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HomeMy WebLinkAboutProfessional Services - DOWL, LLC (Pine/Hamrick intersection) CITY OF CENTRAL POINT PROFESSIONAL SERVICES CONTRACT Pine and Hamrick Intersection Improvements—Amendment#1 This contract is made between the City of Central Point(City) and DOWL, LLC(Consultant). Consultant Information: Full Legal name or business name: DOWL, LLC(formerly known as OBEC) Address 920 Country Club Rd., Suite 100B City: Eugene Zip code: 97401 Telephone: 541-683-6090 FAX:541-683-6576 City and Consultant agree: 1. Services to be provided. Consultant will provide to the City the services set forth in Exhibit B, incorporated herein by reference. 2. Effective Date or Duration.This contract is effective on the date at which every party has signed this contract. This contract shall expire, unless otherwise terminated or extended,on [Insert date here]. 3. Compensation. City agrees to pay Consultant a sum not to exceed $149,935 for the services to be provided. A written approval in the form of an amendment of this contract will be obtained where there will be changes in the scope of work, amount of contract or time. Payment will be made: (Initial here) Upon completion; or, (Initial here) City shall pay Consultant for services and reimburse Consultant for expenses incurred by Consultant in performance of services in accordance with a payment schedule to be submitted by Consultant and accepted by City.No reimbursement will be made for expenses that are not specifically itemized in this payment schedule without prior approval by City. Consultant shall submit monthly invoices to City for Consultant's services within ten days after the end of the month covered by the invoice.Total payments under this contract or any amendments shall not exceed the sum specified in this section 3. 4. Authorized Consultant Representative.The authorized representative for Consultant is Jaime Jordan. 5. Standard Contract Provisions. Consultant shall comply with the City's Standard Contract Provisions for Professional Services as modified for this contract,as provided in the attached of which is attached as Exhibit A, incorporated herein by reference. 6. Conflicting Provisions. In the event of any conflict or inconsistency between the body of this Agreement and any Exhibit hereto,the terms and provisions of this Agreement, as amended from time to time, shall prevail and be given priority. Further in the event of any conflict or inconsistency between Exhibit A and Exhibit B, the terms and provisions of Exhibit A shall be given priority.Subject to the foregoing,the several documents and instruments forming part of this Agreement are to be taken as mutually explanatory of one another and in the case of ambiguities or discrepancies within or between such parts the same shall be explained and interpreted, if possible, in a manner which gives effect to each part and which avoids or minimizes conflicts among such parts. No oral representations or other agreements have been made by the Parties except as specifically stated in the Contract Documents. CITY OF CENTRAL POINT DOWL, LLC Dpaady vgned by Jaime Jonten C ON CN=Jmme Jordan By: 1.10%.5 G a-�ndeb.DWuee@.DU-St'eLoc . By: Jaime Jordan DC-0on Opda=CDM Date 1 05 07 Signed 5 4 Deb 2021 05 07 15 ZS C5-07TI0' Title: DOWL LLC Member • Title: (�' t jY\ , Com, Date:05.07.2021 Date: S 13 aaz p SSN/Tax 'd. No.: 83-1720621 C — CP Business License No.: Form 1099:On file: X Attached: EXHIBIT A CITY OF CENTRAL POINT CONTRACT PROVISIONS FOR PROFESSIONAL SERVICES 1. Qualified Personnel. Consultant has represented, and by entering into this contract now represents,that all personnel assigned to the services required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon,are so registered, licensed and bonded. 1.1 Standard of Care—Professional Services. Subject to the express provisions of the agreed scope of work as to the degree of care, amount of time and expenses to be incurred, and subject to any other limitations contained in this Agreement, Consultant shall perform its Services in accordance with generally accepted standards and practices customarily utilized by competent members of the same profession in effect at the time Consultant's Services are rendered. Consultant does not expressly or impliedly warrant or guarantee it 1 .2 Reliance upon Information Provided by Others. If Consultant's performance of services hereunder requires Consultant to rely on information provided by other parties (excepting Consultant's subcontractors), Consultant shall not independently verify the validity, completeness, or accuracy of such information unless otherwise expressly engaged to do so in writing by Client, 1.3 Contract Renewal.The City shall have the option to renew this contract annually after the initial term has expired. Each renewal shall be with such modifications as may be agreed to by the parties in a written amendment of the contract, provided that the amendments made for any renewal term may not increase the total compensation to be paid to Consultant by more than 10 percent or increase the rate of compensation for any contract Service by more than 5 percent. 2. Authorized Representative for City.The City's authorized representative is Jaime Jordan, or a duly authorized representative. 3. Notices. Any notice permitted or required by this contract shall be deemed given when personally delivered or upon deposit in the United States mail, postage fully prepaid, certified, and with return receipt requested, to the persons and addresses shown below. In addition, if directions for telephonic transmission ("FAX") are set forth below, notices may be delivered by FAX. Notices sent by certified mail will be deemed delivered three business days after placement in the mail and notices sent by FAX will be deemed delivered when successful transmission is electronically confirmed. Except as expressly provided in the contract, required notices must be signed by the person designated to receive notices, or that person's designee or attorney. Consultant: Authorized Representative named on pages 1 and 2 at address for Consultant listed on pages 1 and 2. City: Authorized Representative (see section 3 of this page), 140 South Third Street,Central Point,Oregon 97502 Each party shall notify the other of any change in the name, address or FAX instructions to be used for delivery of notices. 4. Termination. Notwithstanding any other provision to the contrary, this contract may be terminated as follows: 4.1. The parties, by mutual written agreement, may terminate this contract at any time. 4.2. Either party may terminate this contract in the event of a breach of the contract by the other party. 4.3. The City may terminate this contract at any time or for any reason, upon not less than ten days' notice in advance of the termination date. 4.4. City may terminate this contract immediately upon Consultants failure to have in force any insurance required by this contract. Except as provided in section 6, in the event of a termination,City shall pay Consultant for work performed to the date of termination. 5. Remedies. 5.1. In the event of a termination of this contract by City because of a breach by Consultant,City may complete the Services either by itself or by contract with other persons,or any combination. Consultant shall be liable to City for any costs or losses incurred by City arising out of or related to the breach, including costs incurred in selecting other contractors, time-delay losses, attorney fees and the like, less the remaining unpaid balance of the consideration provided in this contract.City may withhold payment of sums due Consultant for work performed to the date of termination until City's costs and losses have been determined, at which time City may offset any such amount due Consultant against the costs and losses incurred by City. 5.2. The foregoing remedies provided to City for breach of this contract by Consultant shall not be exclusive. City shall be entitled to exercise any one or more other legal or equitable remedies available because of Consultant's breach. 5.3 In the event of breach of this contract by City, Consultant's remedy shall be limited to termination of this contract and payment for work performed to the date of termination. 5.4. The Consultant shall be allowed to remedy a breach of this agreement by curing such breach or making reasonable progress toward its cure within 15 days after City has given written notice of alleged breach to Consultant. 5.5. The City shall be allowed to remedy a breach of this agreement by curing such breach or making reasonable progress toward its cure within 15 days after Consultant has given written notice of the alleged breach to the City or upon five days' notice if work under this Agreement has been suspended by either City or Consultant for more than 30 days in the aggregate. 6. Records/Inspection. Consultant shall maintain records of its charges to City under this contract for a period of not less than 3 (three) full fiscal years following Consultant's completion of this contract. Upon reasonable advance notice, City or its authorized representatives may from time to time inspect, audit and make copies of any of Consultant's records that relate to this contract.If any audit by City discloses that payments to the Consultant were in excess of the amount to which Consultant was entitled under this contract,Consultant shall promptly pay to City the amount of such excess. If the excess is greater than one percent of the contract amount,Consultant shall also reimburse City its reasonable costs incurred in performing the audit. 7. Ownership of Work Product. All work product of Consultant that results from this Agreement (the work product) is the exclusive property of City, once the Consultant has been paid for services rendered. City and Consultant intend that such work product be deemed "work made for hire" of which City shall be deemed the author. If for any reason the work product is not deemed "work made for hire," Consultant irrevocably assigns to City all its right,title,and interest in and to any and all of the work product,whether arising from copyright, patent, trademark,trade secret, or any other state or federal intellectual property law or doctrine. Consultant shall execute such further documents and instruments as City may reasonably request in order to fully vest such rights in City. Consultant forever waives any and all rights relating to the work product,including without limitation, any and all rights arising under 17 USC 106A or any other rights of identification of authorship or rights of approval, restriction or limitation on use or subsequent modifications.The City agrees to hold harmless and indemnify the Consultant from any and all liability whatsoever,associated with any reuse of work products generated by this work project, beyond the original purpose intended by this contract. 8. Indemnification. Except for claims that relate to professional liability, Consultant shall defend,indemnify and save City, its officers,employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction)to property,of whatsoever nature arising out of or incident to the performance of this agreement by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this agreement), Consultant shall not be held responsible for damages caused by the negligence of City. If the claim or liability results from error or omissions in the products, results, analyses, opinions, recommendations, directions, designs, or other manifestation of Consultant's professional services, including any other professional act, error or omission that is subject to professional standards of care, the obligation of Consultant hereunder shall only exist to the extent of Consultant's negligence or willful misconduct. 9. Workers' Compensation. If Consultant will perform the work with the help of others, Consultant shall comply with the Oregon Workers' Compensation law by qualifying as a carrier-insured employer or as a self-insured employer and shall strictly comply with all other applicable provisions of such law. Consultant shall provide the City with such further assurances as City may require from time to time that Consultant is in compliance with these Workers' Compensation coverage requirements and the Workers' Compensation law. 10. Insurance.Consultant shall have and maintain the insurance policies specified below. Each policy of insurance shall be written as a primary policy, not contributing with or in excess of any coverage which City may carry.A copy of each policy or a certificate satisfactory to City shall be delivered to City prior to commencement of the Services.The adequacy of all insurance policies for compliance with this Section 11 shall be subject to approval by City's Risk Manager. Failure to maintain any insurance coverage required by the contract shall be cause for immediate termination of the contract by City. Unless otherwise specified,each policy shall be written on an "occurrence"form with an admitted insurance carrier licensed to do business in the state of Oregon; and shall contain an endorsement entitling City to not less than 30 days prior written notice of any material change, non-renewal or cancellation. In the event the statutory limit of liability of a public body for claims arising out of a single accident or occurrence is increased above the combined single limit coverage requirements specified below,City shall have the right to require that Consultant increase the coverage limits of all liability policies by the amount of the increase in the statutory limit. 10.1. Commercial General Liability. Consultant shall maintain a broad form commercial general liability insurance policy with coverage of not less than$1 combined single limit per occurrence, and as an annual aggregate,for bodily injury, personal injury or property damage. The policy shall have a contractual liability endorsement to cover Consultant's indemnification obligations under the contract.The policy shall also contain an endorsement naming City as an additional insured, in a form satisfactory to City, and expressly providing that the interest of City shall not be affected by Consultant's breach of policy provisions. 10.2 Workers' Compensation Insurance. Unless Consultant is exempt, Consultant shall comply with the Oregon Workers' Compensation law by qualifying as a carrier- insured employer or as a self-insured employer and shall strictly comply with all other applicable provisions of such law. Consultant shall provide City with such assurances as City may require from time to time that Consultant is in compliance with these Workers' Compensation coverage requirements and the Workers' Compensation law. 10.3.Comprehensive Automobile Liability. If Consultant will use a motor vehicle on a regular basis in the performance of the Services, Consultant shall maintain automobile liability insurance coverage of not less than$1 combined single limit per occurrence for bodily injury, personal injury or property damage for each motor vehicle owned, leased or operated under the control of Consultant for, or in the performance of,the services. 10.4. Professional Liability. If Consultant is required to be licensed by the State of Oregon to perform the Services, Consultant shall maintain a professional liability insurance policy with coverage limits of not less than$1 per claim, and a deductible or self-insured retention of not more than$250,000 per claim to protect Consultant from claims by City or others for injury, loss or damage arising from or resulting from the wrongful or negligent performance or non-performance of,the Services.The policy shall contain an endorsement entitling City to not less than 60 days prior written notice of any material change, non-renewal or cancellation of such policy.This policy may be written on a "claims made"form, provided that continuous coverage is maintained to cover claims made within two years after completion of the Services. 11. Assignment/Subcontracting. Consultant shall not assign this contract, in whole or in part, or any right or obligation, without City's prior written approval. Consultant shall require any approved subcontractor to agree, as to the portion subcontracted, to comply with all obligations of Consultant specified in this contract. Notwithstanding City's approval of a subcontractor, Consultant shall remain obligated for full performance of this contract and City shall incur no obligation to any subcontractor.Consultant shall indemnify, defend and hold City harmless from claims of subcontractors related to the performance of the Consultant's duties under this agreement. 12. Independent Contractor. Whether Consultant is a corporation, partnership, other legal entity or an individual, Consultant is an independent contractor. If Consultant is an individual,Consultant's duties will be performed with the understanding that Consultant is a self-employed person, has special expertise as to the services which Consultant is to perform and is customarily engaged in the independent performance of the same or similar services for others.The manner in which the services are performed shall be controlled by Consultant; however, the nature of the services and the results to be achieved shall be specified by City. Consultant is not to be deemed an employee or agent of City and has no authority to make any binding commitments or obligations on behalf of City except to the extent expressly provided in this contract. 13. Compliance with Laws/Business License. Consultant shall comply with all applicable Federal, State and local laws, rules, ordinances and regulations at all times and in the performance of the Services, including, but not limited to those laws pertaining in nonresident contractors in ORS 279A.120 and all applicable provisions of ORS 2798.220, 2796.225, 2796.230, 2796.235, and 2796.240. Consultant shall obtain a City of Central Point business license as required by the city municipal code prior to beginning work under this contract. Consultant shall provide a business license number in the space provided on pages one and two of this contract. 14. Governing Law. This agreement shall be governed and construed in accordance with the laws of the State of Oregon. Any claim, action, or suit between City and Consultant that arises out of or relates to performance of this agreement shall be brought and conducted solely and exclusively within the Circuit Court for Jackson County,for the State of Oregon. Provided, however,that if any such claim, action,or suit may be brought only in a federal forum, it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. 15. Attorney Fees. In the event of any action to enforce or interpret this contract, the prevailing party shall be entitled to recover from the losing party reasonable attorney fees incurred in the proceeding, as set by the court, at trial,on appeal or upon review. 16. Integration. This contract embodies the entire agreement of the parties. There are no promises,terms,conditions or obligations other than those contained in this contract.This contract shall supersede all prior communications, representations or agreements, either oral or written, between the parties.This contract shall not be amended except in writing, signed by both parties. EXHIBIT B April 23, 2021 Matt Samitore City of Central Point Public Works Director 140 South 3rd Street Central Point, OR 97502-2216 RE: Pine and Hamrick Intersection Improvements —Amendment#1 Dear Matt: DOWL appreciates the opportunity to further develop the design for your Pine and Hamrick Intersection Improvements project. 441116's DOWL AMENDMENT 1 SCOPE OF WORK This scope outlines additional effort and additional tasks needed to perform right of way services and final design services. This Scope of Work will revise tasks from the previous contract and adds additional tasks as specified below. Our proposed detailed scope of services for the amendment is as follows: TASK 1 PROJECT MANAGEMENT AND COORDINATION Task 1.1 Project Manaaement and Coordination (Additional effort) Additional effort to schedule, coordinate, and supervise project work and to maintain lines of communication between DOWL, subconsultants and City staff for up to eight additional months as indicated in attached BOC for reoccurring services. ❑ Produce monthly invoices and progress reports (assumed to be no more than eight) TASK 2 Project Investigation, Concept Layouts, and Scoping (UNCHANGED) TASK 3 UTILITY COORDINATION Task 3.1 Utility Location and Coordination (Unchanged) Task 3.2 Utility Meetings. Relocations, and Notices DOWL shall schedule, attend and document on-site meetings with potentially affected utilities. The meetings shall be conducted on the Project site after impacts have been identified. For budgeting purposes, attendance at a maximum of two (2) site meetings is anticipated, each of which may last up to three (3) hours including travel time. For each private utility found in potential conflict with the proposed design, DOWL shall prepare a Utility Conflict Notification Letter informing the utility of the potential conflict and the need to relocate/adjust the utility facility and required timing of relocation. DOWL shall work with each private utility to verify a relocation plan that is not in conflict with the Project. Once DOWL has confirmed the relocation plan with each utility, a Timing Requirements Letter will be sent to each affected utility. When Consultant has made proper arrangements with each utility owner, to either clear the right of way of their utility facilities prior to construction, or for relocation to occur during construction so as to not delay the contractor, DOWL shall provide the City with a written summary. Assumption: • No reimbursable utility relocations Deliverable(s)/Schedule: • Electronic copy of Utility Conflict / Project Notification letters to the City as per project schedule • Electronic copy of approval of each utility's relocation plan and Timing Requirements letters as per the project schedule TASK 4 HYDROLOGIC, HYDRAULIC & STORMWATER ANALYSES LUnchangedl TASK 5 TRAFFIC ENGINEERING AND MANAGEMENT Task 5.1 Traffic Signal Modification Design (Additional effortl Additional effort to prepare traffic signal modification Advanced and Final plans, special provisions, and an engineer's cost estimate. It is assumed that no traffic signal interconnect is included. No traffic signal modification request preparation is included as part of this task. Deliverable(s)/Schedule: • Advanced and Final Traffic Signal Plans o Signal Plan Legend (1 sheet, NTS) o Signal Removal Plan (1 sheet, 1"=40') o Temporary Signal Plan (1 sheet, 1"=20') o Temporary Detection Plan (1 sheet, 1"=20') o Signal Modification Plan (1 sheet, 1"=20') o Signal Detection Plan (1 sheet,1"=40') o Signal Details (1 sheet, NTS) o 1 Cabinet Print • Special Provisions at the Advanced and Final Submittal levels • Advanced and Final Construction Cost Estimates • Attend one (1) comments review meeting after Advanced Design via telephone Task 5.2 Signing & Striping Design (Additional effort) Additional effort to prepare combined signing and striping Advanced and Final_plans, special provisions, and engineer's cost estimate. Deliverable(s)/Schedule: Consultant shall provide: • Advanced and Final Signing & Striping Plans o Signing & Striping Legend (1 sheet, NTS) o Signing & Striping Plans (2 sheets, 1"=40') o Signing Details (1 sheet, NTS) o Striping Details (1 Sheet, NTS) o Sign & Post Data Table (1 sheet, NTS) • Special Provisions at the Advanced and Final Submittal levels • Advanced and Final Construction Cost Estimates • Attend one (1) comments review meeting after Advanced Design via telephone (combined with Task 5.1) TASK 6 PREPARE PRELIMINARY DESIGN PACKAGE (Unchanged) TASK 7 RIGHT OF WAY ("ROW") ACQUISITION (RESERVED) TASK 8 PREPARE ADVANCED PLANS, SPECS & COST ESTIMATE Task 8.1 Prepare Advanced Plans DOWL will prepare and submit Advance (90%) contract plans for review by City Staff. City feedback from the preliminary design will be incorporated into the Advance Plans. DOWL will incorporate City of Central Point standard details into the drawing set, as needed. For budgeting purposes, it is anticipated that the Advance and Final Plans will consist of the following list of 11" x 17" plan sheets: Title Sheet 1 sheet Construction Details 2 sheets Traffic Control Plans/Details 6 sheets General Construction & Utility Plan 4 sheets Drainage Detail Plans 3 sheets Signal Modification Plans 8 sheets (Task 5.1) Signing and Striping Plans 6 sheets (Task 5.2) Erosion Control Plan/Details 2 sheets Total 32 sheets Deliverable(s)/Schedule: • DOWL shall provide the City a PDF of the above items for review and comment per the project schedule. Task 8.2 Prepare Advanced Quantities/Cost Estimate DOWL shall calculate detailed construction quantity estimates and generate a detailed Engineer's Cost Estimate to accompany the Advanced plans. Task 8.3 Prepare Advanced Specifications DOWL shall prepare a bid book including draft specifications and special provisions for the purposes of bidding. Specifications shall conform to the 2021 Oregon Standard Specifications for Construction. Task 8.4 Advanced Independent Design Check/Review According to DOWL policy and procedures, DOWL shall conduct an independent QA/QC review of all design deliverables and quantities prepared and submitted to the City. Documentation of this internal review will be kept in DOWL's project files and will be available to the City upon request. TASK 9 PREPARE FINAL PLANS, SPECS & COST ESTIMATE Task 9.1 Prepare Final Plans DOWL will prepare and submit final contract plans for the purposes of bidding. City feedback from the Advanced plans, and up to one set of comments, will be incorporated into the final plans. All plan sheets will be produced in 11" x 17" format and submitted electronically. Task 9.2 Prepare Final Quantities/Cost Estimate DOWL shall calculate detailed construction quantity estimates and generate a detailed Engineer's Cost Estimate to accompany the final plans. Task 9.3 Prepare Final Specifications DOWL shall prepare a bid book including final specifications and special provisions for the purposes of bidding. Specifications shall conform to the 2021 Oregon Standard Specifications for Construction and the City Standards. Task 9.4 Final Independent Design Check/Review According to DOWL policy and procedures, DOWL shall conduct an independent QA/QC review of all design deliverables and quantities prepared and submitted to the City. Documentation of this internal review will be kept in DOWL's project files and will be available to the City upon request. TASK 10 BIDDING ASSISTANCE Task 10.1 Bidder Questions and Addenda DOWL shall assist the City during the bidding process by answering contractor questions and preparing addenda, as necessary. Consultant shall respond to 2 questions during bidding and provide up to 1 Addenda for a design modification. Task 10.2 Bid Advertisement&Assessment DOWL shall assist the City in securing construction bids for a contractor to perform the roadway and signal work. DOWL will prepare the bid advertisement language. The City will be responsible for advertisement, receipt of all bids and preparation of the bid tabulation. Estimated Fee DOWL proposes to perform this scope of services on a time-and-materials basis for a cost not to exceed $149,935, as shown in the attached spreadsheet of estimated labor costs and expenses. These costs are in accordance with and based upon DOWL's 2020 Standard Billing Rates, also attached. We hope that this proposal provides you with the information you require at this time. We look forward to continuing working with you on this project. 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