All timely requests for information submitted in writing will receive a written response
from the City. Telephone communications with City staff are not encouraged, but will be permitted.
However, any such oral communication shall not be binding on the City.
AGREEMENT AWARD AND EXECUTION
6. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days
for examination and comparison. The City also reserves the right to waive non - substantial irregularities
in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the
other, except to the extent that proposals are qualified by specific limitations, and to make award to the
most qualified responsive Consultant as the interest of the City may require. See the Special Terms and
Conditions (Section B) for any other proposal evaluation and award criteria.
7. Competency and Responsibility of Consultant. The City reserves full discretion to determine the
competence and responsibility, professionally and /or financially, of Consultants. Consultants will provide,
in a timely manner, any and all information which the City deems necessary to make such a decision.
8. Agreement Requirement. The Consultant to whom award is made shall execute a written contract with
the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address
given in its proposal. The contract shall be made in the form adopted by the City and incorporated in
these specifications.
9. Failure to Accept Agreement. The following will occur if the Consultant to whom the award is made fails
to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with
the Special Terms and Conditions if a Consultant's bond or security is required; and an award may be
made to the next qualified, responsive Consultant who shall fulfill every stipulation as if it were the party
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to whom the first award was made.
10. Insurance Requirements. The Consultant shall provide proof of insurance in the form, coverage, and
amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract
award as a precondition to contract execution.
11. Business Tax. The Consultant must have a valid City of San Luis Obispo business tax certificate prior to
execution of the contract. Additional information regarding the City's business tax program may be
obtained by calling (805)781 -7134.
CONTRACT PERFORMANCE
12. Ability to Perform. The Consultant warrants that it possesses, or has arranged through subcontracts, all
capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work
hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances,
and regulations.
13. Laws to be Observed. The Consultant shall keep itself fully informed of and shall observe and comply with
all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and
adopted codes during its performance of the work.
14. Payment of Taxes. The contract prices shall include full compensation for all taxes which the Consultant
is required to pay.
15. Permits and Licenses. The Consultant shall procure all permits and licenses, pay all charges and fees, and
give all notices necessary.
16. Safety Provisions. The Consultant shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
17. Public and Employee Safety. Whenever the Consultant's operations create a condition hazardous to the
public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain
such fences, temporary railings, barricades, lights, signs and other devices and take such other protective
measures as are necessary to prevent accidents or damage or injury to the public and employees.
18. Preservation of City Property. The Consultant shall provide and install suitable safeguards, approved by
the City, to protect City property from injury or damage. If City property is injured or damaged as a result
of the Consultant's operations, it shall be replaced or restored at the Consultant's expense. The facilities
shall be replaced or restored to a condition as good as when the Consultant began work.
19. Immigration Act of 1986. The Consultant warrants on behalf of itself and all sub - consultants engaged for
the performance of this work that only persons authorized to work in the United States pursuant to the
Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the
performance of the work hereunder.
20. Consultant Non - Discrimination. In the performance of this work, the Consultant agrees that it will not
engage in, nor permit such sub - consultants as it may employ, to engage in discrimination in employment
of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of
such persons.
21. Work Delays. Should the Consultant be obstructed or delayed in the work required to be done hereunder
by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or
any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal
government restrictions arising out of defense or war programs, then the time of completion may, at the
City's sole option, be extended for such periods as may be agreed upon by the City and the Consultant.
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In the event that there is insufficient time to grant such extensions prior to the completion date of the
contract, the City may, at the time of acceptance of the work, waive liquidated damages which may have
accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons
for such delay, and making a finding as to the causes of same.
22. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and
acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net
30).
23. Inspection. The Consultant shall furnish City with every reasonable opportunity for City to ascertain that
the services of the Consultant are being performed in accordance with the requirements and intentions of
this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection
and approval. The inspection of such work shall not relieve Consultant of any of its obligations to fulfill
its contract requirements.
24. Audit. The City shall have the option of inspecting and /or auditing all records and other written materials
used by Consultant in preparing its invoices to City as a condition precedent to any payment to Consultant.
25. Interests of Consultant. The Consultant covenants that it presently has no interest, and shall not acquire
any interest direct or indirect or otherwise, which would conflict in any manner or degree with the
performance of the work hereunder. The Consultant further covenants that, in the performance of this
work, no sub - consultant or person having such an interest shall be employed. The Consultant certifies that
no one who has or will have any financial interest in performing this work is an officer or employee of the
City. It is hereby expressly agreed that, in the performance of the work hereunder, the Consultant shall
at all times be deemed an independent contractor and not an agent or employee of the City.
26. Hold Harmless and Indemnification. The Consultant agrees to defend, indemnify, protect and hold the
City and its agents, officers and employees harmless from and against any and all claims asserted or
liability established for damages or injuries to any person or property, including injury to the Consultant's
employees, agents or officers which arise from or are connected with or are caused or claimed to be
caused by the acts or omissions of the Consultant, and its agents, officers or employees, in performing the
work or services herein, and all expenses of investigating and defending against same; provided, however,
that the Consultant's duty to indemnify and hold harmless shall not include any claims or liability arising
from the established sole negligence or willful misconduct of the City, its agents, officers or employees.
27. Agreement Assignment. The Consultant shall not assign, transfer, convey or otherwise dispose of the
contract, or its right, title or interest, or its power to execute such a contract to any individual or business
entity of any kind without the previous written consent of the City.
28. Termination. If, during the term of the contract, the City determines that the Consultant is not faithfully
abiding by any term or condition contained herein, the City may notify the Consultant in writing of such
defect or failure to perform; which notice must give the Consultant a 10 (ten) calendar day notice of time
thereafter in which to perform said work or cure the deficiency. If the Consultant has not performed the
work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of
the contract and the City may terminate the contract immediately by written notice to the Consultant to
said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights
under the contract except, however, any and all obligations of the Consultant's surety shall remain in full
force and effect, and shall not be extinguished, reduced, or in any manner waived by the terminati on
thereof. In said event, the Consultant shall be entitled to the reasonable value of its services performed
from the beginning date in which the breach occurs up to the day it received the City's Notice of
Termination, minus any offset from such payment representing the City's damages from such breach.
'Reasonable value" includes fees or charges for goods or services as of the last milestone or task
satisfactorily delivered or completed by the Contractor as may be set forth in the agreement payment
schedule; compensation for any other work, services or goods performed or provided by the Contractor
shall be based solely on the City's assessment of the value of the work in progress in completing the overall
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workscope. The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and
complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess
of the compensation quoted in its proposal.
End of Section
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C. SPECIAL TERMS AND CONDMONS
1. Project Management. The proposal must identify the consultant's project manager who will oversee all
work to be done throughout the duration of this program. The consultant's project manager appointed
at the beginning of the project should remain with the project throughout until its completion. The
consultant's project manager must have an established record for completing projects on time and within
budget. The consultant's project manager will be the liaison between Consultant and City staff,
Commissions and with staffs of other involved agencies.
2. Professional Qualifications. The work on this project must be conducted under the supervision of a
California Registered Civil Engineer. Any surveying must be conducted by individuals licensed by the State
of California for that kind of work.
3. Termination/Temporary Suspension of Contract. If, at any time during the term of the contract, the City
determines that the project is not feasible to proceed for any reason, the City reserves the right to
terminate the contract or suspend the contract for a time until such issues are resolved Consultant will
be paid compensation due and payable to the date of termination or temporary suspension.
4. Extra Work/Work Out of Scope. If, at any time during the project, the consultant is requested to do work
by persons other than the City's Project Manager and the Consultant shall inform the City's Project
Manager immediately. If the City's Project Manager and Consultant both agree that the work should be
done and if the work is outside of the project scope and is necessary to the successful completion of the
project, then a fee will be established for such work based on Consultant's hourly billing rates or a lump
sum price agreed upon between the City and the Consultant. Any extra work performed by Consultant
without prior written approval from the City's Project Manager shall be at Consultant's own expense.
S. Information Provided by City.
The City shall provide to the Consultant copies of any maps, plans, record drawings and survey notes in
it's possession which are applicable to the project The City does not guarantee the accuracy of the maps,
plans, record drawings and survey notes; therefore, it is the responsibility of the Consultant for field
checking and verifying information prior to it's use.
6. Insurance Requirements. Refer to Section E for insurance requirements for Consultants. Consultant shall
provide documentation of insurance presently carried by Consultant. Consultant shall provide a cost
estimate to increase limits should the Consultants present insurance coverage fall short of that required
per Section E.
7. Proposal Content. Proposal must include the following information in the order listed:
Oualifications
a. Experience in performing similar work.
b. At least three references from previous clients.
C. Resumes of the consultant's project manager and individuals, including sub - consultants, who would
be assigned to this project.
d. A statement and explanation of any previous disqualifications or removals from government projects.
Plan of Work
e. A straightforward and concise statement of how the contract work would be performed. Provide a
breakdown of the tasks to be performed with a detailed description of work performed for each task.
Include estimated man hours for each task.
f. Any deviations from this specification.
g. Tentative schedule for completing the work. Show estimated weeks for each task. Include time
estimated time for City review and response time.
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It. Services or data assumed by you to be provided by the City or others (i.e.. not in this contract).
i. Any other information that would assist us in making this contract award decision.
j. Any proposal for deviation of work scope to allow for more effective, efficient or expeditious
completion of the work
Proposed Compensation
k. Proposed lump sum fees for each task identified in paragraph "e" .
NOTE: Proposed compensation shall be assumed to include all materials, travel, phone/FAX,
blueprinting, photocopying and other incidental costs. Proposal/ compensation shall be based
on consultant's current level of insurance coverage.
m. Provide an estimate of cost to increase insurance coverage to comply with Section E.
8. Proposal Length and Copies to be Submitted. Proposals shall be kept to a minimum necessary to address
the requirements of the RFP. Six copies of the proposal must be submitted.
9. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee based on the
following criteria:
a. Understanding of the work required by the City.
b. Quality and responsiveness of the proposal.
c. Demonstrated competence and professional qualifications necessary for satisfactory performance of
the work required by the City.
d. Recent applicable experience.
e. Proposed approach in completing the work.
L References.
g. Background and related experience of the specific individuals to be assigned to this project.
h. Proposed compensation.
As reflected above, the award of contract will not be based solely on price, but on a combination of factors
as determined to be in the best interest of the City. After evaluating the proposals and discussing them
further with the finalists or the tentatively selected Consultant, the City reserves the right to further
negotiate the proposed work and /or method and amount of compensation.
10. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal
review and agreement award:
Issue RFP
12/95
Receive proposals
1/96
Complete proposal evaluation
2/96
Conduct finalist interviews
3/96
Finalize staff recommendation
4/96
Award agreement
4/96
Execute agreement
5/96
Start work
5/96
The City reserves the right to conduct interviews by telephone and to award the contract to the firm with the
best proposal without conducting interviews.
11. Agreement Extension. The term of the agreement may be extended by mutual consent. During this
extended period, lump sum prices may not be increased. During this extended period, hourly billing rates
may not increase by more than the percentage change in the consumer price index for All Urban
Consumers (CPI -U), Los Angeles -Long Beach- Anaheim area.
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12. Consultant Invoices. The Consultant shall submit a monthly invoice to the City for work completed,
itemized by task.
13. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in
possession of the Consultant as part of the work or services under these specifications shall become the
permanent property of the City, and shall be delivered to the City upon demand.
14. Release of Reports and Information. Any reports, information, data, or other material given to; prepared
by or assembled by the Consultant as part of the work or services under these specifications shall be the
property of City and shall not be made available to any individual or organization by the Consultant
without the prior written approval of the City.
15. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Consultant is required to furnish in limited
quantities as part of the work or services under these specifications, the Consultant shall provide such
additional copies as are requested, and City shall compensate the Consultant for the costs of duplicating
of such copies at the Consultant's direct expense.
16. Questions. Questions or information concerning this project may be directed to Wayne Peterson, City of
San Luis Obispo, Public Works Department, 955 Morro Street, CA 93401, (805) 781 -7200.
End of Section
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SAMPLE
FORM OF AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of
. by and between the CITY OF SAN LUIS OBISPO, a municipal corporation,
hereinafter referred to as City, and , hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on , City requested proposals for Design Services for Professional Engineering
for the preparation of plans and specifications and inspection of City Plan
WHEREAS, pursuant to said request, Consultant submitted a proposal which was accepted by City for
said services.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as
first written above, until acceptance or completion of said services.
2. INCORPORATION BY REFERENCE. City Specification No. ------ - - - - -- and Consultant's revised
proposal dated--- - - - - -, are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and
Consultant shall receive therefore compensation as described and detailed in the attached proposal prepared
by consultant dated----- - - - - -- - - - -- . in a total sum not to exceed $ for the work described in
the Specifications.
4. CONSULTANTS OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Consultant agrees with City to do everything
required by this Agreement and the said specifications.
5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall
be in writing and shall be effective only upon approval by the City Administrative Officer of the City.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement,
understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force
or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City Public Works Department
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401
Consultant
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to
execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO,
A.Municipal Corporation
City Clerk
APPROVED AS TO FORM:
Jeffrey G. Jorgensen, City Attorney
By:
CONSULTANT
By:
By:
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John Dunn, City Administrative Officer
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E. INSURANCE REQUIREMENTS: Consultant Services
The Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the performance of the work
hereunder by the Consultant, its agents, representatives, employees, or sub - consultants.
Minimum SCOUe of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1(any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance: Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If
Commercial General Liability or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to this project /location or the general aggregate limit shall be twice the
required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability. $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability. $1,000,000 per occurrence.
Deductibles and Self - Insured Retention. Any deductibles or self - insured retention 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 retention as respects 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.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed
to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as 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,
leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope
of protection afforded to the City, its officers, official, employees, agents or volunteers.
2. For any claims related to this project, the Consultant's insurance coverage shall be primary insurance as
respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self- insurance
maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the
Consultant's insurance and shall not contribute with it.
3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall
not affect coverage provided to the City, its officers, officials, employees, agents or volunteers.
4. 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 insurer's liability.
5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,
voided, cancelled 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 or Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less
than A:VII.
Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance
of the required insurance coverage. Original endorsements effecting general liability and automobile liability
coverage required by this clause must also be provided. The endorsements are to be signed by a person
authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved
by the City before work commences.
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