Loading...
HomeMy WebLinkAbout032816_ca03Department of Public Works O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, Public Works Director/County Engineer Agenda Date: March 28, 2016 Subject: Undie Road Realignment Project No. 18019900 Statement of Issue: Professional Services Agreement with Clark Land Office of Sequim, Washington for realignment surveying services for Undie Road Realignment Project, County Road No. 150009. Analysis/Strategic Goals/Pro's Et Con's: The consultant selection process was used to select Clark Land Office for this work. Work will consist of centerline staking, a DNR record of survey and a right of way plan in the event that further land acquisition is necessary. Fiscal Impact/Cost Benefit Analysis: The maximum amount payable under this agreement is $23,934.00. The Department of Public Works is applying for funding assistance from FEMA and Washington State. Funding for this project is anticipated to be 75% FEMA, 12.5 % Washington State, and 12.5 % Jefferson County. Recommendation: The Board is requested to sign all three originals of the Professional Services Agreement with Clark Land Office, and return 2 originals to the Department of Public Works. Department Contact: Will Butterfield, 385-9350 Reviewed By: Philip Mor y, County Administrator Date PROFESSIONAL SERVICES AGREEMENT FOR Undie Road Realignment Surveying Services County Project No 18019900 THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation, hereinafter referred to as "the County", and Clark Land Office, of Sequim, Washington, hereinafter referred to as "the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified Prosect Designation The Consultant is retained by the County to perform centerline surveying services for the Undie Road Realignment project 2 Scope of Services Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor 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 shall be effective through December 31, 2019 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 $23,934 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 The Consultant's records and accounts pertaining to this agreement are to be kept CONSULTANT AGREEMENT H @016 P po LWDW a 2015\Sw xelmwn 2016\Clint Uo e P fawia l Sw ca A�mm Dmfl-030216 dmx m 1/2016 Page l of 6 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 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 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, ansmg 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 a Broad Form Property Damage, with no employee exclusion, b Personal Injury Liability, including extended bodily injury, CONSULTANT AGREEMENT H \2016 HoJens\UNUIE RP2015lSu wla 2016\Cbh Und¢ Rofm "Sant= Age = f -030216 dou m 112016 Page 2 of 6 c Broad Form Contractual/Comrnerc2al 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 fimush 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 compames 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 2s 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 famish 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 CONSULTANT AGREEMENT H \2016 Pmjm \UNDIE M2015\So ulmLom2016\Clerk UndicPmfemmnel SQ LCM Aarmmar Oma430216 docx � M16 Page 3 of 6 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 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 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 CONSULTANT AGREEMENT H W6 Roles [E R 2015 S WIWLGn 2016\CL Un ie P fmswn Sw¢a Agcvnmt Urea -030216 &cx � 112016 Page 4 of 6 limitation provided for in this agreement shall not constitute a waiver of any other provision 14 Termination 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 Clark Land Office P O Box 2199 Sequim, WA 98382 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 H X2016 P ^IM 1ND1E a 20MSu W wl iom2016\Clark UnEle &ofevwi Service ng¢vmem Draft -030216 Eon my M16 Page 5 of 6 DATED this SIGNATURE PAGE SIGNATURE PAGE day of Clark Land Office PLLC Name of Consultant -5�o r /3 if- z e Consultants epresentative (Please print) (Signature) President/Owner Title Date 20 JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David W Sullivan, Member A proved as to foAn only 3 David Alvarez Date Deputy Prosecutrne Attorney PE Works Director/County Engineer CONSULTANT AGREEMENT H X2016 Ro)<cn\UNDIE R 20151 ur ry wLwzon 20WCIeh Uodie Rnf®wna1 Se wa Apia = DaA430216 d m IM16 Page 6 of 6 EXHIBIT A SCOPE OF WORK CENTERLINE SURVEYING SERVICES UNDIE ROAD REALIGNMENT COUNTY PROJECT NO CR18019900 INTRODUCTION This agreement provides for centerline staking and surveying services that will be necessary during design of the Undie Road Realignment Project ADMINISTRATION AND COORDINATION The Consultant will be required to continually coordinate with the Agency the work effort involved in all tasks under this agreement Work completed under this task shall include the following A Provide one-on-one liaison between the Agency Project Manager and Consultant team B Provide notification of anticipated delays or problems C Provide monthly invoice, which shall include the following a Name of each employee that worked on the project in the billing period b Each employee's job classification c Each employee's hours worked d Each employee's hourly wage rate e Each invoice will also include all direct non -salary costs and copies of supporting invoices or bills The Agency will disallow all or part of any claimed cost, which is not adequately supported by documentation D The Consultant shall coordinate the work effort for this project with the Agency's schedule and the centerlme location activities of the Agency through the duration of the project All centerline staking times shall be coordinated through the Agency Centerhne Stakme This work consists of providing centerline surveying for the items identified in this scope of work for the design of the project The Consultant shall perform the necessary surveying to establish horizontal and vertical control of the roadway, to ensure that the project centerline is staked at the proper location and grades The Consultant shall coordinate work with the Agency to ensure meeting the Agency's schedule The Consultant shall provide professional guidance on procedures and methods involved in this work to the Agency when necessary The centerline staking described below shall apply to the road realignment between Station 10+00 and Station 48+00, Page 1 of 2 unless otherwise noted It is anticipated that the centerline staking for this project will require the following work TASK 1 A Coordinate work with Agency B Review of proposed project centerline plans and AutoCAD drawings provided by the Agency Calculation and preparation of roadway points for centerline staking Uploading of field staking data to surveying equipment TASK 2 A Establish additional surveying control for centerline staking as needed B Set and/or re -set the proposed centerline of the alignment by placing stakes or flagging on centerline at points on the alignment spaced no further than 100 feet beginning at a point on the existing Undie Road identified as Highway Engineers Station (HES) 10+00 and extending thru HES 49+00 to the established spur connecting to the DNR F4200 road in Section 1, Township 28 North, Range 13 West, W M Centerline stations will need topographic data to further assist in final design C Set or re -set centerline staking as determined or adjusted by the agency, placing stakes or flagging at all angle points and at intermediate points not more than 50 feet apart If the Agency chooses to reset the existing flagging, then the same color flagging shall be used for the new staking in order to prevent confusion TASK 3 A Once final centerline has been determined and set by the Agency, Surveyor shall prepare a Record of Survey (ROS) per DNR standards for the realignment area located on DNR lands located in Clallam County, once authorized by the Agency The agency assumes that current data developed through the centerline staking is sufficient to produce the ROS However, DNR may have survey standards that exceed capabilities of existing data and as such the Agency shall prepare a contract supplement in order to pay for additional survey services necessary to produce a ROS acceptable to DNR B Surveyor shall also prepare a RIGHT OF WAY Plan and legal description for the realignment area needed located on the Bnsadal parcel in Section 1, Township 27 North, Range 13 West, W M , in preparation for road easement acquisition by the Agency, said right of way plan shall conform to WSDOT standards and guidelines as provided by the Agency C Future Tasks may be necessary, such as clearing limit staking, construction staking and survey monumentation placement, at the direction of the agency and in conjunction with a supplement to the Professional Services Agreement herein Page 2 of 2 UNDIE ROAD REALIGNMENT PLANNING PROJECT EXHIBIT B - - JEFFERSON COUNTY PUBLIC WORKS Date 2116/2016 COST ESTIMATE FOR - _ Centerline Surveying & Record_ of Survey & Right of Way Plan LICENSED SURVEY & Auto CAD 2 MAN FIELD ESTIMATED_ SURVEYOR TECH CREW HOURS -- - - -------T/1SIiCS -_ -- - -- - -- - - - _$90_00 _ ------Per _$80 00 _ -- -- $18000 _ -- -----_ - Per Hour Hour- Per Hour TASK HEADING 1 - ADMINISTRATION AND COORDINATION A wumGs WITH JCPW STAFF 1 0 0 --100 B ADMINISTRATIVE 2 0 0 200 - - - - - - - -- - TIME - - - 1 - -0- - -- 0 - --160 _TRAVEL ___ _ _ _ (1 tnp(s) max_ x t hour r_o_un_d_tnp = 1 hours)- _ _ _ -- -- -- _ - _ _ - -_- _ -_ - - _ _ --_-_ _ _ _0 _ -_ _ _ _ - - --- - - - - --- -_ --- _ SUB -TOTAL HOURS 400000 000 400 - - - - -- — - - - - - -- -- ------ _ - $360 00 _ $000 _ $0 00 -- _ _ - 360 00 - - TASK HEADING 2 -FIELD A ESTABLISH PROJECT HORIZONTAL & VERTICAL FIELD CONTROL 3 8 8 1700 B FIELD MEASUREMENTS OF SUBDIVISION CORNERS 8 8 1600 C ESTABLISH ROAD CENTERLINE 8 PROPERTY BOUNDARIES 8 2 24 34-00 D TOPOGRAPHIC MAPPING & LOCATING EXISTING FEATURES 8 4 8 20 00 E REVISIONS TO TOPOGRAPHIC / CENTERLINE PLAN 3 3 0 660 -- EL -- -- - - - -- - - - TRAVEL TIME - - - B - -- ---- 0 --- -- 20 - — - _ (5 tnp(s) max x 4 hour round tnp =20 hours_ ---- - - - - - - -- --- - ---- - -- -- _ _ - - - -- -- _ _ _ - - -- - ___ _2_8_0_0)_ - - - SUB -TOTAL HOURS 38 00 38 00 15 CO---- 68 0___ 12160- 21 00 _____ $:i 420 00 _ -0 ___ T-$1 200 00 __ $12 240 00 __ 16860 00 TASK HEADING 3 -OFFICE A. REVIEW 6 F PROJECT RELATED DOCUMENTS 1 0 0 100 4 _ 2 _ 0 _ 4 _ 0 _ _ 0 B REVIEW OF EXISTING SECTION SUBDIVISIONS 400 600 C CALCULATION OF proposed R O W _ D ANALYSIS / PROCESSING OF FIELD MEASUREMENTS 1 8 0 00E 966- E- PREPARE TOPOGRAPHIC /-BOUNDARY BASE PLAN 4 8 0 1200 F Record of Survey_(R-DNR parcel- 8 _ _ _ 12 _ - 0 _ 20 00 G RIGHT OF WAY PLAN-Brnsadat parcel -- -- _ - _ - -- -- - _--- - _ -- _- 4 -- -- _ - 12 _ - -- _-- -- 0 -- - ---- _ _ -- TRAVEL TIME 4 400 _ _ 11 tn&) max x_4 hour roun_d_t_np = 4hours)- - - - - - --_ - - - — --_ -- - --_ ---- ---_-_—_— _ --- _-- _--- -- -- - _- - __ --_ _--_ SUB -TOTAL HOURS 2800 4400 000 5600 _ $2 520 00 _ $3 520 00 1 _ _ $000 _ 604000 SUBTOTALS f HOURS 7000 59 00__ 0_0 181_0_0_ DOLLARS _ $6 300 00 _ _ $4 720 00 _ $12 2'i 00 _ _ $23 260 00 DIRECT NON -SALARY COST a__ Mileage Survey Van— 5 TRIPS x 172 miles x $46400 _54/mile=- (Route Tnp= 172) -- - - - - - --- - - - --- - b Reproduction $2500 c Matenals, Stakes, etc $2500 _ d Record of Survey $16000 Sub -Total $674 00 Total - $23,934.00 LAND SURVEYING 11 -- — -.111-1. --1 March 9, 2016 Jefferson County Public Works Attention: Will Butterfield 623 Sheridan Street Port Townsend, WA 98368 Dear Mr. Butterfield, Please consider this tetter to be a statement of rates for Clark Land Office PLLC. The rates listed are for Stirveyin8 Services for the Undie Road Realignment in Jefferson County, Washington.. Claris Land Office PLLC consists of a staff of six persons with no calculated overhead rates. Our firm charges a flat hourly fee for services that is all- inclusive of direct salary, overhead and fee for Professional Services. We confirm that all direct non salary costs will be invoiced without mark-up. Listed below are the owners or employees that could be authorized to work on this project: • Scot Clark, .PLS — Principal Owner/President $ 90.00 • James Almaden, PLS — OwnerlVice President $ 90.00 • Knut Orloff— Construction Site Surveyor $ 90.50 • Sean Taylor —.Party Chief $ 90.50 • Sensor Auto CAD Technician $ 80.00 Please call 360-681-2161 if you have any questions. Sincerely, Scotlark, PLS Principal Owner/President scot@clarkland.com Undte Road Realignment Consultant Fee Determination — Summary Sheet (Specific Rates of Pay) Fee Schedule DIRECT SALARY COST **NOTE These two hourly rates equal the 2 Man Field Crew rate of $181 00 Per Hour on the estimate DIRECT NON -SALARY COST Mdea a $0 54/mile Reproduction costs Actual cost Materials Actual cost Hourly Overhead Profit Rate Discipline or Job Title Rate (a 000% (a 00% per Hour Scot Clark. PLS — Pnncipal Owner/President $900 0 $ 90 00 James Almaden. PLS —Owner/Vice President $ 90 00 $0000 $0000 $ 90 00 Knut Orloff— Construction Site Surveyor $905 $000 $0000 90 50 ** Sean Taylor Patty Chief $905 $000$000 0 9$ 0 50** Senior Auto CAD Technician $8000 $0000 S0000 $800 **NOTE These two hourly rates equal the 2 Man Field Crew rate of $181 00 Per Hour on the estimate DIRECT NON -SALARY COST Mdea a $0 54/mile Reproduction costs Actual cost Materials Actual cost