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HomeMy WebLinkAbout07 - On-Call Survey ServicesCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 7 May 08, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Michael J. Sinacod, P.E. 949 - 644 -3342 msinacod@cfty.newport-beach.ca.us SUBJECT: SURVEY ON -CALL SERVICES - APPROVAL OF AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENTS WITH COAST SURVEY AND ADVANCED SURVEY CONCEPTS AND APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH BUSH AND ASSOCIATES RECOMMENDATIONS: Approve Amendment No. 1 to Professional Services Agreement with Coast Survey, Inc. and Amendment No. 1 to Professional Services Agreement with Advanced Survey Concepts for on -call survey services and authorize the Mayor and City Clerk to execute the Amendments. 2. Approve a Professional Services Agreement with Bush and Associates for on -call survey services and authorize the Mayor and City Clerk to execute the Agreement. DISCUSSION: On June 28, 2005, the City Council approved Professional Services Agreements with Coast Surveying (Coast), Advanced Survey Concepts (ASC), and Walden and Associates (Walden) to provide as needed on -call survey services. On -call agreements allow staff to retain specialized services that are regularly required for many construction projects at fees that are set for a two year period of time. Over the last two years, these on -call agreements have proven to be very effective and efficient. Coast and ASC have performed survey services for about twelve (12) projects for the City over the past two years. Walden has performed a few projects but response times have been slow due to the firm's other demands. For that reason, staff is recommending the approval of a Professional Services Agreement with Bush and Associates (Bush). Survey On -Call Services - Approval of Professional Services Agreements May 08, 2007 Page 2 The proposed Fiscal Year 2007/08 CIP has over 100 projects estimated at $37 million. Survey services typically cost under $10,000 to produce survey base mapping or perform construction staking. Many projects will require survey services. Staff recommends approval of the attached amendments to extend the agreements with Coast and ASC, which are set to expire on June 30, 2007, and authorization of a new contract with Bush and Associates. Both Coast and ASC have provided exceptional service on numerous projects. Rates included in the agreements are competitive and in line with industry standards. Bush also has performed well previously under contract with the City and as the designated subcontractor to design firms on larger projects. Funding Availability: Funds for these services are available in each of the specific project accounts within the City Council approved Capital Improvement Programs. Environmental Review: Environmental clearances will be completed for each Capital Improvement Project. Submitted by: Badum s Director Attachment: Amendment No. 1 with Coast Surveying Amendment No. 1 with ASC Professional Services Agreement with Bush and Associates AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH COAST SURVEYING, INC. FOR ON -CALL SURVEYING SERVICES THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered into this day of , 2007, by and between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City") and COAST SURVEYING, INC. a California corporation whose address is 15031 Parkway Loop, Suite B, Tustin, CA 92780 -6527 ( "Consultant'), and is made with reference to the following: RECITALS A. On August 15t ", 2005, CITY and CONSULTANT entered into a On -Call Professional Services Agreement, hereinafter referred to as "Agreement", for Surveying Services to assist the City in executing its Capital Improvement Program. This Agreement is scheduled to expire on June 30th, 2007. B. City desires to enter into this Amendment No. 1 to extend the term of the Agreement to June 30"', 2009. C. City and Consultant mutually desire to amend Agreement, hereinafter referred to as "Amendment No. 1", as provided here below. NOW, THEREFORE, the parties hereto agree as follows: 1. Consultant shall perform various surveying services pursuant to this Amendment .No. 1 and according to the Request to Extend On -Call Services Agreement dated April 25, 2007, attached hereto as Exhibit A. 2. Compenstaiton to the Consultant for services performed pursuant to this Amendment No. 1 for all work performed from July 2, 2007, to June 30, 2009, including all reimburseable items and subconsultant fees, shall be based on the attached Schedule of Billing Rates (Exhibit B). 3. The term of the Agreement shall be extended to June 30, 2009. 4. Except as expressly modified herein, all other provisions, terms, and covenants set forth in Agreement shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the date first above written. APPROVED AS TO FORM: By: 04. C' A G,— Aaron C. Harp, Assistant City Attorney for the City of Newport Beach ATTEST: 0 LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH A Municipal Corporation Mayor for the City of Newport Beach COAST SURVEYING, INC.: Ruel del Castillo, PLS Title: President Print Name: By: (Financial Officer) Print Name: Attachment: Exhibit A — Request to Extend On -Call Services Agreement Exhibit B — Shedule of Billing Rates f: luserslpbwtsharedlagreementslfy 07 -Mon -call services\Coast Amendment.doc COAST SURVEYING, INC. 15031 PARKWAY LOOP. SUITE B. TUSTIN, CA 92780 -6527 (714) 918 -6266 FAX (714) 918 -6277 www.coastsurvey.com April 25, 2007 City of Newport Beach EXHIBIT A 3300 Newport Boulevard Newport Beach, CA 92658 Attention: Michael Sinacori, P.E. Re: On -Call Surveying Services Dear Mr. Sinacori: INTRODUCTION Coast Surveying, Inc. welcomes the opportunity to submit our proposal to provide On -Call Surveying Services to the City of Newport Beach. Coast Surveying, Inc. has been exclusively a surveying and mapping firm since its inception in August 1981 and remains so today with 100% of our business being surveying and mapping. As a result of our emphasis on surveying and mapping, we are better equipped and better trained than most firms offering those services. With our top of the line equipment, trained personnel and principals and key employees having many years of both field and office surveying experience, our firm is ideally suited to provide services on a wide variety of projects. Our business operational strategy of pubic agency focus has enabled us to work successfully with numerous public agencies on various type projects throughout southern California. We have developed an excellent working relationship with staff from the agencies that we work with. Our philosophy is based upon client satisfaction with a public agency focus. Coast Surveying, Inc. is also a Small, Disadvantaged Business Enterprise. We believe this team to be exceptional in its experience and capability. We have all of the necessary resources and expertise to complete this project, to City of Newport Beach standards; on time and within budget. COMPANY PROFILE Coast Surveying, Inc., a California Corporation, was founded in 1981 and has over twenty-six years of surveying, mapping and right of way engineering experience working on projects in southern California for such governmental agencies as: Caltrans - Districts 5, 6, 7, 8, 9, 11 and 12; OCTA; TCA; RCTC; LACMTA; SCRRA; SBCAG; CPTC; counties of Orange and Los Angeles; numerous cities throughout the area including the City of Newport Beach; U.S. Army Corps of Engineers; U.S. Navy; FAA; Port of Long Beach; Port of Los Angeles; San Diego Unified Port District; as well as numerous private engineering companies. COAST SURVEYING, INC. 15031 PARKWAY LOOP, SUITE B. TUSTIN. CA 92780 - 6527 (714) 918-6266 FAX(714)918-6277 www.coastsurvey.com About 95% of our work is for governmental agencies, including: federal, state, local, transportation authorities, special districts, and water districts. Coast Surveying, Inc. is a Certified DBE firm and is a financially stable firm with 18 employees currently. Recently, we have been providing various types of surveying services to the City of Newport Beach, including design surveys, photo control, aerial mapping, construction staking, centerline surveys, Comer Records, and Record of Survey. We currently have an on -call contract with the City of Garden Grove to perform survey services, a contract with the Los Angeles County Metropolitan Transportation Authority, a contract with the County of Orange to provide map checking services, a contract with the County of San Bernardino to provide survey services, and an on -call right. of way mapping contract with the County of Los Angeles, Department of Public Works. We are currently checking legal descriptions for the City of Tustin and have been performing design surveys and map checking for the City of Seal Beach through W.G. Zimmerman Engineering. As a subconsultant, we have been providing design surveys, aerial mapping, construction staking and /or right of way services for the Cities of Newport Beach, Costa Mesa, Irvine, Orange, Santa Ana, Anaheim, Brea, Seal Beach, San Juan Capistrano, Laguna Beach and San Clemente. Also as a subconsultant, we have been providing design surveys, aerial mapping, construction staking and /or right of way services for the Cities of Los Angeles, Santa Monica, Rancho Palos Verdes, Lakewood, Walnut, Pomona, Burbank, Lawndale, Torrance, San Gabriel, Glendale, Santa Clarita, Thousand Oaks, Oxnard, Camarillo, Corona, Lake Elsinore, Rancho Cucamonga, Lancaster, Fontana, Palm Desert and San Diego, along with the Counties of Orange, Los Angeles and San Diego as well as providing bridge design surveys for Caltrans District 7 and Caltrans Headquarters Structures. DESCRIPTION OF SERVICES PROVIDED Design Surveys for Various Public Works Projects Photo Control and Aerial Photogrammetric Mapping Topographic Surveys and Boundary Surveys Centerline Surveys and Centerline Ties Comer Records and Records of Survey Preparing /Reviewing Legal Descriptions and Sketches Preparing /Reviewing Subdivision Maps — Tentative & Final Construction Staking for Various Public Works Projects COAST SURVEYING, INC. 15031 PARKWAY LOOP, SUITE B. TUSTIN, CA 92780.6527 (7_14)_918 -6266 FAX(714)918-6277 EXHIBIT B CITY OF NEWPORT BEACH ON -CALL SURVEYING SERVICES SCHEDULE OF HOURLY RATES JULY 1, 2007 to JUNE 30, 2009 Project Management $145.00 Project Surveyor 123.00 Survey Technician 97.00 Clerical and Delivery Service 56.00 2 Person Survey Party w /Equipment 220.00 3 Person Survey Party w /Equipment 286.00 - GPS Receivers (minimum of three) $100.00 /day /receiver Monuments, prints, photocopies, research materials, and other incidental or special supplies. AT COST AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH ADVANCED SURVEY CONCEPTS, INC. FOR ON -CALL SURVEYING SERVICES THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered into this day of , 2007, by and between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City") and ADVANCED SURVEY CONCEPTS, INC. a California corporation whose address is 31 Sundown Drive, Trabuco Canyon, CA 92679 ( "Consultant "), and is made with reference to the following: RECITALS A. On August 24"', 2005, CITY and CONSULTANT entered into a On -Call Professional Services Agreement, hereinafter referred to as "Agreement ", for Surveying Services to assist the City in executing its Capital Improvement Program. This Agreement is scheduled to expire on June 30th, 2007. B. City desires to enter into this Amendment No. 1 to extend the term of the Agreement to June 30', 2009. C. City and Consultant mutually desire to amend Agreement, hereinafter referred to as "Amendment No. 1 ", as provided here below. NOW, THEREFORE, the parties hereto agree as follows: 1. Consultant shall perform various surveying services pursuant to this Amendment No. 1 and according to the Request to Extend On -Call Services Agreement dated April 25, 2007, attached hereto as Exhibit A. 2. Compenstaiton to the Consultant for services performed pursuant to this Amendment No. 1 for all work performed from July 2, 2007, to June 30, 2009, including all reimburseable items and subconsultant fees, shall be based on the attached Schedule of Billing Rates (Exhibit B). 3. The term of the Agreement shall be extended to June 30, 2009. 4. Except as expressly modified herein, all other provisions, terms, and covenants set forth in Agreement shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the date first above written. APPROVED AS TO FORM: Aaron C. Harp, Assistant City Attorney for the City of Newport Beach ATTEST: am LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH A Municipal Corporation By: Mayor for the City of Newport Beach COAST SURVEYING, INC.: By: Lary E. Barnes Title: President Print Name: By: (Financial Officer) Print Name: Attachment: Exhibit A — Request to Extend On -Call Services Agreement Exhibit B — Shedule of Billing Rates f:\users\pbw\shared\agreements \fy 07-Mon-call servicesWvanced Survey Amendmentdoc EXHIBIT A ASC Advanced Survey Concepts, Inc. Boundary - Mapping - Construction Staking Larry K Barnes President Califnmia P.L.S. 7766 Arizona R.1.3 36161 April 25, 2007 Michael 1. Sinacori City of Newport Beach 3300 Newport Boulevard Newport Beach, California 92658 SUBJECT: Request for Extentiou of Contract and Rate Change Dear Mike, ASC would like to extend their annual contract for two years. ASC has attached a rate schedule, list of our staff, and resumes. ASC prefers a 48 hour advanced notice for a survey crew, however ASC can work with City of Newport Beach and respond the next day to any high priority requests you may have. Should you have any questions or need additional information, please contact us at 949 - 916 -2770. Sincerely, LEB:Jy • 2j o1 / °��ye�y E 6q•P Date Ira No. 7765 x x ASC- survey com 31 Sundown Drive Trabuco Canyon, CA 92679 949- 916 -2770 ♦ 949 - 916- 8010(fax) C . EXHIBIT B HOURLY RATE SCHEDULE Effective July 1, 2007 through December 31, 2007 OFFICE PERSONNEL FEE Principal - Licensed Land Surveyor Survey CALUS /CAD Operator Specification Typist $ 120.00 $ 85.00 $ 35.00 FIELD PERSONNEL FEE- 2 Person Survey Crew 2 Person Survey Crew - Overtime $ 185.00 $ 277.50 • ASC reserves the right to provide a 1 (one) man robotic Survey crew in lieu of a 2 (two) man Survey crew when applicable. • Survey Crew hours are from 6:30 a.m. to 3:00 pm. Monday through Friday unless Requested or required by Project. • All Survey requests will be subject to a (4) four hours minimum cost. TItAVELRELATED FEE 2 Person Survey Crew— Travel Time $ 100.00 Perdiem Per Day Person $ 60.00 Mileage Per mile $ 0.34 • These costs will not apply unless approved prior to approval of contract Travel time will be charged ONLY when traveling back to office and after 8 hour of field surveying. • All billable time is Portal to Portal (Office to Office) Non - contract survey services with prior authotition by client will be billed at a time and material rate, and will be a minimum of (4) four hours per request. NOTE: Blueprinting, reproduction, computer platting, messenger service and other direct expenses will be charged at cost plus 10 %. No additional charges for mileage, supplies, or telephone expenses will be included. 31 Sundown Drive ♦ Trabuco Canyon, CA 92679 ♦ Tel: (949) 916 -2770 Fax: (949) 916 -8010 PROFESSIONAL SERVICES AGREEMENT WITH BUSH AND ASSOCIATES FOR ON -CALL CIVIL SURVEY SERVICES THIS AGREEMENT is made and entered into as of this day of , 200_, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City"), and BUSH AND ASSOCIATES, a California corporation , whose address is 18017 Sky Park Circle, Suite Q, Irvine, California 92614 -6520 ( "Consultant "), and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of Califomia and the Charter of City. B. City has a need for on -call assistance for Civil Survey Services related to the proposed Fiscal Year 07108 and 08109 Capital Improvement Programs. C. City desires to engage Consultant to perform on -call Civil Survey Services throughout the City on an as need basis ( "Project"). D. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. E. The principal member of Consultant for purposes of this Agreement shall be David A. Bush, LS.. F. City has solicited and received a Statement of Qualification from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned Parties as follows: 1. TERM The term of this Agreement shall commence on the above written date, and shall terminate on the 30th day of June, 2009, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall provide "On -Call" Civil Survey Services as described in the Statement of Qualifications attached as Exhibit "A." Upon verbal or written request from the Project Administrator, Consultant shall provide a letter proposal for services requested by the City (hereinafter referred to as the "Letter Proposal "). The Letter Proposal shall include the following: A. A detailed description of the services to be provided; B. The position of each person to be assigned to perform the services, and the name of the individuals to be assigned, if available; C. The estimated number of hours and cost to complete the services; and D. The time needed to finish the specific project. No services shall be provided until the Project Administrator has provided written acceptance of the Letter Proposal. Once authorized to proceed, Consultant shall diligently perform the duties in the approved Letter Proposal. 3. TIME OF PERFORMANCE Time is of the essence in the performance of services under this Agreement and the services shall be performed to completion_ in a diligent and timely manner. The failure by Consultant to perform the services in a diligent and timely manner may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultants reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by telephone, fax, hand - delivery or mail. A. COMPENSATION TO CONSULTANT City shall pay Consultant for the services on a time and expense not -to- exceed basis, in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit "B" and incorporated herein by reference. 2 No rate changes shall be made during the term of this Agreement without the prior written approval of the City. Consultant's compensation for services performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed the fees identified in the Letter Proposal, as approved by the Project Administrator. Any Letter Proposal that sets forth fees in excess of Thirty Thousand Dollars and No Cents ($30,000.00) shall require a separate Professional Service Agreement approved by per Council Policy F -14. 4.1 Consultant shall submit monthly invoices to City describing the work performed the preceding month. Consultant's bills shall include the name of the person and /or classification of employee who performed the work, a brief description of the services performed and /or the specific task in the letter proposal to which it relates, the date the services were performed, the number of hours spent on all work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff. 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in the Letter Proposal. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services that Consultant agrees to - render pursuant to this Agreement and the Letter Proposal, which have been approved in advance by City and awarded in accordance with this Agreement. B. Approved reproduction charges. C. Actual costs and/or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Letter Proposal and which the parties did not reasonably anticipate would be necessary. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates set forth in Exhibit B. 3 5. PROJECT MANAGER \ Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated David A. Bush, LS to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Public Works Department. City Engineer or their Designee shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his/her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this Agreement, City agrees to, where applicable: A. Provide access to, and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide usable life of facilities criteria and information with regards to new facilities or facilities to be rehabilitated. 8. STANDARD OF CARE 8.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. By 11 delivery of completed work, Consultant certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care. 8.2 Consultant represents and warrants to City that it has or shall obtain all licenses, permits, qualifications, insurance and approvals of whatsoever nature that are legally required of Consultant to practice its profession. Consultant further represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any and all licenses, permits, insurance and other approvals that are legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 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, contractors, or governmental agencies. 9. HOLD HARMLESS To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers and employees (collectively, the "Indemnified Parties) from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or indirectly) to the negligence, recklessness, or willful misconduct of the Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them. Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the active negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 5 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator and /or his/her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of work. Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and in a form satisfactory to City. . A. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Insurance certificates must be approved by 6 City's Risk Manager prior to commencement of performance or issuance of any permit. Current certification of insurance shall be kept on file with City's at all times during the term of this Agreement. B. Signature. A person authorized by the insurer to bind coverage on its behalf shall sign certification of all required policies. C. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. D. Coverage Requirements. 1. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employers Liability Insurance for his or her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non - renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days (10 calendar days written notice of non- payment of premium) prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. 2. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, contractual liability. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under. this Agreement, or the general aggregate limit shall be at least twice the required occurrence limit. 3. Automobile Liability Coverage. Consultant shall maintain automobile insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for 7 any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit for each occurrence. 4. Professional Errors and Omissions Insurance. Consultant shall maintain professional errors and omissions insurance, which covers the services to be performed in connection with this Agreement in the minimum amount of one million dollars ($1,000,000). E. Endorsements. Each general liability and automobile liability insurance policy shall be endorsed with the following specific language: 1. The City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant. 2. This policy shall be considered primary insurance as respects to City, its elected or appointed officers, officials, employees, agents and volunteers as respects to all claims, losses, or liability arising directly or indirectly from the Consultant's operations or services provided to City. Any insurance maintained by City, including any self- insured retention City may have, shall be considered excess insurance only and not contributory with the insurance provided hereunder. 3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. 4. The insurer waives all rights of subrogation against City, its elected or appointed officers, officials, employees, agents and volunteers. 5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. 6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits, by either party except after thirty (30) calendar days (10 calendar days written notice of non - payment of premium) written notice has been received by City. 8 F. Tlmely Notice of Claims. . Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of or resulting from Consultant's performance under this Agreement. G. Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or .syndicate member or cotenant if Consultant is a partnership or joint- venture. or syndicate or cotenancy, which shall result in changing the control of Consultant. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint - venture. 16. SUBCONTRACTING The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written consent of City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of City. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents "), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other parry. Consultant shall, at Consultant's expense, provide such Documents to City upon written request. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed documents for other projects and any use of incomplete documents without specific written authorization from Consultant. will be at City's sole risk and without liability to 9 Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 18. COMPUTER DELIVERABLES CADD data delivered to City shall include the professional stamp of the engineer or architect in charge of or responsible for the work. City agrees that Consultant shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the modification or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of accuracy or readability of CADD data due to inappropriate storage conditions or duration; or (c) any use by City, or anyone authorized by City, of CADD data for additions to this Project, for the completion of this Project by others, or for any other Project, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. All original drawings shall be submitted to City in the version of AutoCAD used by City in ".dwg" file format on a CD, and should comply with the City's digital submission requirements for Improvement Plans. The City will provide AutoCAD file of City Title Sheets. All written documents shall be transmitted to City in the City's latest adopted version of Microsoft Word and Excel. 19. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the services in this Agreement, shall be kept confidential unless City authorizes the release of information. 22. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 10 23. WITHHOLDINGS City may withhold payment of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his designee with respect to such disputed sums. Consultant shall be 'entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 24. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional design, construction and /or restoration expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under any other sections of this Agreement. 25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 26. CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. if subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 27. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first -class mail, addressed as 11 hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: City Engineer Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA, 92658 -8915 Phone: 949 - 644 -3311 Fax: 949 - 644 -3318 All notices, demands, requests or approvals from City to .Consultant shall be addressed to Consultant at: David A. Bush, LS Bush and Associates 18017 Sky Park Circle, Suite Q Irvine, CA 92614 -6520 Phone: (949) 752 -1888 Fax: (949) 752 -1895 28. TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar _ days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provision, City shall have the right, at Its sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days' prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 29. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. 12 In addition, all work prepared. by Consultant shall conform to applicable City, county, state and federal laws, regulations and permit requirements and be subject to approval of the Project Administrator and City. 30. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 31. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the Parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 32. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 33. AMENDMENTS This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 34. 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. 35. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 36. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 13 37. EQUAL OPPORTUNITY EMPLOYMENT Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: By: X 4'A' C 11 Aaron C. arp, Assistant City Attorney for the City of Newport Beach ATTEST: am LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH A Municipal Corporation M Mayor for the City of Newport Beach BUSH AND ASSOCIATES: in David A. Bush, LS., President Title: President Print Name: in (Financial Officer) Title: Print Name: Attachments: Exhibit A — Statement of Qualifications Exhibit B — Schedule of Billing Rates f :VuserslpbwlsharetlWgreements\fy 07-Mon-call servicestush & associates- survey.doc 14 EXHIBIT A Bush & Associates Inc. Land Surveyors April 20, 2007 City of Newport Beach ATTN: Michael J. Sinacori Public Works Department 3300 Newport Blvd. Newport Beach, CA 92659 Statement of Oualifications for On -Call Survev Engineering Services Bush & Associates, Inc. is pleased to submit this proposal to provide on -call survey engineering services in response to your request. We are a general land surveying firm providing services to both public and private sector clientele with an emphasis on water and wastewater projects. We were established in 1983 and have recent experience in pipeline, reservoir and wastewater reclamation projects. Our numerous continuing clients include Santa Margarita Water District, El Toro Water District, City of Dana. Point, Black and Veatch Corporation, Camp Dresser & McKee, HDR Engineering, DGA Consultants, Midway City Sanitary District, DBE Psomas and Boyle Engineering Corporation among others. We also provide on -call survey engineering services for Orange County Sanitation District, Orange County Water District, Irvine Ranch Water District, South Coast Water District and Long Beach Water Department. . As you know, Bush & Associates, Inc. has been providing survey engineering services for the City of Newport Beach (City) since 1994. In that time we have successfully completed over 30 different design survey and construction survey projects for the City including Buck Gully Sewer Replacement, Irvine Ave. 12" Water Main Improvement and Balboa Island Utility Mapping. We understand that periodically surveying projects are needed to be done for the City. The scope of work of these various projects in unknown at this time, however we agree to provide survey engineering services, as directed by City staff, at the hourly rates shown on the attached fee schedule. 18017 Sky Park Circle • Suite Q • Irvine, California 92614 -6520 • (949) 752 -1888 City of Newport Beach April 20, 2007 Page Two We adhere to a high standard of services and attention to details. This has brought Bush and Associates, Inc. respect and success throughout the surveying industry. Our mapping data is supplied to our clients in a range of different media including hand drafting, computer plots and Autocad drawing files. Our field crews utilize the latest in surveying equipment including total stations and two -way radios which allow us to respond to emergency situations rapidly. David A. Bush, California Licensed Land Surveyor, will provide direct supervision of the survey crew and will attend meetings and provide surveying services as directed. Our survey crews are paid the current prevailing wage rates and have insurance coverage that meets or exceeds the minimum City coverages. If you have any questions, or I can be of any further assistance, please call. BUSH & ASSOCIATES, INC. David A. Bush, LS President Attachments: Exhibit A — Description of Services Organization Flow Chart Resume' Public Agency Project List References Exhibit B - Fee Schedule Z:Anvlegriusdwq- b.dot Bush & Associates, Inc. Exhibit A Description of Services Provided We provide the following survey engineering services: Control surveys — Establish a network of horizontal and vertical points that serve as a reference for other surveys, for example, reservoir monitor surveys. Topographic surveys — Determine the location and elevation of natural and artificial culture for mapping. This includes creating maps from data collected by a survey field crew or aerial mapping. We create maps using assumed coordinates and California Coordinates and any elevation datum specified by the City. The final product is an Autocad drawing file showing contours, spot elevations and culture. • Boundary surveys —, Establish or re- establish property lines and property comers. This may include tieing out and replacing destroyed monuments during construction and filing pre - construction and post - construction corner records with the Orange County Surveyor's Office. • Construction surveys — Provide line and grade stakes for construction projects. • As- constructed surveys — Document with coordinates and elevations the final location and layout of engineering works. The final product is typically an Autocad drawing file showing all data collected. • Legal descriptions — Prepare and review legal descriptions for easement documents. • Utility markings —Assist the City with marking utilities from record drawings. Advance Notice Requirements - We can provide services to the City on a 24 hour notice in advance of need. Bush & Rssociates Inc. Land Surveyors BUSH & ASSOCIATES INC. 2007 FEE SCHEDULE 2 -Party Survey Crew W /Equipment $164.00/HR 3 -Party Survey Crew W /Equipment $204.00/HR Licensed Land Surveyor $102.00/HR Survey Technician $ 84.00/HR Draftsperson $ 78.00/HR Prints, Photocopies, Etc..... Cost + 10% 18017 Sky Park Circle • Suite Q • Irvine, California 92614 -6520 • (949) 752 -1888