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HomeMy WebLinkAbout051517_ca04Department 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, P.E., Public Works Director/County Engineer G Agenda Date: May 15, 2017 Subject: Professional Services Agreement with Sargent Engineers, Inc. for: Bridge Load Rating Services Statement of Issue: Professional Services Agreement with Sargent Engineers, Inc. of Olympia, Washington for bridge load rating services. Analysis/Strategic Goals/Pro's Et Con's: This agreement provides for updating the load ratings of five Jefferson County bridges. These load ratings are necessitated by a federal requirement to load rate all bridges for a new class of truck, identified as Specialized Hauling Vehicles. This agreement addresses the first category of bridges. A second category of additional county bridges will need to have load ratings updated by end of year, 2022. The agreement also provides for training of county staff on load rating interpretation, assistance with improving the county's process for evaluating overweight permit requests, and on-call services for assisting the County with evaluation of overweight permit requests. Fiscal Impact/Cost Benefit Analysis: The maximum amount payable under this agreement is $34,651. This will be funded at 100% by the County Road Fund. Recommendation: Public Works recommends that the Board execute all three (3) originals of the Professional Services Agreement with Sargent Engineers, Inc., and return two (2) originals to Public Works for further processing. Department Contact: Mark Thurston, P.E., Project Manager, 385-9210. Reviewed By: p Morley, y Admin - for Date PROFESSIONAL SERVICES AGREEMENT FOR Jefferson County Bridge Load Ratings 2017 THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation, hereinafter referred to as "the County", and Sargent Engineers, Inc , hereinafter referred to as "the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Protect Designation The Consultant is retained by the County to perform bridge load ratings for five bridges, provide training on interpretation of load rating data, provide assistance with improving the County's process for evaluating overweight permit requests, and provide five years on-call assistance with evaluating overweight permit requests. 2. Scope of Services Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor. 3. Tune 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 - rev 720!6 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 $34,65100 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. Such vouchers will be checked by the County, and upon approval thereof, payment will be made to the Consultant in the amount approved. C. 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 d 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. Page 1 of 6 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 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 mimmum(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) tunes the occurrence amount ($2,000,000 00 mimmum) 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), rev 7/2016 Page 2 of 6 e Independent Contractors and subcontractors, f Blanket Contractual Liability The County shall be named as an additional insured party under this policy The Consultant's professional liability to the County shall be limited to the accumulative amount of the authorized Agreement or one million dollars ($1,000,000 00), whichever is greater In no case -shall the Consultant's professional liability to third parties be limited in any way 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 fi=sh rev 7/2016 Page 3 of 6 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-contnbutory 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 12 Assignment The Consultant shall not sublet or assign any of the services covered by this m 7/2016 Page 4 of 6 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 flus 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 Y Port Townsend, WA 98368 m Notices to Consultant shall be sent to the following address Sargent Engineers, Inc 320 Ronlee Ln NW Olympia, WA 98502 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 rev 7/2016 ' Page 5 of 6 SIGNATURE PAGE DATED flus day of 920 Sargent Engineers, Inc Name of Consultant 1A O.a$e_ -�; .0I it Consultant's Representative (Please pnnt) (Signatu e) Title Date JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Kate Dean, Member David W Sullivan, Member Approved as to form only: -_� Y/Z Philip C Hunsucker, Chief Civil Deputy Prosecutor Date Jefferson County Prosecutor's Office Monte Date Public Works Director/County Engineer rev 7/2016 Page 6 of 6 EXHIBIT A SCOPE OF WORK JEFFERSON COUNTY BRIDGE LOAD RATINGS 2017 log I :1IT111140 I CoWN This agreement provides for the load rating of five Jefferson County bridges. These load ratings are necessitated by the federal requirement to load rate all bridges for the notional load rating and specialized hauling vehicles The agreement also provides for training of county staff on load rating interpretation, assistance with setting up a process for evaluating overweight permit requests, and on-call services for assisting the County with evaluation of overweight permit requests ADMINISTRATION AND COORDINATION The Consultant will be required to coordinate with the Agency the work effort involved in all tasks under this agreement. Work completed under Administration and Coordination 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 mclude the following a Name of each employee that worked on the project in the billing period b Each employee's fob 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 Page 1 of 4 TASK 1 -- REVIEW EXISTING LOAD RATINGS AND RECOMMEND HOW TO PROCEED The Consultant shall review the existing load ratings, inspection reports, bridge plans, and any other pertinent data for each of 1 the bridges Upon completing their review, the Consultant shall recommend for each bridge whether the load rating can and/or should be updated, or if a completely new load rating should be performed. Following is a list of the bridges that require a new or updated load rating: BRIDGE NAME BRIDGE LOCATION EXISTING LOAD NUMBER RATING METHOD Little Quilcene River 08165100 Center Road MP 14 6, East LRFR and LFR Bridge = Jefferson County Hemphill Creek Bridge 08047800 Dowans Creek Road MP Load capacity 2 3, West Jefferson County calculation for timber stringers Linger Longer Bridge 08320300 Linger Longer Road MP Working Stress Method, 0 42, East Jefferson County LRFR, and LFR Meyers Bridge 08229900 Belfrage Road MP 0 12, Load capacity East Jefferson County calculation for timber stringers Willoughby Creek Bridge 08339400 Upper Hoh Road MP 3 52, Working Stress Method West Jefferson County and LFR Abbreviations LRFR — Load and Resistance Factor Rating Method LFR — Load Factor Method ASR/ASD — Allowable Stress Method Deliverables • Letter recommending how to proceed with load rating for each bridge In a pre -review, the Consultant determined that two bridges that were originally on the above list, West Uncas Bridge (#08488200) and Contractors Creek Bridge (#08660000) do not need new or revised load ratings at this time The Consultant shall provide an explanation for the status of these two bridges in the letter The letter shall be stamped by a Professional Engineer registered in the State of Washington Materials to be provided by Jefferson County for each bridge) • Copy of existing load rating • Copy of most current routine inspection report • Copy of bridge plans Page 2 of 4 TASK 2 — PERFORM LOAD RATINGS The Consultant shall perform new or revised load ratings (per Task 1 recommendations) for each of the five bridges The load ratings shall be done in accordance with the AASHTO Manual for Bridge Evaluation, latest edition, and in accordance with Chapter 13 of the WSDOT Bridge Design Manual, latest edition As excerpted from the WSDOT Bridge Design Manual, each load rating report shall consist of. 1 A Bridge Rating Summary sheet, as shown in Appendix 13 4-A1 (LFR), and 13 4-A2 (LRFR) of the WSDOT Design Manual, reflecting the lowest rating factor. The summary sheet shall be stamped, signed and dated by a professional engineer licensed in the state of Washington The summary sheet with the original signature shall be included in the Load Rating Report 2 A brief report of any anomalies in the ratings and an explanation of the cause of any rating factor below 100 3 Hard copy of computer output files used for rating, and other calculations such as, but not limited to dead loads, distribution factors or any required special analysis 4 One compact disk which contains the final versions of all input and output files, and other calculations created in performing the load rating that can be opened and utilized in the appropriate program- rogram. Deliverables- Deliverables- New New or revised load rating for each of the five bridges. The Consultant shall submit final load ratings for each bridge to Jefferson County no later than November 30, 2017 TASK 3 — PROVIDE IN-HOUSE TRAINING ON LOAD -RATING INTERPRETATION AND OVERWEIGHT PERMIT EVALUATION The Consultant shall provide training to County staff on interpretation and use of load rating data The Consultant shall also assist the County in setting up a process for evaluating overweight permit requests It is anticipated that this training/assistance will consist of an initial one -day training to occur at the Jefferson County Public Works office, 623 Sheridan Street, Port Townsend, Washington. Following the training, it is anticipated that additional consultant time may be needed to assist the County in setting up the overweight permit evaluation process, and answer follow-up questions Specific topics/questions that Jefferson County would like to cover in the training include but are not limited to the following • Explanation of load rating terms — Rating Factor, Notional Load Rating, Inventory load rating, Operating load rating, etc Page 3 of 4 • Explanation of typical load rating assumptions • Explanation of typical methods for evaluating overweight permits Deliverables • Assist County in setting up and implementing an appropriate process to use in evaluating overweight permit requests TASK 4 — ON-CALL SERVICE TO ASSIST COUNTY IN EVALUATING OVERWEIGHT PERMIT REOUESTS h Upon specific request by the County, the Consultant shall assist the County in evaluating overweight permit requests, for a period of five years from the approval date of this agreement The work under this task will be determined on a case by case basis The Consultant shall make a reasonable effort to respond quickly to these requests, such that the County can respond to overweight permit requests in a timely manner. Deliverables • For each specific request, provide a recommendation to the County on whether to issue an overweight permit or'not Provide backup calculations on request Page 4 of 4 � 9 Exhibit B Jefferson County Bridge Load Ratings 2017 Page 1 Principal Senior Project Engineer Project Engineer Design Engineer Task Cost Rate $16500 $13600 $11400 $10200 Task 1: Review Existing Load Ratings and Recommend How to Proceed Administration and Coordination 2 $330 Review Records for 7 Bridges 8 $1,088 Prepare Bridge Load Rating Recommendation Letter 2 $272 Total Task 1 $1,690 Task 2: Perform Load Ratings Administration and Coordination 4 $660 Little Qwlcene River Bridge Preliminary Calculations 1 $102 Beam Ratings (3 spans) 8 $816 Summarize Results 1 $102 ,Check Rating 5 $570 Prepare Report 1 2 $318 Total Little Qudcene River Bridge $1,908 West Uncas Bridge Does not need load rating 0 $0 Hemphill Creek Bridge Preliminary Calculations 1 $102 Beam Ratings (1 span) 6 $612 Summarize Results 1 $102 Check Rating 4 $456 Prepare Report 1 2 $318 Total Hemphill Creek Bridge $1,590 Linger Longer Bridge Preliminary Calculations 1 $102 Beam Ratings (3 spans) 12 $1,224 Summarize Results 1 $102 Check Rating 7 $798 Prepare Report 1 2 $318 Total Linger Longer Bridge $2,544 Page 1 Jefferson County Bridge Load Ratings 2017 Page 2 Principal Senior Project Engineer Project Engineer Design Engineer Task Cost Rate $16500 $13600 $11400 $10200 Meyers Bridge Preliminary Calculations 1 $102 Beam Ratings (1 span) 1 6 $612 Summarize Results 1 $102 Check Rating 4 $456 Prepare Report 1 2 $318 Total Meyers Bridge $1,590 Willoughby Creek Bridge Preliminary Calculations 1 $102 Beam Ratings (3 spans) 12 $1,224 Summarize Results 1 $102 Check Rating 7 $798 Prepare Report 1 2 $318 Total Willoughby Creek Bridge 4 $2,544 i Contractors Creek Bridge Does not need load rating $0 Allowance for Low Ratings 4 8 $1,272 Total Task 2 $12,108 Task 3 - Provide In -House Training Prepare Training 26 $3,536 2 Days Training 24 $3,264 Questions After Training 10 $1,360 Mileage (2 trips) $ 19260 Total Task 3 $8,353 Task 4 - On - Call Service 5 years at $2,500/year $12,500 Total Task 4 4 $12,500 Grand Total $34,651 Page 2