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HomeMy WebLinkAbout051418_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 Engineerf.-�' Agenda Date: May 14, 2018 Subject: Professional Services Agreement Solid Waste Transfer Station Office Project # 40120420 Statement of Issue: Execution of Professional Services Agreement with Zenovic and Associates Inc., Port Angeles, WA, for site work design, permitting and construction project management services at the Jacob Miller Transfer Station is requested. Overall project purpose is the replacement of staff office, break room and to upgrade the facility fire protection system. Analysis/Strategic Goals/Pro's ft Con's: In accordance with Policy and Jefferson County Code, Chapter 3.55.090 (5) c. Selection of Qualified Firm - the most qualified firm, Zenovic and Associates has been selected. The consultant will assist solid waste by providing needed professional services to complete this project in 2018 budget year. Fiscal Impact/Cost Benefit Analysis: Fair and reasonable costs for Consultant Work were negotiated resulting in the agreement amount of $17,000 total cost for this work. Project is included in 2018 Solid Waste Budget, under 401-000-010, 594 - Solid Waste Capital Outlay. Recommendation: We recommend that this Professional Services Agreement be signed by the Board and that two executed copies be returned to Public Works. Department Contact: Tom Boatman, Public Works Solid Waste Manager 385-9213 By: Hip MorleyLbouhv Administrator J Date PROFESSIONAL SERVICES AGREEMENT FOR Solid Waste Transfer Station Office Project THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation, hereinafter referred to as "the County", and Zenovic & Associates 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 perform project site work design and construction project management services for Public Works Solid Waste Transfer Station. 2. Scope of Services. Consultant agrees to perform the services identified on Exhibit "A" attached hereto. 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 products 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 "B" attached hereto, provided that the total amount of payment to Consultant shall not exceed $17,000 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. Payment of Consultant invoices shall be within 30 days of receipt by the County for any services not in dispute based on the terms of this Agreement. 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. Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Page 1 of 6 e. 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. Consultant shall not be held liable for reuse of documents or modifications thereof, including electronic data, by County or its representatives for any purpose other than the intent of this Agreement. 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 and hold harmless the County, its officers, and employees, from and against any and all claims, losses or liability, or any portion thereof, including reasonable 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. Consultant shall be liable only to the extent of Consultant's proportional negligence. 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 Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Page 2 of 6 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; f. Blanket Contractual Liability. g. Professional Liability Insurance ($1,000,000 Each Claim & $2,000,000 Aggregate) 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), it being the intention of the parties that the insurance policies, with the exception of Professional Liability, 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 Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Page 3 of 6 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. 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. Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Page 4 of 6 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. 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: Zenovic & Associates Attn: Tracy Gudgel, P.E. 301 East 6th Street, Suite 1 Port Angeles, WA 98362 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. Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Page 5 of 6 DATED this SIGNATURE PAGE Zenovic & Associates Name of Consultant �2aeY Coda SIGNATURE PAGE day of Consultant's Representative (Please print) (Sin re) Title Date 20 JEFFERSON COUNTY BOARD OF COMMISSIONERS David W. Sullivan, Chair Kate Dean, Member Kathleen Kler, Member Approved as to form only: Philip d. Hunsucker Date Chief Civil Deputy Prosecuting Attorney Monte Date Public Works Director/County Engineer Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Page 6 of 6 Exhibit A Scope of Work Project No. 40120420 Updated Engineering Scope March 6, 2018 JC Public Works Solid Waste — Transfer Station Office Project Professional Civil Engineer Scope. Consultant is to design, permit and perform project management for site work construction of new modular/trailer office/breakroom including embankment backfill, foundation and modular/trailer installation. Provide two inch water service line including a new fire hydrant at the transfer station and associated site work. Work is to include preparation of bid documents and specifications for site work design, permitting and construction as well as project management for a county owned and supplied 55ft x 14ft premanufactured modular/trailer including: 1. Foundation embankment fill construction approximately 4ft to 8ft height, 75ft x 20ft building pad, 3:1 slope, < 800 tons of backfill; 2. Site work to include gravel parking area and redirection of surface stormwater drainage to existing inlet structure; 3. Modular/trailer foundation with finish floor elevation about six inches above adjacent existing transfer station pavement; 4. Stairway from parking to pavement elevation north of modular/trailer; 5. Two inch service water line ending at transfer station in two outlet frost proof hydrant with sized service line take -off to modular/trailer; 6. Upgrade power service disconnect box with 200amp panel; 7. Underground power service line, phone and coaxial cable to modular building (<30 ft for power and phone) Determine coaxial length and path — from terminus at scales; 8. Sewer line from modular/trailer to county installed septic tank; 9. Restoration of disturbed areas including finish grading, grassing and asphalt repair; 10. Engineering construction estimate and Bid Documents; 11. As -built construction drawings and occupancy permit. Existing topographic AutoCAD has been provided by the County. The existing structures will be removed to an on-site location by the contractor and the existing office to be kept operable for as long as possible. On-site spoils location and free waste disposal will be provided by the County to the Contractor. Weekly construction meetings while full construction underway scheduled and conducted by Zenovic. Pre -construction photos by Zenovic. County to pay all local permit fees directly. Preliminary Project Schedule 2018: 1. Bid documents end of May; 2. Assist County as necessary for Construction Contract Procurement; 3. NTP in June; 4. Modular Unit on-site September 1St (to be confirmed by County) 5. Substantial Completion early October; 6. Occupancy permit November 1'; 7. Project Completion November 16th Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Exihibit A - Scope Exhibit B Consultant Costs Project No. 40120420 Design $ Per Hour Hours Total Costs Senior Engineer $140.00 8 $1,120.00 Project Engineer $110.00 62 $6,820.00 Clerical $25.00 8 $200.00 Design Costs Subtotal $8,140.00 Permitting $ Per Hour Hours Total Costs Senior Engineer $140.00 6 $840.00 Project Engineer $110.00 4 $440.00 Clerical $25.00 4 $100.00 Permitting Costs Subtotal $1,380.00 Construction Project Management $ Per Hour Hours Total Costs Senior Engineer $140.00 40 $5,600.00 Project Engineer $110.00 5 $550.00 Clerical $25.00 5 1 $125.00 Construction Project Management Subtotal 1 $6,275.00 The cost for engineering and construction management services will not exceed $17,000. This price is based on the Scope of Work dated March 6, 2018 (Exhibit A). This cost assumes a maximum of 10 weekly construction meetings with a maximum of 4 hours per week including travel time of 2 hours for each meeting for a total of 40 hours. If we exceed the 40 hours we will need to address this at some point during the project. Direct Costs are included in above Exihibit B cost breakdown. Zenovic & Associates Solid Waste 2018 Office Project Consultant Agreement Exihibit B - Costs