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HomeMy WebLinkAbout4.6 Tassajara Road Overlay Project STAFF REPORT CITY CLERK File # 600-30 CITY COUNCIL DATE:February 2, 2016 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Approval of a Consulting Services Agreement with Harris & Associates, Inc. for the Tassajara Road Overlay Project Prepared by Michael Boitnott, Senior Civil Engineer EXECUTIVE SUMMARY: The Annual Street Overlay Program is included in the 2014-2019 Capital Improvement Program (CIP). This year’s project will provide for an asphalt overlay of Tassajara Road from the I-580 off-ramp to North Dublin Ranch Drive. The project will include installation of an asphalt rubber overlay, repairs to failed segments of the roadway, installation of new traffic signal detection loops and pavement markings, and modifications to comply with Americans with Disabilities Act (ADA). Staff recommends the selection of Harris & Associates, Inc. to complete the engineering design work for the project. FINANCIAL IMPACT: The work proposed by Harris & Associates, Inc. is set at a not-to-exceed amount of $120,000 and is considered reasonable for the project scope. Sufficient funds are available in the current budget in the Annual Street Overlay Program. The estimated cost for the entire project is approximately $2.1 million, which will require additional budget appropriation from various other sources, at the time of the contract award: Tassajara Road Overlay Project, Current Cost Estimate$ 2,100,000 Annual Street Overlay Program, Remaining Budget$ 1,167,846 Other Available Funding Sources: Annual Slurry Seal Project, Remaining Budget$ 806,279 Noise Mitigation Funds$ 90,000 Gas Tax Funds$ 35,875 Total Potential Funding Sources$ 2,100,000 Difference$ - RECOMMENDATION: ITEM NO. ___4.6______ Page 1 of 2 Resolution Staff recommends that the City Council adopt the Approving a Consulting Services Agreement With Harris & Associates, Inc. for the Tassajara Road Overlay Project. Submitted By Reviewed By Public Works Director Assistant City Manager DESCRIPTION: This year’s Annual Street Overlay project will include design and construction of a rubberized asphalt overlay of Tassajara Road from I-580 off-ramp to North Dublin Ranch Road. This segment of roadway is a heavily used arterial road and is starting to show signs of rutting and failure of the asphalt. It is an ideal candidate for an overlay, before the road deteriorates further and becomes more costly to repair. Staff is proposing the use of an asphalt rubber overlay, which provides a quieter driving surface, is more flexible, and will increase the durability of the roadway. It is also recommended that this segment of work be performed in summer 2016 while the culvert at the north end of Tassajara Road is being replaced and the road is closed to through traffic into Contra Costa County. This should reduce the traffic for the overlay contractor to contend with, shorten the delays for Dublin residents, and lower the pricing from the contractors. The project improvements will include, but are not limited to, asphalt overlay, repairs to failing pavement, pavement markings, traffic signal loop detectors, and requirements to comply with the ADA. This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines. Through the City’s selection process for on-call civil engineering firms, Harris & Associates, Inc. has been selected to provide the design services for the Tassajara Road Overlay Project. The services provided will include field surveying, preparation of plans and specifications for public bidding, and design support during construction. Staff negotiated a scope and fee for these services at a not-to-exceed amount of $120,000. The agreement, which outlines the scope of work and fee schedule, is included with the attached resolution for City Council approval. The total estimated cost for the project is approximately $2.1 million, and will require additional budget appropriation at the time of the award, primarily from remaining balance in other streets maintenance projects, as shown in the Financial Impact section above. Staff will bring a budget amendment for City Council approval at the time of the contract award. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of this Staff Report was sent to Harris & Associates, Inc. ATTACHMENTS: 1. Resolution Approving the Consulting Services Agreement With Harris & Associates, Inc. for the Tassajara Road Overlay Project, and Exhibit A - Agreement with Harris & Associates Inc. Page 2 of 2 RESOLUTION NO. XX - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * APPROVING A CONSULTING SERVICES AGREEMENT WITH HARRIS & ASSOCIATES, INC. FOR THE TASSAJARA ROAD OVERLAY PROJECT WHEREAS, the 2014-2019 Capital Improvement Program includes a project to prepare design and construction documents for the Annual Street Overlay Program; and WHEREAS, the City has solicited proposals from Harris & Associates, Incorporated to complete the design and construction documents; and WHEREAS, Harris & Associates, Incorporated has demonstrated ability to perform said design and construction documents; and WHEREAS, Harris & Associates, Incorporated is available to perform work as specified. NOW, THEREFORE, the City Council of the City of Dublin does approve the Agreement with Harris & Associates, Incorporated, attached hereto, and authorizes the City Manager to execute the Agreement. nd PASSED, APPROVED AND ADOPTED this 2 day of February 2016, by the following vote: AYES : NOES : ABSENT : ABSTAIN : ______________________________ Mayor ATTEST : _________________________________ City Clerk ATTACHMENT 1 Project Name: Tassajara Road Overlay Project Project No. ST5016 Date: 2/2/2016 CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND HARRIS & ASSOCIATES, INC. THIS AGREEMENT for consulting services is made by and between the City of Dublin (“City”) and Harris & Associates, Inc. a California Corporation (“Consultant”) as of February 2, 2016. Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above and shall end on January 31, 2017, the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City’s right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first-class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant’s obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed One Hundred and Twenty Thousand dollars ($120,000.00) for services outlined in Exhibit A, notwithstanding any contrary indications that may be contained in Consultant’s proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant’s proposal, attached as Exhibit B, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;  The beginning and ending dates of the billing period;  A Task Summary containing the original contract amount, the amount of prior billings,  the total due this period, the balance available under the Agreement, and the percentage of completion; At City’s option, for each work item in each task, a copy of the applicable time entries  or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; The total number of hours of work performed under the Agreement by Consultant  and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A; The Consultant’s signature.  2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 2 of 21 unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the following fee schedule: 2.6 Reimbursable Expenses. Reimbursable expenses are specified in the Consultant’s Proposal. Expenses not listed are not chargeable to City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 3 of 21 subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. 4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Consultant may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. An endorsement shall state that coverage shall not be canceled except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Consultant shall notify City within 14 days of notification from Consultant’s insurer if such coverage is suspended, voided or reduced in coverage or in limits. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles. 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11/88) or Insurance Services Office form number GL 0002 (ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9 (“any auto”). No endorsement shall be attached limiting the coverage. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 4 of 21 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured’s general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. d. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be canceled except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Consultant shall notify City within 14 days of notification from Consultant’s insurer if such coverage is suspended, voided or reduced in coverage or in limits. 4.3 Professional Liability Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’ errors and omissions. 4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 5 of 21 4.3.3 The policy must contain a cross liability or severability of interest clause. 4.3.4 The following provisions shall apply if the professional liability coverages are written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant’s sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4.4 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the City’s interests are otherwise fully protected. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 6 of 21 4.4.5 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self-insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self-insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant’s earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant’s breach: Obtain such insurance and deduct and retain the amount of the premiums for such  insurance from any sums due under the Agreement; Order Consultant to stop work under this Agreement or withhold any payment that  becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or Terminate this Agreement.  Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 7 of 21 violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. STATUS OF CONSULTANT. 6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. 6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 8 of 21 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon thirty (30) days’ written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 9 of 21 a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City’s remedies shall included, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 10 of 21 covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. 9.2 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 11 of 21 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Gary Huisingh, Public Works Director ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his designee. 10.10 Notices. Any written notice to Consultant shall be sent to: Harris & Associates Inc. Atten: Gary Wohl, President 1401 Willow Pass Road, Suite 500 Concord, CA 94520 Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 12 of 21 Any written notice to City shall be sent to: Gary Huisingh, Public Works Director City of Dublin Public Works 100 Civic Plaza Dublin, CA 94568 10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility," as in the following example. _________________________________________ Seal and Signature of Registered Professional with report/design responsibility. 10.12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A, and including the compensation schedule attached hereto and incorporated herein as Exhibit B, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 13 of 21 CITY OF DUBLIN CONSULTANT Harris & Associates, Inc. ______________________________ ______________________________ Christopher L. Foss , City Manager Gary Wohl, President Attest: 94-2385238 Taxpayer Identification Number ____________________________ Caroline Soto, City Clerk C0808586 Corporate Entity Number Approved as to Form: ____________________________ John Bakker, City Attorney Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 14 of 21 EXHIBIT A SCOPE OF SERVICES The specific Harris & Associates services to be provided for the Tassajara Road Overlay Project are outlined below. PROJECT UNDERSTANDING Based on our meeting on December 28, 2015 and the materials that you provided to Harris, we understand that the City wants to overlay Tassajara Road from north of the Caltrans right of way to North Dublin Ranch Drive. The City desires to construct this project starting in June so as to coordinate its schedule with a proposed culvert replacement north of the project limits which will close a portion of Tassajara Road and minimize traffic during construction. This requires bidding in April 2016. The City desires to perform a 2-inch overlay of rubberized asphalt. As a main goal of the project is to increase the structural section, the design should aim to provide a true overlay with wedge grind and avoid “mill and fill” as much as possible. Overlaying adjacent to median curbs is acceptable as long as the median curb height remains greater than 6-inches. If necessary, variable width wedge grinds will be explored, keeping in mind drainage concerns. The City also may desire some striping modifications, as yet to be determined. As this is a high-volume road, conform grinds will be designed to a minimum length of 50 feet. We will analyze existing longitudinal slopes to determine if longer conforms are necessary. Slopes on major side streets, including Dublin Boulevard, Central Parkway, and Gleason Drive, will also be analyzed to avoid major humps or grade breaks through the intersections. SCOPE Task 1. Investigation – After a kickoff meeting to confirm the project scope and design parameters, Harris will perform field measurements to determine field parameters. Parameters to be investigated will include:  Street and median widths.  Existing striping and lane widths.  Utility covers and survey monuments requiring adjustment to grade.  Curb and gutter requiring replacement prior to overlay.  Existing traffic loop detector locations.  Median curb height and existing cross-slopes adjacent to medians.  Existing cross-slopes at edge of pavement/curb and gutter.  Longitudinal slopes of both Tassajara Road and side streets at major intersections.  All locations requiring curb ramps. Existing ramps to be checked for ADA compliance. Harris staff will also prepare exhibits of the project location to be included in letters to utilities. Letter will be prepared and sent by the City. Task 2. PS&E Preparation - We will prepare plans, specifications, and estimates for all streets. This task will include the following: Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 15 of 21 Based on the information from Task 1, the Harris team will prepare plans, specifications, and cost estimates for the project. The plan set will include a Title Sheet with a vicinity map, Layout Sheets at 20 scale, Striping Sheets at 40 scale, Curb Ramp Details, and Construction Details as required. Harris will prepare technical specifications for review and comment by the City. The specifications will follow the format to be provided by the City. A detailed cost estimate will be prepared, including quantity takeoffs, unit costs, and cost estimates for each element of the project. We will prepare a basis of design report documenting our design methodologies and preliminary recommendations. Deliverables produced for the 75% submittal will be checked by our QA/QC manager prior to submission to the City. Harris will participate in a review meeting with the City to discuss and resolve comments. Task 2 Deliverables:  75% plans (PDF).  75% Specifications (Word and PDF).  75% opinion of probable construction cost (PDF).  Basis of Design Report (PDF).  Review meeting minutes (PDF and Word). Task 3: Preparation 95% PS&E - Harris will collect and address comments received from the previous submittal and modify plans for submittal to the City. Deliverables produced for the 95% submittal will be checked by the QA/QC Manager prior to submission to the City. Task 3 Deliverables:  95% plans (PDF)  95% Specifications (PDF and Word)  95% opinion of probable construction cost (PDF)  Review meeting minutes (PDF and Word) Task 4: Preparation of Final Design Documents - Harris will collect and address comments received from the previous submittal and modify plans for submittal to the City. Deliverables produced for the final submittal will be checked by the QA/QC Manager prior to submission to the City. Final plans will be plotted as PDF, signed by a registered engineer and will be provided in electronic (AutoCAD) format. Task 4 Deliverables:  Final Plans (PDF, AutoCAD, 1 Copy Full-Size Bond)  Final Specifications (PDF and 1 hard copy)  Final Estimate (PDF) Task 5. Bid Period Services - During the bidding phase the project team will issue Addenda as appropriate to clarify, correct, or change the Bid Documents and answer questions from prospective contractors. Harris will also attend the pre-bid meeting. We have assumed one addendum for the purpose of this proposal. Bidding Period Services and will be charged on a , t time and materials basishese services may include the following. Task 5 Deliverables:  Written responses to contractor questions during bidding. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 16 of 21  Addenda documentation as needed (assumed 1 addendum). Task 6. Construction Phase Services – Construction Phase Services will be charged on a time and materials basis, these services may include the following:  Attend the pre-construction meeting.  Review and approve Shop Drawings, Samples, submittals and other data which Contractor is required to submit, for conformance with the information given in the Contract Documents. Evaluate and determine the acceptability of substitute or “or- equal” materials and equipment proposed by Contractor.  Make visits to the Site at intervals appropriate to the various stages of construction, issue necessary clarifications and interpretations of the Contract Documents as appropriate.  Written responses to RFIs.  Prepare Change order documents as needed (assumed 2 change orders).  Prepare Record drawings upon project completion. Task 7. Additional Services -: CITY will provide written direction and a budget for any additional service to be performed. Written authorization must be obtained from the CITY prior to the CONSULTANT beginning additional services. The CITY will not be responsible for additional work that the CONSULTANT performs prior to receiving written authorization. SCHEDULE We are ready to start work as soon as you authorize it. We endeavor to complete the construction plans by April 8, 2016 to allow for construction in June. Below is an anticipated schedule: February 3, 2016: Begin work March 4, 2016: Submit 75% PS&E March 11, 2016: Receive comments on 75% PS&E (1 week review) March 25, 2016: Submit 95% PS&E April 1, 2016: Receive comments on 95% PS&E (1 week review) April 8, 2016: Finalize PS&E Package -END- Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 17 of 21 EXHIBIT B COMPENSATION SCHEDULE City shall pay Consultant for work to be performed pursuant to this Agreement per the Fee Schedule(s) entitled, “Fee Proposal for Tassajara Road Overlay Project,” attached hereto. Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 18 of 21 EXHIBIT B: ESTIMATED LEVEL OF EFFORT HARRIS & ASSOCIATES CITY OF DUBLIN Date: 1/14/2016 TASSAJARA ROAD OVERLAY HARRIS & ASSOCIATES QUALMGR PROJ PROJ TOTAL PROJ DIR MGR ENGRS TEAM 0.0 PROJECT ADMINISTRATION PHASE HOURS HOURS HOURS 0.1 Progress and Monthly Report (4 Reports) 4 SUBTOTAL HOURS 0 4 0 SUBTOTAL COST $0 $660 $0 $660 1.0 INVESTIGATION PHASE 1.1 Kickoff Meeting 4 4 1.2 Field Work 8 96 1.3 Utility Coordination Exhibits 2 4 SUBTOTAL HOURS 0 14 104 SUBTOTAL COST $0 $2,310 $12,480 $14,790 2.0 PREPARE 75% PS&E 2.1 Prepare 75% Plans 2 40 160 2.2 Prepare 75% Estimate 4 8 2.3 Prepare Basis of Design Report 1 4 8 2.4 Prepare 75% Specifications 1 12 8 2.5 QC and Submit 75% PS&E 4 8 8 2.6 75% Review Meeting 4 4 SUBTOTAL HOURS 8 72 196 SUBTOTAL COST $1,680 $11,880 $23,520 $37,080 3.0 PREPARE 95% PS&E 3.1 Prepare 95% Plans 2 24 72 3.2 Prepare 95% Specificatons 1 12 8 3.3 Prepare 95% Estimate 4 8 3.4 QC and Submit 95% PS&E 4 8 8 3.5 95% Review Meeting 4 4 SUBTOTAL HOURS 7 52 100 SUBTOTAL COST $1,470 $8,580 $12,000 $22,050 4.0 PREPARE FINAL PS&E 4.1 Prepare Final Plans 2 16 32 4.2 Prepare Final Specificatons 2 12 8 4.3 Prepare Final Estimate 4 8 4.4 QC and Submit Final PS&E 8 8 8 SUBTOTAL HOURS 12 40 56 SUBTOTAL COST $2,520 $6,600 $6,720 $15,840 5.0 BID PERIOD SERVICES 5.1 Pre-Bid Meeting 3 5.2 Answer Bidders' Questions 4 6 5.3 Prepare Addenda (1 budgeted) 6 8 5.4 Analyze Bids 2 2 SUBTOTAL HOURS 0 15 16 Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 19 of 21 SUBTOTAL COST $0 $2,475 $1,920 $4,395 6.0 DESIGN SERVICES DURING CONSTRUCTION 6.1 Pre-construction Meeting 3 6.2 Review Shop Drawings and Submittals 8 16 6.3 Construction Site Visits 8 4 6.4 Change Order Assistance/Response to RFIs 8 8 6.5 Record Drawings 4 12 SUBTOTAL HOURS 0 31 40 SUBTOTAL COST $0 $5,115 $4,800 $9,915 7.0 ADDITIONAL SERVICES SUBTOTAL COST $15,270 HOURS PER POSITION 27 228 512 HOURLY RATE (TYPICAL) $210 $165 $120 FEE ESTIMATE PER POSITION $5,670 $37,620 $61,440 TOTAL FEE INCLUDING ADDITIONAL SERVICES $120,000 Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 20 of 21 EXHIBIT C Location Map Consulting Services Agreement between February 2, 2016 City of Dublin and Harris & Associates Page 21 of 21