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HomeMy WebLinkAbout07-30-2015 Rincon Consultants - Environmental and Permitting Services for Water Resource Recovery Facility ProjectAGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and RINCON CONSULTANTS, INC., hereinafter referred to as Consultant. WITNESSETH WHEREAS, on May 19, 2015, requested qualifications for Environmental and Permitting Services for the Water Resource Recovery Facility Project per Specification No. 91359. WHEREAS, pursuant to said request, Consultant submitted a proposal that 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. Start and Completion of Work. Individual projects shall be completed in accordance with approved project schedules. 3. Contract Term. The services identified in this specification will be contracted for by the City based on a mutually agreed scope of work, cost and schedule to be negotiated between the City and EIR consultant following consultant selection. 4. Contract Modification. The scope, cost, and schedule of the agreed -upon contract may not be change except either by City approval of a prior written request by the consultant to respond to changing project conditions outside the consultant's control, or as otherwise directed by the City. 5. 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. 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 that 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. 6. 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. This 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 termination 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 Consultant as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Consultant shall be based solely on the City's assessment of the value of the work -in- progress in completing the overall work scope. 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. If, at any time during the term of the contract, the City determines that the project is not feasible due to funding shortages or unforeseen circumstances, the City reserves the right to terminate the contract. Consultant will be paid compensation due and payable to the date of termination. 7. 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 applicable federal, state, county, city, and special district laws, ordinances, and regulations. 8. Sub - contract Provisions. No portion of the work pertinent to this contract shall be subcontracted without written authorization by the City; except that which is expressly identified in the Consultant's proposal. Any substitution of sub - consultants must be approved in writing by the City. For any sub - contract for services in excess of $25,000, the subcontract shall contain all provisions of this agreement. 9. Contract 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. 10. 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. 11. Record Retention and Audit. For the purpose of determining compliance with various laws and regulations as well as performance of the contract, the Consultant and sub - consultants shall maintain all books, documents, papers, accounting records and other evidence pertaining to the performance of the contract, including but not limited to the cost of administering the contract. Materials shall be made available at their respective offices at all reasonable times during the contract period and for four years from the date of final payment under the contract. Authorized representatives of the City shall have the option of inspecting and /or auditing all records. For Federally funded projects, access to records shall also include authorized representatives of the State and Federal government. Copies shall be furnished if requested. 12. Conflict of Interest. The Consultant shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract, or any ensuing City construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract, or any ensuing City construction project which will follow. The Consultant covenants that it presently has no interest, and shall not acquire any interest — direct, indirect or otherwise —that 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 Consultant and not an agent or employee of the City. 13. Rebates, Kickbacks or Other Unlawful Consideration. The Consultant warrants that this contract was not obtained or secured through rebates, kickbacks or other unlawful consideration, either promised or paid to any City employee. For breach or violation of the warranty, the City shall have the right in its discretion; to terminate the contract without liability; to pay only for the value of the work actually performed; to deduct from the contract price; or otherwise recover the full amount of such rebate, kickback or other unlawful consideration. 14. Covenant Against Contingent Fees. The Consultant warrants by execution of this contract that no person or selling agency has been employed, or retained, to solicit or secure this contract upon an agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Consultant for the purpose of securing business. For breach or violation of this warranty, the City has the right to annul this contract without liability; pay only for the value of the work actually performed, or in its discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee. 15. Compliance with Laws and Wage Rates. 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. This includes compliance with prevailing wage rates and their payment in accordance with California Labor Code. For purposed of this paragraph, "construction" includes work performed during the design and preconstruction phases of construction, including but not limited to, inspection and land surveying work. 16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Consultant is required to pay. 17. Permits, Licenses and Filing Fees. The Consultant shall procure all permits and licenses, pay all charges and fees, and file all notices as they pertain to the completion of the Consultant's work. The City will pay all application fees for permits required for the completion of the project including building and regulatory permit application fees. Consultant will provide a 10 day notice for the City to issue a check. 18. Safety Provisions. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 19. 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. 20. 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 resulting from 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. 21. 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. 22. Consultant Non - Discrimination. In the award of subcontracts or in 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 on any basis prohibited by State or Federal law. 23. Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Consultants are cautioned to undertake an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of its interpretation of test results contained in the specifications package. In preparing its proposal, the Consultant and all sub - consultants named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in the specifications that could easily have been ascertained by examining either the project site or accurate test data in the City's possession. Although the effect of ambiguities or defects in the specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of Consultant to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the Consultant. An ambiguity or defect shall be considered patent if it is of such a nature that the Consultant, assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the Consultant or sub - consultants to notify City in writing of specification defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal. To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful Consultant to achieve the project's objective or standard beyond the amounts provided therefor in the proposal. In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in the specifications, or any other matter whatsoever, Consultant shall immediately notify the City in writing, and the Consultant and all sub - consultants shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one (1) working day of Consultant's becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications concerning the dispute. 24. Indemnification for Professional Liability. To the fullest extent permitted bylaw, the Consultant shall indemnify, protect, defend and hold harmless the City and any and all of its officials, employees and agents ( "Indemnified Parties ") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and cost which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 25. Non - Exclusive Contract. The City reserves the right to contract for the services listed in this proposal from other consultants during the contract term. 26. Standards. Documents shall conform to City Standards and City furnished templates shall be used. 27. Consultant Endorsement. Technical reports, plans and specifications shall be stamped and signed by the Consultant where required. 28. Required Deliverable Products and Revisions. The Consultant will be required to provide documents addressing all elements of the RFP work scope, and consultant's proposal as mutually agreed upon under a contract to be negotiated between the Consultant and City following consultant selection. 29. Ownership of Materials. Upon completion of all work under this contract, or termination of the contract, ownership and title to all reports, documents, plans, specifications, and estimates produced as part of this contract will automatically be vested in the city and no further agreement will be necessary to transfer ownership to the City. The Consultant shall furnish the City all necessary copies of data needed to complete the review and approval process. The Consultant is not liable for claims, liabilities, or losses arising out of, or connected with the modification, or misuse by the City of the machine - readable information and data provided by the Consultant under this agreement. Further, the Consultant is not liable for claims, liabilities, or losses arising out of, or connected with any use by City of the project documentation on other projects, except such use as may be authorized in writing by the Consultant. 30. 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. The Consultant shall not issue any news release or public relations item of any nature, whatsoever, regarding work performed or to be performed under this contract without prior review of the contents thereof by the City and receipt of the City's written permission. 31. 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. 32. Attendance at Meetings And Hearings. Consultant shall attend as many "working" meetings with staff as necessary to accomplish the work scope tasks. Consultant shall attend workshops with the public, and City commission, committee or Council meetings as identified in the approved work scope. 33. Permit and Filing Fees. The Consultant shall procure all permits, and licenses, pay all charges and fees and file all notices necessary as they pertain to the completion of the Consultant's work. The City will pay all application fees for permits required for the completion of the project work. The City requires a 10 -day notice to issue a check. 34. Project Proposal Submittal. Upon City request, the Consultant shall submit a proposed work scope, compensation and schedule within 10 working days. The cost proposal shall include all costs including miscellaneous direct cost items. 35. Consultant Invoices. The Consultant shall deliver a monthly invoice to the City, itemized by project work phase or, in the case of on -call contracts, by project title. Invoice must include a breakdown of hours billed and miscellaneous charges and any sub - consultant invoices, similarly broken down, as supporting detail. 36. Payment. For providing services as specified in this Agreement, City will pay and Consultant shall receive therefore compensation in a total sum not to exceed the agreed upon project fee. Should the Consultant's work products contain errors or deficiencies, the Consultant shall be required to correct them at no increase in cost to the City. The Consultant shall be reimbursed for hours worked at agreed -upon hourly rates. Hourly rates include direct salary costs, employee benefits, overhead and fee. In addition, the Consultant shall be reimbursed for direct costs other than salary and vehicle cost that have been identified and are attached to this agreement. The Consultant's personnel shall be reimbursed for per diem expenses at a rate not to exceed that currently authorized for State employees under State Department of Personnel Administration rules. 37. Payment Terms. The City's payment terms are 30 days from the receipt and approval of an original invoice and acceptance by the City of the materials, supplies, equipment or services provided by the Consultant (Net 30). 38. Resolution of Disputes. Any dispute, other than audit, concerning a question of fact arising under this contract that is not disposed of by agreement shall be decided by a committee consisting of the City's Project Manager and the City Director of Public Works, who may consider written or verbal information submitted by the Consultant. Not later than thirty days after completion of all deliverables necessary to complete the plans, specifications and estimate, the Consultant may request review by the City Council of unresolved claims or disputes, other than audit, in accordance with Chapter 1.20 Appeals Procedure of the Municipal Code. Any dispute concerning a question of fact arising under an audit of this contract that is not disposed of by agreement, shall be reviewed by the City's Chief Fiscal Officer. Not later than 30 days after issuance of the final audit report, the Consultant may request a review by the City's Chief Fiscal Officer of unresolved audit issues. The request for review must be submitted in writing. Neither the pendency of a dispute, nor its consideration by the City will excuse the consultant from full and timely performance in accordance with the terms of this contract. 39. Agreement Parties. City: Carrie Mattingly Utilities Director City of San Luis Obispo 879 Morro St San Luis Obispo, CA 93401 Consultant: Richard Daulton Rincon Consultants, Inc. 1530 Monterey Street, Suite 9 San Luis Obispo, CA. 93401 All written notices to the parties hereto shall be sent by United Staten marl, postage prepaid by registered or certified mail addressed as shown above. 40. Incorporation by Reference. The City Request for Proposal Specification No. 91359 and Consultant's proposal are hereby incorporated in and made a part of this Agreement. 41. 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 Community Development Director. 42. Working Out of Scope. If, at any time during the project, the consultant is directed to do work by persons other than the City Project Manager and the Consultant believes that the work is outside of the scope of the original contract, the Consultant shall inform the Project Manager immediately. If the Project Manager and Consultant both agree that 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 Project Manager shall be at Consultant's own expense. 43. 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. 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, the said specification and incorporated documents. 44. 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. 7AN LUIS OBISPO: Katinichtig, City Manager APPROVED AS TO FORM: Dietrick, City Attorney Aftst CONSULTANT: 44 Z Richard Daulton, Principal -in- Charge Ga r Q Manager Report �Qf5 N Final City Manager Approval Approver Name Date Approved 1 City Administration Michael Codron July 27, 2015 Reviewer Routing List Reviewer Name Date Reviewed City Attorney Jma 7/23/15_ Finance & Information Technology mwP 7/21 Community Development DE 07/15/15 July 13, 2015 FROM: Carrie Mattingly, Utilities Director cgm PREPARED BY: David Hix, Wastewater Division Manager LDCH ENVIRONMENTAL AND PERMITTING SERVICES FOR THE SUBJECT: WATER RESOURCE RECOVERY FACILITY PROJECT, SPECIFICATION NO. 91359 — CONTRACT AWARD RECOMMENDATION Authorize the award of a contract to Rincon Consultants, Inc. in the amount of $129,800 for environmental and permitting services for the Water Resources Recovery Facility (WRRF) project, Specification Number 91359. DISCUSSION On May 19, 2015, the City Council authorized requesting proposals for environmental and permitting services for the WRRF project, Specification Number 91359, and authorized the- City Manager to award an agreement if the selected proposal was within $650,000 (see Attachment 1). The scope of work includes: • Preparation of an administrative draft Environmental Impact Report (EIR) • Public Review • Final EIR • Preparation of Findings, Notice of Determination (NOD) and Mitigation Monitoring and Reporting Program (MMRP) • Preparation of the environmental package to the California Water State Revolving Fund (CWSRF) • Environmental permitting, approvals and consultations • Optional National Environmental Policy Act (NEPA) document development if the City choses pursue to federal grant funding for the project. Two proposals were received and opened on June 19, 2015. Review and evaluation of the proposals by City staff and the City's program manager for the WRRF Project, Water Systems Consultants, Inc. (WSC) was conducted on June 24, 2105. During review and evaluation, Rincon WRRF Environmental and Permitting Services, Spec. No. 91359 - Contract Award Page 2 Consultants, Inc., were determined to have the superior proposal. After reference checks, WSC and the City interviewed Rincon and mutually agreed that because the State will require an EIR for the project's funding application, an initial study was not required. Not preparing an Initial Study will save some costs and approximately two weeks on the schedule. Attachment 2 is Rincon's revised proposal. Rincon demonstrated an excellent understanding of the work, presented a superior approach and possesses the experience and knowledge in developing Environmental Impact Reports (EIR) for projects such as the City's WRRF project. It has assembled a team with experience in water quality regulations and permitting and has successfully prepared EIRs, CEQA studies and permitting for a variety of treatment facilities and water quality projects. FISCAL IMPACT Environmental and permitting services for the WRRF Project will cost $129,800. A total of $600,000 for environmental and permitting services for the WRRF Upgrade has been approved in the 2015 -17 Financial Plan, Capital Improvement Plan, page 3 -73. ATTACHMENTS 1. Council Agenda Report, May 19 , 2015, authorizing advertising 2. Proposal, Rincon Consultants, Inc. 3. Aarecment, Rincon Consultants, Inc. I ACity Manager RcportsN1J ilitics12UP51WRRF Envirn Services