HomeMy WebLinkAboutC-19141. PARTIES AND DATE.
This Agreement is made and entered into this 7th day of (er bo° , 2002 by
and between the City of Arcadia, a municipal organization organized under the laws of the State
of California with its principal place of business at 240 West Huntington Drive, Arcadia,
California 91066 -6021 ( "City ") and RBF Consulting, a California Corporation with its principal
place of business at 14725 Alton Parkway, Irvine, CA 92618 -2027 ( "Consultant "). City and
Consultant are sometimes individually referred to as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this
Agreement. Consultant represents that it is experienced in providing Engineering Services to
public clients, is licensed in the State of California, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such services for the Installation of Three (3)
Pressure Reducing Stations ( "Project ") as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to
the City all labor, materials, tools, equipment, services, and incidental and customary work
necessary to fully and adequately supply professional engineering services necessary for the
Project ( "Services "). The Services are more particularly described in Exhibit "A" attached
hereto and incorporated herein by reference. All Services shall be subject to, and performed in
accordance with, this Agreement, the exhibits attached hereto and incorporated herein by
reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from date of execution to
June 30, 2003, unless earlier terminated as provided herein. Consultant shall complete the
Services within the term of this Agreement, and shall meet any other established schedules and
deadlines.
3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates, Contractor. The
Services shall be performed by Consultant or under its supervision. Consultant will determine
the means, methods and details of performing the Services subject to the requirements of this
Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Consultant retains the right to perform similar or different services for others during the term of
this Agreement. Any additional personnel performing the Services under this Agreement on
behalf of Consultant shall also not be employees of City and shall at all times be under
Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other
amounts due such personnel in connection with their performance of Services under this
Agreement and as required by law. Consultant shall be responsible for all reports and
obligations respecting such additional personnel, including, but not limited to: social security
taxes, income tax withholding, unemployment insurance, disability insurance, and workers'
compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Consultant represents that it has the professional and technical personnel required to perform the
Services in conformance with such conditions. In order to facilitate Consultant's conformance
with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon
request of City, Consultant shall provide a more detailed schedule of anticipated performance to
meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the approval of City, which shall not be unreasonably withheld.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement. Should
one or more of such personnel become unavailable, Consultant may substitute other personnel of
at least equal competence upon written approval of City. In the event that City and Consultant
cannot agree as to the substitution of key personnel, City shall be entitled to terminate this
Agreement for cause. As discussed below, any personnel who fail or refuse to perform the
Services in a manner acceptable to the City, or who are determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a
threat to the safety of persons or property, shall be promptly removed from the Project by the
Consultant at the request of the City. The key persomnel for performance of this Agreement are
as follows: Michael Moore, Project Manager.
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3.2.5 City's Representative. The City hereby designates Pat Malloy, Public
Works Services Director, or his or her designee, to act as its representative for the performance
of this Agreement ( "City's Representative "). City's Representative shall have the power to act
on behalf of the City for all purposes under this Contract. Consultant shall not accept direction
or orders from any person other than the City's Representative or his or her designee.
3.2.6 Consultant's Representative. Consultant hereby designates Michael
Moore, Project Manager, or his or her designee, to act as its representative for the performance
of this Agreement ( "Consultant's Representative "). Consultant's Representative shall have full
authority to represent and act on behalf of the Consultant for all purposes under this Agreement.
The Consultant's Representative shall supervise and direct the Services, using his best skill and
attention, and shall be responsible for all means, methods, techniques, sequences and procedures
and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City
staff in the performance of Services and shall be available to City's staff, consultants and other
staff at all reasonable times.
3.2.8 Standard of Care, Performance of Employees. Consultant shall perform
all Services under this Agreement in a skillful and competent manner, consistent with the
standards generally recognized as being employed by professionals in the same discipline in the
State of California. Consultant represents and maintains that it is skilled in the professional
calling necessary to perform the Services. Consultant warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the Services assigned to
them. Finally, Consultant represents that it, its employees and subcontractors have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to perform the
Services, including a City Business License, and that such licenses and approvals shall be
maintained throughout the term of this Agreement. As provided for in the indemnification
provisions of this Agreement, Consultant shall perform, at its own cost and expense and without
reimbursement from the City, any services necessary to correct errors or omissions which are
caused by the Consultant's failure to comply with the standard of care provided for herein. Any
employee of the Consultant or its sub - consultants who is determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat
to the safety of persons or property, or any employee who fails or refuses to perform the Services
in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant
and shall not be re- employed to perform any of the Services or to work on the Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and
in compliance with all local, state and federal laws, rules and regulations in any manner affecting
the performance of the Project or the Services, including all Cal /OSHA requirements, and shall
give all notices required by law. Consultant shall be liable for all violations of such laws and
regulations in connection with Services. If the Consultant performs any work knowing it to be
contrary to such laws, rules and regulations and without giving written notice to the City,
Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend,
indemnify and hold City, its officials, directors, officers, employees and agents free and
harmless, pursuant to the indemnification provisions of this Agreement, from any claim or
liability arising out of any failure or alleged failure to comply with such laws, rules or
regulations.
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3.2.10 Insurance.
3.2.10.1 Time for Compliance. Consultant shall not commence
Work under this Agreement until it has provided evidence satisfactory to the City that it has
secured all insurance required under this section. In addition, Consultant shall not allow any
subcontractor to commence work on any subcontract until it has provided evidence satisfactory
to the City that the subcontractor has secured all insurance required under this section.
3.2.10.2 Minimum Requirements. Consultant shall, at its expense,
procure and maintain for the duration of the Agreement insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of
the Agreement by the Consultant, its agents, representatives, employees or subcontractors.
Consultant shall also require all of its subcontractors to procure and maintain the same insurance
for the duration of the Agreement. Such insurance shall meet at least the following minimum
levels of coverage:
(A) Minimum Scope of Insurance. Coverage shall be at least as
broad as the latest version of the following: (1) General Liability: Insurance Services Office
Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto);
and (3) Workers' Compensation and Employer's Liability: Workers' Compensation insurance as
required by the State of California and Employer's Liability Insurance.
(B) Minimum Limits of Insurance. Consultant shall maintain
limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal
injury and property damage. If Commercial General Liability Insurance or other form with
general aggregate limit is used, either the general aggregate limit shall apply separately to this
Agreement /location or the general aggregate limit shall be twice the required occurrence limit;
(2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3)
Workers' Compensation and Employer's Liability: Workers' Compensation limits as required by
the Labor Code of the State of California. Employer's Liability limits of $1,000,000 per accident
for bodily injury or disease.
3.2.10.3 Professional Liability. Consultant shall procure and
maintain, and require its sub - consultants to procure and maintain, for a period of five (5) years
following completion of the Project, errors and omissions liability insurance appropriate to their
profession. Such insurance shall be in an amount not less than $1,000,000 per claim, and shall
be endorsed to include contractual liability.
3.2.10.4 Insurance Endorsements. The insurance policies shall
contain the following provisions, or Consultant shall provide endorsements on forms supplied or
approved by the City to add the following provisions to the insurance policies:
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(A) General Liabilitv. The general liability policy shall be
endorsed to state that: (1) the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insured with respect to the Work or operations
performed by or on behalf of the Consultant, including materials, parts or equipment furnished in
connection with such work; and (2) the insurance coverage shall be primary insurance as respects
the City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall
stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying
coverage. Any insurance or self - insurance maintained by the City, its directors, officials,
officers, employees, agents and volunteers shall be excess of the Consultant's insurance and shall
not be called upon to contribute with it in any way.
(B) Automobile Liabilitv. The automobile liability policy shall
be endorsed to state that: (1) the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the ownership, operation,
maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the
Consultant or for which the Consultant is responsible; and (2) the insurance coverage shall be
primary insurance as respects the City, its directors, officials, officers, employees, agents and
volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's
scheduled underlying coverage. Any insurance or self - insurance maintained by the City, its
directors, officials, officers, employees, agents and volunteers shall be excess of the Consultant's
insurance and shall not be called upon to contribute with it in any way.
(C) Workers' Compensation and Employers Liability
Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors,
officials, officers, employees, agents and volunteers for losses paid under the terms of the
insurance policy which arise from work performed by the Consultant.
(D) All Coverages. Each insurance policy required by this
Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced
or canceled except after thirty (30) days prior written notice by certified mail, return receipt
requested, has been given to the City; and (B) any failure to comply with reporting or other
provisions of the policies, including breaches of warranties, shall not affect coverage provided to
the City, its directors, officials, officers, employees, agents and volunteers.
3.2.10.5 Separation of Insureds; No Special Limitations. All
insurance required by this Section shall contain standard separation of insureds provisions. In
addition, such insurance shall not contain any special limitations on the scope of protection
afforded to the City, its directors, officials, officers, employees, agents and volunteers.
3.2.10.6 Deductibles and Self - Insurance Retentions. Any
deductibles or self - insured retentions must be declared to and approved by the City. Consultant
shall guarantee that, at the option of the City, either: (1) the insurer shall reduce or eliminate
such deductibles or self - insured retentions as respects the City, its directors, officials, officers,
employees, agents and volunteers; or (2) the Consultant shall procure a bond guaranteeing
payment of losses and related investigation costs, claims and administrative and defense
expenses.
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3.2.10.7 Acceptability of Insurers. Insurance is to be placed with
insurers with a current A.M. Best's rating no less than A:VIII, licensed to do business in
California, and satisfactory to the City.
3.2.10.8 Verification of Coverage. Consultant shall furnish City
with original certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates and endorsements for each
insurance policy shall be signed by a person authorized by that insurer to bind coverage on its
behalf, and shall be on forms provided by the City if requested. All certificates and
endorsements must be received and approved by the City before work commences. The City
reserves the right to require complete, certified copies of all required insurance policies, at any
time.
3.2.11 Safety. Consultant shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out its Services, the Consultant shall at
all times be in compliance with all applicable local, state and federal laws, rules and regulations,
and shall exercise all necessary precautions for the safety of employees appropriate to the nature
of the work and the conditions under which the work is to be performed. Safety precautions as
applicable shall include, but shall not be limited to: (A) adequate life protection and life saving
equipment and procedures; (B) instructions in accident prevention for all employees and
subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks,
confined space procedures, trenching and shoring, equipment and other safety devices,
equipment and wearing apparel as are necessary or lawfully required to prevent accidents or
injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety
measures.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set forth
in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation
shall not exceed EIGHTY THOUSAND THREE HUNDRED SIXTY DOLLARS AND NO
CENTS ($80,360.00) without written approval of City's Public Works Services Director. Extra
Work may be authorized, as described below, and if authorized, will be compensated at the rates
and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly
itemized statement which indicates work completed and hours of Services rendered by
Consultant. The statement shall describe the amount of Services and supplies provided since the
initial commencement date, or since the start of the subsequent billing periods, as appropriate,
through the date of the statement. City shall, within forty -five (45) days of receiving such
statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any
expenses unless authorized in writing by City.
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3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, "Extra Work" means any work
which is determined by City to be necessary for the proper completion of the Project, but which
the parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization
from City's Representative.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete and
accurate records with respect to all costs and expenses incurred under this Agreement. All such
records shall be clearly identifiable. Consultant shall allow a representative of City during
normal business hours to examine, audit, and make transcripts or copies of such records and any
other documents created pursuant to this Agreement. 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.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice to
Consultant, terminate the whole or any part of this Agreement at any time and without cause by
giving written notice to Consultant of such termination, and specifying the effective date thereof,
at least seven (7) days before the effective date of such termination. Upon termination,
Consultant shall be compensated only for those services which have been adequately rendered to
City, and Consultant shall be entitled to no further compensation. Consultant may not terminate
this Agreement except for cause.
3.5.1.2 Effect of Termination. If this Agreement is terminated as provided
herein, City may require Consultant to provide all finished or unfinished Documents and Data
and other information of any kind prepared by Consultant in connection with the performance of
Services under this Agreement. Consultant shall be required to provide such document and other
information within fifteen (15) days of the request.
3.5.1.3 Additional Services. In the event this Agreement is terminated in
whole or in part as provided herein, City may procure, upon such terms and in such manner as it
may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such other
address as the respective parties may provide in writing for this purpose:
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Consultant:
City:
RBF Consulting
14725 Alton Parkway
Irvine, CA 92618 -2027
Attn: Michael Moore, Project Manager
(949) 472 -3505
City of Arcadia
240 West Huntington drive
Arcadia, CA 91066 -6021
Attn: Pat Malloy, Public Works Services Director
Such notice shall be deemed made when personally delivered or when mailed, forty -eight
(48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at
its applicable address. Actual notice shall be deemed adequate notice on the date actual notice
occurred, regardless of the method of service.
3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property. This
Agreement creates a non - exclusive and perpetual license for City to copy, use, modify, reuse, or
sublicense any and all copyrights, designs, and other intellectual property embodied in plans,
specifications, studies, drawings, estimates, and other documents or works of authorship fixed in
any tangible medium of expression, including but not limited to, physical drawings or data
magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be
prepared by Consultant under this Agreement ( "Documents & Data "). Consultant shall require
all subcontractors to agree in writing that City is granted a non - exclusive and perpetual license
for any Documents & Data the subcontractor prepares under this Agreement. Consultant
represents and warrants that Consultant has the legal right to license any and all Documents &
Data. Consultant makes no such representation and warranty in regard to Documents & Data
which were prepared by design professionals other than Consultant or provided to Consultant by
the City. City shall not be limited in any way in its use of the Documents and Data at any time,
provided that any such use not within the purposes intended by this Agreement shall be at City's
sole risk.
3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans,
procedures, drawings, descriptions, computer program data, input record data, written
information, and other Documents and Data either created by or provided to Consultant in
connection with the performance of this Agreement shall be held confidential by Consultant.
Such materials shall not, without the prior written consent of City, be used by Consultant for any
purposes other than the performance of the Services. Nor shall such materials be disclosed to
any person or entity not connected with the performance of the Services or the Project. Nothing
furnished to Consultant which is otherwise known to Consultant or is generally known, or has
become known, to the related industry shall be deemed confidential. Consultant shall not use
City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or
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the Project in any magazine, trade paper, newspaper, television or radio production or other
similar medium without the prior written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be necessary,
appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Attorney's Fees. If either Party commences an action against the other
Party, either legal, administrative or otherwise, arising out of or in connection with this
Agreement, the prevailing Party in such litigation shall be entitled to have and recover from the
losing Party reasonable attorney's fees and all other costs of such action.
3.5.6 Indemnification. Consultant shall defend, indemnify and hold the City, its
officials, officers, employees, volunteers and agents free and harmless from any and all claims,
demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to
property or persons, including wrongful death, in any manner arising out of or incident to any
negligent acts, omissions or willful misconduct of Consultant, its officials, officers, employees,
agents, consultants and contractors arising out of or in connection with the performance of the
Services, the Project or this Agreement, including without limitation the payment of all
consequential damages and attorneys fees and other related costs and expenses. Consultant shall
defend, at Consultant's own cost, expense and risk, any and all such aforesaid suits, actions or
other legal proceedings of every kind that may be brought or instituted against City, its directors,
officials, officers, employees, agents or volunteers. Consultant shall pay and satisfy any
judgment, award or decree that may be rendered against City or its directors, officials, officers,
employees, agents or volunteers, in any such suit, action or other legal proceeding. Consultant
shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for
any and all legal expenses and costs incurred by each of them in connection therewith or in
enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be
restricted to insurance proceeds, if any, received by the City, its directors, officials officers,
employees, agents or volunteers.
3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the
Parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed by
both Parties.
3.5.8 Governing Law. This Agreement shall be governed by the laws of the
State of California. Venue shall be in Los Angeles County.
3.5.9 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.5. 10 City's Right to Employ Other Consultants. City reserves right to employ
other consultants in connection with this Project.
3.5.11 Successors and Assigns.
successors and assigns of the Parties.
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This Agreement shall be binding on the
3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without the
prior written consent of the City. Any attempt to do so shall be null and void, and any assignees,
hypothecates or transferees shall acquire no right or interest by reason of such attempted
assignment, hypothecation or transfer.
3.5.13 Construction; References; Ca tp ions. Since the Parties or their agents have
participated fully in the preparation of this Agreement, the language of this Agreement shall be
construed simply, according to its fair meaning, and not strictly for or against any Party. Any
term referencing time, days or period for performance shall be deemed calendar days and not
work days. All references to Consultant include all personnel, employees, agents, and
subcontractors of Consultant, except as otherwise specified in this Agreement. All references to
City include its elected officials, officers, employees, agents, and volunteers except as otherwise
specified in this Agreement. The captions of the various articles and paragraphs are for
convenience and ease of reference only, and do not define, limit, augment, or describe the scope,
content, or intent of this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or amendment
of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not
paid nor has it agreed to pay any company or person, other than a bona fide employee working
solely for 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, City shall have the right to rescind this Agreement without liability.
For the tenn of this Agreement, no member, officer or employee of City, during the term of his
or her service with City, shall have any direct interest in this Agreement, or obtain any present or
anticipated material benefit arising therefrom.
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3.5.19 Equal OpportunitEmplo Ment. 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. Such non - discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff
or termination. Consultant shall also comply with all relevant provisions of City's Minority
Business Enterprise program, Affirmative Action Plan or other related programs or guidelines
currently in effect or hereinafter enacted.
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it
is aware of the provisions of Section 3700 of the California Labor Code which require every
employer to be insured against liability for Worker's Compensation or to undertake self -
insurance in accordance with the provisions of that Code, and agrees to comply with such
provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party
warrants that the individuals who have signed this Agreement have the legal power, right, and
authority to make this Agreement and bind each respective Party.
3.5.22 Countep2arts. This Agreement may be signed in counterparts, each of
which shall constitute an original.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of
the work required by this Agreement, except as expressly stated herein, without prior written
approval of City. Subcontracts, if any, shall contain a provision making them subject to all
provisions stipulated in this Agreement.
CITY OF ARCADIA RBF CONSULTING
Dated:
S I i W,
OMM111,
William R. Kelly, City Manager
if
ATTEST:
1
Clerk %
By:.
�twJerome A. Ruddins, RCI
Vice President
2002 [Title]
APPROVED AS TO FORM: CONCUR:
AZ
Stephen P. Deitsch Departmen ead Date
City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES
Consultant shall provide the following services:
SEE ATTACHED
A -1
City of Arcadia - 3 Pressure Reducing Stations - Construction Management Services 4
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RBF Consulting (RBF) shall perform the following:
Project Management
1. RBF will provide services to administer the contract during the bidding, award,
pre- construction, construction, and close -out phase of the project.
2. RBF will, at the beginning of this project, prepare a work plan to set forth the
significant milestones and deliverables for the members to ensure compliance
with the established project execution strategy and project goals. Presentation
and review of the work plan will be done at the kick -off meeting. RBF shall
forward an updated work plan to the City of Arcadia every 2 weeks.
3. RBF, along with the Project Team and subconsultants, shall coordinate efforts of
the Project, monitor schedules and budgets, and administer the contract with the
City of Arcadia.
4. RBF will provide a submittal schedule and revise /update, as required, due to
changes.
5. RBF will coordinate construction activities with the Cities of Arcadia and
Pasadena with respect to traffic and public safety concerns.
6. RBF will, at the commencement of the project, hold a "kick -off" meeting with the
City of Arcadia Staff to discuss the scope and parameters of the project as well
as the City of Arcadia's experience with the existing facilities. During this
meeting, specific goals to be accomplished will be identified and an effective
strategy to accomplish the project goals will be developed. RBF will prepare a
memorandum to document the established project goals and the project
execution strategy. This memorandum will serve as the basis for subsequent
action, in accordance with this Scope of Work.
7. After the kick -off meeting, prior to construction, RBF's Project Manager or Project
Engineer shall meet weekly with the City of Arcadia. RBF shall assign
appropriate engineering specialty staff or principals, or arrange for appropriate
subconsultant's representatives to accompany the management team, to meet
with the City of Arcadia staff members.
8. RBF will arrange for and participate in informal meetings, as necessary, (in
addition to the three mentioned above) with the City of Arcadia, to review
progress of the project and exchange ideas and information.
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City of Arcadia - 3 Pressure Reducing Stations - Construction Management Services
9. At these Meetings with the City of Arcadia, RBF will discuss the key design
issues and develop general project criteria for construction, including schedule
and possible ways of minimizing potential problems. RBF will prepare and
submit approved meeting agendas prior to each meeting.
10. RBF will record the minutes of all meetings and shall submit a copy of the
minutes to the City of Arcadia within five (5) working days after each meeting.
11. RBF will provide a constructability review.
12. RBF will provide 25 sets of Plans and Specifications to the City of Arcadia.
13. RBF will notify contractors, conduct a project pre -bid meeting, write and issue
addendums as required during the bid period, and review bids and provide a
spreadsheet with all the bids.
14. RBF will provide general contract administration for the construction of the
Project. RBF shall provide office engineering and consultation, as required, and
coordinate with the City of Arcadia and other staff in management of the
construction contract.
15. RBF will interpret the contract documents through a total of five Requests for
Information (BFI's) or Requests for Clarification (RFC's).
16. RBF will review an estimated total of twenty construction shop drawings. RBF
will review fabrication, and mill testing of equipment and materials for
conformance with the contract plans, specifications, and documents. RBF will
review a maximum of four material deviations or substitutions submitted by the
Contractor for conformance with the specifications. Additional reviews will be
provided based upon an additional work request authorized by the City of
Arcadia. RBF shall submit to the City of Arcadia copies of all preliminary and
final shop drawings which have been reviewed for conformance.
a) RBF shall coordinate and direct testing of equipment, materials and
appurtenances for conformance with design concepts and the construction
contract plans, specifications and documents. Those tests will be
conducted by the vendor or contractor to assure conformance with the
designer's intent and operational criteria.
b) RBF shall coordinate and assist in verification of intermediate and final
acceptance.
17. RBF shall prepare supplementary sketches and details, as required, to resolve
field construction problems which may be encountered.
18. RBF will identify long lead items.
City of Arcadia - 3 Pressure Reducing Stations - Construction Management Services
Construction Management
1. RBF will meet with the City of Arcadia to discuss special concerns to be
presented at the pre- construction conference. RBF will review the preliminary
construction schedule.
2. RBF will conduct the pre- construction meeting and provide meeting minutes.
3. RBF will chair a weekly construction site meeting to discuss: construction
schedule, submittals, potential extra work, RFI's /RFC's, and public relations.
Meeting minutes will be produced. RBF will submit an updated schedule at each
weekly meeting. The Contractor will be responsible for providing a cost loaded
schedule with progress payment schedules submitted to the Construction
Manager,
4. RBF will clarify construction changes and irregularities.
5. RBF will submit progress payment requests to the City of Arcadia for approval
- after review for conformance with the contract documents.
6. RBF will monitor potential disputes of construction and specifications and
mitigate toward resolution for claims avoidance. RBF will negotiate, prepare, and
process change orders and /or extra work orders, as needed.
7. RBF will review up to date construction information recorded by the Construction
Inspector during the course of construction to be used in preparation of the
construction record drawings.
8. RBF will prepare Notices to Residents / Business Owners, and other documents,
as required, and coordinate with the Contractor on the distribution of the
documents.
9. RBF will prepare and distribute Statement of Working Day Reports.
Construction Inspection
1. RBF will provide a Construction Inspector to observe the construction activities to
monitor materials and methods towards compliance with plans, specifications,
and contract documents, and address and document nonconforming items as
they are discovered.
2. RBF will furnish progress reports and the final construction report.
3. RBF will assist in quality assurance in achieving conformance with the contract
plans and specifications.
".
City of Arcadia - 3 Pressure Reducing Stations - Construction Management Services
4
t.
4. RBF will assist and coordinate with the Contractor in the notification procedures
for the benefit of the City of Arcadia to affected consumers and /or properties.
5. RBF will assist and coordinate with the Contractor in notifying affected properties
of proposed temporary utility system shutdowns and detouring of or
inconvenience to pedestrian and vehicular traffic during construction of the new
facility.
6. RBF will maintain daily construction progress reports, project logs, photos, etc.,
of the progress of the construction work. RBF shall produce the following:
a) Daily construction progress reports and project logs.
b) Weekly construction progress photographs, taken via Digital Camera.
7. RBF shall establish a punch list during construction. RBF shall update the punch
list as construction progresses. RBF shall prepare subsequent and final
inspections of the punch list items completed by the Contractor.
8. At the conclusion of the project, RBF shall submit a CD of construction progress
photographs.
Surveying
RBF shall provide a construction survey of the pipeline and vaults. All survey crew
personnel shall be under the direction of a Registered Civil Engineer or a Licensed Land
Surveyor.
Exclusions to the survey scope of work include: traffic control, re- staking for lost or
destroyed stakes, as- constructed surveys, monitoring surveys, bore pit stakes, locations
and elevations of existing underground pipelines and certifications of constructed
waterlines or re- certification.
Should Hazardous Materials be found during construction, RBF will be informed
immediately. Additional compensation is required for Hazmat Crews.
Compaction Testing
RBF will coordinate compaction testing with a subcontractor.
Construction Close -Out
1. RBF will prepare and submit one set of Record Drawings on AutoCAD and
submit electronic file on compact disc to the City of Arcadia.
City of Arcadia - 3 Pressu, a Reducing Stations - Construction [Management Services ,
2. RBF will prepare a punch list of deficiencies and follow -ups.
3. RBF will observe the contractor's successful completion of all work required by
the punch list.
4. RBF will calculate the amount of final payment due the prime Contractor.
Additional Services
Services which are not specifically identified herein as services to be performed by RBF
or its consultants are considered "Additional Services" for purposes of this Agreement.
Client may request that RBF perform services which are Additional Services. However,
RBF is not obligated to perform such Additional Services unless an amendment to this
Agreement has been fully executed setting forth the scope, schedule and fee for such
Additional Services. In the event RBF performs Additional Services before receipt of
such executed amendment, Client acknowledges its obligation to pay for such services
based on time and materials and at RBF's standard rates, within 30 days of receipt of
RBF's invoice.
Exclusions
Any work relating to the following is specifically excluded from the Professional Services
proposed herein and, if required, must be contracted for under separate contract or as
an addendum to this contract:
• Utility Potholing
• Hazardous Waste Investigations. It is assumed that all site
assessment/hazardous waste investigations, if necessary, will be provided by the
City under separate contract to accommodate the project.
• Traffic Control Plans
• Any other work task not specifically set forth in the Scope of Services.
Client Responsibilities
1. The City of Arcadia will assign a Project Manager to act as the project focal point.
2. The City of Arcadia will provide access to the site.
lag
EXHIBIT "B"
SCHEDULE OF SERVICES
SEE ATTACHED
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C -1
City of Arcadia - 3 Pressure Reducinq Stations - Construction Management Services 45�'-"
STAFF UTILIZATION SCHEDULE AND HOURLY RATt
SCHEDULE
We have attached a Staff Utilization Schedule (which shows our estimate of fees based
on time and materials), and our Hourly Rate Schedule, on the following pages, for your
review.
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PERSONNEL 2002
ProjectManager ....................................................................... ............................... $ 135.00
ConstructionManager ................................................................. ............................... 130.00
ProjectEngineer ......................................................................... ............................... 100.00
Senior Construction Inspector ...................................................... ............................... 89.00
2- Person Survey Crew ............................................................... ............................... 184.00
Administrative /Clerical /Word Processing ..................................... ............................... 45.00
COMPUTER & OTHER SERVICE FEES
Consultation Relative to Legal Actions ....................................... ............................... 270.00
VehicleMileage .................................................. ............................... ......................0.40 /mile
Note:
These rates are project specific and are effective through July 31, 2003. Blueprinting, reproduction, messenger service
and other direct expenses will be charged as an additional cost plus 15 %. A Subconsultant Management Fee of fifteen -
percent (15 %) will be added to the direct cost of all subconsultant services to provide for the cost of administration,
subconsultant consultation and insurance.
NOV -26 -02 02:47PM FROM-RBF CONSLI''"NG 9494548576 T-985 P.02/04 F-553
C -ent#- 6: 1, .,LUNbUL
� D,. CERTIFICATE OF LIABILITY INSURANCE 11122/p2D ""'
PRODUCER THIS CERTIFICATE IS ISSUED AS A (NATTER OF INFORMATION
Pealey, Renton & Associates ONI-Y AND CONFERS NO RIGHTS UPON THE CERTIFICATE
MOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
P. O- Sax 10550 Al-TER THE COVERAGE AFFORDED EY THE POLICIES SEI-OW
Santa Ana, GA 92711 -0550
714 427 -64310 INSURERS AFFORDING COVERAGE
iNSuRED INSURER _A._Travelers Indemnity Co. of Illinois _
RSF Consulting INSURER a. National Union Fire Ins Go of Pittsq ___
PO Sox 57057 INSURER C Underwriters at Lloyd's London
Irvine, CA 92619 -7057 NSURER P.
I .SURER E
rn.jcoemFc
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSuEP TO THE INSURED NAMED ABOVE FOR TnF- POLICY PERIOD INDICATED. NQTWITMSTANDING
ANY RE4uIREMENT TERM OR CONDITION OF ANY CONTRACT OR QTnER DOCUMENT WITH RESPECT TO WMICrI THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN. THE INSURANCE AFFORDED Ely THE POLICIES DESCRIBED MEREIN Is SuI5 JECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES AGGREGATE LIMITS SHOWN MAY nAvE SEEN REDUCED By PAID CLAIMS
_
INSFI TYPE OF INSURANCE POLICY NUMBER D- Tr EFFkCTNE p0[_I[Y EXPIRATION wMITS
A
GENERA✓. LIABILITY
P630S000409201
11/30/01
11/30/02
FACei OCCuRRENCE _
$1,000,000
FIRE DAMAGE (my ono tire) 1$1.000.000
_
^_
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X COMMERCiALGENERALLIABILITY
Arcadia, CA 91006
_ CLAIMS MADE 7X OCCUR
INDP CONTRACTORS
� �IUK Q ACORD CORPORATION 1989
MED EXP (" ono pw- -o
$5,000
$1,000,000
X CONTRACTUAL
IS INCLUDED.
PIERSONAL & ADV INJURY
_
,qP0,000
X SFPD, XCU, OCP
GENERAL AGGREGATE
GFN'LACCREGATELimirAPF'i-iF$PFtP,
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PRQOUCTS- COMPJOPAGG
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71 POLICY X PRO X LOC
A
A_u_7OMOp,LF LIABILITY
X ANY AUTO
P8105000409201
11/30101
11/30/02
COMBINED SINGLE LW17
(Ea aC600m)
31,000,000
QOPILY INjuRY __•_
(Par polnon)
$
ALL OWNED AUTOS
SCnEOut -Ep AuTOS
BODILY IN.IURY
(Per acpgcn)
X MIREOAUTOS
X NON - OWNEP AwTQ$
$
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EXCE56 LIABILITY
SE81715762
11/30/01
11/30/02
kAcm OCCURRENCE
$10,000,000 _
AGGREGATE
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$
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WORKERS COMPIENSATION AND
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a I• DISEASE .(_A EMPLOYEE
$ _ {
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C CITIIER Professional
P00433000
11/30/01 11130/02
$1,000,000 Per Claim
�iabiiity
X2,000,000 Annl A99r.
Pr4rAIPTI0N Of ADDED BY ENAORSEMENTYSPEC,AL PROvISjOnS
General L.ianility policy claims excludes claims arising out of the performance of professional services -
Re- JN 10- 102544, Const. Mgmt- 3 Pressure Rcc#ucing Stations. - City of
Arcadia, its directors, officials, officers, employees, agents and
volunteers are Additional Insured as respects to General Liability. Primary
and Non- Contrib4ting coverage applies to GL. (AI /PRIX)
CERrIFICCA'Tb HOt -LIER . AODRIONAL INSURED! INSURER LETTER-
UANCtLLAI1UN - lop 113U Notice
ZKQW LD ANY OF THE ABawE P65CR415Eo POuCiE389E CANCELLED BEFORE Tn E FANKATION
City of Arcadia
DATE TnEREOF. THE ISSUING IN5uRER Wmu XjtXXV.%M=MAIL3(— DAYS WWTTEN
Public Works Services
NO'pCETOIRE CERTIFICATE HOLDER NAM EP TQTna, -o FT. t5X)0FwL=XQXRSiU:AKXxXX
Attn: Jim Brophy
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11800 Golaring Road
Arcadia, CA 91006
AuT"ORIZED REPREBENTATIvE
ACORD 25 -S (719711 of i YLUIRRR41
� �IUK Q ACORD CORPORATION 1989
NOV -26-02 02:48PM FROM -RBF CONSV `jG
POI-ICYNLIM13ER: P630500D 409201
9494548576 T -985 P.03/04 F-553
COMMERCIAL GENERAL LIABILITY
THIS ENAORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES or
CONTRACTORS (FORM 6)
This endorsement modifies insurance provided under the following.
COMMERCIAL GFNFRAL LIABILITY COVERAGE PART
SCHEDULE
Name of Person or Organization:
City of Arcadia
Public Works Services
Attn: Jim Brophy
11800 Goldring Road
Arcadia, CA 93006
(if no entry appears above, information required to complete this endorsement will be shown in the Declarations
as applicable to tnis endorsement.)
WHO IS AN INSURED (Section 11) is amended to include as an insured the person or organization shown in the
Schedule, but only with respect to liability arising out of "your work" for that insured by or for you
Name of Person or Organization Cont=inued: its directors, officials,
officers, employees, agents and volunteers
PRIMARY INSURANCE:
IT IS UNDERSTOOD AND AGREED THAT THIS INSURANCE IS PRIMARY
AND ANY OTHER INSURANCE MAINTAINED BY THE ADDITIONAL INSURED
SHALL BE EXCESS ONLY AND NOT CONTRIBUTING WITH THIS
INSURANCE,
CG 20 10 11 85
NOV -26 -02 02:48PM FROM -RBF CONSI "" NG
9494548576 T -985 P.04/04 F -553
ORD CERTIFICATE OF LIABILITY INSURANCE �C°a �n�
DATE 07/0AiTAYY)
o7fos/o2
PROpuC €R
kited Captive Ins. Brokers
17151 Newhope St., Ste 211
Fountain Valley CA 92708
Phone:714�-709 -4370 Fax:714 -708 --2300
THIS CERTIFICATE 15 ISSUED AS A MATTER I INFORMATION
ONLY AND CONFERS NO RIQHTS UPON THE CERTIFICATE
HOLDER, THIS CERTIFICATE DOES NOT AMEW, EXTEND OR
At-TER THE COVERAGE AFFORDED Iff THF_ POLICIES 13ELOW.
tNSURERSAFF4RAINGCOVt =RAGA
INSURED
14f?IL$]Slti
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(NSURERA: u.S. Fide-lit and Guaranjiy CO.
INSURER 61,
INSURER C
INSURER R-
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THE POLICIES OF INSURANCE LISTER 5FI-Ow nAvE BEEN ISSUED TO THE INSURER NAMED A0OVF FOR THE POLICY PERIOD INDICATED NOTWITnSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT YvRH RESPECT TO "tCti YHIS CERTIFICATE MAY SE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES RESCRISED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCti
POLICIES, AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCER BY PAID CLAIMS.
L7R —TYPE OF iNStFRAhCE POLICY ryuMBER DATE D Dw E M1a LIMITS
GENERAL L"tL;TY
COMMERCIAL GENERAL LIABILITY
CLAIMS MADE Ll OCCUR
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FIRE DAMAGF (/Arty dw fuel
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$
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X WC
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F.L DISEASE- EAEMPLOYE
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E.L. DISEASE - POLICY LIMIT
T 1000000
OTHER
DESCRIPTION OF OPERgTIONS/L OCATiDNSIVENICI &ExGLiJ$IONS ADDED IiY €NDORSEMENTWECKL PROMiONS
*10 days notice of cancellation for non - payment Of premium.
G:r- mIIrli.AIt: MULIJ91% N I ADDITIONALINSURFMNSURERLETTER. i,:ANUMLLAIILIN
� — SnDuLO ANY OF THE ASOW DESCP49ED POLICIES BE CANCELLED REFOAR€ TnE WIRATIO
DATE TNFRFOF. THE I65WNG INSURER WILL l40= MAUL * 30_ DAYS WRrrTEH
City of Arcadia NOTICE TO THE CERTIFICATE MOLDER NAMED TO THE LEFT, 0
City Clerks Office
F.O. Box 60021 ' oR
240 W. Huntington ton Dr.
Arcadia CA, 91006-6021 AUin000REPRES €NIA ,
ACORD
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