HomeMy WebLinkAboutPW Installation of CC Chambers Emergency Access DoorAGREEMENT FOR PROFESSIONAL SERVICES
FOR CITY COUNCIL CHAMBERS EMERGENCY ACCESS DOOR
This Agreement is made and entered into this ~ day of Fe b~ ~Vl.j , 20~
by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MARTINIMARTIN
CONSULTING ENGINEERS (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, The City of San Rafael is seeking professional engineering services to review,
design and provide construction oversight for the installation of a City Council Chambers
Emergency Access Door; and
WHEREAS, MartinIMartin Consulting Engineers are well qualified as Structural and Civil
Engineers and provided the city with a proposal dated January 11,2018.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A . CITY'S Project Manager. The Public Works Director, or his designee, 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'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Emily Guglielmo 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.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perform the duties and/or provide services as follows:
1. Review existing as-built drawing of the City Council Chambers and prepare preliminary
sketches for installing a door and associated improvements behind the Council dais.
2. Prepare a preliminary estimate for the construction cost of installing an emergency door
behind the Council dais, which includes egress on the exterior of the building.
3. Develop a plan, specification and estimate for the installation of the door and egress.
4. Provide staff assistance in securing permits for the project.
5. Provide construction oversight for the installation of the door and associated improvements.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
follows:
1. Provide all criteria and full information as to requirements for the project.
2. Furnish all soil subsurface and environmental testing reports needed by CONTRACTOR.
3. Provide prompt notice to CONTRACTOR of any development that affects the scope and
timing of this project.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR on a time and materials basis as specified in Exhibit A in an amount not to
exceed $5,000;
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for six months commencing on February 15,2018 and
ending on August 15,2018. Upon mutual agreement of the parties, and subject to the approval of
the City Manager the term of this Agreement may be extended for an additional period of three
months.
6. TERMlNA TION.
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 fifteen (15) 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, to the reasonable satisfaction of the party giving such
notice, within such fifteen (15) day time period.
C. Effect of Tennination. 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.
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7. 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.
8. 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.
9. ASSIGNABILITY.
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.
10. 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 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 dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's performance of services under this
Agreement. Where CONTRACTOR is a professional not required to have a professional license,
CITY reserves the right to require CONTRACTOR to provide professional liability insurance
pursuant to this section.
4. 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.
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B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR 10 subparagraph A of this section above shall also meet the following
requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additionally named insureds (for both ongoing and completed
operations) 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's 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
CG2001 04 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
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.
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C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, 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 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 PROJECT
MANAGER or CITY'S City Attorney 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 PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., 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. Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that term is defined
under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law,
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indemnify, release, defend and hold harmless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. In
no event shall the cost to defend charged to the design professional exceed the design
professional's proportionate percentage of fault.
C. 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.
12. 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.
13. 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,
ordinances, codes or regulations.
14. 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.
15. 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's Project Manager: Bill Guerin
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TO CONTRACTOR's Project Director:
16. INDEPENDENT CONTRACTOR.
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
EtnHLl C~\A~Helmo
MartiIllMartin Co ulting Engineers
700 Larkspur Landing Circle, Suite 155
Larkspur CA 94939
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.
17. ENTIRE AGREEMENT --AMENDMENTS.
A. The tenns 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 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 tenns 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 tenns and conditions of this Agreement, and the
tenns and conditions of the attached exhibits or the documents expressly incorporated by reference,
the tenns and conditions of this Agreement shall control.
18. 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.
19. WAIVERS.
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The waiver by either party of any breach or violation of any tenn, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other tenn, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other tenn, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, perfonnance, 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 tenn, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the tenns and conditions of this
Agreement, or arising out of the perfonnance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. 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 perfonned under this Agreement, until CONTRACTOR has provided CITY with a
completed Internal Revenue Service Ponn W -9 (Request for Taxpayer Identification Number and
Certification ).
22. 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 CONTRACTOR
ATIEST:
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LINDSAY LARA, Interim City Clerk
APPROVED AS TO FORM:
£.~a~=fFe-
ROBERT F. EPSTElN,tYAttO'e)T
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PROPOSED AGREEMENT FOR SERVICES
City Hall Council Room Emergency Door Project
January 11, 2018
K. The Client acknowledges that Martin/Martin, Inc.'s scope of services does not include any
services related to the presence of any hazardous or toxic materials. In the event that
Martin/Martin, Inc. or any other party encounters any hazardous or toxic materials, or should it
become known to Martin/Martin, Inc. that such materials may be present on or about the
jobsite or any adjacent areas that may affect the performance of Martin/Martin, Inc. "Services,"
Martin/Martin, Inc. may, at its option, and without liability for consequential or any other
damages, suspend performance of its services under this Agreement until the Client retains
appropriate Consultants or Contractors to identify and abate or remove the hazardous or toxic
materials and warrants that the jobsite is in full compliance with all applicable laws and
regulations.
VII. COMPENSATION
Our compensation is as follows:
Phase 1: Review existing documents, prepare preliminary sketches,
and prepare engineers estimate of probable cost for improvements ..................... $1,500
Phase 2: Develop a plan including PS&E and permit acquisition .......................................... $2,500
Phase 3: Construction oversight ............................................................................................ $1,000
Total: ....................................................................................................................................... $5,000
VIII. LABOR RATES
Principal ................................ $195 per hour Sr. Designer ........................................... $135 per hour
Associate .............................. $185 per hour Designer ................................................ $110 per hour
Sr. Project Engineer .............. $175 per hour Technician 111 ......................................... $100 per hour
Sr. Bldg Envelope Specialist.. $175 per hour Technician 11 ............................................ $95 per hour
Project Engineer ................... $160 per hour Technician 1 ............................................. $90 per hour
Professional Engineer ........... $140 per hour Administrative Assistant ......................... $65 per hour
Engineer EIT II ....................... $120 per hour Engineering Intern .................................. $60 per hour
Engineer EIT 1 ........................ $110 per hour
Rates for personnel above are subject to review each year.
Please sign below and return to Martin/Martin, Inc. as authorization to proceed.
Page415
EXI-IIBIT A
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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: Public Works
Step
I
2
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3
4
5
6
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----------------------------------------------Project Manager: KM
Extension: -3-3-8-9 ----------------------
Project Name: City Council Chambers Emergency Access Door
Contractor's Contact: Emily Guglielmo
Contract's Email: egugl~elmo@martinmartin.com
RESPONSIBLE
DEPARTMENT DESCRIPTION
a. Email PINS Introductorx Notice to Contractor
b. Email Contract (in Word) & attachments to City Attorney cl o
Project Manager Laraine.Gittens @cityofsanrafael .org
a. Review, revise and comment on draft agreement and return to Project
Manager
b. Confirm insurance requirements, create Job on PINS, send PINS
Ci ty Attorney insurance notice to contractor.
Forward three (3) originals of final agreement to contractor for their
Project Manager si~nature.
When necessary, * contractor-signed agreement agendized for Council
ap proval
* PSA> $20,000 or Purchase> $35,000: or Public Works Contract>
Project Manager $125,000
PRINT CONTINUE ROUTING PROCESS WITH HARD COpy
Forward signed original agreement to City Attorney with printed copy of
Project Manager this routing form
City Attorner Review and approve hard copy of signed agreement
Review and approve insurance in PINS, and bonds (for public works
City Attorney contracts)
City
Managerl Mayor Agreement executed by Council authorized official
Attest signatures, retains original agreement and forwards copies to
City Clerk p rol ect manager --
Project Manager Forward Final Copy to Contractor
REVIEWER
COMPLETED DATE Initial
1116/2018 KM
1116/2018 KM
1119/2018 LG
1119/2018 LG
1131/2018 KM
2/2/2018 KM
2/7~~ ll-
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