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HomeMy WebLinkAboutAspect Consulting, LLC - NPDES II GIS Data Compliance Services PSA (#22-023)PROFESSIONAL SERVICES AGREEMENT NPDES II GIS Data Compliance Services Agreement No. 22-023 THIS AGREEMENT is made and entered into between the City of Pasco, a Washington Municipal Corporation, hereinafter referred to as "City", and Aspect Consulting, LLC, hereinafter referred to as "Consultant," on the c4 0 f'\ day of -7c", C, 2022. RECITALS WHEREAS, the City desires to have certain services and/or tasks performed as set forth below requiring specialized skills, training, equipment, and other supportive capabilities; and WHEREAS, the Consultant represents that it is qualified and possesses sufficient skills, experience, equipment, and necessary capabilities, including: technical and professional expertise, when required, to perform the services and/or tasks as set forth in this Agreement upon which the City is relying. WHEREAS, the City has, consistent with RCW 39.80, published an announcement related to its need for Architectural and Engineering services, evaluated Consultant's current performance data, and has determined that Consultant is the most highly qualified firm to perform the Architectural and Engineering services related to the City's compliance within the National Pollutant Discharge Elimination System (NPDES) Program; and WHEREAS, the City's Public Works Director finds that the Agreement with Consultant is both fair and reasonable in light of the duties to be performed, the Consultant's performance data, and the nature and complexity of the project. NOW, THEREFORE, in consideration of the mutual covenants, and performances contained herein, the parties agree as follows: 1. Scope of Services. The Consultant shall perform such services and accomplish such tasks, including the furnishing of all labor, materials, facilities and equipment necessary for full performance thereof, as identified and designated as Consultant's Responsibilities throughout this Agreement, and as more particularly described in Scope of Work detailed in Exhibit A, attached hereto and incorporated herein (the "Project"). 2. Term. This Project shall begin on the execution date listed above and promptly be completed by 12/31/2023. 3. Compensation and Pa ment. 3.1 Payment for services provided hereunder shall be made following the performance of such services. Such payment shall be full compensation for work performed or Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 1 of 9 services rendered, and for all labor, materials, supplies, equipment, and incidentals necessary to complete the Project. 3.2 No payment shall be made for any services rendered by the Consultant except for services identified and set forth in this Agreement except as may be authorized by a written supplemental agreement approved by the City. 3.3 The City shall pay the Consultant for work performed under this Agreement upon timely submitted invoices detailing work performed and expenses for which reimbursement is sought. The City shall approve all invoices before payment is issued. Payment shall occur within thirty (30) days of receipt and approval of an invoice. 3.4 The City shall pay the Consultant for all work performed and expenses incurred under this Agreement, as follows. ® Hourly (Multiple Rate): Such rates as identified on Exhibit B, plus actual expenses incurred as provided under this Agreement, but not to exceed a total of $21,359.00 without the prior written authorization by the City. 4. Reliorts and Inspections. 4.1 The Consultant at such times and in such forms as the City may require, shall furnish to the City such statements, records, studies, surveys, reports, data, and information as the City may request pertaining to matters covered by this Agreement. 4.2 The Consultant shall, at any time during normal business hours and as often as the City or the Washington State Auditor may reasonably deem necessary, make available for examination all of its records and data with respect to all matters covered, directly or indirectly, by this Agreement and shall permit the City, or its designated authorized representative to audit and inspect other data relating to all matters covered by this Agreement. The City shall receive a copy of all audit reports made by the agency or firm as to the Consultant's activities. The City may, at its discretion, conduct an audit at its expense, using its own or outside auditors, of the Consultant's activities which relate, directly or indirectly, to this Agreement. Consultant shall be provided a copy of such reports. 4.3 The Consultant, during the term of this Agreement, shall obtain all permits and registration documents necessary for the performance of its work and for the execution of services at its own expense, and shall maintain its validity. Upon request, the Consultant shall deliver to the City copies of these licenses, registration documents, and permits or proof of their issuance or renewal. 4.4 Consultant shall maintain books, records and documents, which sufficiently and properly reflect all direct and indirect costs related to the performance of this Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 2 of 9 Agreement, and shall maintain such accounting procedures and practices as may be necessary to assure proper accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times, to inspection, review, or audit as provided above. 4.5 The Consultant shall retain all books, records, documents or other material relevant to this Agreement for three (3) years after its expiration. Consultant agrees that the City, or its designee, shall have full access and right to examine any of said materials at all reasonable times during this period. 5. Ownership and Use of Documents. 5.1 All research, tests, surveys, preliminary data, information, drawings and documents made, collected, or prepared by the Consultant for performing the services subject to this Agreement, as well as any final product, collectively referred to as "work product," shall be deemed as the exclusive property of the City, including copyright as secured thereon. Consultant may not use them except in connection with the performance of the services under this Agreement or with the prior written consent of the City. Any prior copyrighted materials owned by the Consultant and utilized in the performance of the services under this Agreement, or embedded in with the materials, products and services provided thereunder, shall remain the property of the Consultant subject to a license granted to the City for their continued use of the products and services provided under this Agreement. Any work product used by the Consultant in the performance of these services which it deems as "confidential," "proprietary," or a "trade secret" shall be conspicuously designated as such. 5.2 In the event of Consultant's default, or in the event that this Agreement is terminated prior to its completion, the work product of the Consultant, along with a summary of the services performed to date of default or termination, shall become the property of the City, and tender of the work product and summary shall be a prerequisite to final payment under this Agreement. The summary of services provided shall be prepared at no additional cost, if the Agreement is terminated through default by the Consultant. If the Agreement is terminated through convenience by the City, the City agrees to pay Consultant for the preparation of the summary of services provided. 6. Public Records. 6.1 Consultant acknowledges that the City is an agency subject to Chapter 42.56 RCW "Public Records Act." All preliminary drafts or notes prepared or gathered by the Consultant, and recommendations of the Consultant are exempt prior to the acceptance by the City or public citation by the City in connection with City action. 6.2 If the Consultant becomes a custodian of public records of the City and request for such records is received by the City, the Consultant shall respond to the request by Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 3 of 9 the City for such records within five (5) business days by either providing the records, or by identifying in writing the additional time necessary to provide the records with a description of the reasons why additional time is needed. Such additional time shall not exceed twenty (20) business days unless extraordinary good cause is shown. 6.3 In the event the City receives a public records request for protected work product of the Consultant within its possession, the City shall, prior to the release of any protected work product or as a result of a public records request or subpoena, provide Consultant at least ten (10) business days prior written notice of the pending release and to reasonably cooperate with any legal action which may be initiated by the Consultant to enjoin or otherwise prevent such release. 7. Independent Contractor Relationship. 7.1 The parties intend that an independent contractor relationship is created by this Agreement. The City is interested primarily in the results to be achieved; subject to the scope of services and the specific requirements of this Agreement, the implementation of services will lie solely with the discretion of the Consultant. No agent, employee, officer or representative of the Consultant shall be deemed to be an employee, agent, officer, or representative of the City for any purpose, and the employees of the Consultant are not entitled to any of the benefits or privileges the City provides for its employees. The Consultant will be solely and entirely responsible for its acts and for the acts of its agents, employees, officers, subcontractors or representatives during the performance of this Agreement. 7.2 In the performance of the services provided in this Agreement, Consultant is an independent contractor with full authority to control and direct the performance of the details of the work, however, the results of the work contemplated herein must meet the approval of the City and shall be subject to the City's general rights of inspection and review to secure the satisfactory completion thereof. 7.3 The Consultant shall comply with all State and Federal laws including, but not limited to: 7.3.1 The definition requirements of RCW 50.04.140 (Employment Security). 7.3.2 RCW 51.08.195 (Industrial Insurance). 7.3.3 Obtain a City of Pasco business license. 7.4 The City may, at its sole discretion, require the Consultant to remove any employee, agent or servant from employment on this Project who, in the City's sole discretion, may be detrimental to the City's interest. Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 4 of 9 8. Indemnification. 8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. 8.2 However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant, and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8.3 No liability shall attach to the City by reason of entering into this Agreement except as expressly provided herein. 8.4 This indemnification shall include damages, penalties and attorney fees sustained as a result of Consultant's delayed or failed performance of Section 6 above. 9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, or subcontractors. The Consultant's maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. 9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types and coverage described below: 9. 1.1 Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be at least as broad as Insurance Services Office (ISO) form CA 00 01. 9.1.2 Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under the Consultant's Commercial General Liability insurance policy with Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 5 of 9 respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 9.1.3 Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 9.1.4 Professional Liability insurance appropriate to the Consultant's profession. 9.2 Minimum Amounts of Insurance. Consultant shall maintain the following insurance limits: 9.2.1 Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 9.2.2 Commercial General Liability insurance shall be written with limits no less than: ® $2,000,000 each occurrence; and ® $2,000,000 general aggregate; 9.2.3 Professional Liability insurance shall be written with limits no less than: ® $2,000,000 per claim; and ® $2,000,000 policy aggregate limit; 9.3 Other Insurance Provision. The Consultant's Automobile Liability, Professional Liability, and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance as respect the City. Any insurance, self-insurance, or self-insured pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 9.3.1 The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either parry, except after thirty (3 0) days prior written notice by certified mail, return receipt requested, has been given to the City. 9.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. 9.5 Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including, but not necessarily limited to, the additional insured endorsement, evidencing the insurance requirements of the Agreement before commencement of the work. 9.6 Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation within two (2) business days of their receipt of such notice. Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 6 of 9 9.7 City Full Availability of Consultant Limits. If the Consultant maintains higher insurance limits than the minimums shown above, the City shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Consultant, irrespective of whether such limits maintained by the Consultant are greater than those required by this Agreement or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by the Consultant. 9.8 Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five (5) business days notice to the Consultant to correct the breach, immediately terminate the Agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 10. Nondiscrimination. In the performance of this Agreement, the Consultant will not discriminate against any employee or applicant for employment on the grounds of race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap; provided that the prohibition against discrimination in employment because of handicap shall not apply if the particular disability prevents the proper performance of the particular worker involved. The Consultant shall ensure that applicants are employed, and that employees are treated during employment in the performance of this Agreement without discrimination because of their race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap. Consultant shall take such action with respect to this Agreement as may be required to ensure full compliance with local, State and Federal laws prohibiting discrimination in employment. 11. Covenant Against Contingent Fees. The Consultant warrants that it has not employed nor retained any company, firm, or person, other than a bona fide employee working exclusively for the Consultant, to solicit or secure this Agreement; and that it has not paid or agreed to pay any company, person or firm, other than a bona fide employee working exclusively for the Consultant, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right to terminate this Agreement. 12. Assignment and Subcontract. 12.1 The City has awarded this Agreement to the Consultant due to its unique qualifications to perform these services. The Consultant shall not assign (or subcontract other than as specifically identified in Exhibit A) its performance under this Agreement or any portions of this Agreement without the prior written consent Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 7 of 9 of the City, which consent must be sought at least thirty (30) days prior to the date of any proposed assignment. 12.2 Any work or services assigned or subcontracted hereunder shall be subject to each provision of this Agreement including Section 6, Public Records; Section 10, Nondiscrimination; proper bidding procedures where applicable; and all local, State and Federal statutes, ordinances and guidelines. 12.3 Any technical or professional service subcontract not listed in this Agreement, must have prior written approval by the City. 13. Termination. 13.1 Termination for Convenience. Either party may terminate this Agreement for any reason upon giving the other party no less than ten (10) business days written notice in advance of the effective date of such termination. 13.2 Termination for Cause. If the Consultant fails to perform in the manner called for in this Agreement, or if the Consultant fails to comply with any other provisions of this Agreement and fails to correct such noncompliance within five (5) business days of written notice thereof, the City may terminate this Agreement for cause. Termination shall be effected by serving a notice of termination on the Consultant setting forth the manner in which the Consultant is in default. The Consultant will only be paid for services and expenses complying with the terms of this Agreement, incurred prior to termination. 14. General Provisions. 14.1 For the purpose of this Agreement, time is of the essence. 14.2 Notice. Notice provided for in this Agreement shall be sent by: 14.2.1 Personal service upon the Project Administrators; or 14.2.2 Certified mail to the physical address of the parties, or by electronic transmission to the e-mail addresses designated for the parties below. 14.3 The Project Administrator for the purpose of this Agreement shall be: For the Citv: Steve M. Worley, P.E., or designee Public Works Director 525 North 3r1 PO Box 293 Pasco WA 99301 WorlaS@pasco-wa.gov (e-mail address) For the Consultant: John Knutson, PE Principal Water Resources Engineer 1106 N 35th Ave Yakima, WA 98902 jknutsonr?a aspectconsultin.com (e-mail address) Professional Services Agreement — Aspect Consulting, LLC. Agreement No. 22-023 NPDES II GIS Data Compliance Services Page 8 of 9 15. Dispute Resolution. 15.1 This Agreement has been and shall be construed as having been made and entered into and delivered within the State of Washington and it is agreed by each party hereto that this Agreement shall be governed by the laws of the State of Washington. 15.2 In the event of a dispute regarding the enforcement, breach, default, or interpretation of this Agreement, the Project Administrators, or their designees, shall first meet in a good faith effort to resolve such dispute. In the event the dispute cannot be resolved by agreement of the parties, said dispute shall be resolved by arbitration pursuant to RCW 7.04A, as amended, with both parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County, Washington. The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as additional award and judgment against the other. 16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other similar event or other provision of this Agreement. 17. Inteizration. This Agreement between the parties consists in its entirety of this document and any exhibits, schedules or attachments. Any modification of this Agreement or change order affecting this Agreement shall be in writing and signed by both parties. 18. Authorization. By signature below, each party warrants that they are authorized and empowered to execute this Agreement binding the City and the Consultant respectively. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above. CITY OF PASCO, WASHINGTON ATTEST: Debra C. Barham, City Clerk CONSULTANT JE,',in Knutson, P.E. — Principal Water Resources "Engineer Professional Services Agreement — Aspect Consulting, LLC. NPDES II GIS Data Compliance Services APPROVEV ASAO FORM: KerrWgk$gCaw, PLLC, City Attorney Agreement No. 22-023 Page 9 of 9 EXHIBIT A NPDES II COMPLIANCE SERVICES Scope of Work for the City of Pasco Aspect Consulting, LLC Prepared June 90, 2022 Background To meet the City of Pasco's NPDES II Permit requirements and support stormwater program needs related to Geographic Information System (GIS) data, Aspect Consulting, LLC (Aspect) is proposing the following scope of work. Phase 1 — Data Review and GIS Gap Analysis Task 1– Review and Assess GIS Data Structure Aspect GIS staff will review the existing structure and contents of the City's stormwater asset GIS data and assess compliance with the requirements of the 2019 NPDES Phase 11 Municipal Permit for Eastern Washington. Aspect GIS staff will also conduct up to three virtual workshop -meetings with key City staff to discuss program goals as they relate to stormwater data—and to the City's existing stormwater GIS workflows and business systems. Potential items to be considered in the review include, but are not limited to: • 2019 NPDES Phase II Municipal Permit for Eastern Washington stormwater mapping requirements (specifically to Section S5.13.1a). • GIS Database schema design that is easy to move to and as simple to maintain, based on program goals and permit requirements. • Data maintenance requirements, staffing, and schedule. • Field inspection and asset management useability. • Priority of needs related to gaps in information. • Other programmatic needs, such as source control, O&M, Underground Injection Control (UIC) facilities, any repair/replacement program, and other items as defined by the City during workshops. Aspect will present proposed recommendations ahead of preparation of memorandum. Aspect will then prepare a draft memorandum summarizing the data review and resulting recommendations, submit the memo for City review, review City comments on the memo, meet with the City to discuss comments, and prepare a final memorandum. Deliverables: Client briefing and presentation on proposed recommendations ahead of preparation of technical memorandum. Technical memorandum summarizing: o information reviewed o summary of existing challenges, opportunities o recommended changes to the database schema that would support improved access to information, asset management, integration of field inspections, and compliance with the 2019 NPDES Phase 11 Municipal Permit for Eastern Washington o proposed stormwater GIS data schema o recommended steps and approximate effort needed to migrate data to new schema o recommended steps and approximate effort needed to fill data gaps and improve stormwater network accuracy Assumptions: • City will provide GIS stormwater data. • City will provide access to supplemental stormwater data as needed, such as as-builts, plans, maps, drawings, CAD files as needed and when available. • Up to three one-hour teleconference planning workshops with up to two Aspect staff to discuss data status, programmatic challenges, and opportunities. • One round of consolidated review of draft GIS data schema and technical memorandum. Task 2 — Project Management Provide project management for the tasks listed above including scheduling and oversight of the various project activities; budget tracking; preparation of progress reports and invoices; and facilitating communication. Each invoice will include a progress report (at the top of the invoice) summarizing the task activities conducted during the invoice period, and the invoice will include a table summarizing the task and overall budgets. Deliverable: • Monthly invoices and progress reports. Assumptions: • The bulk of Phase 1 is complete within 4 months of receiving notice to proceed from the City. Phase 2 — GIS Migration This phase could include: (1) a review of GIS system connections to existing GIS data migration processes (eg. public webmaps, maintenance work order and inspection software) that rely on existing schema, (2) a brief outline advising on steps to take to simplify migration steps, and (3) support for execution of data migration into updated GIS data structure. Assumptions: Detailed scope of work and budget to be determined after Phase 1 is complete. Phase 3 — Data Cleanup Phase 3 will complete a comprehensive review of existing gaps in the accuracy of the stormwater GIS data and update the GIS data based on understanding of stormwater design, as-builts, imagery, map markups, and communication with public works staff. Aspect will then produce a document outlining areas where field verification is required to resolve gaps in information. Aspect will also consider and communicate suggestions around staffing needs and processes required to keep the new stormwater GIS data up-to-date. Assumptions: Detailed scope of work and budget to be determined after Phase 1 is complete. Phase 1 Budget Task Title Labor ODC Total Task 1 — Review and Assess GIS Data Structure $18,825 $18,825 Task 2 — Project Management $2,534 $2,534 Total Phase 1 Budget $21,359 $21,359 Payment will be on a time and materials basis not to exceed the established project budget without authorization from the City. Ap ect CONSULTING EXHIBIT B SCHEDULE OF CHARGES Unless otherwise stated in the proposal or services agreement, current rates are as follows Effective January 2022 PERSONNEL CHARGES: ENGINEERS, SCIENTISTS, AND ANALYSTS Hourly Rate Principals and Associates $224 Principal Scientist/Engineer/Analyst 2 $290 Principal Scientist/Engineer/Analyst 1 $275 Sr. Associate Scientist/Engineer/Analyst $254 Associate Scientist/Engineer/Analyst $238 Technical Professionals $153 Senior Scientist/Engineer/Analyst 3 $238 Senior Scientist/Engineer/Analyst 2 $224 Senior Scientist/Engineer/Analyst 1 $209 Project Scientist/Engineer/Analyst 3 $192 Project Scientist/Engineer/Analyst 2 $178 Project Scientist/Engineer/Analyst 1 $166 Staff Scientist/Engineer/Analyst 3 $153 Staff Scientist/Engineer/Analyst 2 $138 Staff Scientist/Engineer/Analyst 1 $128 PERSONNEL CHARGES: TECHNICAL AND PROJECT SUPPORT STAFF Field/Construction Staff Field/Construction Supervisor Field Technician 2 Field Technician 1 Design, CAD, and Graphics Staff Engineering Designer Sr. CAD Technician/Specialist CAD Technician Technical Editing and Project Operations Sr. Technical Editor Technical Editor / Project Coordinator 3 Project Coordinator 2 Project Coordinator 1 PERSONNEL CHARGES: TECHNOLOGY AND SOFTWARE DRVEILOP'M6 NT Sr. Technology Project Manager Technology Project Manager Senior Software/ Database Architect/Developer Software/Database Architect/Developer OTHER DISBURSEMENT CHARGES Hourly Rate $140 $114 $105 $166 $148 $130 $132 $120 $112 $105 Hourly Rate $246 $228 $234 $207 Legal Testimony (4 -hour minimum) $350/hr Mileage Federal Gov Rate Plus 15% Subcontractors and Miscellaneous Expenses Cost Plus 15% Other equipment, rentals, and expenses will be provided on a per job basis. Client acknowledges that Aspect will adjust the Schedule of Charges annually, and that the Agreement will remain valid for any and all annually adjusted Schedule of Charges.