HomeMy WebLinkAboutPW Channel Dredging Contractor Procurement-Construction Management ServicesAGREEMENT FOR PROFESSIONAL SERVICES
FOR CONTRACTOR PROCUREMENT AND CONSTRUCTION MANAGEMENT
SERVICES FOR CHANNEL DREDGING
This Agreement is made and entered into this �_ day of V_t! e 2(��by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and HALEY & ALDRICH, INC.,
a corporation authorized to do business in California (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional services are required to provide
contractor procurement and construction management services necessary for carrying out
maintenance dredging of the non-federal navigation areas on San Rafael Creek; and
WHEREAS, the CONSULTANT has agreed to render such services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. Bill Guerin 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. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Scott Bodensteiner is hereby designated as the PROJECT
DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution
of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT
shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services as outlined in
CONSULTANT's proposal, dated May 18, 2022, marked as Exhibit A, attached hereto and
incorporated herein.
3. DUTIES OF CITY.
CITY shall cooperate with CONSULTANT in performance of its duties under this
Agreement and shall pay the compensation as provided in Paragraph 4.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT as follows:
A total not -to -exceed -amount of $61,500, as detailed in CONSULTANT's Cost Proposal
included in Exhibit A.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
TERM OF AGREEMENT.
The term of this Agreement shall be for one year commencing upon date of execution of this
Agreement. 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 up to one year.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(3 0) days written notice mailed or personally delivered to the other parry.
B. Cause. Either parry may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other parry, and the notified parry'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 or such other time period as the parties may agree in
writing.
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. CITY agrees to compensate CONSULTANT for all services performed and
commitments made prior to the effective date of the termination, together with reimbursable
expenses, including those of subcontractors, subconsultants, and vendors.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT'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; provided that
CONSULTANT may retain one (1) copy of its work product for archival purposes.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY, subject to
payment of all amounts owing therefor. CITY may use said property for any purpose, including
projects not contemplated by this Agreement; provided that any reuse or modification of
CONSULTANT's written documents and materials without written verification or adaption by
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CONSULTANT for the specific purpose intended shall be at CITY's and/or any third parry's
sole risk and without liability or legal exposure to CONSULTANT.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with its
performance of its duties under this Agreement. CONSULTANT 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, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the 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 amount of one million dollars ($1,000,000) 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 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 CONSULTANT's performance of services under this Agreement.
Where CONSULTANT is a professional not required to have a professional license, CITY reserves
the right to require CONSULTANT to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONSULTANT shall maintain workers'
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of one million dollars ($1,000,000) per accident for
bodily injury or disease. CONSULTANT's workers' compensation insurance shall be
specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONSULTANT in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or workers' compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
Revised 1/29/2020
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies
shall be "primary and noncontributory" 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 CONSULTANT'S policies shall be at least as broad as ISO
form CG20 01 04 13.
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or workers' compensation
in their text or by endorsement, coverage for
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT 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. No representation is made that the minimum
insurance requirements of this Agreement are sufficient to cover the obligations of the
CONSULTANT under this Agreement.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONSULTANT'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 CONSULTANT shall procure a bond guaranteeing payment of losses and
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related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT 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 CONSULTANT. 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 subparagraph B of this section, CONSULTANT
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 CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT'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 CONSULTANT'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
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT 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. Notwithstanding anything to the contrary contained herein, for CLAIMS arising
out of CONSULTANT's professional services, to the fullest extent permitted by law;
CONSULTANT will indemnify, release, defend, and hold harmless the CITY indemnitees
from and against any and all CLAIMS to the extent caused by the negligence, recklessness, or
willful misconduct in the performance or non-performance of services under this Agreement by
CONSULTANT, its employees, agents, or subconsultants, either as a sole or contributory
cause. Further, CONSULTANT's defense obligation under this indemnification clause means
only the reimbursement of reasonable defense costs to the extent of CONSULTANT's actual
indemnification obligation under this subsection 11.B.
B. Where the services to be provided by CONSULTANT 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, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the
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CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
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.
CONSULTANT 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.
CONSULTANT 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. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT 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
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
TO CONSULTANT's Project Director: Scott Bodensteiner
Revised 1/29/2020
2033 North Main Street, Suite 309
Walnut Creek, CA 94596
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as
employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status
of CONSULTANT, 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 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 CONSULTANT 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 CONSULTANT 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.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. 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.
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20. 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.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code, and CONSULTANT 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 CONSULTANT has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and in any number of counterparts,
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic
transmission.
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL CONSULTANT
ATTEST:
By: r
Name: Lizetta Fennessy
Title: General Manager
[If CONSULTANT is a corporation, add signature of
second corporate officer]
LINDSAY LARA, City Clerk
APPROVED AS TO FORM: Name: Patricia E. McKee
Title: Secretary
�1
-�Dv ROBE T F. EPSTEIN, Ci Attorney
Revised 1/29/2020
Exhibit A
18 May 2022
City of San Rafael
Department of Public Works
VIA EMAIL: bill.guerin@cityofsanrafael.org
Attention: Mr. Bill Guerin
Director, Department of Public Works, City of San Rafael
Haley & Aldrich, Inc.
2033 N. Main Street
Suite 309
Walnut Creek, CA 94596
925.949.1012
Subject Scope of Work for Contractor Procurement and Construction Management Services
Necessary for the San Rafael Creek Dredging Project
Dear Mr. Guerin:
Haley & Aldrich, Inc. (Haley & Aldrich) has prepared this proposal for the City of San Rafael (City) to
provide contractor procurement and construction management services necessary for carrying out
maintenance dredging of the non-federal navigation areas on San Rafael Creek.
Proposed Scope of Services
As requested, Haley & Aldrich, Inc. (H&A) proposes to undertake the following tasks necessary to
procure a qualified dredging contractor and provide construction oversight during the San Rafael Creek
dredging project to ensure compliance with all applicable local, state and federal guidelines; and
completion within the agreed to schedule. The associated costs proposed to perform these tasks, as
shown in the table below, assume that the construction phase will not exceed six consecutive weeks in
total duration.
CONTRACTOR PROCUREMENT
Contract Bid Documents. Haley & Aldrich will develop contract documents that will include a detailed
scope of work, 90% design drawings and final project -specific technical specifications—a combination of
contracting, project execution, schedule, regulatory and technical requirements. Considerations will be
made for all neighboring structures, floats, docks, etc., piling impacts, and submerged debris that can
hamper dredging operations and result in costly change orders. The documents will also include the
grain size profile, so the prospective contractor can account for substrate variations within the dredge
prism and select the appropriate equipment to be used during dredge operations.
Contractor Selection. Haley & Aldrich will help prepare a permit acquisition strategy and will assist with
advertisement and outreach to qualified contractors to be sure the bid package is widely distributed.
We will also coordinate a pre-bid meeting and will be prepared to answer questions during the meeting
and site walk if necessary. We will assist with evaluating bids for responsibility, responsiveness, technical
merit, and content.
CONSTRUCTION MANAGEMENT SUPPORT
www.haleyaldrich.com
Construction Management Services for the San Rafael Creek Dredging Project
May 16, 2022
Dredge Operations Plan. Following completion of the pre -dredge hydrosurvey, Haley & Aldrich's design
team will update the construction plans by importing the newly collected bathymetric data, and then
recalculate the estimated dredge volume. We will then transmit the new design drawings to the
contractor and oversee their preparation of the Dredging Operations Plan (DOP). Once we have verified
the DOP, we will submit to the USACE and BCDC for episode approval.
Construction Oversight. Following the DOP's approval, we will provide construction oversight support
that includes:
• Weekly monitoring to verify conformance with plans and specifications, work quality, schedule,
• Preparation of inspection reports,
• Scheduling and facilitation of weekly progress meetings,
• Preparation of agendas and meeting summaries,
• Capturing and implementing action items identified during weekly progress meeting,
Weekly monitoring progress against budget and schedule,
Monitoring contractor for contractual, environmental/regulatory compliance,
• Review daily reports and track quantities of dredged sediments,
• Reviewing contractor submittals and invoices,
• Review all Change Order requests, advise the City on the validity of proposed changes and their
impact on schedule and/or cost,
• Upon request, represent the City in negotiations with the contractor,
■ Review of Contractor's regulatory notifications,
• Document control throughout project, and
• Provide weekly summary reports to City project manager.
Project Closeout. This task will involve coordination and oversight of activities necessary ensure
contractor's compliance with project plans and specifications and all regulatory requirements. The
following post -construction services will be included:
• Oversight of post -dredge bathymetric survey,
• Validation of volume calculations,
Represent the City in negotiations with the contractor, if necessary,
Observation of de -mobilization process, and
Preparation and submittal of close out reports including post dredge surveys and final volumes
to the DMMO.
COST PROPOSAL
Project Phase
I COST
1. Contractor Procurement (Bid Documents, Advertisement, etc.)
$19,700
2. Construction Management
$41,800
TOTAL
$61,500
Our team looks forward to the opportunity to further support the City with the San Rafael Creek
Dredging Project. If you would like to further discuss this proposal, please don't hesitate to contact me.
Regards,
HALEY & ALDRICH, INC.
Construction Management Services for the San Rafael Creek Dredging Project
May 16, 2022
Scott Bodensteiner
Project Manager
George Hicks
Sr. Construction Manager
PVX RA f4
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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
Project Manager: Iman Kayani for BG Extension: 3352
Contractor Name: Haley & Aldrich, Inc.
Contractor's Contact: Scott Bodensteiner Contact's Email: SBodensteiner@haleyaldrich.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
Project Manager
DATE
Check/Initial
1
a. Email PINS Introductory Notice to Contractor
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
6/2/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑X IKK
2
City Attorney a. Review, revise, and comment on draft agreement
6/9/2022
and return to Project Manager
6/9/2022
® GC
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
0 GC
3
Department Director
Approval of final agreement form to send to
6/10/2022
® BG
Project Manager
contractor
Forward three (3) originals of final agreement to
4
6/10/2022
DIKK
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
0 N/A
agendized for City Council approval *
*City Council approval required for Professional Services
❑X IKK
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval
enter a date.
6/21/2022
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
IKK
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed�,�Z
lL
a
(�
agreement
8
City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
y� 7
official
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
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