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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Mark McCauley,County Administrator
From: Monte Reinders, Public Works Director/County Engineer
Agenda Date: February 20, 2024
Subject: Supplement No. 1—Van Aller Surveying for Phase I—Site Preparation,
Earthwork, and Utilities for Port Hadlock Sewer Project
Statement of Issue: Supplement No. 1 for construction surveying/staking for Phase I—Site Preparation,
Earthwork, and Utilities for the Port Hadlock sewer project.
Analysis/Strategic Goals/Pro's&Con's: The additional construction staking is for the paving of
Lopeman Rd., and additional construction staking which was not included in the original agreement(i.e.,
fencing, mitigation plants,etc.).
Fiscal Impact/Cost Benefit Analysis:The supplement amount is$5,000, therefore, after the supplement
the total Agreement amount will be$35,000. This supplement is funded with Department of Commerce
funds.
Recommendation: Please sign three (3)originals of the contract and return two (2)fully executed
originals to Public Works.
Department Contact:Samantha Harper, P.E.,Wastewater Project Manager, Ext. 175
Reviewed By:
!G
Mark McCaule , ounty Administrator Dat
Supplemental Agreement Number: 1 Organization,Address, and Phone:
Van Aller Survey
PO Box 757
Agreement Number: Carlsborg, WA 98324
Project Number Execution Date: Completion Date:
405-2114-0 3/20/2023 3/31/2024
Project Title New Maximum Amount Payable:
Construction Survey/Staking— Port Hadlock $35,000
Wastewater Phase I—Site Prep., Earthwork,
and Utilities
Description of Work:
Construction surveying/staking for the Port Hadlock Phase I
SUPPLEMENTAL AGREEMENT
The Local Agency of Jefferson County Public Works hereby amends the agreement with Van Aller
Surveying("the Agreement"),originally executed on March 30, 2023 (and later amended through
Supplemental Agreement(s)N/A, executed on N/A("this Supplemental Agreement").)
All provisions in the Agreement remain in effect, except as expressly modified by this
Supplemental Agreement.
The changes to the Agreement are described as follows:
I.
Scope of Services is hereby changed to read:
Add Scope of Work for the added construction scope which includes the paving of Lopeman Rd.,
extension of sewer service to Cotton/Shold and items not included in the original scope (i.e.,
fencing,mitigation planting, etc.)
II.
Time of Performance is hereby changed to read:
The Agreement shall terminate on March 31, 2024 unless amended in writing prior to this date.
III.
Payment is hereby changed to read:
Add$5,000.00 for the work described in Section I above.
Supplemental Agreement(to A&B) Contract C, Version 1, Risk Legal Review Date 04/30/2018 Page t of
This Supplemental Agreement shall be effective upon execution by both parties. Work performed
consistent with the Agreement prior to execution of this Supplemental Agreement is hereby ratified.
In witness whereof,the parties hereto have executed this Supplemental Agreement Number 1 as
shown below.
COUNTY OF JEFFERSON
VAN ALLER SURVEYING BOARD OF COMMISSIONERS
Brian Van Aller, PLS
Consultant's Name (Please print) Kate Dean, District 1 Date
Consultant's Signature Heidi Eisenhour, District 2 Date
2• 0 - 21f
Date Greg Brotherton, District 3 Date
Approved as to form only:
PRE-APPROVED CONTRACT FORM
Philip C. Hunsucker Date
Chief C' eputy rosecuting Attorney
Monte Reinders, P.E. Date
Public Works Director/County Engineer
Supplemental Agreement(to A& 13) Contract C, Version 1, Risk Legal Review Date 04/30/2018 Page 2 of2
VAN ALLER SURVEYING
P.O. Box 757
Carlsborg, WA. 98324
(360) 683-3438 Fax (360) 683-3241
Date: February 7, 2024
Client: Jefferson County Dept. of Public Works
623 Sheridan Street
Port Townsend, WA 98368
Submitted by: Van Aller Surveying
WA Lic. #35986, Certified Federal Surveyor#1061
P.O. Box 757
Carlsborg, WA 98324
Project: Port Hadlock UGA Phase 1, Site Preparation and Earthwork
Scope of additional work for Jefferson County project #405-2114-0
(Construction staking Port Hadlock Wastewater Phase 1)
The work under this proposal consists of all survey work necessary to complete the
construction staking of the Port Hadlock UGA Phase 1 project.
The additional work consists of setting blue tops for paving of Lopeman Rd., staking a 2"
sewer service to Cotton/Shold, fencing staking around percolation pond, staking
mitigation planting, etc.
The costs for the additional work will not exceed $5,000.
Field Construction staking (stake above mentioned items)
Two-Man Survey Crew (Van Aller, Gillespie) 25 hrs X $195/hr = $4,875
TIME
The consultant requires a 2 business day advance notice of staking requests for
scheduling and calculation purposes.
GENERAL REQUIREMENTS
The consultant shall comply with all Federal, State, and local laws and ordinances
applicable to the work to be done under this proposal. The consultant shall indemnify
and hold the Client, and their officers and employees harmless from and shall process
and defend at its own expense all claims, demands, or suits at law or equity arising in
whole or in part from the consultant's negligence or breach of any of its obligations under
this proposal.
INSURANCE COVERAGE
The consultant during the term of this proposal shall provide the following Insurance
coverages.
A. Worker's compensation and employer's liability insurance as required by the state.
B. General commercial liability insurance in an amount not less than a single limit of
$1,000,000.00 for bodily injury, including death and property damage per occurrence.
C. Professional Liability Insurance with limits no less than $2,000,000.00 limit per
occurrence.
D.Automobile Liability insurance with limits no less than $1,000,000.00 combined single
limit per accident for bodily injury and property damage.
LIST OF CHARGES FOR PROFESSIONAL SERVICES
Professional services
Classification — Office services
Professional Land Surveyor $125.00/hr
Survey Technician III $ 75.00/hr
Classification — Field Services
Two-Man Survey Crew $195/hr
One-Man $140/hr
Outside Professional Consultants and Services
(when paid by Van Aller) Cost + 5%
lyfq
- 3 . For Reference Only: Original Agreement I4 4 w
PROFESSIONAL SERVICES AGREEMENT FOR
Construction Surveying/Staking- Port Hadlock Wastewater
Phase I -Site Preparation, Earthwork, and Utilities
Project 405-2114-0
THIS PROFESIONAL SERVICES AGREEMENT("this Agreement")is entered into between
the County of Jefferson, a municipal corporation("the County"),and
Van Aller Surveying ("the Consultant"), in consideration of the
mutual benefits,terms, and conditions specified below.
l. Project Designation. The Consultant is retained by the County to perform
Construction surveying/staking for the Port Hadlock Wastewater Phase I - Site
Preparation, Earthwofk, Site Utilities 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 Agreement shall commence upon the giving of
written notice by the County to the Consultant to proceed. The Consultant shall perform 1
all services and provide all work products required pursuant to this Agreement on the
dates listed on Exhibit"A". Time is of the essence in the performance of this Agreement.
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$30,000 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.
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.
Professional Services Agreement, Contract B, Version 3, Risk Legal Review 6/17/2020 Page 1 of 10
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 coverage for products
and completed operations;
d. Premises—Operations Liability(M&C);
e. Independent Contractors and subcontractors;
f. Blanket Contractual Liability.
Professional Liability Insurance. The Consultant shall maintain professional liability
insurance against legal liability arising out of activity related to the performance of this
Agreement,on a form acceptable to Jefferson County Risk Management in the amounts
of not less than $1,000,000 Each Claim and$2,000,000 Aggregate. The professional
liability insurance policy should be on an"occurrence"form. If the professional liability
policy is"claims made,"then an extended reporting period coverage (tail coverage)shall
be purchased for three(3)years after the end of this Agreement, at the Consultant's sole
expense. The Consultant agrees the Consultant's insurance obligation to provide
professional liability insurance shall survive the completion or termination of this
Agreement for a minimum period of three(3)years.
The County shall be named as an"additional named insured"under all insurance policies
required by this Agreement, except Professional Liability Insurance when not allowed by
the insurer.
Such insurance coverage shall be evidenced by one of the following methods: (a)
Certificate of Insurance; or,(b)Self-insurance through an irrevocable Letter of Credit
from a qualified financial institution.
The Consultant shall furnish the County with properly executed certificates of insurance
that, at a minimum, shall include: (a)The limits of overage; (b)The project name to
which it applies; (c) The certificate holder as Jefferson County,Washington and its
elected officials, officers, and employees with the address of Jefferson County Risk
Management, P.O. Box 1220, Port Townsend, WA 98368, and, (d)A statement that the
insurance policy shall not be canceled or allowed to expire except on thirty(30)days
prior written notice to the County. 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. Certificates of coverage as required by this
section shall be delivered to the County within fifteen(15)days of execution of this
Agreement.
Failure of the Consultant to take out or maintain any required insurance shall not relieve
the Consultant from any liability under the Agreement,nor shall the insurance
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The Consultant shall include all subconsultants as insured under its insurance policies or
shall furnish separate certificates and endorsements for each subconsultant. All insurance
provisions for subconsultants shall be subject to all the requirements stated herein.
The insurance limits mandated for any insurance coverage required by this Agreement
are not intended to be an indication of exposure nor are they limitations on
indemnification.
The Consultant shall maintain all required insurance policies in force from the time
services commence until services are completed. Certificates, insurance policies,and
endorsements expiring before completion of services shall be promptly replaced. All the
insurance policies required by this Agreement shall provide that thirty(30)days prior to
cancellation, suspension,reduction or material change in the policy, notice of same shall
be given to the County Risk Manager by registered mail,return receipt requested.
The Consultant shall place insurance with insurers licensed to do business in the State of
Washington and having A.M. Best Company ratings of no less than A-,with the
exception that excess and umbrella coverage used to meet the requirements for limits of
liability or gaps in coverage need not be placed with insurers or re-insurers licensed in the
State of Washington.
The County reserves the right to request additional insurance on an individual basis for
extra hazardous contracts and specific service agreements.
9. Worker's Compensation Industrial Insurance).
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,the Consultant shall maintain workers'
compensation insurance at its own expense,as required by Title 51 RCW, for the term of
this Agreement and shall provide evidence of coverage to Jefferson County Risk
Management, upon request.
Worker's compensation insurance covering all employees with limits meeting all
i
applicable state and federal laws. This coverage shall include Employer's Liability with
limits meeting all applicable state and federal laws.
This coverage shall extend to any subconsultant that does not have their own worker's
compensation and employer's liability insurance.
The Consultant expressly waives by mutual negotiation all immunity and limitations on
liability,with respect to the County,under any industrial insurance act,disability benefit
act, or other employee benefit act of any jurisdiction which would otherwise be
applicable in the case of such claim.
If the County incurs any costs to enforce the provisions of this subsection,all cost and
fees shall be recoverable from the Consultant.
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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.
14. No Assignment. The Consultant shall not sublet or assign any of the services covered by
this Agreement without the express written consent of the County. Assignment does not
include printing or other customary reimbursable expenses that may be provided in an
agreement.
15. 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.
16. 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.
17. Notices. All notices or other communications which any party desires or is required to
give shall be given in writing and shall be deemed to have been given if hand-delivered,
sent by facsimile,email, or mailed by depositing in the United States mail,prepaid to the
party at the address listed below or such other address as a party may designate in writing
from time to time. Notices to the County 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:
Brian Van Aller
PE)BOX767
Carisborg,WA 98324
(360)683-3438
18. Integrated Agreement. This Agreement together with attachments or addenda, represents
the entire and integrated Agreement between the County and the Consultant and j
supersedes all prior negotiations,representations, or agreements written or oral. No
representation or promise not expressly contained in this Agreement has been made. This
Agreement supersedes all prior or simultaneous representations, discussions,
negotiations, and agreements, whether written or oral,by the County within the scope of j
this Agreement. The Consultant ratifies and adopts all statements, representations,
warranties, covenants,and agreements contained in its proposal,and the supporting
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28. No Third party Beneficiaries. The parties do not intend, and nothing in this Agreement
shall be construed to mean, that any provision in this Agreement is for the benefit of any
person or entity who is not a party.
29. Signature in Counterparts. The parties agree that separate copies of this Agreement may
be signed by each of the parties and this Agreement shall have the same force and effect
as if all the parties had signed the original.
30. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic
signatures shall have the same force and effect as original signatures.
31. Arms-Length Negotiations. The parties agree that this Agreement has been negotiated at
arms-length,with the assistance and advice of competent,independent legal counsel.
32. Public Records Act. Notwithstanding the provisions of this Agreement to the contrary, to
the extent any record,including any electronic, audio,paper or other media, is required to
be kept or indexed as a public record in accordance with the Washington Public Records
Act, Chapter 42.56 RCW, as may hereafter be amended,the Consultant agrees to
maintain all records constituting public records and to produce or assist the County in
producing such records, within the time frames and parameters set forth in state law. The
Consultant further agrees that upon receipt of any written public record request,
Consultant shall,within two business days,notify the County by providing a copy of the
request per the notice provisions of this Agreement.
Professional Services Agreement, Contract B, Version 3, Risk Legal Review 6/17/2020 Page 9 of 10
EXHIBIT A
VAN ALLER SURVEYING
P.O. Box 757
Carlsborg, WA. 98324
(360) 683-3438 Fax (360) 683-3241
PROFESSIONAL SERVICES PROPOSAL
Date: February 20, 2023
Client: Jefferson County Dept. of Public Works
623 Sheridan Street
Port Townsend, WA 98368
Submitted by: Van Aller Surveying
WA Lic. #35986, Certified Federal Surveyor#1061
P.O. Box 757
Carlsborg, WA 98324
Project: Port Hadlock UGA Phase 1, Site Preparation and Earthwork
Scope of Services
The work under this proposal consists of all survey work necessary to complete
construction staking of the Port Hadlock UGA Phase 1 project.
The work under this proposal consists of all staking necessary for construction of the
Phase 1 Port Hadlock sewer project to ensure that the project is constructed at the
proper location and grades. The horizontal and vertical datums for the project will be
consistent with the work previously performed by this office and Tetra Tech.
Costs Port Hadlock UGA(Phase 1)
Task 1- Office construction staking preparation $3,250
A. Coordinate work
B.Autocad manipulation and point calculations (uploads)
Task 2- Field construction staking $25,800
A. Set clearing limits
B. Stake pipeline including bends, invert elevations and structures
C. Stake the sheet pile wall at Sta. 12+25
D. Stake roadway from Lopeman Road to Phase 2 boundary
E. Stake Percolation Pond at South side of Lopeman Road
F. Miscellaneous staking (JPUD vaults, fencing, etc. )
Materials (Hubs, lath, flagging, paint) $825
Project Total: $29,875
Department of Public Works
O Consent Agenda
Page 1 of 1
Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Mark McCauley, County Administrator
From: Monte Reinders, Public Works Director/County Engineer rfZ
Agenda Date: March 20, 2023
Subject: Construction Surveying/Staking - Van Alter Surveying
Port Hadlock Wastewater Phase I - Site Preparation, Earthwork,
and Utilities
Statement of Issue: Contract for construction surveying/staking during construction of the
Port Hadlock Wastewater Phase I - Site Preparation, Earthwork, and Utilities project.
Analysis/Strategic Goals/Pro's If Con's: Van Alter Surveying will set grade stakes during
construction of this project so that the Contractor can build the project according to the
design plans.
Fiscal Impact/Cost Benefit Analysis: $30,000. Funding comes from the County ARPA funds
dedicated to this project.
Recommendation: Please sign three (3) originals of the contract and return two (2) fully
executed originals to Public Works.
Department Contact: Monte Reinders x242
Reviewed By:
� L
Mark McCaule ounty Administrator Dafe
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: van Aller Surveying Contract No: a�o23
Contract For: Construction Staking Services Term: 12/31/2023
COUNTY DEPARTMENT: Publcc Works
Contact Person: Monte Faemders
Contact Phone: 3603859242
Contact email: mrainders@co.jetlerson.waus
AMOUNT: 5150,000 PROCESS: Exempt from Bid Process
Revenue: 50,000(County ARPA) Cooperative Purchase
Expenditure: 5o,000(405-2114-0) Competitive Sealed Bid
Matching Funds Required: o Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund# RFP or RFQ
Munis Org/Obj ✓ Other: MRSC Consultant Roster
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
==.w.z.
Monte Reinders--=-7 '
CERTIFIED: OF N/A: .m';,r-a.. � �
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEB RR"n byQp BY°rANY FEDERAL, STATE, OR LOCAL
AGENCY. c.u6.
E•mrpndore9pW lollmson we us.
0wI0110t6on Ccunly Pubbc Works.
CERTIFIED: o N/A• Monte Reinders�-Paal=W° --oC
_ CWJdon1 A *s�
i , 9Uj .1 am appro Mg INS Date
owment
0ato.2023 01 30 14 59 06-0a"OP
STEP 3: ISK MANAGEMENT REVIEW (will be added electronically through Laserfiche):
Electronically approved by Risk Management on 1/31/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 2/2/2023.
Pre-approved contract form.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
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