HomeMy WebLinkAboutHLA Engineering and Land Surveying, Inc - Project Management Services - Consultant as Extension of Staff (Agreement # 19044)PROFESSIONAL SERVICES AGREEMENT
Project Management Services
Agreement No. 19044
THIS AGREEMENT is made and entered into between the City of Pasco, a Washington
Municipal Corporation, hereinafter referred to as "City", and HLA Engineering and Land
Surveyingb Inc., hereinafter referred to as "Consultant," on the I ) day of ~~· 9J'. ,2019.
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.
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 Wo rk d e tailed
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 /2020.
3. Compensation and Payment.
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
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 invo ices detailing work performed and expenses for which
reimbursement is sought. The City shall approve all invoices before payment is
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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.
D Hourly (Single Rate): $ _____ per hour plus actual expenses incurred
as provided under this Agreement, but not to exceed a total of
•
$ ______ without prior written authorization by the City; or
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 $150,000.00 without the prior written authorization by the City; or
Fixed Sum: A total of$ ; or --------
D Other: -------------------------
4. Reports 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
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.
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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. I 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
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
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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 ( I 0) 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.
8. Indemnification.
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8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers,
officials, agents, employees, and volunteers from any and all claims and causes of
action, including, but not limited to, actions of law or administrative proceedings
for all injuries to persons or damages to property, and all losses, damages, demands,
suits, judgments, including attorney fees, arising out of, or as a result of, or in
connection with the work performed under this Agreement, and caused or
occasioned in whole or in part by reason of errors, negligent acts or omissions of
the Consultant or its subcontractors in the performance of this Agreement, except
for injuries and damages caused by the sole negligence of the City, its officers,
employees, agents, and volunteers.
8.2 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
injuries or damages to property caused by or resulting from the concurrent
negligence of the Consultant, and the City, its officers, employees , agents and
volunteers, the Consultant's liability and obligation to defend hereunder shall only
be the proportionate extent of the Consultant's negligence.
8.3 It is further agreed that the indemnification provided herein constitutes the
Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely
for the purposes of this indemnification.
8.4 No liability shall attach to the City by reason of entering into this Agreement except
as expressly provided herein.
8.5 This indemnification shall include damages, penalties and attorney fees sustained
as a result of Consultant's delayed or failed performance of Section 6 above.
8.6 This waiver has been mutually negotiated by the parties, and the provisions of this
section shall survive the expiration or termination of this Agreement.
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.
9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types
described below:
9.1.1 Automobile Liability insurance covering all owned, non-owned, hired and
leased vehicles. Coverage shall be written on Insurance Services Office
(ISO) form CA 00 01 or a substitute form providing equivalent liability
coverage. If necessary, the policy shall be endorsed to provide contractual
liability coverage.
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9.1.2 Commercial General Liability insurance shall be written on ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations,
independent contractors and personal injury and advertising injury. The
City shall be named as an insured under the Consultant's Commercial
General Liability insurance policy with respect to the work performed for
the City.
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:
$1,000,000 each occurrence;
$2,000,000 general aggregate; or
$ ____ each occurrence; and $ ____ general aggregate
9.2.3 Professional Liability insurance shall be written with limits no less than:
C8J $ I ,000,000 per claim;
C8J $1,000,000 policy aggregate limit; or
D $ ____ per claim; and $ ____ per policy aggregate limit
9.3 Other Insurance Provisions. The insurance policies are to contain, or be endorsed
to contain, the following provisions for Automobile Liability, Professional
Liability, and Commercial General Liability insurance:
9.4
9 .3.1 The Consultant's insurance coverage shall be primary insurance as respects
the City. Any insurance, self-insurance, or insurance pool coverage
maintained by the City shall be excess of the Consultant's insurance and
shall not contribute with it.
9.3 .2 The Consultant 's insurance shall be endorsed to state that coverage shall not
be cancelled by either party, except after thirty (30) days prior written notice
by certified mail, return receipt requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A:VII.
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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 Consultant before commencement of the work.
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 Subcontracting.
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
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.
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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.
15.
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 partie s below.
14.3 The Project Administrator for the purpose of this Agreement shall be:
14.3.1 For the City: Steve M. Worley, P.E, or his/her designee
Public Works Director
525 North 3 rd
PO Box 293
Pasco WA 99301
WorleyS@pasco-wa.gov (e-mail address)
14.3.2 For the Consultant: Michael T. Battle, P .E., or his/her des ignee
President
Dispute Resolution.
2803 River Road
Yakima, WA 98902
mbattle@hlacivil.com (e-mail address)
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.
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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. Integration. 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
APPROVED AS TO FORM:
CONSULTANT
~{.~~
Michael T. Ba~sident
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SCOPE OF WORK
FOR
HLA ENGINEERING AND LAND SURVEYING, INC (HLA)
Project Description:
Project Management Services
EXHIBIT A
The City of Pasco (City) requests HLA assistance with management of various City projects on a part-time
basis.
Scope of Services:
The City requests HLA to provide general project management services, operating as an extension of
staff. This work will include leading and tracking assigned City projects including budgets and schedules,
performing review of engineering plans, specifications, opinions of costs, and coordinating with project
design teams, including outside consultants, and reporting to City Engineer and staff.
Assumptions:
1. HLA will provide up to twenty (20) hours per week of project management services on an as-
requested basis.
2. Service will be provided primarily from HLA offices, and secondarily from Pasco City Hall.
3. HLA will be resident to Pasco City Hall up to one (1) day per week.
4. Of the twenty (20) hours, HLA will send up to three (3) hours per week'travel ing to and from
Pasco City Hall.
5. Deliverables and work efforts will be in collaboration with City staff.
6. City will provide office space, internet connection, and access to City server as required.
7. HLA will provide a laptop, vehicle, and cell phone.
Time of Performance:
This PSA will be in effect through 12/31/2020 following approval, and that project management
services will be conducted for various projects, as directed by the City.
Fee for Services:
All work shall be performed on a time-spent basis at the normal billing rates provided by HLA (Exhibit B)
plus reimbursement for direct non -salary expenses such as travel, with a maximum amount of
$150 ,000.00. This maximum may be revised only by written agreement of both parties. A work hour
breakdown shall be provided for each invoice submitted for payment.
SCHEDULE OF RATES
FOR
EXHIBIT B
HLA ENGINEERING AND LAND SURVEYING, INC.
Effective January 1, 2019, through December 31, 2019
Senior Principal E ngineer
Licensed Principal Land Surveyor
Licensed Principal Engineer
Licensed Professional Engineer
Other Licensed Professional
Licensed Professional Land Surveyor
Project Engineer
Senior Planner
Contract Administrator
CAD Technician
Resident Engineer/Inspector
Senior Engineering Technician
Surveyor
Surveyor on Two Man Crew
Surveyor on Three Man Crew
Engineering Technician
Word Processing Technician
Vehicle Mileage
$208.00 per hour
$201.00 per hour
$187 .00 per hour
$170.00 per hour
$170 .00 per hour
$ I 55.00 per hour
$140.00 per hour
$128.00 per hour
$128 .00 per hour
$123.00 per hour
$116.00 per hour
$1 16.00 per hour
$116.00 per hour
$ I I 0.00 per hour
$98.00 per hour
$81 .00 per hour
$81 .00 per hour
Federal Rate
SCHEDULE OF RATES
FOR
HLA ENGINEERING AND LAND SURVEYING, INC.
Effective January 1, 2020, through December 31, 2020
Senior Principal Engineer
Licensed Principal Land Surveyor
Licensed Principal Engineer
Licensed Professional Engineer
Other Licensed Professional
Licensed Professional Land Surveyor
Project Engineer
Senior Planner
Contract Administrator
CAD Technician
Resident Engineer/Inspector
Senior Engineering Technician
Surveyor
Surveyor on Two Man Crew
Surveyor on Three Man Crew
Engineering Technician
Word Processing Technician
Vehicle Mileage
$2 I 5.00 per hour
$207.00 per hour
$193.00 per hour
$175.00 per hour
$175.00 per hour
$160.00 per hour
$145.00 per hour
$132.00 per hour
$132.00 per hour
$127.00 per hour
$119.00 per hour
$119.00 per hour
$119.00 per hour
$113 .00 per hour
$101.00 per hour
$84.00 per hour
$84.00 per hour
Federal Rate
CITY OF PASCO
INFORMATIONAL COVER SHEET FOR
DOCUMENTS REQUIRING CITY MANAGER SIGNATURE
(P rint on Blu e Paper when comp leted.)
Project Name: Project Management Services
Vendor Name: HLA Engineering and Land Surveying
Contract Number: 19044 ----'-"--"----'----'-----
Amount seeking approval for: $150,000
DIVISION:
Date: 9 /3 /2019
G /L Account#: 367.90.650-56.6514
CONTRACT OVER 100,000 ~
D Administration ~ Engineering D Operations D Sewer D Water D Irrigation D Treatment Plants O Reuse D Other
AGREEMENT TOPIC & BACKGROUND: PSA -Project Management Services (via MRSC Consultant Roster)
HLA will provide general project management services, operating as an extension of City staff. This work will
include leading and tracking assigned City projects including budgets and schedules, performing review of
engineering plans, specifications, opinions of cost, and coordinating with project design teams, including
outside consultants, and reporting to City Engineer and Staff.
CONTRACT SELECTION PROCESS:
~ Consultant Roster O RFQ D Fo rmal Bid D Small W orks Roster D Negotiated D N/A or Other ____ _
BUDGET/FINANCIAL IMPACTS:
Revenues:
XXX Grant
City Match
City Funds --100
Total Funds Available
$
$
$150,000
$150,000
CONTRACT EXPIRATION DATE: 12/31 /2020
0 Council acti on needed for future renewal
~er
D Co ntract language D I nsuran ce coverage reviewed
D Performa nce & pay m ent bond app roval
ATTACHMENTS :
-Three (3) Original Parti ally Ex ecuted PSA's
Copy of Memo for Selection Process
MRSC Consultant Roster Results
Expenditures:
Preliminary Engineering (PE)
Right-of-Way (RW)
Construction (CN)
Total Est. Expenditures
$150 ,000
$
$
$150,000
INSURANCE EXPIRATION DATE: 10/1/2019
Date
D Funding so urce approval
DOCUMENT DISTRIBUTION AFTER SIGNED :
• Original to City Clerk with cop y of b lue sheet
• Original to vendor
• Copy to Public Works Depart m ent
• Copy to Finance Department