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HomeMy WebLinkAboutItem 4.08 Calif CAD SolutionsCITY CLERK FILE # 600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 6, 2001 SUBJECT: Amendment to Agreement with California CAD Solutions (Extension of Term) Report Prepared by: Lee S. Thompson, Public Works Director ATTACHMENTS: 1) 2) Resolution and Proposed Amendment Current Agreement RECOMMENDATION: ~ FINANCIAL STATEMENT: Adopt Resolution Approving Amendment Extending Agreement The Capital Improvement Program for Fiscal Year 2000-2001 includes $69,190 for consulting services for the development of a GIS Master Plan. The proposed amendment is for an extension of time only and does not change the original not-to-exceed of $19,000, which is within funds budgeted. DESCRIPTION: In January of 2000, the City Council approved an agreement with California CAD Solutions, the scope of which included implementation of a Geographic Information System master plan. The original agreement has expired with the work approximately 60% complete, and Staff is proposing to extend the agreement to the end of this fiscal year. No cost changes are proposed. The consultant will work with the previously purchased GIS program and various existing databases and create data links between existing data, graphical digital aerial photos, and computer aided drafting (CAD) base maps to create a GIS system. Services will include conducting a data inventory, creating graphical specific-use City base maps and databases, and establishing data links with other departments and other agencies. Staff recommends that the City Council adopt the resolution approving the new agreement with California CAD Solutions, Inc. COPIES TO: Richard Ortiz, Califomia CAD Solutions ITEM NO. RESOLUTION NO. - O1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AMENDMENT TO AGREEMENT WITH CALIFORNIA CAD SOLUTIONS, INC. FOR GEOGRAPHICAL INFORMATION SYSTEM (GIS) MASTERPLANNING AND CONSULTING SERVICES WHEREAS, on January 18, 2000, the City Council approved an agreement with California CAD Solutions to develop a City Geographical Information System (GIS) that is to be integrated with the City's existing Development Services activities; and WHEREAS, said agreement has expired prior to completion of the proposed work; and WHEREAS, the City desires that the consultant complete the scope of work included in the agreement; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the amendment to the agreement with California CAD Solutions, Inc., said amendment providing that the term of the agreement be extended until June 30, 2001. BE IT FURTHER RESOLVED that the Mayor is authorized to execute the amendment. PASSED, APPROVED AND ADOPTED this 6th day of February, 2001. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk g:engr-contract\CA CAD Soln~reso amendment EXtlIBIT "A" OF RESOLUTION -01 AMENDMENT TO AGREEMENT BETWEEN CITY OF DUBLIN AND CALIFORNIA CAD SOLUTIONS, FOR GEOGRAPHICAL INFORMATION SYSTEM CONSULTING SERVICES WHEREAS, the City of Dublin (hereinaftcr rgf~rred to as "CITY").and California CAD Solutions (hereinafter referred to as "CONSULTANT"), entered into an agreement on January 18, 2000, to pro'ride consulting Services to CITY: and · drune 30, 2000 WHEREAS, the term of said agreement expired in J~auary of 2001 prior to completion of the scope of work; and WltEREAS,. it is proposed to extend the agreement in order to complete the work as NOW, THEREFORE, the parties hereto agree as follows: Extension of Term The term ofthe agreement shall be extended until June 30, 2001. CITY OF DUBLIN ATTEST: Mayor City Clerk CALIF C SOLUTIONS - 'r ' · 'D : ' 4 g:ong~ cad~aendrn~t to 6-01 G:'~Engr..eontmotXCA CAD Soin~amendmea~t tO 6-0 1 .do~ ,, STANDARD CONSULTING ENGINEERING SERVICES AGREEMENT THIS AGREEMENT is made at Dublin, California, as of January.18, 2000, by and between the CITY OF DUBLIN, a municipal corporation ("City"), and California CAD Solutions, Inc. ("Consultant"), who agree as follows: 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in Exhibit A. Consultant shall provide said services at the time,· place, and in the manner specified in Exhibit A. 2. PAYMENT. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth in Exhibit B. The payments specified in Exhibit B shall be 'the only payments to be made to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all billings for said services to City in the manner specified in Exhibit B; or, if no manner be specified in Exhibit B, then according to the usual and customary procedures and practices which Consultant uses for billing clients similar to City. 3. FACILITIES AND EOUIPMENT. Except as set forth in Exhibit C, Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement. City shall furnish to Consultant only the facilities and equipment listed in Exhibit C according to the terms and conditions set forth in Exhibit C. 4. GENERAL PROVISIONS. The general provisions set forth in Exhibit D are part of thiS Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the general provisions. 5. EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein. 6. SUB CONTRACTING. The Consultant shall perform the work contemplated with resources available within its own organization and no portion of the work pertinent to this contract shall be subcontracted without written authorization by the City, except that which is expressly identified in the Consultant's proposal. 7. CHANGES. City may from time to time require changes in the scope of the services by Consultant to be performed under this Agreement. Such changes, including any change in the amount of Consultant:s compensation which are mutually agreed upon by City and Consultant, shall be effective as amendments to this Agreement only when in writing. 8. RESPONSIBLE CHARGE. Consultant shall assign a project manager(s) to the project for the duration of the project. There shall be no change in the Project Manager or·members of the Agreement Page 1 of 2 02/07/00 A ACHMEN '_ .... project team without prior written approval by the City. The Project Manager for Consultant shall be Richard Ortiz of California CAD Solutions, Inc. The Project Manager shall not be removed or replaced without prior written approval by the City's Contract Administrator. 9. CONTRACT ADMINISTRATION. This Agreement shall be administered by LEE S. THOMPSON ("Administrator"). All correspondence shall be directed to Or through the Administrator or his or designee. 10. NOTICES. Any written notice to Consultant shall be sent to: Mr. Richard Ortiz California CAD Solutions, Inc. 1620 North Carpenter Road, Suite C-28 Modesto, CA 95352 Any written notice to City shall be sent to: Lee S. Thompson Director of Public Works/City Engineer P. O. Box 2340 Dublin, CA 94568 Executed as of the day first above stated: Attest: CITY OF DUBLIN, Approved .as to form: · City Attorney Agreement Page 2 of 2 02/07/00 /;- SCOPE OF SERVICES AND SCHEDULE California CAD Solutions shall provide Geographical Information System (GIS) masterplanning and consulting services which include, but shall not be limited to, the following: GIS Master Plan implementation 1. Conduct data inventory; 2. Advise and if needed assist City Staff in formation of a graphical specific-use City base maps and databases; 3. Provide quality control to resolve any errors in the previously formed City GIS System*. 4. Advise and if needed assist City Staff in the formation data links with other departments and other agencies; . 5. Advise and if needed assist City Staff in the establishment standard input and reporting formats; 6. Develop GIS implementation schedule and costs; 7. Develop a Training of City Staff schedule, and conduct training on Specific City GIS uses; 8. Advise and if needed assist City Staff in the Integration of GIS system with new City permitting system; 9. Advise City staff on the development of GIS system maintenance procedures and costs. *Not responsible for hardware, system software, programming costs outside this scope of work. Exhibit A Page 1 of 1 02/07/00 eI I EXHIBIT B PAYMENT SCHEDULE City shall pay Consultant the rates as shown on the attached Exhibit B-1 on a time and materials basis, not to exceed the total sum of $19,000 for one year of services to be performed pursuant to this Agreement. Consultant shall submit invoices on a monthly basis. City shall make no payment for'any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed to in writing executed by the City Manager or other designated official of City authorized to obligate City thereto prior to the time such extra service is rendered and in no event shall such change order exceed twenty- five percent (25%) of the initial contract price. The term of this Agreement is designated as approximately one year, terminating on June 30, 2000; however, the services to be provided under this Agreement may be terminated without cause at any point in time in the sole and exclusive discretion of City. If the Agreement' is terminated by City, Consultant shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials to the effective date of such termination. In that event, all finished and unfinished documents and other materials shall, at the option of the City, become City's sole and exclusive property. Consultant hereby expressly waives any and all claims for damages or compensation arising under this Agreement. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to date. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed Purchase Order from the Finance Department of the City of Dublin. Exhibit B Page 1 of 1 02/07/00 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) CALIFORNIA COMPUTER AIDED DESIGN SOLUTIONS, INC. 3-99-70-083aA Labor Category HourlY' Rate I Senior Interdisciplinary Tec.hnologist I Interdisciplinary Technologist ,~enior Information Technologist I Information Technologist l Syste~s Analyst ]junior Systems Analyst $153,55 $122,25 $103..~4 $ 87,19 $ 75.00 $ 65.00 1111/9g 12 EXHIBIT C City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Contractor's use while consulting with City employees and reviewing records and the information in possession of City. The location, quantity, and time of furnishing said physical facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility which may involve incurring any direct expense, including, but not limiting the generality of this exclusion, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Exhibit C Page 1 of 1 02/07/00 EXHIBIT D GENERAL PROVISIONS 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 tight to control Consultant only insofar as the results of Consultant's engineering services rendered pursuant to this Agreement;' however, City shall not have the fight to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. LICENSES: PERMITS; ETC. Consultant represents and warrants to City that he has all licenses, permits, qualifications and approvals of whatsoever nature which' are legally required for Consultant to practice his profession. Consultant represents and warrants to City that Consultant shall, at his sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice his profession. TIME. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Consultant's obligations pursuant to this Agreement. INSURANCE REOUIREMENTS. Consultant shall procure' and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Consultant's bid. A. Minimum Scope of Insurance. Coverage shall be at least as broad as: ,(i) Insurance Services Office form number GL 0002 (Ed. 1/73) coveting comprehensive General Liability and Insurance Services Office form number GL 0404 coveting Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). ' (2) ' Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. (3) Worker's Compensation insurance as required by the Labor Code of the State of California and Employers Liability Insurance. B. Minimum Limits of Insurance. Consultant shall maintain limits no less than: Exhibit D Page 1 of 4 02/07/00 (1) General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. (2) Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. (3) Workers Compensation and Employers Liability: Workers Compensation limits as required by the Labor Code of the State of Califomia and Employers Liability limits of $1,000,000 per accident. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insuredretentions as respects the City, its officers, officials and employees; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The policies are tq contain, or be endorsed to contain, the following provisions: (1) General Liability and Automobile Liability Coverages. (a) The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability' arising out of activities performed by or on behalf of the Consultant; products and completed operations' of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of the protection afforded to the City, its officers, officials, employees or volunteers. The Consultant's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. (C) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. Exhibit D Page 2 of 4 02/07/00 (d) The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. (2) Worker's Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from work performed by the Consultant for the City. (3) All Coverages. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled 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. ACceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VIII. Verification of Coverage. Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required by this clause.' 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 certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. The Risk Manager of City may approve a variation of those insurance requirements upon a determination that the coverages. scope, limits and forms of such insurance are either not commercially available Or tha~ the City's interests are otherwise fully protected. 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: ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. PERSONNEL. Consultant shall assign only competent persoune.1 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 removal of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, cause the removal of such person or persons. Exhibit D Page 3 of 4 02/07/00 10. 11. STANDARD OF PERFORMANCE2 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 his profession. All instruments of service of whatsoever nature which Consultant delivers to City pursuant 'to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant's profession. HOLD HARMLESS AND RESPONSIBILITY OF CONSULTANTS. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to him, to any subconsultant, to the City, to City officers and employees, or to parties designated by the City, on account of the negligent performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the Consultant or of his subconsultant. Consultant shall indemnify, defend and hold harmless the City, its officers, officials, directors, employees and agents from and against any or all loss, liability, expense, claim, costs (including costs of defense), suits, and damages of every. kind, nature and description directly or' indirectly arising from the negligent performance of the work: This paragraph shall not be construed to exempt the City, its employees and officers from its own fraud, willful injury or violation of law whether willful or negligent. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this Agreement is not a construction contract. By execution of this Agreement Consultant acknowledges and agrees that he has read and understands the provisions hereof and that this paragraph is a material element of consideration. Approval of the insurance contracts does not relieve the Consultant or subconsultants from liability under this paragraph. GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. DOCUMENTS. All reports, data, maps, models, charts, designs, plans, studies, surveys, photographs, memoranda or other written documents or materials prepared by Consultant pursuant to this Agreement shall become the property of City upon completion of the work to be performed hereunder or upon termination of the Agreement. No such materials or properties produced in whole or in part under this Agreement shall be subject to private use, copyrights, or patent rights by Consultant in the United States or in any other country without the express written consent of City. City shall have unrestricted authority to publish, disclose (as may be limited by the provisions of the California Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced under this Agreement. Exhibit D Page 4 of 4 02/07/00