HomeMy WebLinkAbout100812_ca02JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners ,-~ -~ ~
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FROM: Philip Morley, County Administrator-'"
DATE: October 8, 2012 < /~''~ 1
RE: Professional Services Agreement with Terrapin Architecture for Superior
Court Administrator Office Project; $8,000
STATEMENT OF ISSUE: Board of County Commissioners approval is requested for a
professional services agreement with Terrapin Architecture for design, permitting, and
construction management of a project to provide an office for the Superior Court Administrator.
ANALYSIS: Presently the Superior Court Administrator shares very cramped office space with
the elected County Clerk. The Court and Clerk functions are two distinct functions under state
law, and should be physically separate. Creating office space for the Superior Court
Administrator accomplishes this separation, and also provides the elected Clerk private office
space in which she may conduct confidential meetings with her staff or members of the public.
Under the proposed agreement, Terrapin Architecture will provide design, permitting and
construction management services for creating an office for the Superior Court Administrator.
Terrapin has extensive experience designing work for historic buildings, and was selected from
our Services Roster. The contract has received risk management and legal approval.
FISCAL IMPACT: Adequate funds for this project already exist within the adopted County
budget and are proposed for transfer and specific allocation to this project in the third quarter
appropriation for Construction and Renovation.
RECOMMENDATION: Review and approve the enclosed professional services agreement.
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Philip Mdtl ,County Admi istrator Date
PROFESSIONAL SERVICES AGREEMENT
TERRAPIN ARCHITECTURE -SUPERIOR COURT ADMINISTRATOR OFFICE PROJECT
THIS AGREEMENT, is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as the "County", and Terrapin Architecture, hereinafter referred to as the
"Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
Proiect Desi¢nation. The Consultant is retained by the County to perform professional services in
connection with the Superior Court Administrator Office project designated in Exhibit A: Proposal
For Architectural Services, attached hereto and incorporated as part of this Agreement.
2. Scope of Services. Consultant agrees to perform the services identified on Exhibit A: Proposal
For Architectural Services, attached hereto, including the provision of all labor, materials,
equipment and supplies.
Time of Performance. Work under this Agreement shall commence upon the giving of written
notice by the County to the Consultant to proceed. Such work shall continue according to the
schedule in Exhibit B: Schedule, unless changed by the Facilities Foreman.
4. Payment. The Consultant shall be paid by the County for completed work and for services
rendered under this Agreement as follows:
a. Payment for the work provided by the Consultant shall be made as provided on the Exhibit
A: Proposal For Architectural Services, Exhibit "A" attached hereto, provided that the total
amount of payment to Consultant shall not exceed $7,000 plus change orders as noted in
4.b.
b. After execution of this Agreement, changes to the scope of work required hereunder may
be accomplished by a change order, which shall be a written order to Consultant from the
Facilities Foreman on behalf of the County. In no event will change orders approved by
the Facilities Foreman under this Agreement add more than $1,000 to the compensation set
in 4.a. above. Any changes to the scope of work that would cause total compensation to
exceed $7,000 plus $1,000 shall first require a written amendment to this Agreement
executed by both parties.
c. The Consultant may submit vouchers to the County once per month during the progress of
the work for partial payment for project completed to date. Such vouchers will be checked
by the County, and upon approval thereof, payment will be made to the Consultant in the
amount approved.
d. Final payment of any balance due to the Consultant of the total Agreement price earned
will be made promptly upon its ascertainment and verification by the County after the
completion of the work under this Agreement and its acceptance by the County.
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e. Payment as provided in this section shall be full compensation for work performed, and
services rendered. The Consultant will be responsible for all expenses incurred to provide
the County with work products and services specified herein, including but not limited to
permit submittals and copies of construction plans and as-built drawings. The County
shall be responsible for all permit fees and the costs of copies, mailing, etc. for the
constmction bid process.
f The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the County and State for a period of three (3)
years after fmal payments. Copies shall be made available upon request.
5. Ownershiro and Use of Documents. All documents, drawings, specifications and other materials
produced by the Consultant in connection with the services rendered under this Agreement shall
be the property of the County whether the project for which they are made is executed or not. The
Consultant shall be permitted to retain copies, including reproducible copies, of drawings and
specifications for information, reference and use in connection with Consultant's endeavors.
6. Compliance with Laws. Consultant shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances, and
regulations, applicable to the services to be rendered under this Agreement.
7. Indemnification. Consultant shall indemnify, defend and hold harmless the County, its officers,
agents, and employees, from and against any and all claims, losses or liability, or any portion
thereof, including attorney's fees and costs, azising from injury or death to persons, including
injuries, sickness, disease, or death to Consultant's own employees, or damage to property
occasioned by a negligent act, omission or failure of the Consultant.
8. Insurance. The Consultant shall obtain and keep in force during the terms of the AGREEMENT,
or as otherwise required, the following insurance with companies or through sources approved by
the State Insurance Commissioner pursuant to Title 48 RCW:
a. Worker's compensation and employer's liability insurance as required by state law.
b. Commercial general liability and property damage insurance in an aggregate amount not less
than two million dollars ($2,000,000) for bodily injury, including death and property damage.
The per occurrence amount shall not exceed one million dollars ($1,000,000).
c. Vehicle liability insurance for any automobile used in an amount not less than two hundred
fifty thousand dollar ($250,000) combined single limit.
d. Professional liability (Errors and Omissions) policy in an amount of not less than five hundred
thousand dollazs ($500,000.00) combined single limit if any employee, agent or representative
of the Consultant undertaking work in furtherance of or pursuant to this Agreement holds or is
required to hold a professional license issued by the State of Washington or any other state.
Excepting the Worker's Compensation Insurance and any Professional Liability Insurance secured
by the Consultant, the County will be named on all policies as an additional insured. The
Consultant's insurance required by this Section shall be in all circumstances primary to any
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insurance available to the County. The Consultant shall furnish the County with verification of
insurance and endorsements required by the agreement. The County reserves the right to require
complete, certified copies of all required insurance policies at any time.
All insurance shall be obtained from an insurance company authorized to do business in the State
of Washington. The Consultant shall submit a verification of insurance as outlined above within
fourteen (14) days of the execution of this Agreement to the County.
No cancellation of the foregoing policies shall be effective without thirty (30) days prior notice to
the COUNTY.
The COUNTY will pay no progress payments under Section 4 until the Consultant has fully
complied with this section. This remedy is not exclusive; and the County may take such other
action as is available to it under other provisions of this Agreement, or otherwise in law.
9. Independent Contractor. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement. Nothing
in this Agreement shall be considered to create the relationship of employer and employee
between the parties hereto. Neither Consultant nor any employee of Consultant shall be entitled to
any benefits accorded to County employees by virtue of the services provided under this
Agreement. The County shall not be responsible for withholding or otherwise deducting federal
income tax or social security or for contributing to the State industrial insurance program, or
otherwise assuming the duties of an employer with respect to Consultant, or any employee of
Consultant.
10. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, color, national origin, religion, creed,
age, sex, or the presence of any physical or sensory handicap in the selection and retention on
materials or supplies.
11. Assienment and Subcontracting. The Consultant shall not sublet or assign any of the services
covered by this Agreement without the express written consent of the County.
12. Termination.
a. The County reserves the right to terminate this Agreement at any time by giving fourteen
(14) days written notice to the Consultant.
b. In the event of the death of a member, partner, or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to do so
by the County. This section shall not be a bar to renegotiations of this Agreement between
the surviving members of the Consultant and the County, if the County so chooses.
13. Integrated Agreement. This Agreement together with attachments or addenda, represents the
entire and integrated Agreement between the County and Consultant and supersedes all prior
negotiations, representations, or agreements written or oral. This Agreement may be amended
only by written instrument signed by both the County and Consultant.
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14. Agreement Expiration. This Agreement shall run through completion of the project or March 31,
2013, whichever comes first, unless extended by mutual written agreement executed by both
parties.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed this day
of October, 2012.
Jefferson County Board of Commissioners
By:
SEAL:
Jolm Austin, Chairman
ATTEST:
Raina Randall Date
Deputy Clerk of the Board
Terrapin Architecture
By: Richard Berg, Architect
Date Signed: ~ (?~
APPROVED AS TO FORM:
UC/ Z ~' Z
David Alvarez ate
Deputy Prosecuting Attorney
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Exhibit A
Scope of Services for Architectural Services:
Project: Administrative Office in Judges' Chambers
Task Projected hours and Cost
Desi~
Project Administration: 3 hours @ $110 per hour $330
User Input:
Project Design:
MechanicaUElect. Design:
Drafting:
Specifications:
Cost Estimatin
2 hours @ $110 per hour
5 hours @ $110 per hour
3 hours @ $110 per hour
10 hours @ $60 per hour
9 hours @ $110 per hour
Subcontract
Permits and Bid Process:
Permit documents/submittal: 3 hours @ $110 per hour
Review bid documents: 11 hours @ $110 per hour
(Plans and specifications for bid documents prepared by
Terrapin, Terrapin to review remainder of bid request
documents prepared by County)
Addendums:
Bid opening:
Review bids:
Construction•
Pre-construction meeting:
Check shop drawings:
Weekly meeting and report:
Punch List:
3 hours @ $110 per hour
1 hour @ $110 per hour
2 hours @ $110 per hour
2 hours @ $110 per hour
3 hours @ $110 per hour
2 hours/week, 6 weeks @
$110/hour
3 hours @$110 per hour:
$220
$550
$330
$600
990
$500
3,520
$330
$220
$330
$110
$220
$1,210
$220
$330
$1,320
$330
$2,200
Total projected architectural fee: $6,930
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Exhibit B
Task Tar et Com letion Date
Design:
• Project Administration • On-going
• User Input October 12, 2012
• Project Design • October 19, 2012
• Mechanical/Electrical Design • October 24, 2012
• Drafring & Specifications • October 26, 2012
• Cost Estimatin • November 2, 2012
Permit documents/submittal November 5, 2012
Bid Process: '~
Review bid documents • November 2, 2012
(Plans and specifications for bid documents prepazed by Terzapin, Terzapin to ',
review remainder of bid request documents prepazed by County)
• Addendums • November 9, 2012
• Bid opening: • November 16, 2012
• Review bids: • November 19, 2012
Construction:
• Pre-construction meeting • November 21, 2012
• Check shop drawings • November -December
• Weekly meeting and report • December - as agreed by
Facilities Foreman, but no
later than 03/31/2013
• Punch List • As agreed by Facilities
Foreman, but no later than
03/31/2013
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