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HomeMy WebLinkAbout051115_ca04Department of Public Works O Consent Agenda Page 1 of 2 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, P.E., Public Works Director /County Engineer — Agenda Date: May 11, 2015 Subject: Professional Services Agreement with HWA GeoSciences, Inc. Paradise Bay Road, Phase II Co. Rd. No. 503608, CR1873 M. P. 0.37 to M. P. 1.53 Statement of Issue: Professional Services Agreement with HWA GeoSciences, Inc. of Bothell, WA. for providing Materials Testing and Inspection services for the Paradise Bay Road, Phase II, CR1873 project. Analysis /Strategic Goals /Pro's Et Con's: This project is included in the officially adopted 2015 -2020 Transportation Improvement Program as Item No. 10. This project is also included in the adopted 2015 Annual Construction Program as item No. 8. The purpose of this project is to construct 11 foot lanes, 4 foot wide paved shoulders, drainage improvements, asphalt paving, signing, striping and other work, for this segment of Paradise Bay Road. This agreement will provide Materials Testing and Inspection services by HWA GeoSciences, Inc. for the Construction Engineering phase. The required services for this project consist of: asphalt materials sampling, testing, and reporting. Public Works staff used a consultant selection process to select this consultant from the MRSC Consultant Roster as the most highly qualified consultant. Fiscal Impact/Cost Benefit Analysis: The maximum amount payable for consultant services under this Consultant Agreement is $15,000.00. This project has grant funding from the Rural Arterial Program (R.A.P.) administered via the State of Washington County Road Administration Board. The cost for these consultant services will be eligible for reimbursement from the R.A.P. funding at the rate of 90 %. Recommendation: The Board is asked to execute the three (3) originals of the Professional Services Agreement with HWA GeoSciences, Inc., and return two (2) signed originals to Public Works (attn. John Wayand). Department of Public Works O Consent Agenda Page 2 of 2 Department Contact: John Wayand, Project Manager, 385 -9377 ie c d i ip Morle , ounty AdministrAor Date E W PROFESSIONAL SERVICES AGREEMENT FOR MATERIALS SAMPLING, TESTING, AND INSPECTION THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation, hereinafter referred to as "the County ", and HWA GeoSciences, Inc., hereinafter referred to as "the Consultant ", in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. tion. The Consultant is retained by the County to provide materials sampling, testing, and inspection services for the Paradise Bay Road, Phase II project. 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 receipt of a Purchase Order shall constitute said notice. Consultant shall perform all services and provide all work product required pursuant to this agreement on the dates listed on Exhibit "A ". This agreement is to remain in effect through October 31, 2015. 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 "B" attached hereto, provided that the total amount of payment to Consultant shall not exceed $15,000.00 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. C. 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 incidentals necessary to complete the work. C. 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. Paradise Bay Road, Phase II Page 1 of 6 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. 8. 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: 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; £ Blanket Contractual Liability. Paradise Bay Road, Phase II Page 2 of 6 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 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 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. Paradise Bay Road, Phase II Page 3 of 6 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. 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. Paradise Bay Road, Phase Il Page 4 of 6 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: HWA GeoSciences, Inc. 213123 01h Drive SE, Suite 110 Bothell, Washington 98021 -7010 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. Paradise Bay Road, Phase II Page 5 of 6 SIGNATURE PAGE DATED this day of 120 SIGNATURE PAGE JEFFERSON COUNTY BOARD OF COMMISSIONERS HWA GeoSciences, Inc. Name of Consultant David W. Sullivan, Chair -S A N H o � 4- Consultant's Representative Please print) V'I c (Signatur f � 1 n/ G► � � (� Title Date Phil Johnson, Member Kathleen Kler, Member Approved as toficAm only: 4,)alv-vl� David Alvarez 0 Date Deputy Prosecuting Attorney Mon einders, P.E. Date Public Works Director /County Engineer Paradise Bay Road, Phase II Page 6 of 6 EXHIBIT A SCOPE OF SERVICES FOR MATERIALS SAMPLING, TESTING, AND INSPECTION The CONSULTANT will collect and transport material samples, perform material tests, and prepare test reports for Hot Mix Asphalt (HMA) mixture and HMA density. The CONSULTANT will provide HMA plant, weighing scale, and HMA density inspection. Services will be for the Paradise Bay Road, Phase II Project in Port Ludlow, WA. Testing will be performed in accordance with the WSDOT 2014 Standard Specifications, WSDOT Materials Manual, WSDOT Construction Manual, and the project Contract Provisions and Plans. The scope of work consists of the following tasks: 1. Preconstruction Meeting 2. HMA Mix Design Review 3. Limited HMA Plant and Scale Inspection 4. HMA Placement Observation, Materials Sampling, and Compaction Testing 5. Laboratory Material Testing The assumed project schedule constraints are as follows: 1. Anticipated Construction Start Date — Between May 18 and May 26, 2015. 2. HMA placement between 1500 and 2000 tons per day. 3. HMA Paving completed in 3 Working Days. 4. Anticipated Construction End Date: August 31, 2015. Task 01 - Preconstruction Meeting The CONSULTANT will attend and participate in the preconstruction meeting held at the Jefferson County Department of Public Works. Prior to the meeting, the CONSULTANT will review the draft Agenda and identify any material testing discussion items that should be included or excluded. Assumptions • Jefferson County will prepare the Preconstruction Meeting Agenda and Meeting Minutes. • Preconstruction Meeting Date: May 12, 2015 (tentative). Deliverables • Draft meeting agenda comments and meeting participation. Task 02 - HMA Mix Design Review The CONSULTANT will review the Contractor's verified HMA mix design. Assumptions Paradise Bay Road, Phase II Project Page 1 • The HMA mix design will have been verified and approved by WSDOT's Material Laboratory or by another acceptable certification method meeting APWA GSP 5.04.3(7)A2 "Nonstatistical and Commercial Evaluation." • Jefferson County will also review the HMA Mix Design for conformance with the Contract Provisions and Standard Specifications. Deliverables • HMA Mix Design acceptance recommendation documentation. Task 03 — Limited HMA Plant and Scale Inspection The following work is proposed for this task: The CONSULTANT will observe HMA plant operations when on site for sampling in accordance with the WSDOT Construction Manual Section 5 -04.2A "Hot Mix Plant Inspection." The CONSULTANT will observe scale operations in accordance with the WSDOT Construction Manual Section 10 -2.2 "Items Measured by Weight," and Standard Specification Section 1- 09.2(5) "Measurement." Assumptions • Plant and scale inspection/observation tasks are periodic and can be completed between obtaining and transporting test samples. Deliverables • Prepare daily Report of plant and scale inspection/observations using Jefferson County provided electronic form Inspector's Daily Report. • Collect Contractor provided Scaleman's Daily Report ( WSDOT Form 422 -027). Task 04 — HMA Placement Observation, Materials Sampling, and Compaction Testing The CONSULTANT will observe the placement and test compaction of the HMA with a nuclear density gauge and meeting the requirements WSDOT Standard Specification Section 5- 04.3(10). Assumptions A WSDOT approved thin layer nuclear gauge will be used. An opportunity exists prior to construction to develop an HMA mix to gauge correlation at another local project, otherwise it will be determined on HMA mix placed the first day of paving. Jefferson County will utilize test results to prepare Composite Pay Factors. The CONSULTANT will provide all test reports to the AGENCY without delay. Deliverables • Hot Mix Asphalt Compaction Test Report (on a Density Testing sheet attached to a Daily Field report). • Correlation — Nuclear Gauge to Core Density (Lab Sheet). • Rice Density (Summarized in Tabular form and shown on an Extraction Gradation Plot). Paradise Bay Road, Phase II Project Page 2 k 05 — Laboratory Material Testing CONSULTANT will conduct the following tests in accordance with the above listed manuals and u.,.,uments: Procedure No. Test Method Estimated Test Quantity Aggregate Module AASHTO T -2 WSDOT FOP for AASHTO for the Sampling of Aggregates 0 -- HMA Aggregate AASHTO T- FOP for WAQTC / AASHTO for the Sieve Analysis of Fine & Coarse 0 -- HMA Aggregate 27/T11 Aggregates AASHTO T -176 WSDOT FOP for AASHTO for Determining the Plastic Fines in Graded 4 -- HMA Aggregate Aggregate by Use of the Sand Equivalent Test AASHTO T -248 WSDOT FOP for AASHTO for Reducing Field Samples of Aggregates 4 -- HMA Aggregate to Testing Size AASHTO T -255 WSDOT FOP for AASHTO for Determining the Total Moisture Content 4 -- HMA Aggregate of Aggregate by Drying AASHTO T -335 FOP for AASHTO for Determining the Percentage of Fracture in Coarse 4 -- HMA Aggregate Aggregate AASHTO T -304 WSDOT FOP for AASHTO Uncompacted Void Content of Fine 4 -- HMA Aggregate Aggregates Hot Mix Asphalt Module AASHTO T -168 FOP for WAQTC / AASHTO for the Sampling Bituminous Paving 4 — Samples Mixtures AASHTO T -209 WSDOT FOP for AASHTO for Determining the Theoretical Maximum 4 — Test Specific Gravity and Density of Bituminous Paving Mixtures AASHTO T- FOP for WAQTC / AASHTO for the Sieve Analysis of Fine & Coarse 4 — Ignition Furnace 27/T l l Aggregates AASHTO T -40 FOP for WAQTC / AASHTO for Sampling Bituminous Materials 4 - Samples AASHTO- T 166 WSDOT FOP for AASHTO Bulk Specific Gravity of Compacted Hot (10 Gauge Correlation) Mix Asphalt Using Saturated Surface Dry Specimens AASHTO T -308 WSDOT FOP for AASHTO for Determining Asphalt Content of Hot 3 - Tests Mix Asphalt (HMA) by the Ignition Method AASHTO T -329 FOP for AASHTO Moisture Content of Hot Mix Asphalt (HMA) by 4 — Ignition Furnace Oven Method WSDOT 712 Standard Method of Reducing Bituminous Paving Mixtures 4 — Ignition Furnace Paradise Bay Road, Phase I1 Project Page 3 Procedure No. Test Method Estimated Test Quantity WSDOT 716 Method of Random Sampling for Location of Testing and Sampling Sites 4 — Ignition Furnace FOP for AASHTO for Preparing and Determining the Density of Hot - AASHTO T 312 Mix Asphalt (HMA) Specimens by Means of the Superpave Gyratory N/A Compactor Hot Mix Asphalt Density Module WAQTC TM -8 FOP for WAQTC for In Place Density of Bituminous Mixtures Using the 35- 40 Tests Nuclear Moisture Gauge WSDOT 716 Method of Random Sampling for Location of Testing and Sampling Sites 35-10 Tests Assumptions • Approximately 3515 Tons of CL %z" Dense - Graded HMA will be placed. • Prior to construction aggregate and binder will be sampled at the plant to determine oven correction factor. • 4 samples of HMA will be obtained at the plant representing 4 lots. In addition 4 samples of cold feed will be obtained at the same time. HMA to be tested for binder content, Maximum Theoretical Specific Gravity (Rice Density) and Gradation. Cold feed aggregate to be tested for Uncompacted Voids, Sand Equivalent, and Fracture face. • Materials for HMA Approaches and HMA Pavement Repair will be commercially accepted. • The CONSULTANT will verify that the materials meet the contract requirements based upon testing results. The CONSULTANT will monitor the condition of materials for changes. • The CONSULTANT will provide all test reports to the AGENCY without delay. • The CONSULTANT will provide clarification of materials testing procedures when requested. • The AGENCY will provide copies of the project Contract Provisions and Plans for the CONSULTANT'S use on this project. Deliverables • WSDOT standard test reports or equivalent reports with test results. Paradise Bay Road, Phase Il Project Page 4 EXHIBIT B FEE SCHEDULE PARADISE BAY ROAD, PHASE II HWA GeoSciences, Inc. HOURLY BILLING RATES 10B TITLE RATE ASPHALT CORES $50.00 PER CORE PRINCIPAL $169.37 TECHNICAL MANAGEMENT $155.43 FIELD TECHNICIAN /INSPECTION $76.25 FIELD TECHNICIAN /SAMPLE PICK -UPS $57.95 CLERICAL $63.50 NOTES: Rate includes salary, overhead, profit, tools, materials, and equipment. Travel time will be paid at the regular hourly rate. UNIT TEST COSTS TEST NAME UNIT COST ASPHALT CORES $50.00 PER CORE COMPACTION /NUCLEAR GAUGE $60.00 PER DAY SE, FRACTURE, UNCOMPACTED VOID CONTENT $340.00 PER TEST BULK DENSITY OF HMA CORES FOR GAUGE CORRELATION TO MIX $45.00 PER TEST HMA OVEN CORRECTION FACTOR $90.00 PER TEST RICE ANALYSIS, EXTRACTION, GRADING $240.00 PER TEST DIRECT EXPENSES EXPENSE UNIT COST ASPHALT CORES $50.00 PER CORE PER DIEM (Lodging + Meals) MAXIMUM $189 PER DAY MILEAGE $0.575 PER MILE FERRY FARE: CAR & DRIVER / PASSENGER $21.90 (summer rate) / $8.00 passenger MONTHLY INVOICES The Agency will disallow all or part of any claimed cost, which is not adequately supported by documentation. Consultant invoices shall include the following information: • Name of each employee that worked on the project in the billing period • Each employee's job classification • Each employee's hours worked • Each employee's hourly wage rate • The total wages paid each employee • Copies of all direct expense invoices or bills • Mileage charges will be supported by departure and arrival odometer readings for all vehicles used for the billing period work. Paradise Bay Road, Phase 11 N K 5N5 N K S5 C N LU 0 898 8�8y o j 0 Na' N NN NN 0 E ci w w a o w w N fh z O o a 000 0 o 0 Y Z < U�O z O p n rya sW I p zLL H N N 0z ° o ZU wa it O . M U x7 m I 8. 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O my -° < qp J FJ<: '<o IJ < O c1e a dV 1 UaU2Sa H x CONTRACT REVIEW FORM /5. 9 CONTRACT WITH: Professional Services Agreement with HWA GeoSciences, Inc.. CONTRACT FOR: Paradise Bay Road, Phase II, CR1873 TERM: October 31, 2015 Co. Rd. No. 503608, M.P. 0.37 to 1.53 COUNTY DEPARTMENT: Public Works For More Information Contact: John Wayanl Contact Phone #: 360- 385 -9377 RETURN TO: Tina RETURN BY: (Person in Denartment) AMOUNT: $15,000.00 Fund: Revenue: Expenditure: Matching Funds Required: Sources(s) of Matching Funds PROCESS: 180 - 000 -010 33403.72 595.00.41 Yes 31110.00 Step 1: REVIEW BY Review by: / Date Reviewed: C Ef APPROVED FORM Comments QR �g {e�p 2: \ REVIEW BY PROSE a �APPROVEDAA3 Y -q Review by: Date Reviewed: TO FORM Exempt from Bid Process X Consultant Selection Process Cooperative Purchase Competitive Sealed Bid Small Works Roster Vendor List Bid RFP or RFQ Other Returned for revision (See Comments) UTING TTO NE EZ- ti°1-v Returned for r&1sion (5ke Comments) Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 8 copies of Contract, Review Form, and Agenda Bill to BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 5 p.m. TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.)