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HomeMy WebLinkAboutPW Sprung Structure Installation; Essential FacilitiesCity of San Rafael * California Form of Contract Agreement for Informal Bids Florida Exposition Services of NC Inc. This Agreement is made and entered into on or about April 19, 2017, by and between the City of San Rafael (the "City") and Florida Exposition Services of NC, Inc. (the "Contractor"). The City and the Contractor, for valuable consideration, agree as follows. 1. Scope of the Work. The Contractor hereby agrees to furnish all equipment, and labor necessary to perform the work for the project entitled "Sprung Structure Installation" all in accordance with Contractor's bid dated March 1, 2017, attached hereto as Exhibit A and incorporated herein by reference. 2. Prevailing Wages. Pursuant to the requirements of California Labor Code Section 1771, and San Rafael Municipal Code Section 11.50.180 (C), the general prevailing wage in the locality in which the work is to be performed, for each craft or type of worker needed to execute the contract, shall be followed. 3. Time of Completion. (a) The work to be performed under this Contract shall be commenced within FIFTEEN (15) WORKING DAYS after the date of written notice by the City to the Contractor to proceed, after lead time as set forth in Contractor's bid attached hereto. (b) All work, including punchlist items, shall be completed within FOURTEEN (14) WORKING DAYS, and with such reasonable extensions of time as may be requested by Contractor and approved by City. 4. The Contract Sum. The City shall pay to the Contractor for the performance of the Contract the amounts determined for the total number of each of the units for work in the following scheduled completed at the unit price stated. The number of units contained in this schedule is approximately only, and the final payment shall be made for the actual number of units that are incorporated in or made necessary by the work covered by the Contract. BID ITEMS Item # Description Quantity Unit Unit Price Total Price 1 Sprung Structure Installation 1 LS $25,550.00 $25,550.00 Grand Total Bid: $25,550.00 L4 10` A Agreement • 1 5. Acceptance and Final Payment. (a) Upon receipt of written notice that the work is ready for final inspection and acceptance, the City shall within 5 days make such inspection, and when he finds the work acceptable under the Contract and the Contract fully performed, he will promptly issue a Notice of Completion, over his own signature, stating that the work required by this Contract has been completed and is accepted by him under the terms and conditions thereof, and the entire balance found to be due the Contractor, shall be paid to the Contractor by the City within twenty (20) calendar days. (b) Before final payment is due the Contractor shall submit evidence satisfactory to the City that all payrolls, material bills, and other indebtedness connected with work have been paid, except that in case of disputed indebtedness or liens the Contractor may submit in lieu of evidence of payment a surety bond satisfactory to the City guaranteeing payment of all such disputed amounts when adjudicated in cases where such payment has not already been guaranteed by surety bond. (c) The making and acceptance of the final payment shall constitute a waiver of all claims by the City, other than those arising from any of the following: (1) unsettled liens; (2) faulty work appearing within 12 months after final payment; (3) requirements of the specifications; or (4) manufacturers' guarantees. It shall also constitute a waiver of all claims by the Contractor, except those previously made and still unsettled. Such payment shall be made under the terms and conditions governing final payment, except that it shall not constitute a waiver of claims. 6. Insurance. (a). Scope of Coverage. During the term of this Agreement, Contractor shall maintain, at no expense to City, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, 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 dollars ($1,000,000) dollars per occurrence. 3. If it employs any person, Contractor shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. Contractor's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against City. Agreement • 2 (b) Other Insurance Requirements. The insurance coverage required of the Contractor in subparagraph (a) of this section above shall also meet the following requirements: 1. The insurance policies shall be specifically endorsed to include the City, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 2. The additional insured coverage under Contractor's insurance policies shall be primary with respect to any insurance or coverage maintained by City and shall not call upon City insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in Contractor's policies shall be at least as broad as ISO form CG20 0104 13. 3. The insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. The insurance policies shall be specifically endorsed to provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to City. 5. 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. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of City (if agreed to in a written contract or agreement) before City's own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to City or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. (c ) Deductibles and SIR's. Any deductibles or self-insured retentions in Contractor's insurance policies must be declared to and approved by the City, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured Agreement • 3 or City or other additional insured party. 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. (d) Proof of Insurance. Contractor shall provide to the City all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. City reserves the right to obtain a full certified copy of any insurance policy and endorsements from Contractor. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by City. 7. Indemnification. (a) Contractor shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by City, and hold harmless City, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of Contractor's performance of its obligations or conduct of its operations under this Agreement. The Contractor's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the Contractor's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the Contractor's work or work product by the City or any of its directors, officers or employees shall not relieve or reduce the Contractor's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Contractor's performance of or operations under this Agreement, Contractor shall provide a defense to the City Indemnitees or at City's option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. (b) The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 8. 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. Agreement • 4 9. Compliance with All Laws. Contractor shall observe and comply with all applicable federal and State laws in the performance of its duties and obligations under this Agreement. Contractor shall comply with city and county laws, ordinances, codes, and regulations, if such rules are individually identified by the City to the Contractor, with the proviso that the City will reimburse the Contractor for any expense incurred by the Contractor in making such compliance. Under the above, the 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, ordinances, codes or regulations. 10. 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. 11. 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: To City: Public Works Director City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 To Contractor: Jim McGarry Florida Exposition Services of NC Inc. 42855 Cerritos Drive. Bermuda Dunes, CA 92203 12. 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. 13. 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. Agreement • 5 (b) This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the Contractor 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. 14. 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. 15. 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. City shall not be required to pay for any work performed under this Agreement, until Contractor has provided City with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 16. Warranty. (a) Except as otherwise expressly provided in the Agreement, and excepting only items of routine maintenance, ordinary wear and tear and unusual abuse or neglect by City, Contractor warrants and guarantees all work executed for a period of one year after final acceptance of the entire work by the City. Contractor shall repair or replace all work, together with any other work or material that may be displaced or damaged in so doing, that may prove defective in workmanship within this one year warranty period without expense or charge of any nature whatsoever to City. (b) In the event that Contractor shall fail to comply with the conditions of the foregoing warranty days after being notified of the defect in writing, City shall have the right, but shall not be obligated, to repair, or obtain the repair of, the defect and Contractor shall pay to City on demand all costs and expense of such repair. Notwithstanding anything herein to the contrary, in the event that any defect in workmanship covered by the foregoing warranty results in a condition that constitutes an immediate hazard to public health or safety, or any Agreement • 6 property interest, or any person, City shall have the right to immediately repair, or cause to be repaired, such defect, and Contractor shall pay to City on demand all costs and expense of such repair. The foregoing statement relating to hazards to health, safety or property shall be deemed to include both temporary and permanent repairs that may be required as determined in the sole discretion and judgment of City. (c) In addition to the above, the Contractor shall make a written assignment of any applicable manufacturers' and other product warranties to the City, prior to completion and final acceptance of the work by City, to the extent that such warranties run in favor of the Contractor. (d) Clarifying the above, the Contractor warrants only its workmanship, not the materials. The materials used, most notably the Sprung Structure itself, are warranted, if at all, by the manufacturer, under conditions specified by the manufacturer. (e) The Contractor makes no warranties of fitness for any particular purpose, of color, durability under City's usage habits, or suitability of the goods or services to meet the City's needs. This warranty is void if City misused or improperly maintained the parts. This warranty does not cover repairs necessitated by damage from storms, vandalism, abuse, or ordinary wear and tear. This warranty does not cover repairs necessitated by failure of the structure's parts or fittings. 17. Additional Contract Specifics. (a) The Contractor is not supplying or installing 11VAC equipment, plumbing lines, electrical lines, or lightning rod components. (b) The Contractor is not supplying the Sprung Structure, or its bolts or fasteners, personnel doors, specialized Sprung installation tools, or earth anchors. These items will be supplied by others. (c) The Contractor is not supplying or hiring the Sprung technical consultant. This person will be supplied by others, if desired by the City. (d) This Agreement does not include disassembly or dismantling of the Sprung structure. Agreement • 7 The City and the Contractor have caused their authorized representatives to execute this Agreement the day and year first written above. CITY OF SAN RAFAEL: Jim Schutz City Manager ATTEST: Esther C Beirne City Clerk APPROVED AS TO FORM: Robert F. Epstein City Attorney File No.: 16.16.15 Florida Exposition Services of NC, Inc. By: Printed N e: Jam s Sy_l is cGarry Title: Company Officer Agreement • 8 Florida Exposition Services of NC Inc. Raaj Patel Kitchell 2750 Gateway Oaks Dr #300 Sacramento, CA 95833 Phone ( 916) 648-9700 Email: nsommer@kitchell.com 1 March 2017 Dear Mr. Patel, I am pleased to submit the following quotation for the of (1) 40' x 45' non -insulated Sprung Structure located at your site in San Rafael, CA. Our total price for the installationis $25,550. This price does include installation of earth anchors. Structure Description: ■ 2 Engineered Flat End(s), each cc/w 1 bay of cable bracing ■2 Insulated Single Personnel Door(s) (3'0" x 7'0") in flat end ■ 12 Earth Anchors ■Framed openings for roll up doors (provided by manufacturer) Florida Exposition Services Agrees to provide: ■All necessary man power ■ Lodging • Equipment rental (only Fork-lift, Scissor -lift, and Boom -lift) Kitchell: Agrees to provide: ■ Trash bins for debris ■ Restrooms ■ Permits ■ Security ■ Foundation, identification of all underground utilities ■ Coring if needed • Work area is free of obstructions ■ Transportation of the structure to and from the site. *This quote does take into consideration a 7 -day workweek. If you have any questions or concerns, please do not hesitate to contact me at (800) 428-0123. Sincerely, Jim McGarry This quote is good for 10 days. I' lorida Exposition Services of NC Inc. Phone: (800)X428-0123. Address: 42855 Cerritos Drive, Bermuda Dunes, CA 92203. Contractors License: 772705. Emai1:Jimna.iimmcgarrv.com, FessvlviaOwindstream.net, Charlimcgarry n,vahoo.com Exhibit A CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Department of Public Works Project Manager: Cindy Ray Extension: x5326 Project Name: Temporary Facilities— City Hall Sprung Structure— Labor Contract Contractor Name: Florida Exposition Services of NC Inc. Contractor's Contact: Jim McGarry Contact's Email: iim(o)iimmcearrv.com / Fessvlvia(Mwindstream.net / Charlimcsarrv(a,vahoo.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 3/10/2017 ® CR b. Email contract (in Word) & attachments to City 3/10/2017 Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 3/14/2017 N LAG and return to Project Manager b. Confirm insurance requirements, create Job on 3/14/2017 N LAG PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to 3/14/2017 ® CR contractor for their signature 4 Project Manager When necessary, * contractor-siened agreement © N/A agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or ❑ CR Public Works Contract > $125,000 Click here to Date of Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 04/24/2017 ❑ CR Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed/Z7 /� 7 C > agreement ` !�G 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official _ 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager