HomeMy WebLinkAboutResolution 2017-146 N.C.S. 09/18/2017Resolution No. 2017 -146 N.C.S.
of the City of Petaluma, California
RESOLUTION APPROVING A FIVE YEAR PROFESSIONAL SERVICES
AGREEMENT WITH MEAD & HUNT, AIRPORT CONSULTANT
WHEREAS, the Federal Aviation Administration requires a sponsor to select and enter
into a Consulting Services Agreement of an Airport Consultant every five years; and
WHEREAS, the present Professional Services Agreement (PSA) with Mead & Hunt
terminated on June 19, 2017; and
WHEREAS, Request for Qualifications were sent to seven Consulting Firms, and a
Legal Notice placed in the Argus Courier; and
WHEREAS, a selection panel reviewed the two firms that responded to the Request for
Qualifications; and
WHEREAS, Mead & Hunt was recommended for selection as the Airport Consultant for
the next five -year period by the selection panel and the Airport Commission based upon the
firm's superior engineering experience, in -house staff experience, project management
experience, ability to liaison with municipal governments, and experience and knowledge of
small airports; and
WHEREAS, the estimated cost of the PSA of $600,000 is eligible for a total of 94,5%
grant funding reimbursement with the remaining cost budgeted in the Airport Fund,
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma affirms the selection and approves the Professional Services Agreement with Mead &
Hunt, Inc. attached to this Resolution as Exhibit A and incorporated herein by reference,
authorizes the City Manager to execute all necessary contract documents,
Under the power and authority conferred upon this Council by the Charter of said City
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the
Council of the City of Petaluma at a Regular meeting on the 18`h day of September,
2017, by the following vote:
City
AYES: Albertson, Vice Mayor Barrett, Mayor Glass, Healy, Kearney, King, Miller
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:°
City Clerk ayor
to
Resolution No. 2017 -146 N.C.S. Page I
Exhibit A to Resolution
PROFESSIONAL SERVICES AGREEMENT
Airport Consulting Services
(Title of Project)
FY 17/18 Fund # 6100
Cost Center 61100
Object Code 54140 Project #
Amount $120,000
For multi -year contracts
or contracts with multiple accounts:
FY 18/19 Fund # 6100
Cost Center 61100
Object Code 54140 Project #
Amount $120.000
FY 19/20 Fund # 6100
Cost Center 61100
Object Code 54140 Project #
Amount $120,000
FY 20/21 Fund # 6100
Cost Center 61100
-100
Object Code 54140 Project #
Amount $120,000
FY 21/22 Fund # 6100
Cost Center 61
Object Code 54140 Project #
Amount $120,000
FY Fund #
Cost Center _
Object Code , Project #
_. Amount $
THIS PROFESSIONAL SERVICES AGREEMENT ( "Agreement ") is entered into and effective
as of __ , 20 ( "Effective Date "), by and between the City of Petaluma, a
city use on y)
municipal corporation and a charter city ( "City ") and Mead & Hunt, Inc,, a Consultant in
Aviation Development ( "Consultant ") (collectively, the "Parties ").
WHEREAS, the Parties enter into this Agreement for the purpose of Consultant providing
professional services to City under the terms and conditions set forth herein.
THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties
agree as follows;
1. Sei-vices. Consultant shall provide the services as described in and in accordance with
the schedule set forth in Exhibit "A" attached hereto and incorporated herein
( "Services ").
2. Compensation; Business Tax Certificate.
A. For the fall performance of the Services as described herein, City shall
compensate Consultant in accordance with the rates specified in Exhibit A.
B. Consultant shall submit detailed monthly invoices reflecting all services
performed during the preceding month, and including a revised schedule for
performance and additional documentation requested by City, as applicable.
C. Consultant shall be compensated for services in addition to those described in
Exhibit A, only if Consultant and City execute a written amendment to this
Agreement describing the additional services to be performed and the
compensation to be paid for such services. In no case shall the total compensation
under this Agreement exceed $600,000 without prior written authorization of the
City Manager. Further, no compensation for a section or work program
component attached with a specific budget shall be exceeded without prior written
authorization of the City Manager,
D. Notwithstanding any provision herein, Consultant shall not be paid any
compensation until such time as Consultant has on file with the City Finance
Department a current W -9 form available from the IRS website ()vww.irs.gov)
and has obtained a currently valid Petaluma business tax certificate.
Resolution No. 2017 -146 N.C.S. Page 2
E. City's obligation to pay compensation to Consultant as provided herein is
contingent upon Consultant's performance of the Services pursuant to the terms
and conditions of this Agreement and any amendments thereto.
3., Term. The term of this Agreement commences on the Effective Date, and terminates on
6/30/2022, unless sooner terminated in accordance with Section 4. Upon termination,
any and all of City's documents or materials provided to Consultant and any and all of
the documents or materials prepared for City or relating to the performance of the
Services, shall be delivered to the City as soon as possible, but not later than fourteen
(14) days after termination of the Agreement.
4. Termination. City may terminate this Agreement without cause upon ten (10) days'
written notice. City may immmediately terminate or suspend this Agreement for cause.
Cause for immediate termination or suspension shall include, but not be limited to, any
breach of this Agreement by Consultant or Consultant's bankruptcy or insolvency. Upon
receipt of notice of termination or suspension for cause, Consultant shall immediately
stop all work in progress under this Agreement. In the event of early termination of this
Agreement by City, Consultant shall be entitled to payment for all Services performed to
the date of termination to the extent such Services were performed to the satisfaction of
City in accordance with the terms and conditions of this Agreement. If City terminates
this Agreement for cause, Consultant shall be liable to City for any excess cost City
incurs for completion of the Services.
5, Consultant's Representation; Independent Contractor. Consultant represents that
Consultant possesses distinct professional skills in performing the Services. City has
relied upon said representation as a material inducement to enter into this Agreement.
Consultant shall, therefore, provide properly skilled professional and technical personnel
to perform all Services under this Agreement. It is expressly understood that Consultant
and its agents and employees, shall act in an independent capacity and as an independent
contractor and not as officers, employees or agents of City. This Agreement shall not be
construed as an agreement for employment.
6. Facilities and Equipment. Consultant shall, at its sole cost and expense, furnish all
facilities and equipment that may be required for furnishing Services pursuant to this
Agreement. City shall furnish to Consultant no facilities or equipment, unless the City
otherwise agrees in writing to provide the same.
7. Licenses, Permits, Etc. Consultant shall, at Consultant's sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits or other such
approvals which are legally required for performing the Services.
8. Time. Consultant shall devote such time to the performance of the Services as may be
reasonably necessary for satisfactory performance of Consultant's obligations pursuant to
this Agreement.
9. Inspection. Consultant shall provide the City every reasonable opportunity to ascertain
that the Services are being performed in accordance with the requirements and intentions
of this Agreement. All work done and materials furnished, if any, shall be subject to
Resolution No. 2017 -146 N.C.S. Page 3
inspection and approval by the City. The inspection of such work shall not relieve
Consultant of any of its obligations pursuant to this Agreement.
10. Progress Reports. Upon the City's request, Consultant shall provide, in a form
acceptable to City, written progress reports of all oral and written observations, opinions,
recommendations, analyses, progress and conclusions related to Consultant's
performance of the Services.
11, Confidentiality. In the course of Consultant's employment, Consultant may have access
to trade secrets and confidential information, disclosure of which is protected or limited
by law. Consultant shall not directly or indirectly disclose or use any such confidential
information, except as required for the performance of the Services.
12. Conflict of Interest. Consultant represents that it presently has no interest, and
covenants that it shall not acquire any interest, direct or indirect, financial or otherwise,
which would conflict in any manner or degree with the performance of the Services
hereunder. Consultant further covenants that, in the performance of this Agreement, it
shall not employ any subcontractor or person having such a conflict of interest.
Consultant represents that no one who has or will have any financial interest under the
Agreement is an officer or employee of City. If such conflict of interest arises during this
Agreement or any extension, Consultant will immediately advise City and City may, at
its sole discretion, immediately terminate this Agreement. Certain Consultants are
subject to the requirements, including the disclosure and reporting requirements, of the
City's Conflict of Interest Code adopted pursuant to the Political Reform Act. Such
Consultants subject to the City's Conflict of Interest Code include those whose work may
involve: making government decisions regarding approval or adoption of rates, rules, or
regulations, action on permits or other applications, authorization to enter into or modify
contracts, or approval of plans, designs, reports, or studies. Consultant agrees to comply
fully with all such requirements to the extent they apply to Consultant's performance of
the Services.
13, 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.
14. Standard of Performance. Consultant shall perform all the Services in a manner
consistent with the standards of Consultant's profession. All instruments of service of
whatsoever nature, which Consultant delivers to City pursuant to this Agreement, shall be
prepared in a substantial, workmanlike manner and conform to the standards of
Consultant's profession. All such instruments of service shall become the sole and
exclusive property of City upon delivery of the samc.
15. Assignment /'Transfer. No assignment or transfer in whole or in part of this Agreement
shall be made without the prior written consent of City.
16, Subcontractors. Consultant shall directly perform all Services, and shall not subcontract
any portion of performance of the Services without the prior written consent of City.
Any such subcontractors shall be required to comply, to the full extent applicable, with
Resolution No. 2017 -146 N.C.S. Page 4
the terms and conditions of this Agreement, including but not limited to, procuring and
maintaining insurance coverage as required herein and which shall name City as an
additional insured.
17. Compliance With All Laws. Consultant shall fully comply with all applicable local,
state and federal rules, laws, regulations and ordinances pertaining to the performance of
the Services required hereunder, including but not limited to, the California Building
Standards Code as in effect in the City, the Americans with Disabilities Act, and any laws
and regulations related to any copyright, patent, trademark or other intellectual property
right involved in performance of the Services. Consultant's failure to comply with any
law(s) or regulation(s) applicable to the performance of the Services hereunder shall
constitute a material breach of this Agreement. To the extent that any other government
agency or entity provides compensation for any Services, Consultant shall comply with
all rules and regulations applicable to such fiscal assistance.
18. Liviniz Wage Ordinance. Without limiting the foregoing Section 17, Consultant shall
comply fully with all applicable requirements of Petaluma Municipal Code, Chapter 8.36,
Living Wage (the "Living Wage Ordinance "), as the same may be amended from time to
time, Upon the City's request Consultant shall promptly provide to the City documents
and information verifying Consultant's compliance with the requirements of the Living
Wage Ordinance, and shall within fifteen (15) calendar days of the Effective Date of this
Agreement, notify each of its affected employees as to the amount of wages and time off
that are required to be provided to them pursuant to the Living Wage Ordinance. The
Acknowledgement and Certification Pursuant to City of Petaluma Living Wage
Ordinance, attached to this Agreement as Exhibit C, shall be a part of this Agreement for
all purposes, and Consultants that are subject to Living Wage Ordinance requirements, as
determined by the City, must provide a properly completed Exhibit C in accordance with
the requirements of the Living Wage Ordinance. Consultant's noncompliance with the
applicable requirements of the Living Wage Ordinance shall constitute cause for City's
termination of this Agreement pursuant to Section 4 hereof.
19. Discrimination. During the performance of this Agreement, Consultant shall not
discriminate against any employee or applicant for employment because of race, religion,
creed, color, national origin, ancestry, gender, sexual orientation, age or physical or
mental disability in violation of any applicable law.
20. Notice. Except as otherwise specified in this Agreement, all notices to be sent pursuant
to this Agreement shall be made in writing, and sent to the Parties at their respective
addresses specified below or to such other address as a Party may designate by written
notice delivered to the other Party in accordance with this Section. All such notices shall
be sent by:
(i) personal delivery, in which case notice is effective upon delivery;
(ii) certified or registered mail, return receipt requested, in which case notice shall be
deemed delivered on receipt if delivery is confirmed by a return receipt;
(iii) nationally recognized overnight courier, with charges prepaid or charged to the
sender's account, in which case notice is effective on delivery if delivery is
confirmed by the delivery service; or
Resolution No. 2017 -146 N.C.S. Page 5
(iv) facsimile transmission, in which case notice shall be deemed delivered upon
transmittal, provided that (a) a duplicate copy of the notice is promptly delivered
by first -class or certified mail or by overnight delivery, or (b) a transmission
report is generated reflecting the accurate transmission thereof. Any notice given
by facsimile shall be considered to have been received on the next business day if
it is received after 5:00 p.m, recipient's time or on a nonbusiness day.
City: City Clerk
City of Petaluma
Post Office Box 61
Petaluma, California 94953
Phone: (707) 778 -4360
Fax: (707) 778 -4554
Email: cityclerk @ci.petaluma.ca.us
And:
Dan St, John, Director
Public Works & Utilities
202 N. McDowell Blvd,
Petaluma, CA 94954
Phone: (707) 778 -4404
Fax: (707) 206 -6034
Email: bpatterson@ci.petaluma.ca.us
Consultant: Mead & Hunt, Inc.
1360 19th Hole Drive, Suite 200
Windsor, CA 95492
Alex Radovanovich
Phone: (707)526 -5010
Fax: (707) 526 -9721
Email: alex.radovanovich@meadhunt.com
21. Ownership of Documents. All original papers, documents or computer material on disk
or microfilm, and copies thereof, produced as a result of this Agreement, shall be the
property of City and may not be used by Consultant without the written consent of City.
Copies of such documents or papers shall not be disclosed to others without the written
consent of the City Manager or his or her designated representative.
22. Indemnification. To the maximum extent permitted by law, Consultant shall, at its own
expense, indemnify, defend with counsel acceptable to the City, (which acceptance will
not be utu•easonably withheld), and hold harmless City and its officers, officials,
employees, agents and volunteers ( "Indemnitees ") from and against any and all liability,
loss, damage, claims, suits, actions, arbitration proceedings, administrative proceedings,
regulatory proceedings, civil penalties and fines, expenses and costs (including, without
limitation, claims expenses, attorney's fees and costs and fees of litigation) (collectively,
"Liability ") of every nature, whether actual, alleged or threatened, arising out of or in
connection with the Services or Consultant's failure to comply with any of the terms of
this Agreement, regardless of any fault or alleged fault of the Indemnitees.
Resolution No. 2017 -146 N.C.S. Page 6
The Consultant's obligation to indemnify, defend and hold harmless under this provision
shall not be excused because of the Consultant's inability to evaluate Liability, or because
the Consultant evaluates Liability and determines that the Consultant is not or may not be
liable. The Consultant must respond within 30 calendar days to any tender for defense
and indemnity by the City, unless the time for responding has been extended by an
authorized representative of the City in writing. If the Consultant fails to accept tender of
defense and indemnity within 30 calendar days, in addition to any other remedies
authorized by law, so much of the money due or that may become due the Consultant
under this Agreement as shall reasonably be considered necessary by the City, may be
retained by the City until disposition has been made of the matter subject to tender, or
until the Consultant accepts the tender, whichever occurs first. In the event that the City
must file responsive documents in a matter tendered to Consultant prior to Consultant's
acceptance of tender, Consultant agrees to fully reimburse all costs, including but not
limited to attorney's fees and costs and fees of litigation, incurred by the City in filing
such responsive documents.
The Consultant waives any and all rights to express or implied indemnity against the
Indemnitees concerning any Liability of the Consultant arising out of or in connection
with the Services or Consultant's failure to comply with any of the terms of this
Agreement. The defense and indemnification obligations of this Agreement shall no way
be limited by, the insurance obligations that apply to this Agreement pursuant to Section
23.
Notwithstanding the foregoing, to the extent this Agreement is a "construction contract"
as defined by California Civil Code Section 2783, as may be amended from time to time,
Consultant's duty to indemnify under this provision shall not apply when to do so would
be prohibited by California Civil Code Section 2782, as may be amended from time to
time.
Notwithstanding the foregoing, to the extent that the Services include design professional
services subject to California Civil Code Section 2782.8, as may be amended from time
to time, Consultant's duty to indemnify shall only be to the maximum extent permitted by
California Civil Code Section 2782.8.
23, Insurance. Consultant shall comply with the "Insurance Requirements for Consultants"
in Exhibit B -2, attached hereto and incorporated herein by reference. [Indicate attached
exhibit e.g. "I3 -1 >' "B-2," <13-3," or "13-4
24. Amendment. This Agreement may be amended only by a written instrument executed
by both Parties.
25. Litigation. If litigation ensues which pertains to the subject matter of Consultant's
services hereunder, Consultant, upon request from City, agrees to testify therein at a
reasonable and customary fee.
26. Construction. This Agreement is the product of negotiation and compromise on the part
of both Parties and that the Parties agree that, notwithstanding Civil Code Section 1654,
any uncertainty in the Agreement shall not be construed against the drafter of the
Agreement.
Resolution No. 2017 -146 N.C.S. Page 7
27. Governing Law; Venue. This Agreement shall be enforced and interpreted under the
laws of the State of California and the City of Petaluma. Any action arising from or
brought in connection with this Agreement shall be venued in a court of competent
jurisdiction in the County of Sonoma, State of California.
28, Non - Waiver. The City's failure to enforce any provision of this Agreement or the
waiver thereof in a particular instance shall not be construed as a general waiver of any
part of such provision. The provision shall remain in full force and effect.
29. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall continue in full force and effect.
30. No Third Party Beneficiaries. The Parties do not intend to create, and nothing in this
Agreement shall be construed to create any benefit or right in any third party.
31. Mediation. The Parties agree to make a good faith attempt to resolve any dispute arising
out of this Agreement through mediation prior to commencing litigation. The Parties
shall mutually agree upon the mediator and shall divide the costs of mediation equally.
32. Consultant's Books and Records.
A. Consultant shall maintain any and all ledgers, books of accounts, invoices,
vouchers, canceled checks, and other records or documents evidencing or relating
to charges for services, or expenditures and disbursements charged to the City for
a minimum period of three (3) years or for any longer period required by law,
from the date of final payment to Consultant pursuant to this Agreement.
B. Consultant shall maintain all documents and records which demonstrate
performance under this Agreement for a minimum period of three (3) years or for
any longer period required by law, from the date of termination or completion of
this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement
shall be made available for inspection or audit, at any time during regular business
hours, upon written request by the City Manager, City Attorney, City Finance
Director, or a designated representative of these officers. Copies of such
documents shall be provided to the City for inspection at Petaluma City Hall
when it is practical to do so. Otherwise, unless an alternative is mutually agreed
upon, the records shall be available at Consultant's address indicated for receipt
of notices in this Agreement.
D. Where City has reason to believe that such records or documents may be lost or
discarded due to dissolution, disbandment or termination of Consultant's
business, City may, by written request by any of the above -named officers,
require that custody of the records be given to the City and that the records and
documents be maintained in Petaluma City Hall. Access to such records and
documents shall be granted to any party authorized by Consultant, Consultant's
representatives, or Consultant's successor in interest.
Resolution No. 2017 -146 N.C.S. Page 8
33. Headinl4s. The headings used in this Agreement are for convet-dence only and are not
intended to affect the interpretation or construction of any provisions herein.
34. Sui-vival. All obligations arising prior to the termination or expiration of this Agreement
and all provisions of this Agreement allocating liability between City and Consultant
shall survive the termination or expiration of this Agreement.
35. Entire Agreement. This Agreement, including the exhibits attached hereto and
incorporated herein, constitutes the entire agreement between the Parties with respect to
the Services, and supersedes all prior agreements or understandings, oral or written,
between the Parties in this regard.
IN WIINESS WHEREOF, the parties hereto have executed this document the day, month and
year first above written.
CITY OF PETALUMA
City Manager
ATTEST;
City Clerk
APPROVED AS TO FORM;
City Attorney
Title
A�ddrJess
City State Zip
3Iro7g5
Taxpayer I.D. Number
L ° a 66q 31) 1
Petaluma Business Tax Certificate Number
file name: S:Operations /Airport/Agrecments /Mead Hunt 2017- 2022 /PSA Consulting Svs 07 27 17
Resolution No. 2017 -146 N.C.S. Page 9
Exhibit A to Agreement
Scope of Services
Prepare necessary applications and documentation for Federal Aviation Administration
(FAA) AIP grants funding, Assist in project coordination with the FAA and the California
Division of Aeronautics,
Anticipated Projects:
o Runway Edge Light and Airfield Guidance Sign Replacement
o Electrical backup generator
o Airport monument sign
o Aircraft parking apron Rehabilitation Phase 1 construction
o Taxiway A Rehabilitation and Overlay Design and Construction
o Aircraft parking apron Rehabilitation Phase 2 & 3
o Omni Directional Airport Landing System Design and Construction
o Terminal replacement
o Future Hangar Construction
Provide miscellaneous airport planning, design/engineering, construction administration, and
consulting support services as may be required from time to time by the City. These consultant
services may include representing the City in all discussions with the FAA regarding the work
program, grant requirements, and project documentation
Resolution No. 2017 -146 N.C.S. Page 10
MEAD & HUNT, Inc.
Western Standard Billing Rate Schedule
Effective January 1, 2017
Standard Billing Rates
Clerical................................................................................. ...............................
TechnicalEditor .................................................................. ...............................
SeniorEditor ......................................... ...............................
Registered Land Surveyor ................................................... ...............................
Accounting, Administrative Assistant .................................... ...............................
Technician I, Technical Writer .............................................. ...............................
Technician ll, Surveyor - Instrument Person .........................
TechnicianIII ........................................................................ ...............................
TechnicianIV ....................................................................... ...............................
SeniorTechnician ................................................................ ...............................
Engineer I, Scientist I, Architect I, Interior Designer I, Planner I .........................
Engineer Il, Scientist 11, Architect II, Interior Designer Il, Planner II .....................
Engineer III, Scientist III, Architect III, Interior Designer III, Planner III ...............
Senior Engineer, Senior Scientist, Senior Architect, Senior Interior Designer,
Senior Planner, Senior Economist ........................................ ...............................
Project Engineer, Project Scientist, Project Architect, Project Interior Designer,
ProjectPlanner .................................................................... ...............................
Senior Project Engineer, Senior Project Scientist, Senior Project Architect,
Senior Interior Designer, Senior Project Planner ..................
SeniorAssociate .................................................................. ...............................
Principal............................................................................... ...............................
Senior Client/Project Manager .............................................. ...............................
Expenses
Geographic Information or GPS Systems .. ...............................
Total Station Survey Equipment .................
Charges for other equipment may appear in a proposal
Out -Of- Pocket Direct Job Expenses ........... ...............................
Such as reproductions, sub - consultants / contractors, etc.
Travel Expense
Company or Personal Car Mileage ............
Air and Surface Transportation .................. ...............................
Lodging and Sustenance ............................ ...............................
................$80.00 / hour
..............$106.00 / hour
..............$156.00 / hour
..............$120.00 / hour
................$98.00 / hour
................$91.00 / hour
..............$106.00 / hour
..............$114.00 / hour
............$138.00 / hour
...........$165.00 / hour
$125.00 / hour
............. $137.00 /hour
..... I., ... .. $148.00 /hour
$169.00 / hour
...............$182.00 / hour
.............$222.00 / hour
.............$271.00 / hour
...........$281.00 / hour
..... I .... .. $281.00 / hour
$32.00 / hour
$16.00 / hour
cost plus 15%
$ IRS rate / mile
cost plus 15%
....cost plus 15%
Billing & Payment
Travel time is charged for work required to be performed out -of- office. A minimum of two hours will be billed for
any work out -of- office.
Invoicing is on a monthly basis for work performed. Payment for services is due within 30 days from the date of
the invoice. An interest charge of 1.5% per month, is made on the unpaid balance starting 30 days after the date
of invoice,
This schedule of billing rates is effective January 1, 2017, and will remain in effect until December 31, 2017, unless
unforeseen increases in operational costs are encountered. We reserve the right to change rates to reflect such
increases.
Page I1