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HomeMy WebLinkAboutCC Resolution 10164 (City Hall Boiler Replacement)RESOLUTION NO. 10164 RESOLUTION ACCEPTING PROPOSAL FROM LEFLER ENGINEERING, INC. FOR DESIGN AND PREPARATION OF PLANS AND SPECIFICATIONS FOR CITY HALL BOILER REPLACEMENT AND AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXECUTE THE AGREEMENT. BE IT RESOLVED by the Council of the City of San Rafael as follows: WHEREAS, Lefler Engineering, Inc. is a Mechanical Engineer with his business located in San Rafael. WHEREAS, Lefler Engineering, Inc. has submitted a Study and Design Proposal with a complete set of criteria sought by City Staff for the City Hall Boiler replacement; and WHEREAS, Lefler Engineering, Inc. has submitted extensive documentation of their experience in the field of Boiler Replacement. NOW, THEREFORE, IT IS RESOLVED that the San Rafael City Council does hereby accept proposal from Lefler Engineering, Inc. for design and preparation of plans and specifications for City Hall Boiler Replacement in an amount not to exceed $9,600. BE IT FURTHER RESOLVED that the Director of Public Works be authorized to execute the Agreement. I, Jeanne M. Leoncini, City Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City held on the 6`h day of April, 1998, by the following vote, to wit: kok AYES: COUNCILMEMBERS: COHEN, MILLER, PHILLIPS AND MAYOR BORO NOES: COUNCIL MEMBERS: NONE ABSENT: COUNCIL MEMBERS: H E L L E R JF,AM40M. LEONCIN , City Clerk -z- AGREEMENT FOR PROFESSIONAL SERVICES FOR DESIGN AND PREPARATION OF PLANS AND SPECIFICATIONS FOR CITY HALL BOILER REPLACEMENT This Agreement is made and entered into this 6th day of April 1998, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Lefler Engineering„ Inc. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY has determined that mechanical engineering consulting services are required to design and prepare plans and specifications for the CITY HALL BOILER REPLACEMENT (hereinafter "PROJECT"); and WHEREAS, the CONTRACTOR has offered to render certain specialized professional services in connection with this Project. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. DEFINITIONS. 2. PROJECT COORDINATION A. CITY. The City Manager shall be the representative of the CITY for all purposes under this Agreement. The City Engineer is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Michael Lefler is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 3. DUTIES OF CONTRACTOR CONTRACTOR shall perform the duties and/or provide services as follows; the CONTRACTOR agrees to provide professional services as a Mechanical Engineering Consultant to d'Y CO prepare mechanical improvement plans, specifications, and estimates associated with Ctiy Hall Boiler Replacement, including, but not limited to, review of original design drawings, conduct a heating and cooling simulation for the HVAC systems in the building, produce a HVAC evaluation report, evaluate the heating loads for the building, recommend a minimum of two (2) best boiler alternatives, create drawings, provide Title 24 energy calculations, review contracctors submittals, construction inspection, as outlined in the Proposal from CONTRACTOR dated April 6, 1998, marked Exhibit "A", attached hereto, and incorporated herein by this reference. The CONTRACTOR agrees to be available and perform the work specified in this agreement in the time frame as specified and as shown in Exhibit "A". 4. DUTIES OF THE CITY CITY shall perform the duties as described in Exhibit "A" attached hereto and incorporated herein. 5. COMPENSATION For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis for services rendered in accordance with the rates shown on the current fee schedule as described in Exhibit "A" attached and incorporated herein. The total payment made for any individual work task will not exceed the amounts shown on the Proposal Budget, set out in Exhibit "A". Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 6. TERM OF AGREEMENT The term of this Agreement shall be from the date of execution until the Project is complete. 7. TERMINATION A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon ten (10) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination notice, to the reasonable satisfaction of the party giving such notice, within thirty (30) days of the receipt of said notice. Agreement o 2 C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 8. OWNERSHIP OF DOCUMENTS The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 9. INSPECTION AND AUDIT Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 10. ASSIGNABILTY The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 11. INSURANCE A. During the term of this Agreement, CONTRACTOR, shall maintain, at no expense to CITY, the following insurance policies: 1. A comprehensive general liability insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property damage; 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence; 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million Agreement o 3 ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. B. The insurance coverage required of the CONTRACTOR by Section 11. A., shall also meet the following requirements: 1. The insurance shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution; 2. Except for professional liability insurance, the insurance policies shall be endorsed for contractural liability and personal injury; 3. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, and employees as additionally named insureds under the policies; 4. CONTRACTOR shall provide to PROJECT MANAGER, (a) Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific endorsements naming CITY, its officers, agents and employees, as additional insureds under the policies; 5. The insurance policies shall provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon thirty (30) days written notice to CITY's PROJECT MANAGER; 6. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years; 7. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement; 8. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. C. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. D. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and the City Attorney. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. Agreement o 4 12. INDEMNIFICATION CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its officers, and employees, against any claim, demand, suit, judgement, loss, liability or expense of any kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and employees in the performance of their duties and obligations under this Agreement. 13. NONDISCRIMINATION CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 14. COMPLIANCE WITH ALL LAWS CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinance, codes or regulations. 15. NO THIRD PARTY BENEFICIARIES CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 16. NOTICES All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: Agreement o 6 TO CITY: Mr. David M. Bernardi, (Project Manager) City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR: Michael J. Lefler, (Project Director) 1651 Second Street San Rafael, CA 94901 17. INDEPENDENT CONTRACTOR For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 18. ENTIRE AGREEMENT -- AMENDMENTS A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 19. SET-OFF AGAINST DEBTS CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. Agreement o 6 20. WAIVERS The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 21. COSTS AND ATTORNEY's FEES The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 22. CITY BUSINESS LICENSE/OTHER TAXES CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code. CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CONTRACTOR's taxpayer identification number is 94-2587504, and CONTRACTOR certifies under penalty of perjury that said taxpayer identification number is correct. 23. APPLICABLE LAW The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL Director of Public Works CONTRACTOR Lefler Engineering, Inc. By:" ti 3j1 U Title: Agreement o 7 ATTEST: Ci Clik APPROVED AS T FORM: City Attorney Agreement o 8 LEFLER U IINEERING, INC. EXHI@I.T "A" 1651 SECOND STREET SAN RAFAEL, CA 94901 (415) 456-4220 (415) 456-1248 (FAX) March 27, 1998 Mr. Andrew J. Preston, PE Senior Civil Engineer City of San Rafael P. 0. Box 151560 San Rafael, CA 94915-1560 Re: HVAC Study and Design Drawings for the Boiler Replacement Dear Andy, Lefler Engineering Inc. is pleased to submit this proposal to provide mechanical engineering services including a study of the heating and air conditioning systems at the City Hall and production of bid drawings for the boiler replacement. Our similar experience includes the following projects. 1. HVAC study for the Santa Rosa Main Library. 2. HVAC studies for Sonoma County's Hall of Justice Building, Social Services Building, Administration Building, and Youth Detention Facility. 3. HVAC study for the Santa Rosa Federal Building. 4. Boiler replacement design drawings for Pacific Bell. 5. Boiler replacement design drawings for Santa Rosa Federal Building. 6. Boiler replacement design drawings for Santa Rosa Main Library. 7. Boiler replacement design drawings for Sonoma County's central mechanical plant. Hnarew i. rreston Page 2 Re: HVAC Study and "-4sign Drawings for the Boiler Rei cement March 27, 1998 We anticipate the scope of work on this project to be as follows: A. Studv Phase: Review the original design drawings for the building. We assume that the City will provide architectural and mechanical design drawings. 2. Run a heating and cooling simulation for the HVAC systems in the building. This will allow us to evaluate the effect of various energy upgrades. 3. Produce an HVAC "evaluation report with comments regarding potential upgrades to the cooling plant, heating plant, fan systems, zoning, and general system design. Recommendations will be made including cost estimates and potential energy savings. 4. Evaluate the heating loads for the building and use these calculations to size the new boiler. A report will be prepared to make recommendations about the type of boilers that we are suggesting. At least two or three best boiler alternatives will be offered for consideration. B. Desian Phase: 1. After the City chooses the boiler which they prefer, we will create drawings, details, and specifications for bid taking. 2. The electrical loads will be indicated on our drawings but no electrical design drawings will be provided. 3. Design of asbestos removal is not included by Lefler Engineering. 4. Provide Title 24 energy calculations for permit purposes. C. Construction Phase: 1. Review of the contractors' submittals. 2. Responses to the contractors' questions. 3. Inspections during construction including punch list reports. 4. Final inspection and punch list report including a recommendation for acceptance by the City. Hnarew j. rresion rage o Re: HVAC Study and D- 'gn Drawings for the Boiler RepIL ment March 27, 1998 Our fees based on the stated scope of services are as follows: 1. Study Phase...................................................................... $4,000.00 2. Design Phase (Boiler Only) ............................................... 4,000.00 3. Construction Phase........................................................... 1.600.00 $9,600.00 If you have any questions or comments, don't hesitate to contact me. A copy of our brochure is included with this proposal. If this proposal is acceptable, please sign below and return one copy to my office. We look forward to working with you. Sincerely, LEFLER ENGINEERING, INC. Michael J. L I MJL:kb Enclosure: Brochure /srafboil.doc Accepted By/Title Date