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HomeMy WebLinkAboutItem 4.09 Cordoba Consult CITY CLERK File # 0600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 15, 2000 SUBJECT: Amendment to Agreement with Cordoba Consulting, Inc., for Coordination and Management of Freeway Projects and Associated Engineering Services (Report Prepared by: Lee S. Thompson, Public Works Director) ATTACHMENTS: RECOMMENDATION: 1) Resolution including amendment 2) Original Agreement dated August 3, 1999 3) Letter from Cordoba Consulting, Inc. Adopt Resolution Approving Amendment to Contract FINANCIAL STATEMENT: Cordoba Consulting, Inc. has proposed an adjustment of the hourly rate for Project Manager from $125 to $131.25 (5% increase) and an addition of an Administrative Assistant for administrative services (to be used only with prior approval from City staff) at a rate of $65 per hour. This is being requested to cover increased office and field overhead costs including general and professional liability insurance, health insurance, office expenses and salary cost of living adjustments. The proposed fee for the work is not to exceed $120,000 for a one-year period effective August 15, 2000. The cost of services to be provided under this agreement would be paid by the appropriate Capital Improvement Project budget. DESCRIPTION: Cordoba Consuking, Inc. (Eric Cordoba-President) currently is the consultant managing the various freeway interchange projects on Interstate 580. This work includes, but is not limited to, the management of the i-580 interchange projects at Hacienda Drive, Tassajara Road and Fallon Road. The scope of work proposed for Cordoba Consulting includes coordination with the City of Pleasanton, Caltrans, the City's various consultants and involved developers. The use of this outside consultant is to ensure timely processing and completion of the freeway interchange projects. Mr. Cordoba is requesting an hourly rate increase from $125 to $131.25 (5% increase) and the addition of an Administrative Assistant at a rate of $65 per hour. As noted in the Financial Statement above, the cost of services will be paid from existing budgets for the various freeway projects which are funded by developer TI1~ advances. The City of Dublin desires to extend the existing contract agreement one additional year effective. August 15, 2000 on a time and materials fee not to exceed $120,000. The work performed by Cordoba Consulting, Inc. to date has been satisfactory and professional and Staff recommends that the City Council adopt the resolution approving the amendment to the agreement. COPIES TO: Eric Cordoba, Cordoba Consulting, Inc. ITEM NO. ~ G:~Engr-contract\cordobaXAgst engr agmt 1 Aug 00.doc RESOLUTION NO. - 00 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AMENDMENT TO AGREEMENT WITH CORDOBA CONSULTING, INC. FOR CONSULTING ENGINEERING SERVICES WHEREAS, the City Council of the City of Dublin approved an agreement for coordination and management of freeway projects and associated engineering services with Cordoba Consulting, Inc. on August 3, 1999; and WHEREAS, the agreement has expired on August 3, 2000 and the City of Dublin desires to extend the contract agreement one additional year; and WHEREAS, Cordoba Consulting, Inc. has requested an adjustment of the hourly rate for Project Manager and the addition of an Administrative Assistant to perform administrative services as needed; and WHEREAS, Cordoba Consulting, Inc. has and is providing the City with other consulting work in a professional and satisfactory manner; and WHEREAS, the increase of 5% in the hourly fee is deemed to be a reasonable increase; and WHEREAS, the cost to be provided under this amendment would be paid through the appropriate Capital Improvement Project budget and funded developer payments of the Eastern Dublin Traffic Impact Fee. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve Amendment No. 1 to the agreement with Cordoba Consulting, Inc. for consulting engineering services (attached as Exhibit A to this Resolution). BE IT FURTHER RESOLVED that the Mayor is authorized to execute the amendment to the agreement. PASSED, APPROVED AND ADOPTED this 15th day of August, 2000. AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor EXHIBIT "A" OF RESOLUTION. -00 AMENDMENT TO AGREEMENT BETWEEN CITY OF DUBLIN AND CORDOBA CONSULTING, INCORPORATED FOR ENGINEERING SERVICES WHEREAS, the City of Dublin (hereinafter referred to as "CITY") and Cordoba Consulting, Inc. (hereinafter referred to as "CONSULTANT"), entered into a one-year agreement on August 3, 1999, to provide project management services to CITY; and WHEREAS, the not-to-exceed contract mount is proposed to be increased to cover the cost of additional work for an extended period of one year effective August 15, 2000; WHEREAS, the' Fee Schedule is proposed to be increased to cover increased Consultant overhead costs; NOW, THEREFORE, the parties hereto agree as follows: Extension of Term The total cost for work under this amendment shalt not exceed an additional $120,000 for an extended period of one year effective August 15, 2000. Fee Schedule ,,,~/ The Fee Schedule shall be based on the attached Fee schedule and will be effective August 15, 2000. CITY OF DUBLIN ATTEST: Mayor City Clerk Cordoba C~~ted Date: Eric Cordoba CORDOBA CONSULTING, INC. FEE SCHEDULE for the 1-580 Interchanges Effective August 1, 2000 Project Manager Administrative Assistant Hourly Rate $131.25 $65.00 Rates subject to change on August I, 2001. Hourly rates include office overhead (routine clerical, local travel, etc.). Expenses (computer (CAD), printing, authorized entertainment, out of area travel, telephone, express mail, delivery, etc.) will be billed at cost plus 10%. CORDOBA CONSULTING, INC. reserves the right, in its discretion, to sub-contract portions of its projects to other qualified professionals. All costs and fees for any sub-contracted services will be billed at cost plus 10%. STANDARD CONSULTING ENGINEERING SERVICES AGREEMENT THIS AGREEMENT is made at Dublin, California, as of August 3, 1999, by and between the CITY OF DUBLIN, a municipal corporation ("City"), and Cordoba Consulting 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' mariner 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 ail billings for said sen/ices 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 EQUIPMENT. 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. Ail exhibits referred to herein are attached hereto and are by this reference incorporated herein. 6. SUBCONTRACTING. The Consultant intends to subcontract all or portions of the work contemplated to George Homolka. Said subcontract arrangement has been approved by the City. 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 project team without prior written approval by the City. The Project Manager for Consultant shall be Eric Cordoba. Agreement Page 1 of 2 07/21/99 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: Cordoba Consulting Inc. 5368 LaUrel Drive Concord, CA. 94521 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: '(.._ ~ --(~ity~lerk CITY OF DUBLIN, a mu~.c~rP~ati°f~ ) m ,~.~, 0" ~'City,'- "Consultant" Approved as to form: City Attorney A~eement Page 2 of 2 07/26/99 EXHIBIT A SCOPE OF SERVICES AND SCHEDULE Scope of Services: Coordination and management of improvement projects with Caltrans, the City of Pleasanton, and other agencies. At this time, the scope of work is anticipated to be along Interstate 580 at its interchanges with Hacienda Drive, Tassajara Road and Fallen Road. Work is to be performed on an as-needed basis. Exhibit A Page 1 of 1 07/21/99 EXHIBIT B PAYMENT SCHEDULE City shall pay Consultant an mount not to exceed the total sum of $100;000 for services to be performed pursuant to this Agreement. Consultant shall submit invoices on a monthly basis. The total sum stated above shall be the total which City shall pay for 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 addkional 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 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 entitles 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 ora fully executed Purchase Order from the Finance Department of the City of Dublin. Exhibit B Page 1 of 1 07/21/99 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 fumis~g 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 07/21/99 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 right to control Consultant only insofar as the results of Consultant's engineering services rendered pursuant to this Agreement; however, City shall not have the right 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 ail 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 REQUIREMENTS. 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: (1) 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; 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. Minimum Limits of Insurance. Consultant shall maintain limits no less than: Exhibit D Page 1 of 5 07/21/99 Do Exhibit D Page 2 of 5 07/21/99 (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. 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-insured retentions 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 to 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. Co) 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. (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. AcceptabiliW-of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VIII. Verification of Coveraee. Consukant 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 that the City's interests are otherwise fully protected. o 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. o PERSONNEL. Consulter 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 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. 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 his profession. All instruments of service of whatsoever nature which Consultant delivers to City pursuant to th_is Agreement shall be prepared in a substantial, first Exhibit D Page 3 of 5 07/21/99 t0. 11. 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 A~eement 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 pro;visions 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 5 07/21/99 CORDOBA CONSULTING, lNG. 5368 Laurel Dr. Concord, CA 94521 (925) 671-5458 Fax (925) 671-5472 July 26, 2000 Mr. Lee Thompson Public Works Director City of Dublin 100 Civic Plaza P.O. Box 2340 Dublin, CA 94568 RE: Interstate 580 Interchanges - Project Management Contract Extension - Revised Billing Rate Schedule Dear Mr. Thompson: This is a follow up to conversations with Ferd DelRosario of your staff, and my letter dated July 12, 2000 regarding continuation of Cordoba Consulting, Inc.'s project management services on the 1-580 interchange projects for the City of Dublin. Please find the attached revised billing rate schedule for your final review and approval. Be advised the proposed project manager rate increase from $125 to $131.25 per hour is proposed to be effective starting August 1, 2000. This proposed rate increase is requested to cover increased office and field overhead costs including general and professional liability insurance, health insurance, office expenses and salary cost of living adjustments. As indicated on the attached rate schedule, houdy rates cover office overhead costs including routine cledcal and local (Bay Area) travel expenses. I have included a billing rate for an administrative assistant. To date, I have yet to charge for administrative assistance services and will only do so with pdor approval from City staff in extraordinary circumstances. Be advised to date we continue to work dnder budget on all assigned tasks. I have reviewed the project management budget for the 1-580 projects, and will continue to work within the budgets established and do not foresee any need for a budget increase. I appreciate your review of these items and look forward to continuing this exciting project assignment. If you have any questions, please feel free to call me at my office (925) 671-5458. Edc Cordoba President w/attachment CORDOBA CONSULTING, INC. FEE SCHEDULE for the 1-580 Interchanges Effective August 1, 2000 Project Manager Administrative Assistant Hourly Rate $131.25 $65.00 Rates subject to change on August 1, 2001. Hourly rates include office overhead (routine clerical, local travel, etc.). Expenses (computer (CAD), printing, authorized entertainment, out of area travel, telephone, express mail, delivery, etc.) will be billed at cost plus 10%. CORDOBA CONSULTING, INC. reserves the right, in its discretion, to sub-contract portions of its projects to other qualified professionals. All costs and fees for any sub-contracted services will be billed at cost plus 10%.