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HomeMy WebLinkAbout04/01/2008 06A Coolidge Ave Surveying Agreement with PLSA Engineering and Surveying, City Project No. 2217 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. G A For Meeting of April 1, 2008 ITEM TITLE: A Resolution authorizing the City Manager to execute a Professional Services Agreement with PLSA Engineering & Surveying, in an amount not to exceed $ 9,100.00 to perform surveying services for Coolidge Avenue — From 80th Avenue to 88th Avenue. City Project No. 2 SUBMITTED BY: Cook, Director of Community & Economic Development CONTACT PERSON/TELEPHONE: Brett H. Sheffield, P.E., Chief Engineer 576 -6797 SUMMARY EXPLANATION: With the Occidental Annexation, the City inherited an unpaved portion of Coolidge Road from 80th Avenue to 88th Avenue. The County has previously collected some funding for this roadway in the amount of $363,388 ($200,000 — Apple Tree Development, $150,000 from a Congestion Mitigation and Air Quality (CMAQ) Grant, and $14,300 from the Coolidge Heights Development) which the City also inherited. Another $389,000 of CMAQ grant funding is available this year for which the City will compete. It is the City's intention to at least pave the roadway this year, and include as many frontage amenities that we have funding for. Preliminary design has begun on this project, but survey information is needed to complete the design. The attached resolution authorizes the City Manager to execute the attached Professional Surveying Services Agreement with PLSA Engineering & Surveying to perform the surveying activities. The attached agreement identifies the tasks and estimated costs for performing the surveying and related services, not to exceed $9,100.00. The surveyors' duties will include collection of existing field data for the Engineering. Division to develop plans and specifications. The surveyor may also be used as necessary to acquire easements as needed during the course of the project. Resolution XX Ordinance Contract XX Other (Specify) Funding Source: APPROVED FOR SUBMITTAL: y Manager STAFF RECOMMENDATION: Adopt the resolution BOARD /COMMISSION RECOMMENDATION: COUNCIL ACTION: • RESOLUTION NO. R -2008- A RESOLUTION authorizing and directing the City Manager and City Clerk of the City of Yakima to execute a professional services agreement in an amount not to exceed $9,100.00 for surveying services for Coolidge Avenue — From 80 Avenue to 88 Avenue. WHEREAS, the design and construction of the public improvements requires the collection of existing topographic data and construction surveying; and WHEREAS, the City maintains a roster of consultants whose statements of qualifications represent that they have the expertise necessary to perform the services required by the City; and, WHEREAS, the City Council has determined that it is in the best interest of the City to enter into a professional services agreement with a consultant selected from the roster for such expertise; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and City Clerk of the City of Yakima are authorized and directed to execute a professional services agreement in amount not exceed $9,100.00 for surveying services on Coolidge Avenue From 80 Avenue to 88 Avenue, a copy of which agreement is attached hereto and by reference made a part hereof. ADOPTED BY THE CITY COUNCIL this 1st day of April, 2008. David Edler, Mayor ATTEST: City Clerk • PROFESSIONAL SURVEYING SERVICES AGREEMENT THIS PROFESSIONAL SURVEYING SERVICES AGREEMENT (hereinafter "Agreement ") is made and entered into by and between the City of Yakima, a Washington municipal corporation (hereinafter the "City "), and PLSA Engineering & Surveying, a company licensed to do business in Washington (hereinafter the "Surveyor "). WHEREAS, the City of Yakima desires to engage the Surveyor to perform professional surveying services for the collection of Topographic Data on the Coolidge Road Improvement Project - City Project number 2217 (hereinafter the "Project "). WHEREAS, the Surveyor has the experience and expertise necessary to provide said independent surveying services and is willing to provide such services in accordance with the terms and conditions of this Agreement. - NOW, THEREFORE, in consideration of the mutual covenants, promises, and agreements set forth herein, it is agreed by and between the City and the Surveyor as follows: 1. Scope of Services. The Surveyor shall establish project control and perform . field topographic survey of the project limits for this city project. The scope.of services is described in more detail in attached and incorporated Exhibit "A ". • 2. Term. The term of this Agreement shall commence upon execution hereof and shall terminate upon completion of the Construction phase of the project, unless terminated sooner by either party in accordance with Section 18. The Surveyorr shall proceed in a timely and diligent manner to provide all services required hereunder. The initial survey work shall be completed within one hundred twenty (60) working days following execution of this Agreement. Subsequent work, including preparation of the Easement Legal Descriptions, and Construction staking shall be scheduled upon written notification from the City Engineer. 3. Consideration. The City shall pay the Surveyor for services rendered hereunder in accordance with the payment schedule set forth in attached and incorporated Exhibit "B." Unless this Agreement is otherwise modified by the parties, the total compensation paid to the Surveyor for all services provided under this Agreement shall not exceed seventeen thousand ($9,1000) dollars. The Surveyor shall submit to the City monthly invoices itemizing tasks accomplished and percent completed to date. Upon receipt of said monthly invoice, the City shall make payment to the Surveyor within thirty (30) calendar days; provided, however, that all payments are expressly conditioned upon the Surveyor's providing services that are satisfactory to the City. The Surveyor shall maintain adequate files and records to substantiate all amounts itemized on the monthly invoices. In the event that either party exercises its right to terminate this Agreement in accordance with Section 18, the Surveyor shall be compensated in accordance with the above terms for all satisfactory services provided to the City up to the effective Agreement termination date. Page 1 of 9 Surveyor Agreement 4. Information Provided by the i y e C ty. The Surveyor shall provide guidance to the City in determining the data required for purposes of the contemplated services. The City agrees to use reasonable efforts to provide data and information specifically requested by the Surveyor. 5. Status of Surveyor. The Surveyor and the City understand and expressly agree that the Surveyor is an independent contractor in the performance of each and every part of this Agreement. No officer, employee, volunteer, and /or agent of Surveyor shall act on behalf of or represent him or herself as an agent or representative of the City. The Surveyor, as an independent contractor, assumes the entire responsibility for carrying out and accomplishing the services required under this Agreement. The Surveyor expressly represents, warrants and agrees that its status as an independent contractor in the performance of the work and services required under this Agreement is consistent with and meets the six -part independent contractor test set forth in RCW 51.08.195. The Surveyor and its officers, employees, volunteers, agents and /or subcontractors shall make no claim of City employment nor shall claim against the City any related employment benefits, social security, and /or retirement benefits. Nothing contained herein shall be interpreted as creating a relationship of servant, employee, partnership or agency between the Surveyor and the City. 6. Inspection and Audit. The Surveyor shall maintain books, accounts, records, documents and other evidence pertaining to the costs and expenses allowable and consideration paid under this Agreement in accordance with generally accepted accounting practices. All such books of account and records required to be maintained by this Agreement shall be subject to inspection and audit by representatives of the City and /or the Washington State Auditor at all reasonable times, and the Surveyor shall afford the proper facilities for such inspection and audit. Such . books of account and records may be copied by representatives of the City and /or the Washington State Auditor where necessary to conduct or document an audit. The Surveyor shall preserve and make available all such books of account and records for a period of three (3) years after final payment under this Agreement. 7. Taxes and Assessments. The Surveyor shall be solely responsible for compensating its employees, agents, and /or subcontractors and for paying all related taxes, deductions, and assessments, including but not limited to federal income tax, FICA, social security tax, assessments for unemployment and industrial injury, and other deductions from income which may be required by law or assessed against either party as a result of this Agreement. In the event the City is assessed a tax or assessment as a result of this Agreement, the Surveyor shall pay the same before it becomes due. 8. Nondiscrimination Provision. During the performance of this Agreement, the Surveyor shall not discriminate on the basis of race, age, color, sex, religion, national origin, creed, marital status, political affiliation, or the presence of any sensory, mental or physical handicap. This provision shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and the provision of services under this Agreement. Page 2 of 9 Surveyor Agreement 9. The Americans with Disabilities Act. The Surveyor shall comply with the Americans with Disabilities Act of 1990, 42 U.S.C. § 12101 et seq. (ADA) and its implementing regulations and Washington State's anti - discrimination law as contained in RCW Chapter 49.60 and its implementing regulations with regard to the activities and services provided pursuant to this Agreement. The ADA provides comprehensive civil rights to individuals with disabilities in the area of employment, public accommodations, public transportation, state and local government services, and telecommunications. 10. Compliance with Law. The Surveyor agrees to perform those services under and pursuant to this Agreement in full compliance with any and all applicable laws, rules, and regulations adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local, or otherwise. 11. No Conflict of Interest. Surveyor covenants that neither it nor its employees have any interest and shall not hereafter acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of this Agreement. The Surveyor further covenants that it will not hire anyone or any entity having such a conflict of interest during the performance of this Agreement. 12. No Insurance. It is understood the City does not maintain liability insurance for the Surveyor and its officers, directors, employees and agents. • 13. Indemnification. a. The Surveyor agrees to hold harmless, indemnify, and defend the City, its elected officials, officers, employees, and agents from and against any and all suits, actions, claims, liability, damages, judgments, costs and expenses (including reasonable attorney's fees) which result from or arise out of the negligence of the Surveyor, its officers, agents, employees or subcontractors in connection with or incidental to the performance or non- performance of this Agreement. b. In the event that both the Surveyor and the City are negligent, each party shall be liable for its contributory share of negligence for any resulting suits, actions, claims, liability, damages, judgments, costs and expenses (including reasonable attorney's fees). c. The foregoing indemnity is specifically and expressly intended to constitute a waiver of the Surveyor's immunity under Washington's Industrial Insurance Act, RCW Title 51, as respects the other party only, and only to the extent necessary to provide the indemnified party with a full and complete indemnity of claims made by the Surveyor's employees. The parties acknowledge that these provisions were specifically negotiated and agreed upon by them. d. Nothing contained in this Section or this Agreement shall be construed to create a liability or a right of indemnification in any third party. e. This Section of the Agreement shall survive the term or expiration of this Agreement and shall be binding on the parties to this Agreement. Page3of9 Surveyor Agreement 14. Insurance Provided by Surveyor. a. Professional Liability Insurance. On or before the date this Agreement is fully executed by the parties, the Surveyor shall provide the City with .a certificate of insurance as evidence of professional liability coverage with a limit of at least One Million Dollars ($1,000,000.00) for each wrongful act and an annual aggregate limit of at least Two Million Dollars ($2,000,000.00). The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect. The insurance shall be with an insurance company rated A -VII or higher in Best's Guide. If the policy is on a claims made basis, the retroactive date of the insurance policy shall be on or before the date this contract is executed by both parties hereto, or shall provide full prior acts coverage. The insurance coverage shall remain in effect during the term of this Agreement and for a minimum of three (3) years following the termination of this Agreement. b. Commercial Liability Insurance. On or before the date this Agreement is fully executed by the parties, the Surveyor shall provide the City with a certificate of insurance as proof of commercial liability insurance with a minimum liability limit of One Million Dollars ($1,000,000.00) per occurrence /aggregate limit bodily injury and property damage. The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Agreement. The policy shall name the City, its elected officials, officers, agents, and employees as additional insureds and shall contain a clause that the insurer will not cancel or reduce in limits the insurance without first giving the City thirty (30) calendar days' prior written notice. The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. c, Commercial Automobile Liability Insurance. On or before the date this Agreement is fully executed by the parties, the Surveyor shall provide the City with a certificate of insurance as proof of commercial automobile liability insurance with a minimum liability limit of One Million Dollars ($1,000,000.00) per occurrence /aggregate limit bodily injury and property damage. The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Agreement. The policy shall name the City, its elected officials, - officers, agents, and employees as additional insureds and shall contain a clause that the insurer will not cancel or reduce in limits the insurance without first giving the City thirty (30) calendar days' prior written notice. The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. d. Insurance Provided by Subcontractors. The Surveyor shall ensure that all subcontractors it utilizes for work /services required under this Agreement shall comply with all of the above requirements. 15. Delegation of Professional Services. The services provided for herein shall be performed by the Surveyor, and no person other than regular associates or employees of the Surveyor shall be engaged upon such work or services except upon written approval of the City. Page 4 of 9 Surveyor Agreement • 16. Assignment. This Agreement, or any interest herein or claim hereunder, shall not be assigned or transferred in whole or in part by the Surveyor to any other person or entity without the prior written consent of the City. In the event that such prior written consent to an assignment is granted, then the assignee shall assume all duties, obligations, and liabilities of the Surveyor stated herein. 17. Waiver of Breach. A waiver by either party hereto of a breach by the other party hereto of any covenant or condition of this Agreement shall not impair the right of the party not in default to avail itself of any subsequent breach thereof. Leniency, delay or failure of either party to insist upon strict performance of any agreement, covenant or condition of this Agreement, or to exercise any right herein given in any one or more instances, shall not be construed as a waiver or relinquishment of any such agreement, covenant, condition or right. 18. Termination. Either party may terminate this Agreement at any time, with or without cause, by providing the other party with written notice of termination ten (10) calendar days prior to the termination date. 19. Severability. If any portion of this Agreement is changed per mutual agreement or any portion is held invalid, the remainder of the Agreement shall remain in full force and effect. 20. Notices. Unless stated otherwise herein, all notices and demands shall be in writing and • sent or hand delivered to the parties to their addresses as follows: TO CITY: Brett Sheffield, P.E. Chief Engineer City Hall • 129 North Second Street Yakima, WA 98901 . TO SURVEYOR: Louie W. Wishert, P.L.S. PLSA Engineering & Surveying 1120 West Lincoln Avenue Yakima, WA 98902 Phone: (509) 575 -6990 or to such other addresses as the parties may hereafter designate in writing. Notices and /or demands shall be sent by registered or certified mail, postage prepaid, or hand delivered. Such notices shall be deemed effective when mailed or hand delivered at the addresses specified above. 21. Third Parties. The City and the Surveyor are the only parties to this Agreement and are the only parties entitled to enforce its terms. Nothing in this Agreement gives, is intended to give, or shall be construed to give or provide any right or benefit, whether directly or indirectly or otherwise, to third persons. 41) Page 5 of 9 Surveyor Agreement 22. Drafting of Agreement. Both the City and the Surveyor have participated in the drafting of this Agreement. As such, it is agreed by the parties that the general contract rule of law that ambiguities within a contract shall be construed against the drafter of a contract shall have no application to any legal proceeding, arbitration and /or action in which this Agreement and its terms and conditions are being interpreted and /or enforced. 23. Integration. This written document constitutes the entire Agreement between the City and the Surveyor. There are no other oral or written agreements between the parties as to the subjects covered herein. No changes or additions to this Agreement shall be valid or binding upon either party unless such change or addition be in writing and executed by both parties. 24. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. 25. Venue. The venue for any action to enforce or interpret this Agreement shall lie in the Superior Court of Washington for Yakima County, Washington. 26. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same Agreement. CITY OF YAKIMA PLSA ENGINEERING & SURVEYING By: By: R. A. Zais, Jr., City Manager Louie Wishert, P.L.S., Special Project Manager Date: Date: ATTEST: ATTEST: City Clerk Mary Clark, Secretary City Contract No. Date: City Resolution No. Page 6of9 Surveyor Agreement • • EXHIBIT "A" SURVEY SCOPE OF SERVICES The Project is to design and construct roadway improvements including new asphalt surfacing and the addition of curb, gutter and sidewalk if the necessary funds are available, from 80 Avenue to 88 Avenue. The Surveyor shall perform the following tasks as a minimum: FOR DESIGN: Task 1 Contact the Underground Location Center and have all existing underground utilities located and marked. Task 2 Provide Horizontal and Vertical control to include location of road, centerlines and rights of way; location of certain property lines where the pipelines (including long side - sewers to be bored through) will be located within easements; and existing easements. • Task 3 Provide Topographic survey field data and notes, to include the main and basement floor elevations of all dwellings; locations of septic systems where possible; location of all foundations, fencing, driveways, trees and shrubs etc.; existing Nob Hill Water Association water mains (include size and approximate depth), valves and meter service locations; cross - sections and /or contours; all existing utilities both overhead and buried including location of YTID and user • • irrigation pipelines; and any unusual or significant features of importance that will or may be encountered, or may interfere with the proposed alignment. The City will prepare all drawings and maps. • Task 4 Provide the City with an ASCII file which includes each point located in the field and each calculated point. The file shall contain the Northing and Easting, Elevation and point description • for each point. Task 5 Provide the City with all calculation sheets pertaining to and showing monumentation, including Land Corner Records if used. Task 6 Provide the City with copies of all Records of Surveys, Short Plats and /or Plats used in calculations. Task 7 Provide the City with copies of all field notes and sketches detailing all topographic features of special note as located. Task 8 Provide Assistance in accurately establishing new easements where necessary for the new pipelines to cross private properties including easements required for the long side - sewers. Task 9 Prepare easement descriptions. City will prepare the Easement Deeds and communicate with the affected landowners. NOTE: Survey data should be in adjusted form to, (preferred) if possible, State Plane Project Datum with Scale and Combined Factors etc. shown. A list of both sea level and project coordinates shall be provided if this method of survey is used. The City of Yakima is using NAD 83 Horizontal Datum and NGVD 29 Vertical Datum. The available City Aerial photography and our database of existing monuments are at • Mean Sea Level Datum. Page 7 of 9 Surveyor Agreement If that is not practical, Assumed datum may be used only for horizontal control. The vertical control may use the record invert of the beginning manholes if an acceptable bench mark of record is not available. All monuments used including the Bench Marks shall be shown in the adjusted Horizontal and Vertical control data. The data points for the design shall be AutoCad ready for import to the City drawings, see Task 4. City will prepare all design /construction drawings and specifications using the above information. The City will provide all available record monument and other miscellaneous data upon request from the Surveyor. The City will provide notification to all affected property owners or residences that the "Surveyor" will be conducting survey tasks on their behalf, and will be entering upon their properties. The City shall make every reasonable effort to secure, from each landowner, permission for the "Surveyor" to enter upon individual properties within the project limits as necessary to accomplish the required tasks. The City will be the arbitrator for any conflicts or other problems that may arise during the surveying phase of the project. FOR CONSTRUCTION: • Task 1 Provide all construction Horizontal and Vertical staking for alignment and cuts and fills one time. Any "restaking" shall be "Additional Services" in accordance with the Compensation Rates shown in the attached and incorporated Exhibit "B ". Task 2 Provide all Record information following construction. City will prepare the record drawings. 4110 Each task shall be completed by the Surveyor as soon as possible and shall begin following written authorization to proceed. Established completion time shall not be extended because of any delays attributable to the Surveyor, but may be extended by the City in the event of a delay attributable to the City • or because of a delay caused by conditions beyond the control of the Surveyor. All work performed by the Surveyor shall be completed in accordance with all laws governing Professional Surveying in the State of Washington, and shall be presented in a professional format. • 4110 Page 8 of 9 Surveyor Agreement i • EXHIBIT "B" Compensation Rates: Description Rate: 2 Person Field Crew $145.00 / hour 3 Person Field Crew $205.00 / hour Senior Professional Land Surveyor $105.00/ hour Project Professional Land Surveyor $95.00 / hour Computer -Aided Drafter • $60.00 / hour Office Support $55.00 / hour ID Survey Technician I $60.00 / hour Survey Technician II- $80.00 / hour Survey Technician III $85.00 / hour RTK GPS survey Equipment $75.00 / hour • Page 9 of 9 Surveyor Agreement • ,-**„. ,., ,,,„,., .,:„. g �� ENGINEERING & SURVEYING BRADLEY J. CARD, P . LOUIE W. WISHERT, JR., PLS March 24, 2008 DOUG KUHN, P.E. RICHARD L. WEHR, PLS Mr. Dan Ford, E.I. T. Engineering Department City of Yakima 129 North 2 ' Street Yakima, WA 98901 Re: Coolidge Avenue, 80 Avenue to 88` Avenue Dear Dan: In response to your request for our proposal to provide surveying services for the referenced project, we offer the following work task descriptions and estimated costs. III PLSA will establish project control and perform field topographic surveys of the project limits as delineated by you, for the City to design the anticipated improvements. SCOPE OF SERVICES • Establish horizontal and vertical control. • • Determine road centerline alignment. - • Complete topographic survey up to 40 feet on each side of centerline. • Locate existing utility surface features, such as power poles, irrigation structures, etc. • Provide the City with an ASCII file which includes each point located in the field. Each point shall include horizontal coordinates with elevation and description for the points. • Provide City with copies of any field notes or sketches detailing topographic features of special note. • Prepare base map showing parcel and right of way lines. • The City will prepare all topographic drawings and design maps. III 1120 West Lincoln Avenue • Yakima, Washington 98902 • (509) 575 -6990 • FAX (509) 575 -6993 Mr. Dan Ford, E.I. T. Engineering Department City of Yakima • March 24, 2008 Page 2 Our estimated "not to exceed" fee for the described services is $9,100. We are prepared to provide these services upon your authorization and complete them within a mutually agreeable time frame. We look forward to the opportunity to provide professional surveying services to the City Yakima. If you have any questions, please do not hesitate to contact either me or Rick. Sincerely, Asp LOUIE W. WISHERT, P.L.S. Special Project Manager LWW:jc r