RPVCCA_SR_2011_05_17_12_Arterial_Roads_PVDSMEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
Staff Coordinator:
HONORABLE MAYOR &CITY COUNCIL MEMBERS _~'"'~
RAY HOLLAND,DIRECTOR OF PUBLIC WOR~r~
MAY 17,2011
ARTERIAL ROADS REHABILITATION PROJECT
CONSTRUCTION MANAGEMENT AND INSPECTION
SERVICES (PALOS VERDES DRIVE SOUTH AND PALOS
VERDES DRIVE WEST)
CAROLYN LEHR,CITY MANAGER @5l
Nicole Jules,P.E.,Senior Engineer .~~
RECOMMENDATION:
Award a professional services contract to Harris &Associates for a not-to-exceed
amount of $217,960 for construction management and inspection services related to the
Arterial Roads Rehabilitation Project (PVDS &PVDW)and authorize the Mayor and City
Clerk to execute the agreement.
BACKGROUND
This year's Infrastructure Street Improvement budget includes $2,543,560 for the
Arterial Roads Rehabilitation Project.The project budget will be used to overlay Palos
Verdes Drive West and Palos Verdes Drive South.Proposed improvements include
rubberized asphalt concrete,rubberized slurry seal,sidewalk and trail improvements,
construction of ADA accessible ramps,bus pads and upgraded signage and roadway
striping.The design drawings are 90%complete.Attachment A displays the project
area.
Professional services are needed for the construction management and inspection
phase of the project.Staff solicited proposals from professional construction
management firms to provide these services.Proposals from five firms were received
and evaluated using the Quality-Based Selection (QBS)process,which entails a
selection process based on qualifications and performance.
As a result of the evaluation process,staff is recommending the professional services of
Harris and Associates to serve as consultants to the City providing construction
management and inspection services for the FY 09-10 Arterial Roads Rehabilitation
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project (PVDS &PVDW).
DISCUSSION
The FY 09-10 Arterial Roads Rehabilitation Project will be funded by Proposition C,
Proposition 1B funds,Recycling Rubber Grant funds and General funds.The restricted
or external funds will be applied towards the project construction cost and the general
funds applied toward the project's professional services.Completion of this project will
result in over 90%of the City's primary roadways being in "very good to excellent"
condition,per the 2009 Pavement Management Update Report.
Staff solicited proposals from six consulting firms:The Owen Group,Psomas,KOA
Corporation,Harris &Associates,Willdan Engineering and Merit Engineering.Five
sealed proposals were received and evaluated by a staff committee.Each proposal was
scored and ranked for selection.The quality-based selection evaluation included project
approach,proposed project schedule,innovative techniques,experience in Rancho
Palos Verdes and proposed key project members.After review of the qualifications,
staff chose Harris &Associates as the preferred Construction Management and
Inspection firm andWilldan Engineering as the runner-up.Harris &Associates'fee was
negotiated based on the scope of services outlined in the RFP.Their proposed hourly
rates and associated fees are reasonable and consistent with industry standards.
Harris &Associates proposal is the preferred recommendation.Their construction
management and inspection approach is consistent with the City's expectation.Harris
&Associates proposes high quality construction management services with a personal
touch.A paving project of this magnitude will require special attention to detail,traffic
control and public relations.Staff is confident that the proposed construction manager
and inspector will assist the City at delivering a successful project on time and within
budget.Harris &Associates proposed fee for construction management and inspection
services is $217,960.
CONCLUSION
Adopting staff's recommendation will allow the City to achieve its goal of upholding a
high-level of roadway maintenance on its arterial roadways in accordance with the
Pavement Management System (PMS).
FISCAL IMPACT
Funding for the Fiscal Year 09-10 Arterial Roads Resurfacing Project is included in the
Street Improvement Program of the FY 10-11 budget.Therefore,adopting staffs
recommendation will not result in an impact to the budget.
Attachments:
A:Project Area
B:Professional Services Agreement -Harris and Associates
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CITY OF RANCHO PALOS VERDES
INDEX MAP
DIRECTOR OF PUBLIC WORKS
APPROVED BY SENIOR ENGINEER,P.E.
DATE
DATE
REVISIONS
CITY OF RANCHO PALOS VERDES
ARTERIAL ROADS REHABILITATION PROJECT
PALOS VERDES DRIVE WEST/SOUTH
SHEET 30r 36
1
2
-
3
AGREEMENT FOR DESIGN PROFESSIONAL SERVICES
This Agreement is made and entered into this 1i h day of May,2011 by and
between the City of Rancho Palos Verdes (hereinafter referred to as the "CITY")and Harris
&Associates (hereafter referred to as "CONSULTANT").
IN CONSIDERATION of the covenants hereinafter set forth,the parties hereto
mutually agree as follows:
ARTICLE 1
SCOPE OF SERVICES
1 .1 Project Description
The Project is described as follows:
The FY 09-10 Arterial Roads Rehabilitation Project (Palos Verdes Drive
South and Palos Verdes Drive West).
1 .2 Description of Services
CONSULTANT shall provide construction management and inspection
services as described in CONSULTANT's Proposal,which is attached hereto as Exhibit
"A"and incorporated herein by this reference.
1.3 Schedule of Work
Upon receipt of written Notice to Proceed from the CITY,CONSULTANT
shall perform with due diligence the services requested by the CITY.Time is of the
essence in this Agreement.CONSULTANT shall not be responsible for delay,nor shall
CONSULTANT be responsible for damages or be in default or deemed to be in default by
reason of strikes,lockouts,accidents,or acts of God,or the failure of CITY to furnish timely
information or to approve or disapprove CONSULTANT's work promptly,or delay or faulty
performance by CITY,other consultants/contractors,or governmental agencies,or any
other delays beyond CONSULTANT's control or without CONSULTANT's fault.
ARTICLE 2
COMPENSATION
2.1 Fee
CITY agrees to compensate CONSULTANT an amount not to exceed two
hundred and seventeen thousand,nine hundred and sixty dollars ($217,960.00)for
services as described in Article 1.
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2.2 Payment Address
All payments due CONSULTANT shall be paid to:
Harris &Associates
34 Executive Park,Suite 150
Irvine,CA 92614-4705
2.3 Terms of Compensation
CONSULTANT shall submit monthly invoices for the percentage of work
completed in the previous month.CITY agrees to authorize payment for all undisputed
invoice amounts within thirty (30)days of receipt of each invoice.CITY agrees to use its
best efforts to notify CONSULTANT of any disputed invoice amounts or claimed
completion percentages within ten (10)days of the receipt of each invoice.However,
CITY's failure to timely notify CONSULTANT of a disputed amount of claimed completion
percentage shall not be deemed a waiver of CITY's right to challenge such amount or
percentage.
Additionally,in the event CITY fails to pay any undisputed amounts due
CONSULTANT within forty-five (45)days after invoices are received by CITY then CITY
agrees that CONSULTANT shall have the right to consider said default a total breach of
this Agreement and be terminated by CONSULTANT without liability to CONSULTANT
upon ten (10)working days advance written notice.
2.4 Additional Services
CITY may request additional specified work under this Agreement.All such
work must be authorized in writing by the CITY's Director of Public Works prior to
commencement.CONSULTANT shall perform such services and will be paid for such
additional services in accordance with rates or total amounts agreed upon in writing by both
parties prior to commencement of the work.
2.5 Term of Agreement:
This Agreement shall commence on May 18,2011 and shall terminate on
June 30,2012,unless sooner terminated pursuant to Article 4 of this Agreement.
ARTICLE 3
INDEMNIFICATION AND INSURANCE
3.1 Indemnification,Hold Harmless,and Duty to Defend.
(a)Indemnity for Design Professional Services.In connection with its
design professional services,CONSULTANT shall hold harmless and indemnify CITY,and
its officials,officers,employees,agents and independent contractors serving in the role of
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CITY officials,and designated volunteers (collectively,"Indemnitees"),with respect to any
and all claims,demands,causes of action,damages,injuries,liabilities,losses,costs or
expenses,including reimbursement of attorneys'fees and costs of defense (collectively,
"Claims"hereinafter),including but not limited to Claims relating to death or injury to any
person and injury to any property,which arise out of,pertain to,or relate to in whole or in
part to the negligence,recklessness,or willful misconduct of CONSULTANT or any of its
officers,employees,subcontractors,or agents in the performance of its design
professional services under this Agreement.
(b)Other Indemnities.In connection with any and all claims,demands,
causes of action,damages,injuries,liabilities,losses,costs or expenses,including
attorneys'fees and costs of defense (collectively,"Damages"hereinafter)not covered by
Section 3.1 (a),CONSULTANT shall defend,hold harmless and indemnify the Indemnitees
with respect to any and all Damages,including but not limited to,Damages relating to
death or injury to any person and injury to any property,which arise out of,pertain to,or
relate to the acts or omissions of CONSULTANT or any of its officers,employees,
subcontractors,or agents in the performance of this Agreement,except for such loss or
damage arising from the sole negligence or willful misconduct of the CITY,as determined
by final arbitration or court decision or by the agreement of the parties.CONSULTANT
shall defend Indemnitees in any action or actions filed in connection with any such
Damages with counsel of CITY's choice,and shall pay all costs and expenses,including all
attorneys'fees and experts'costs actually incurred in connection with such defense.
Consultant's duty to defend pursuant to this Section 3.1 (b)shall apply independent of any
prior,concurrent or subsequent misconduct,negligent acts,errors or omissions of
Indemnitees.
(c)All duties of CONSULTANT under Section 3.1 shall survive termination
of this Agreement.
3.2 General Liability
CONSULTANT shall at all times during the term of the Agreement carry,
maintain,and keep in full force and effect,a policy or policies of Commercial General
Liability Insurance,with minimum limits of one million dollars ($1,000,000)for each
occurrence and two million dollars ($2,000,000)general aggregate for bodily injury,death,
loss or property damage for products or completed operations and any and all other
activities undertaken by CONSULTANT in the performance of this Agreement.Said policy
or policies shall be issued by an insurer admitted to do business in the State of California
and rated in A.M.Best's Insurance Guide with a rating of A:VII or better.
3.3 Professional Liability
CONSULTANT shall at all times during the term of this Agreement,carry,
maintain,and keep in full force and effect a policy or policies of professional liability
insurance with a minimum limit of one million dollars ($1 ,000,000)per claim and aggregate
for errors and/or omissions of CONSULTANT in the performance of this Agreement.Said
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policy or policies shall be issued by an insurer admitted to do business in the State of
California and rated in Best's Insurance Guide with a rating of A:VII or better.If a "claims
made"policy is provided,such policy shall be maintained in effect from the date of
performance of work or services on the CITY's behalf until three (3)years after the date of
work or services are accepted as completed.Coverage for the post-completion period may
be provided by renewal or replacement of the policy for each of the three (3)years or by a
three-year extended reporting period endorsement,which reinstates all limits for the
extended reporting period.If any such policy and/or policies have a retroactive date,that
date shall be no later than the date of first performance of work or services on behalf of the
CITY.Renewal or replacement policies shall not allow for any advancement of such
retroactive date.
3.4 Automobile Liability
CONSULTANT shall at all times during the term of this Agreement obtain,
maintain,and keep in full force and effect,a policy or policies of Automobile Liability
Insurance,with minimum of one million dollars ($1 ,000,000)per claim and occurrence and
two million dollars ($2,000,000)in the aggregate for bodily injuries or death of one person
and five hundred thousand dollars ($500,000)for property damage arising from one
incident.
3.5 Worker's Compensation
CONSULTANT agrees to maintain in force at all times during the
performance of work under this Agreement worker's compensation insurance as required
by the law.CONSULTANT shall require any subcontractor similarly to provide such
compensation insurance for their respective employees.
3.6 Notice of Cancellation
(a)All insurance policies shall proVide that the insurance coverage shall
not be cancelled by the insurance carrier without thirty (30)days prior written notice to
CITY,or ten (10)days notice if cancellation is due to nonpayment of premium.
CONSULTANT agrees that it will not cancel or reduce said insurance coverage.
(b )CONSULTANT agrees that if it does not keep the aforesaid insurance
in full force and effect,CITY may either immediately terminate this Agreement or,if
insurance is available at a reasonable cost,CITY may take out the necessary insurance
and pay,at CONSULTANT's expense,the premium thereon.
3.7 Certificate of Insurance
At all times during the term of this Agreement,CONSULTANT shall maintain
on file with the CITY Clerk a certificate of insurance showing that the aforesaid policies are
in effect in the required amounts.The commercial general liability policy shall contain
endorsements naming the CITY,its officers,agents and employees as additional insured.
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3.8 Primary Coverage
The insurance provided by CONSULTANT shall be primary to any coverage
available to CITY.The insurance policies (other than workers compensation and
professional liability)shall include provisions for waiver of subrogation.
ARTICLE 4
TERMINATION
4.1 Termination of Agreement
(a)This Agreement may be terminated at any time,with or without cause,
by the CITY upon thirty (30)days prior written notice or by CONSULTANT upon ninety (90)
days prior written notice.Notice shall be deemed served if completed in compliance with
Section 6.16.
(b)In the event of termination or cancellation of this Agreement by
CONSULTANT or CITY,due to no fault or failure of performance by CONSULTANT,
CONSULTANT shall be paid compensation for all services performed by CONSULTANT,
in an amount to be determined as follows:for work satisfactorily done in accordance with
all of the terms and provisions of this Agreement,CONSULTANT shall be paid an amount
equal to the percentage of services performed prior to the effective date of termination or
cancellation in accordance with the work items;provided,in no event shall the amount of
money paid under the foregoing provisions of this paragraph exceed the amount which
would have been paid to CONSULTANT for the full performance of the services described
in this Agreement.
ARTICLE 5
OWNERSHIP OF DOCUMENTS
5.1 Ownership of Documents and Work Product
All documents,plans,specifications,reports,information,data,exhibits,
photographs,images,video files and media created or developed by CONSULTANT
pursuant to this Agreement ("Written Products")shall be and remain the property of the
CITY without restriction or limitation upon its use,duplication or dissemination by the CITY.
All Written Products shall be considered "works made for hire,"and all Written Products
and any and all intellectual property rights arising from their creation,including,but not
limited to,all copyrights and other proprietary rights,shall be and remain the property of the
CITY without restriction or limitation upon their use,duplication or dissemination by the
CITY.CONSULTANT shall not obtain or attempt to obtain copyright protection as to any
Written Products.
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CONSULTANT hereby assigns to the CITY all ownership and any and all
intellectual property rights to the Written Products that are not otherwise vested in the CITY
pursuant to the paragraph directly above this one.
CONSULTANT warrants and represents that it has secured all necessary
licenses,consents or approvals to use any instrumentality,thing or component as to which
any intellectual property right exists,including computer software,used in the rendering of
the services and the production of all Written Products produced under this Agreement,
and that the CITY has full legal title to and the right to reproduce the Written Products.
CONSULTANT shall defend,indemnify and hold the CITY,and its elected officials,officers,
employees,servants,attorneys,designated volunteers,and agents serving as independent
contractors in the role of CITY officials,harmless from any loss,claim or liability in any way
related to a claim that CITY's use of any of the Written Products is violating federal,state
or local laws,or any contractual provisions,or any laws relating to trade names,licenses,
franchises,copyrights,patents or other means of protecting intellectual property rights
and/or interests in products or inventions.CONSULTANT shall bear all costs arising from
the use of patented,copyrighted,trade secret or trademarked documents,materials,
equipment,devices or processes in connection with its provision of the services and
Written Products produced under this Agreement.In the event the use of any of the
Written Products or other deliverables hereunder by the CITY is held to constitute an
infringement and the use of any of the same is enjoined,CONSULTANT,at its expense,
shall:(a)secure for CITY the right to continue using the Written Products and other
deliverables by suspension of any injunction,or by procuring a license or licenses for CITY;
or (b)modify the Written Products and other deliverables so that they become non-
infringing while remaining in compliance with the requirements of this Agreement.This
covenant shall survive the termination of this Agreement.
Upon termination,abandonment or suspension of the Project,the
CONSULTANT shall deliver to the CITY all Written Products and other deliverables related
to the Project without additional costs or expense to the CITY.If CONSULTANT prepares
a document on a computer,CONSULTANT shall provide CITY with said document both in
a printed format and in an electronic format that is acceptable to the CITY.
ARTICLE 6
GENERAL PROVISIONS
6.1 Representation
The CITY representative shall be the Director of Public Works or his or her
designee,and CONSULTANT shall notify CITY of CONSULTANT's designated
representative.These individuals shall be the primary contact persons for the parties
regarding performance of this Agreement.
6.2 Compliance with Laws
In the performance of this Agreement,CONSULTANT shall comply with all
applicable federal,state,and local laws and regulations,including without limitation:
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American With Disabilities Act (ADA),CEQA and NEPA,affirmative action,transit
accessibility and public health and safety requirements and fair labor practices.
6.3 Progress Reports
If the CITY is required to submit a progress report to any funding agency
regarding the Project,CONSULTANT shall promptly furnish information as requested by
the CITY for use in that report.As requested by the CITY,CONSULTANT shall participate
in drafting or reviewing any such report.
6.4 Audit
The CITY or its representative shall have the option of inspecting and/or
auditing all records and other written materials used by CONSULTANT in preparing its
billings to the CITY as a condition precedent to any payment to CONSULTANT.
Additionally,CONSULTANT shall be subject to examination and audit by a State Auditor,
the State Controller's Office or Los Angeles County Metropolitan Transportation Authority
at the request of the CITY or as part of any audit of the CITY for a period of three (3)years
after final payment under this Agreement.CONSULTANT shall promptly furnish any and
all documents requested by the CITY or by an auditing agency in either circumstance.
6.5 Personnel
CONSULTANT represents that it has,or shall secure at its own expense,all
personnel required to perform CONSULTANT's services under this Agreement.Any
person who performs engineering services pursuant to this Agreement shall be licensed as
a Civil Engineer by the State of California and in good standing.CONSUL TANT shall
make reasonable efforts to maintain the continuity of CONSULTANT's staff who are
assigned to perform the services hereunder and shall obtain the approval of the Director of
Public Works of all proposed staff members who will perform such services.
CONSULTANT may associate with or employ associates or subcontractors in the
performance of its services under this Agreement,but at all times shall be CONSULTANT
be responsible for its associates or subcontractors'services.
6.6 CONSULTANT's Representations
CONSULTANT represents,covenants and agrees that:a)CONSULTANT is
licensed,qualified,and capable offurnishing the labor,materials,and expertise necessary
to perform the services in accordance with the terms and conditions set forth in this
Agreement;b)there are no obligations,commitments,or impediments of any kind that will
limit or prevent CONSULTANT's full performance under this Agreement;c)to the extent
required by the standard of practice,CONSULTANT has investigated and considered the
scope of services performed,has carefully considered how the services should be
performed,and understands the facilities,difficulties and restrictions attending
performance of the services under this Agreement.
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6.7 Conflicts of Interest
CONSULTANT agrees not to accept any employment or representation
during the term of this Agreement or within twelve (12)months after completion of the work
under this Agreement which is or may likely make CONSULTANT "financially interested"
(as provided in California Government Code Sections 1090 and 87100)in any decisions
made by CITY on any matter in connection with which CONSULTANT has been retained
pursuant to this Agreement.
6.8 Legal Action
(a)Should either party to this Agreement bring legal action against the
other,the validity,interpretation,and performance of this Agreement shall be controlled by
and construed under the laws of the State of California,excluding California's choice of law
rules.Venue for any such action relating to this Agreement shall be in the Los Angeles
County Superior Court.
(b)If any legal action or other proceeding,including action for declaratory
relief,is brought for the enforcement of this Agreement or because of an alleged dispute,
breach,default or misrepresentation in connection with this Agreement,the prevailing party
shall be entitled to recover reasonable attorneys'fees,experts'fees,and other costs,in
addition to any other relief to which the party may be entitled.
(c)Should any legal action about a project between CITY and a party
other than CONSULTANT require the testimony of CONSULTANT when there is no
allegation that CONSULTANT was negligent,CITY shall compensate CONSULTANT for its
testimony and preparation to testify at the hourly rates in effect at the time of such
testimony.
6.9 Assignment
Neither this Agreement nor any part thereof shall be assigned by
CONSULTANT without the prior written consent of the CITY.Any such purported
assignment without written consent shall be null and void,and CONSULTANT shall hold
harmless,defend and indemnify the CITY and its officers,officials,employees,agents and
representatives with respect to any claim,demand or action arising from any unauthorized
assignment.
Notwithstanding the above,CONSULTANT may use the services of persons
and entities not in CONSULTANT's direct employ,when it is appropriate and customary to
do so.Such persons and entities include,but are not necessarily limited to,surveyors,
specialized conSUltants,and testing laboratories.CONSULTANT's use of subcontractors
for additional services shall not be unreasonably restricted by the CITY provided
CONSULTANT notifies the CITY in advance.
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6.10 Independent Contractor
CONSULTANT is and shall at all times remain,as to the CITY,a wholly
independent contractor.Neither the CITY nor any of its agents shall have control over the
conduct of CONSULTANT or any of the CONSULTANT's employees,except as herein set
forth,and CONSULTANT is free to dispose of all portions of its time and activities which it
is not obligated to devote to the CITY in such a manner and to such persons,firms,or
corporations as the CONSULTANT wishes except as expressly provided in this Agreement.
CONSULTANT shall have no power to incur any debt,obligation,or liability on behalf of the
CITY or otherwise act on behalf of the CITY as an agent.CONSULTANT shall not,at any
time or in any manner,represent that it or any of its agents,servants or employees,are in
any manner agents,servants or employees of CITY.CONSULTANT agrees to pay all
required taxes on amounts paid to CONSULTANT under this Agreement,and to indemnify
and hold the CITY harmless from any and all taxes,assessments,penalties,and interest
asserted against the CITY by reason of the independent contractor relationship created by
this Agreement.CONSULTANT shall fUlly comply with the workers'compensation law
regarding CONSULTANT and its employees.CONSULTANT further agrees to indemnify
and hold the CITY harmless from any failure of CONSULTANT to comply with applicable
workers'compensation laws.The CITY shall have the right to offset against the amount of
any fees due to CONSULTANT under this Agreement any amount due to the CITY from
CONSULTANT as a result of its failure to promptly pay to the CITY any reimbursement or
indemnification arising under this Article.
6.11 Titles
The titles used in this Agreement are for general reference only and are not
part of the Agreement.
6.12 Entire Agreement
This Agreement,including any other documents incorporated herein by
specific reference,represents the entire and integrated agreement between CITY and
CONSULTANT and supersedes all prior negotiations,representations or agreements,
either written or oral.This Agreement may be modified or amended,or provisions or
breach may be waived,only by subsequent written agreement signed by both parties.
6.13 Construction
In the event of any asserted ambiguity in,or dispute regarding the
interpretation of any matter herein,the interpretation of this Agreement shaH not be
resolved by any rules of interpretation providing for interpretation against the party who
causes the uncertainty to exist or against the party who drafted the Agreement or who
drafted that portion of the Agreement.
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6.14 Non-Waiver of Terms,Rights and Remedies
Waiver by either party of anyone or more of the conditions of performance under
this Agreement shall not be a waiver of any other condition of performance under this
Agreement.In no event shall the making by the CITY of any payment to CONSULTANT
constitute or be construed as a waiver by the CITY of any breach of covenant,or any
default which may then exist on the part of CONSULTANT,and the making of any such
payment by the CITY shall in no way impair or prejudice any right or remedy available to
the CITY with regard to such breach or default.
6.15 Severability
If any term or portion of this Agreement is held to be invalid,illegal,or otherwise
unenforceable by a court of competent jurisdiction,the remaining provisions of this
Agreement shall continue in full force and effect.
6.16 Notice
Except as otherwise required by law,any notice or other communication
authorized or required by this Agreement shall be in writing and shall be deemed
received on (a)the day of delivery if delivered by hand or overnight courier service
during CONSULTANT's or CITY's regular business hours or (b)on the third business
day following deposit in the United States mail,postage prepaid,to the addresses listed
below,or at such other address as one party may notify the other:
To CITY:
Ray Holland,Director of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
To CONSULTANT:
Brett E.Barnett,P.E.,CCM
Harris &Associates
34 Executive Park,Suite 150
Irvine,CA 92614-4705
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IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of
the date and year first above written.
Dated:_
Dated:_
ATTEST:
CITY CLERK
HARRIS &ASSOCIATES
("CONSULTANT")
BY:------------
BY:------------
CITY OF RANCHO PALOS VERDES
("CITY")
BY:------------MAYOR
APPROVED AS TO FORM
CITY ATTORNEY
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Exhibit "A":
Consultant's Proposal
Exhibit "A"
Agreement for Design Professional Services
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City of Rancho Palos Verdes Construction Management and Inspection Services for
Arterial Roads Rehabilitation Project (Palos Verdes Drive South)
Project Approach and Understanding
General
The City of Rancho Palos Verdes requires services for public works
construction management and inspection for the arterial roads
rehabilitation project (Palos Verdes Drive South).Harris understands
this project will require qualified personnel with the experience and
knowledge to work in urban and high traffic environments.We have
proposed a group of individuals experienced with working with various
cities on similar rehabilitation projects.We offer the resources to provide
the full range of services required in the Request for Proposal.
The project consists of rehabilitation of existing Asphalt Concrete
(A.C.)pavement and adjacent PCC improvements of various arterial
roadways as indicated in the City's RFP and project scope of work.In
general,Harris will provide construction management and inspection
services including biddabilityjconstructability reviews at 75%and
at 95%.The main project objectives are to perform arterial roadway
rehabiliation project within the City's available budget,to improve the
overall condition of the roadway infrastructure,and for construction to
commence by June of 2011.
The City's available overall budget for this project is approximately $2
million.
Pre-Construction
Harris'staff will provide construction phase services from
preconstruction to final project closeout,as directed by you.These
services include:
Project kick-off meeting -Critical to effective project execution is team
building based on a clear understanding of project goals,roles and
responsibilities,and channels of communication.At the project kick-off
meeting,all participants will be brought together to meet and go over
project administration procedures,reporting requirements,schedule,
safety,potential conflicts and other issues critical to the project.
Constructability review -The constructability review process is an effort
to improve overall construction administration of the project,reduce
unnecessary project change orders,prevent project claims,and reduce
project delays.The objective is to identify all construction conflicts before
construction begins.We will thoroughly review plans and specifications
for conflicts,inconsistencies,errors,contradictions and irregularities.We
will look to minimize opportunities for change orders and claims due to
inaccuracies,conflicting or incomplete information.
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City of Rancho Palos Verdes Construction Management and Inspection Services for
Arterial Roads Rehabilitation Project (Palos Verdes Drive South)
Attend pre-bid conference and answer questions-Harris will support
the City in this crucial function of reviewing pre-bid questions and
coordinating with the City in preparing answers to potential bidders.
These questions and answers will be documented and made available to
the contractors.
Evaluation of contractor's bids -Harris will assist in reviewing
contractor bid documents for compliance with special contract terms and
provisions.We will concentrate on identifying any non-responsive bids
or unbalanced bid components,and make appropriate recommendations
for completing the procurement process within the established timeline.
This comprehensive review will focus on internal consistency and will
minimize grounds for claims.The Harris team will assist the City in
administering the bid opening for the project,reviewing bids,bid bonds,
insurance certificates,any UDBE requirements,and related submittals
and provide assistance in the selection of qualified bidders.
Pre-construction condition documentation-Documenting the site prior
to construction is essential.Good and proper documentation can
often mitigate disputes between the City,contractor,and other project
stakeholders.The Harris team will perform a detailed pre-construction
project condition survey.Documentation will include photographic and
written records taken by our staff.
Construction Phase Services
Administrative systems -assist with the implementation of existing
procedures for expediting and processing requests for information,shop
drawings,material and equipment sample submittals,contract schedule
adjustments,change orders,request for material and/or equipment
substitutes and payment requests.Implementing "in-house"measures
to prioritize requests,provides minimum turn around times,and avoids
project delays.
Construction and progress meetings -attend construction coordination/
progress meetings to discuss matters such as progress,problems,
procedures,and schedUling.Document and distribute meeting minutes to
team players.
Course of action recommendations -recommend courses of action to the
City when the requirements of the contract are not being fulfilled,and
the non-performing party will not take satisfactory corrective action.
Labor Standards Compliance -assist in obtaining compliance with
the labor standards and related wage determination decisions of the
Secretary of Labor.
Page 17
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City of Rancho Palos Verdes Construction Management and Inspection Services for
Arterial Roads Rehabilitation Project (Palos Verdes Drive South)
Accounting records -maintaining cost accounting records for authorized
work performed under unit costs,additional work performed on the basis
of actual costs of labor and materials,or other work requiring accounting
records.
Change orders -recommend necessary or desirable changes to the
Project Representative,review requests for changes,prepare quantity
calculations and estimate,assist with negotiating change proposals with
the contractor,and prepare change orders for signature.
Progress payments -assist with the implementation of procedures for
the review and processing of contractor progress payments and the
proposed final estimate.Review monthly extra work bills submitted by
the contractor.
Environmental mitigation measures -review with the contractor on
environmental issues including,storm water pollution prevention plans
(SWPPP),air quality,and any environmental permit requirements.Also
monitor the implementation of these programs with our inspectors,
especially making sure that drainage inlets are protected from slurry seal
or fog seal application.
Traffic control -verify placement of construction signs and traffic control
devices and immediately notify contractor of any deficiencies.Notify
proper authorities of lane and ramp closures.Make sure that the window
of closure and opening hours are adhered to.
Shop draWing submittal and review -distribute shop drawings to the
Project Representative and others as required for review and comment.
Contract quality review -determine that work of the contractor is being
performed in accordance with the requirements of the contract.
Utilities -assist the Project Representative with the coordination of the
utility companies for relocations,abandonments,and/or upgrades.
Requests for clarification -consult with the Project Representative if
the contractor requires interpretations of the meaning and intent of the
drawings or the specifications,and assist with the questions which may
arise.
Daily Reports -record the progress of the project by documenting daily
events.Reports will specify daily activities,work done,equipment and
field forces for the daily activities.
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City of Rancho Palos Verdes Construction Management and Inspection Services for
Arterial Roads Rehabilitation Project (Palos Verdes Drive South)
Record maintenance -maintain at the project site,copies of contract
drawings,specifications,addenda,change orders,and other modifications
made during construction.Additionally,shop drawings,product data and
samples,submittals,applicable handbooks,other related documents,and
revisions that are relevant to the contract work will be maintained at the
project site.A marked up copy of the "as-built"changes will be kept on
site.
Materials Testing -coordinate material testing as required
Closeout documentation -complete item adjustments and revise final pay
estimates.
Claims -assist in documenting all potential claims,maintain force
account records,and assist in claim resolution during the closeout phase.
Inspection
Inspectors assigned to the project will perform construction inspection
and administration monitoring under the direction of the City,guided by
Harris'Contract Manager and Construction Manager.These services will
include:
Preparation before start of work -Harris'inspector will review and
verify all pavement cracks (that require sealing)are cleaned and
sealed,thermal-plastic striping is removed (as required),and any other
existing materials that are required to be removed prior to any street
improvement activities taking place.
Monitoring construction traffic control.
Inspections to achieve compliance with contract plans and specifications
on all aspects of construction work.
Asphalt overlay -In order for the City to receive the most benefit from
the asphalt overlay,we will monitor the patching of low spots to avoid
poor adhesion.We will verify material is correct and has the correct oil
content before applying,and most importantly we will make sure the
streets are cleaned in advance to provide the best adhesion.
Quantity calculations for progress pay estimates.
Inspectors will assist in biddability/constructability reviews during
design and pre-construction phase.
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City of Rancho Palos Verdes Construction Management and Inspection Services for
Arterial Roads Rehabilitation Project (Palos Verdes Drive South)
Maintaining continuous communication with the City's project engineer/
manager,field personnel,construction administration staff and project
neighbors.
Advising the City Project Engineer/Manager of the impact of the work
on the traveling public.Providing factual inputs to resolve any related
problems.
Preparing and assisting with the preparation of records,reports,change
orders,and correspondences related to the construction.
Identifying actual and potential problems associated with the
construction,and providing solutions.
Harris will provide a seamless team for the City that will inspect and
document the construction activities.
Field Inspection Equipment
All field personnel will be fully equipped with tools and equipment
commonly used for the assigned worl<.Field equipment will include:
measuring tapes,levels,asphalt and concrete thermometers,plumb bob,
string line,marking crayon,paint,digital camera,appropriate lighting,
cell phones,and other specialized equipment as necessary.In addition,
the Harris team will provide field vehicles equipped with flashing yellow
lights.Construction personnel will also be provided with personal
protective equipment gear such as:
ll>Hard hats
»Blaze orange or lime green reflective vests
The Harris team is well trained and employs the State of California OSHA
rules and regulations regarding construction safety on numerous public
works projects that involve transportation in rural,urban and high traffic
construction areas.The American Traffic Safety Services Association
also certifies many of our staff.All equipment will comply with Cal OSHA
regulations.
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City of Rancho Palos Verdes
Deliverables
Construction Management and Inspection Services for
Arterial Roads Rehabilitation Project (Palos Verdes Drive South)
The Harris team will provide the following deliverables to the City of
Rancho Palos Verdes.
)\>Daily reports,extra work diaries and materials testing reports.
)\>Construction contract progress payment and quantity documents
delivered to the City Project Engineer at the end of each month or as
specified by the contract.
)0 Final payment quantity documents delivered to the Project
Representative no later than five (5)working days after acceptance
by the City of the completed construction project.
)\>A final report,documents and records in the City's preferred system.
Summary
Harris has the construction management and inspection expertise,which
enables us to successfully complete complex assignments within tight
schedules and budgets.Moreover,the experiences gained have given
us a thorough understanding of the complex procedures,regulations
and standards set forth by governmental agencies.We will have all our
key personnel available to focus their attention on your project to verify
completion of a quality product within the specified time frame.
The Harris team is Ideally suited for construction support services with
the City of Rancho Palos Verdes.A few of the benefits in having Harris
as part of your team Include:
)\>Relevant Rancho Palos Verdes experience -Harris has a wealth
of experience on numerous large and small,residential street
improvement contracts.
)0 Strong local presence -Harris has two local offices,one in Los
Angeles and in Irvine which are available to mobilize to the project
sites.
»Qualified,available staff -Our staff exceeds the specifications as set
forth in the Request for Proposal for each of the disciplines listed.
)0 A detailed,thought-out approach -Our approach involves the
establishment of strong working relationships with all parties,
delivering quality service to the City of Rancho Palos Verdes and a
quality product to the public.
III Harris &Assodates~Page 21
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City of Rancho Palos Verdes
Cost Proposal
Construction Management and Inspection Services for
Arterial Roads Rehabilitation Project (Palos Verdes Drive South)
Item Amount Cornrne:nt8 ........
Project/Construction Management
Design $7,130.00 t,BIC at 95%
Procurement $1,050.00 Assistance with bids
Construction $116,580.00 Contract Mgr.,CM &Doc.Contra
Post-Construction $21,200.00 CM &Document Control
Construction Observation $72.000.00 Construction Inspector
GRAND TOTAL $217,960.00
Revised Cost Proposal
5/10/11
12-22
•Harris &Associates
RANGE OF HOURLY RATES:
ALL EMPLOYEES
Effective January 1 •December 31,2010
ENGINEERING DESIGN AND
MUNICIPAL SERVICES GROUPS
Project Directors
Project Managers
Project Engineers
Technical Support
Administration
CONSTRUCTION I PROGRAM MANAGEMENT
Project Directors
Project Managers
Construction Managers
Resident Engineers
Construction Engineers
Scheduling Engineers
Cost Engineers
Inspectors #
Technicians
Administration
HOURLY RATE
$190-290
150-270
125-250
75-150
65-130
HOURLY RATE
$190-290
150-270
125-220
150-220
110-220
110-190
110-220
100-220
90-160
65-130
*Notes:Rates are SUbject to adjustment due to promotions during the effective period of this schedule.A new
rate schedule will become effective January 1,2011 Unless otherwise indicated in the cost proposal,hourly
rates include most direct costs such as travel,equipment,computers,communications and reproduction
(except large quantities such as construction documents for bidding purposes).
#Inspectors working in the State of California are subject to the Prevailing Wage Rates established for that
area.
12-23