HomeMy WebLinkAbout011215_ca05To:
From:
Agenda Date:
Subject:
Jefferson County
Board of Commissioners
Agenda Request
Board of Commissioners
Philip Morley, County Administrator
Monte Reinders, Public Works Director
January 12, 2015
Surveyor Contract for
Quilcene Complete Streets Project
Department of Public Works
O Consent Agenda
Page 1 of 1
County Engineer 4,,
Statement of Issue:
Professional Services Agreement with Van Aller Surveying of Carlsborg, WA, for providing surveying
services for the Quilcene Complete Streets Project.
Analysis /Strategic Goals /Pro's It Con's:
This project is included in the officially adopted 2015 -2020 Transportation Improvement Program as
Item No. 14 as well as in the 2015 Annual Construction Program as Item No. 12. This project is funded
through a WSDOT Pedestrian It Bicycle program whose objective is to improve the transportation
system so as to enhance safety and mobility for people who choose to walk or bike.
This agreement will provide surveying services by Van Alter Surveying, for the Preliminary Engineering
phase. The required surveying services for this project consist of: topographic mapping and existing
feature locating, and US Hwy 101 /County Road right -of- way /centerline mapping. The topographic and
right -of -way mapping will be used throughout the design of this project.
Fiscal Impact/Cost Benefit Analysis:
This Standard Consultant Agreement, for surveying services, is for $16,921.50
This project is funded by an $884,165 WSDOT Pedestrian Et Bicycle Program grant.
Recommendation:
The Board is asked to execute the three (3) originals of the Professional Services Agreement with
Van Alter Surveying, and return (2) signed originals to Public Works (attn. Eric Kuzma).
Department Contact:
Eric Kuzma, Project Manager, (360) 385 -9167
Reviewed By:
Philip s rator
Date
PROFESSIONAL SERVICES AGREEMENT FOR
SURVEYING SERVICES
THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as "the County ", and Van Aller Surveying, hereinafter referred to as "the
Consultant ", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
Project Desi agn tion. The Consultant is retained by the County to provide surveying
services for Jefferson County's Quilcene Complete Streets Project, funded by the
WSDOT Pedestrian and Bicycle Program.
The Quilcene Complete Streets Project is located in Quilcene, Washington, along US
Hwy. 101, approximately between Center Road and the Quilcene Community Center.
The intent of this project is to improve pedestrian and bicycle safety along this portion of
US Hwy. 101.
2. Scope of Services. Consultant agrees to perform the services, identified on Exhibit "A"
attached hereto, including the provision of all labor.
3. Time for Performance. Work under this contract shall commence upon the giving of
written notice by the County to the Consultant to proceed. Consultant shall perform all
services and provide all work product required pursuant to this agreement on the dates
listed on Exhibit "A"
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 Consultant shall be made as provided on
Exhibit "E -1" attached hereto, provided that the total amount of payment to
Consultant shall not exceed $16,921.50 without express written modification of
the agreement signed by the County.
b. The consultant may submit invoices to the County once per month during the
progress of the work for partial payment for project completed to date, up to 80%
of total project costs. Such vouchers will be checked by the County, and upon
approval thereof, payment will be made to the Consultant in the amount approved.
Final payment of any balance due the Consultant of the total contract 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.
d. Payment as provided in this section shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and
CONSULTANT AGREEMENT
P: Eric K(A) Projects Quilcene Complete Streets Project Management Consultants Surveyor •Van AIIer Contract Professional Services Agreement.docx
rev, 3,31,2014 Page I of 12
incidentals necessary to complete the work.
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 final payments. Copies shall be made available upon request.
5. Ownership 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, arising 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.
Insurance.
The Consultant shall obtain and keep in force during the terms of the Agreement, policies
of insurance as follows:
If and only if the Consultant employs any person(s) in the status of employee or
employees separate from or in addition to any equity owners, sole proprietor, partners,
owners or shareholders of the Consultant, Worker's Compensation Insurance in an
amount or amounts that are not less than the required statutory minimum(s) as established
by the State of Washington or the state or province where the Consultant is located.
Commercial Automobile Liability Insurance providing bodily injury and property
damage liability coverage for all owned and non -owned vehicles assigned to or used in
the performance of the work for a combined single limit of not less than $500,000 each
occurrence with the COUNTY named as an additional insured in connection with the
CONSULTANT'S performance of the contract.
General Commercial Liability Insurance in an amount not less than a single limit of one
million dollars ($1,000,000) per occurrence and a aggregate of not less than two (2) times
the occurrence amount ($2,000,000.00 minimum) for bodily injury, including death and
property damage, unless a greater amount is specified in the contract specifications. The
insurance coverage shall contain no limitations on the scope of the protection provided
and include the following minimum coverage:
CONSULTANT AGREEMENT
P: Erie K (A) Projects Quilcene Compete Streets Project Managemem Consultants surveyor Nart Aller Contract Professional Services Agreement.docx
rev. 3 -31 2014 Page 2 of 12
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
C. Broad Form Contractual /Commercial Liability — including completed operations;
d. Premises — Operations Liability (M &C);
e. Independent Contractors and subcontractors;
f. Blanket Contractual Liability.
The County shall be named as an additional insured party under this policy.
Such insurance coverage shall be evidenced by one of the following methods:
* Certificate of Insurance;
* Self - insurance through an irrevocable Letter of Credit from a qualified financial
institution.
Certificates of coverage as required by this section shall be delivered to the County
within fifteen (15) days of execution of this agreement.
Any deductibles or self - insured retention shall be declared to and approved by the County
prior to the approval of the contract by the County. At the option of the County, the
insurer shall reduce or eliminate deductibles or self - insured retention or the Consultant
shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
The Consultant shall include all subcontractors as insured under its insurance policies or
shall furnish separate certificates and endorsements for each subcontractor. All insurance
provisions for subcontractors shall be subject to all of the requirements stated herein.
Failure of the Consultant to take out and /or maintain any required insurance shall not
relieve The Consultant from any liability under the Agreement, nor shall the insurance
requirements be construed to conflict with or otherwise limit the obligations concerning
indemnification.
It is agreed by the parties that insurers shall have no right of recovery or subrogation
against the County (including its employees and other agents and agencies), it being the
intention of the parties that the insurance policies so affected shall protect both parties
and be primary coverage for any and all losses covered by the above described insurance.
It is further agreed by the parties that insurance companies issuing the policy or policies
shall have no recourse against the County (including its employees and other agents and
agencies) for payment of any premiums or for assessments under any form of policy. It
is further agreed by the parties that any and all deductibles in the above described
insurance policies shall be assumed by and be at the sole risk of the Consultant.
It is agreed by the parties that judgments for which the County may be liable, in excess of
insured amounts provided herein, or any portion thereof, may be withheld from payment
CONSULTANT AGREEMENT
P: \Eric K,(A) Projects \Quiloene Complete Streets'IPro;ect Mamagement'Comultams,Sur eyor,Van Aller!Cotract, Pro fes si onal Services Agreement.docx
rev. 3,31/2014 Page 3 of 12
due, or to become due, to the Consultant until such time as the Consultant shall furnish
additional security covering such judgment as may be determined by the County.
The County reserves the right to request additional insurance on an individual basis for
extra hazardous contracts and specific service agreements.
Any insurance coverage for third party liability claims provided to the County by a "Risk
Pool" created pursuant to Ch. 48.62 RCW shall be non - contributory with respect to any
policy of insurance the Consultant must provide in order to comply with this Agreement.
If the proof of insurance or certificate indicating the County is an "additional insured" to
a policy obtained by the Consultant refers to an endorsement (by number or name) but
does not provide the full text of that endorsement, then it shall be the obligation of the
Consultant to obtain the full text of that endorsement and forward that full text to the
County.
The County may, upon the Consultant's failure to comply with all provisions of this
contract relating to insurance, withhold payment or compensation that would otherwise
be due to the Consultant.
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 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, otherwise assuming the duties of
an employer with respect to Consultant, or any employee of Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration
contingent upon or resulting from the award or making of this contract. For breach or
violation of this warranty, the County shall have the right to annul this contract without
liability or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee,
gift, or contingent fee.
11. 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 of employees or procurement of materials or supplies.
CONSULTANT AGREEMENT
P:�Eric K \(A) Projects,Quilcene Complete StreetsTroject Management',Consultants,Su,eyor\Van Aller�Contraet,Professional Services Agreement.docx
rev. 3.31/2014 Page 4 of 12
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
agreement without the express written consent of the County.
13. Non - Waiver. Waiver by the County of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other
provision.
14. Termination.
a. The County reserves the right to terminate this agreement at any time by giving
ten (10) 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 surviving members of the Consultant
and the County, if the County so chooses.
15. Notices. Notices to the County of Jefferson shall be sent to the following address:
Jefferson County Public Works
623 Sheridan Street
Port Townsend, WA 98368
Notices to Consultant shall be sent to the following address:
Van Aller Surveying
P.O. Box 757
Carlsborg, WA. 98324
16. Integrated Agreement. This Agreement together with attachments or addenda, represents
the entire and integrated agreement between the County and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. This
agreement may be amended only by written instrument signed by both County and
Consultant.
CONSULTANT AGREEMENT
P:,eric K,(A) Projects,Quilcene Complete Streets,Project Management ',Consultants' Surveyor Van Aller Contract Professional Services Agreement.docx
rev. 3,312014 Page 5 of 12
SIGNATURE PAGE
DATED this day of , 20
SIGNATURE PAGE
4�-- e4&
Brian Van Aller
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Chair
Consultant's Representative (Please print) Member
(Signature)
Title
Date
Member
as to forlp only:
47 J C&Aj�V
David Alvarez i Date
Deputy Prosecuting Attorney
Monte Reinder-s-71. Date
Public Works Director /County Engineer
CONSULTANT AGREEMENT
P:1Eric K1(A) Projects!Quilcene Complete StreetsTroject Management,Consultants ,Sur eyor,Van AIIer,Contract Professional Services Agreement.docx
rev. 3/31/2014 Page 6 of 12
Exhibit A
Scope of Work for
Surveying Services for
Quilcene Complete Streets
OBJECTIVES:
The objective of the proposed work is to provide surveying services for Jefferson County's
Quilcene Complete Streets Project, funded by the WSDOT Pedestrian and Bicycle Program.
The Quilcene Complete Streets Project is located in Quilcene, Washington, along US Hwy. 101,
approximately between Center Road and the Quilcene Community Center. The intent of this
project is to improve pedestrian and bicycle safety along this portion of US Hwy. 101.
The proposed scope of work for this project is the development of a project pre- engineering base
map showing the following items within the Project Area, as defined in the Exhibit B map:
1) Rights -of -Way of US Hwy. 101 and adjacent county roads.
2) Topographic information throughout the project area.
Task 1 Rights of Ways
Determine the Rights -of -way for US Hwy. 101 and intersecting County roads within the project
area. Work under this Task involves:
• Researching right -of -way record maps, plats, deeds and documents.
• Compiling and calculating rights -of -ways.
• Field verification of rights -of -ways with existing monumentation.
• Drafting rights -of -ways into Base Map.
Task 2 Topographic Information
Provide topographic survey and mapping of the project area.
Work under this Task shall include mapping the following features:
• Calculated property boundaries of parcels within the project area, noting any survey
monuments found.
• Topography mapping with one foot contours.
• Outline of existing structures and foundations with finished floor elevations.
• Centerline, striping, breaklines and edges of pavement of US Hwy. 101.
• Identification of above ground and underground utilities.
• Fence lines, walks, trails, etc.
to Trees with a DBH equal to or greater than 10 inches
CONSULTANT AGREEMENT
P: Eric K (A) Project&Quilcene Complete Streets,Pmject Management Consultants Surveyor Van Aller Contract Professional Services Agreement.docx
rev. 3,312014 Page 7 of 12
• Generally all substantial features and improvements within the project area.
The horizontal datum for mapping shall be NAD 83, (North American Datum of 1983) and
vertical datum shall be NAVD 88, (North American Vertical Datum of 1988). At least three
permanent
on -site benchmarks (control points) will be established for future survey and construction work
within the project area.
Deliverables
The final survey Topographic base map shall be delivered in a digital ACAD file format with an
accompanying stamped mylar hard copy.
Time for Performance:
A 90% level of completion base map will be submitted to Jefferson County for review and
comment within 60 days of the notice to proceed. The final topographic and right -of -way base
map will be submitted on mylar and in AutoCad ".dwg" format within 14 days of the County's
approval.
CONSULTANT AGREEMENT
P:,£ric K,(A) Projects\Quilcene Complete Streets`Project ManagemenvConsultams,Sur eyor Van AllerTontract Professional Services Agreement.docx
rev. 3,3112014 Page 8 of 12
14. 13
23 24 -.
Exhibit B
Project Area for
Surveying Services for
Quilcene Complete Streets
24 j19
CONSULTANT AGREEMENT
P:\Eric K\(A) Projects\QuilceneComplete StreetsTro;ect Management \Consultants\Surveyor\Van Aller\Contraet\.Professional Services Agreement.docx rev. 3,3112014 Page 9 of 12
Exhibit E -1
Van Aller Surveying
Consultant Fee Determination
Task 1: Rights of Ways Cost Estimate:
Discipline Time Rate Cost
Professional Land Surveyor 18.0 hrs $114.75 $2,065.50
Two Person Survey Field Crew 18.0 hrs $176.10 $3,169.80
Total Task 1: $5,235.30
Task 2: Topographic Information Cost Estimate:
Discipline
Time
Rate
Cost
Professional Land Surveyor
8.0 hrs
$114.75
$918.00
Two Person Survey Field Crew
50.0 hrs
$176.10
$8,805.00
Survey Tech II
32.0 hrs
$61.35
$1,963.20
Total Task 2: $11,686.20
Grand Total Tasks 1 & 2: $16,921.50
Exhibit E -2
Van Aller Surveying
Specific Rates of Pay
Hourly Overhead Profit Rate
Discipline or Job Title Rate @ 125% (a,30% Per Hour
Professional Land Surveyor $45.00 $56.25 $13.50 $114.75
Survey Tech. II $24.06 $30.07 $7.22 $61.35
Survey Tech I $18.00 $22.50 $5.40 $45.90
Two Person Survey Crew $69.06 $86.32 $20.72 $176.10
DIRECT NON - SALARY COST:
Mileage: $0.575/mile
Reproduction costs: Actual cost
Materials: Actual cost
CONSULTANT AGREEMENT
P: Eric K (A) Pro ;ects,.Quilcene Complete Streets %Project Management Consultams Su cyor Van AlIff Contract Professional Services Agreement.docx
rev. 3- 312014 Page 10 of 12
Exhibit F
(Van Aller Surveying 2014)
Breakdown of Overhead Cost
Account Title
$ Beginning Total
% of Direct Labor
Direct Labor
$54,361
100
Overhead Expenses:
FICA
$5,433
10.0
Unemployment
$76
0.1
Health/Accident Insurance
$4,094
7.5
Medical Aid & Industrial Insurance
$560
1.0
HolidayNacation/Sick Leave
$2,180
4.0
Commission/Bonus/Pension
$560
1.0
Total Fringe Benefits
$12,903
23.60%
General Overhead:
State B &O Taxes
$2,102
3.9
Insurance
$4,035
7.4
Administration & Time Not Assignable
$4,320
7.9
Printing, Stationery & Supplies
$7,798
14.3
Professional Services
$2,420
4.5
Travel Not Assignable (includes fuel)
$14,125
26.0
Telephone & Telegraph Not Assignable
$4,338
8.0
Fees, Dues & Professional Meetings
$600
1.1
Utilities & Maintenance
$2,318
4.3
Professional Development
$290
0.5
Rent
$4,800
8.8
Equipment Support (Trimble lease)
$4,552
8.4
Office, Miscellaneous & Postage
$3,420
6.3
Total General Overhead
$55,118
101.4%
Total Overhead (General + Fringe)
$68,021
125.0%
Overhead Rate (Total Overhead / Direct Labor)
125.0%
CONSULTANT AGREEMENT
P: Eric K (A) Projects,Quilcene Complete Streets�Project Management, ConsuhantsSurveyorlVan Aller'ContraetProfessional Services Agreement.docx
rev. 3.31 2014 Page I I of 12
1144L- "RA:JPF CERTIFICATE OF LIABILITY INSURANCE Gt7ilwliLL777Yr
TNI! CERTIr"'M TS klSIJiD A$ r1 B1�T7ER OF 1 4
CEh7YFI ATf DOIEE NOT %D Ad tt W0rNjrN M aWLY AAD CONKiR4 #id AIGH1!'g Into" THE CELXIpIC ;Tf HOLdpp, T}#$
3 RLw OR NlIGA7NEtl7 AMlIIO, E7(rENQ OR uT�1l THE GOYER4GC J1 D sY THE aOUPCM6
OBLOYf. TZIk1 011WIPICArs CF INHLIRANCE VM NOT VURUTFF ITF A CONTRACT BETWEEN fFM I�Ljq"Q IN6UFXRII�, MrftRk23la
RFP1WWXTAWft OR PROMCER, AND TNF CiWRnCATV FMGLaEpL
A M IM ort1114N hd s■ INBURjD, d>• P 941:000) "Kat wIdElAwd. M Bl MM0 TICIN I8 agbie t b
II" At1r+r .na uNwalon■ *FSI4 PoIk +. tadahn pl,new■ w" npaFrtil no rlydorsanr L h ■IMMMO M en INIF Ir do" ium OWAM
Owt kw*hold6tho IBM ef■ud+ae ,ff ■I, rlphl■ W Ihs
PAOYPOM
h ahmIlLlmon[7813m9)
*U N YA Acv db
OMNOn
VA^ ALLM ORIAN
PO 80x 76?
I"M $5 IV CERTIFY THAT THE POLICIES OF RIBL
INDICATM, N0TWMMTA"bjNI3 ANT NEWIFIBAI
00"ICATE MNY BE IGSUED. CA MAY PERMPIi
eXCLUSAON6 AND CONQI *W CF SUCH PMICEA
N Y tgy��t
fAi'IA'aAL LIaIAlUi1/
X CM4tM9tdIL OeVB�Yi W a1Lrl+r
c CLA AAB &M �'J ooa,a
LLiRrPPurp Pyl!
m4? Iw w
C ALMnRm A-wTOt M
ALrrIGt
WNImLA W S CkA3J l
PMC!■MI"
•N tlLOVEW Lum&rIY
ANYrfwMIMTCffPAAW :V0ECLRNE
CIr lC ranIIva PR 410. J 0 EW
21 me
XIdw
OE US T11117 3ELOW HAVE BFFN 48L1ED TO THE INELRt(D NAAiEO AEOVE FOR THL F%AICY PERIOD
TOM OR ODADMK>N OF AM CONTRACT OR OTHER DOWIWIrNT WITI- P ESPECT T6 VMICH TNI4
IMBURANCE APFOROED Oj WE IMIXICIEg jEBL°Wbb PEKIN IS SUBJECT T4 ALL THE TEIMIS
1181 HOWN MAY WIVE BEEN RMXAM D WY PAU) CLAML
ran
X61 fA W146,"14 . DW1w2m.; , s■e
•
Li8011 v nwMer Ilk lar.orq
595A M" ONflWD14 OIW1aW1d 08111LYrutltr>sw �p #
.py. ■
t
� F+iGN[+cCLrar�a t
Ilrutvtow� rt,Ol`ATWhi �YO11G1QY IAA KCdd /t1. Ai�laa AL�w, i�Awa.. t era. ap.o r "Tit'rrl
W=11 n MY OF TM "OWE DWRMIEO POLICIES 9E CAWELlED BEFORE
Jw%rwnOoLnlyDrpkaFV6N3&s TNP MYPMLATUM pATF Ti MCJP. WKICE WILL ■E nnrnrwFD ■L
4XI filerl[Iei1 ABCOWJI IRE W"H 7W VaL ICY P■OVIMORM.
Port Tbtmrwld WA ♦id]dd
AutAlaa261 M�I[r1LT/Y!
t
h# pwom) 0 ill 'a A OM tOWOMTKK AO Oahu rwemi
TM ACORD n aid Igge ■ra rnpl■IKWm■rin dACQIND
CONSULTANT AGREEMENT
P:\Eric K (A) Projects' %Quilcene Complete Streets Project Management,Consultants.Surveyor Van AllerContracn Professional Services Agreement.docX rev. 3- 31,2014 Page
12 of 12