HomeMy WebLinkAboutStaff Report 4.C 06/04/2018` p, L �
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DATE: June 4, 2018
TO:
FROM:
Agenda Item #4.0
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, KASCE — Director, Public Works and Utilities
Dan Herrera, P.E. — Associate Civil Engineer, Public Works and Utilities
SUBJECT: Resolution Authorizing the City Manager to Execute a Professional Services
Agreement for Engineering Design Services for the Country Club and Victoria
Pump Station Improvement Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the City
Manager to Execute a Professional Services Agreement (PSA) for Engineering Design Services
for the Country Club and Victoria Pump Station Improvement Project.
BACKGROUND
The Country Club Pump Station is located on the west side of Petaluma off McNear Avenue and
pumps into Zone 5 of the City's water distribution system. The Victoria Pump Station, located
on the west side of Petaluma off Windsor Drive, provides pumping and pressure to Zone 3 of the
City's water distribution system. Both are in -ground booster stations, located as shown on
Attachment 3. Both pump stations are critical components of the City's water distribution
system, because they are the only pump stations that pump to their respective pressure zones.
These pump stations, built in 1989, are in need of mechanical and electrical equipment upgrades
because they require significant maintenance to address reliability problems. The Country Club
and Victoria Pump Station Improvement Project, identified in the proposed FY 18/19 CIP
Budget, includes structural, mechanical, electrical equipment, instrument control improvements,
and communication upgrades to improve reliability, safety, and maintenance. The purpose of the
subject PSA is to start the planning and design ahead of July 1 to accelerate completion of the
project in early FY 18/19.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The rehabilitation and improvement of the Country Club and Victoria Pump stations were
prioritized in the proposed FY 18/19 CIP Budget. These pump stations are regularly serviced by
maintenance staff and during the past year more problems have occurred, requiring significant
maintenance and effort. The subject project is considered maintenance of an existing utility
system for the purposes of CEQA and is therefore categorically exempt.
On November 30, 2017, proposals for engineering and design services for this project were
solicited through a Request for Proposal (RFP) process. Only one proposal from Schaaf &
Wheeler Consulting Engineers was received. Subsequently, other consulting companies, with
prior City experience were contacted and Nate Engineering submitted a proposal.
After careful consideration, including reference checks, review of similar project deliverables,
and review of cost proposals, Schaaf & Wheeler Consulting Engineers is recommended as the
firm best suited to perform these services. There were eight criterion identified in the RFP used
by the selection committee to determine the most qualified proposal, including: overall proposal;
project scope and comprehension; project management approach; technical approach to the
project; project team organization; schedule of hours; resumes of team members with relevant
work experience; and estimated schedule. Schaaf & Wheeler Consulting Engineers submitted a
comprehensive proposal illustrating their extensive experience with water pump stations,
including extensive experience with numerous municipality pump -station projects and favorable
reviews from past clients. The services include the following: complete pump station assessment;
complex design of new pump station including mechanical, electrical, structural, and
instrumentation upgrades; and engineering services during construction. The engineering and
design services will be performed on a time and materials basis not to exceed $143,344 and the
proposed scope of work is included in Attachment 2.
It is recommended that the City Council award the subject PSA to Schaaf & Wheeler Consulting
Engineers for the County Club and Victoria Pump Stations Upgrade Project.
The schedule calls for bidding by November 2018. Construction, estimated to take up to 3
months, is scheduled to be completed by the end of June 2019.
FINANCIAL IMPACTS
The total project budget for the Country Club and Victoria Pump Station Improvement Project,
C6740191, is $887,000 and is included in the FYI 8/19 proposed budget. The CIP budget
includes $125,000 for the design portion of the project and $75,000 for the constructiom
management portion of the project. The PSA includes a design cost of $107,980 and a
construction management cost of $35,364, for a total of $143,344, which is well within the CIP
budget amounts.
ATTACHMENTS
1. Resolution
2. PSA Agreement
3. Location Map
2
Attachment 1
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT FOR ENGINEERING DESIGN
SERVICES FOR THE COUNTRY CLUB AND VICTORIA PUMP STATION
IMPROVEMENT PROJECT
WHEREAS, the City of Petaluma wishes to design and construct the Country Club and
Victoria Improvement Project ("Project"); and
WHEREAS, this Project requires the services of a quality professional civil engineering
design firm familiar with similar projects; and
WHEREAS, the City circulated a Request for Proposals on November 30, 2017 and one
(1) proposal was received; and
WHEREAS, the City solicited proposals and evaluated for qualifications from
engineering consulting firms with prior experience with similar projects and one (1) additional
proposal was received; and
WHEREAS, Schaaf & Wheeler Consulting Engineers' ability to produce quality work
on civil engineering projects has been demonstrated in Northern California municipalities; and
WHEREAS, based on the criteria outlined in the Requests for Proposals, Schaaf &
Wheeler Consulting Engineers has been judged the most qualified of the consultants who
responded to deliver the civil engineering design services and construction support necessary for
the Project; and
WHEREAS, the FY 18/19 CIP budget includes completion of the subject project; and
WHEREAS, it is recommended that the City execute a Professional Services Agreement
(PSA) with Schaaf & Wheeler Consulting Engineers for civil engineering design services in
order to complete construction plans, specifications and provide constiuction support for the
Country Club and Victoria Pump Station Improvement Project.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby authorizes the City Manager to sign a PSA for civil engineering design services
with Schaaf & Wheeler Consulting Engineers for the Country Club and Victoria Pump Station
Improvement in an amount not to exceed $143,344.
M
Attachment 2
PROFESSIONAL SERVICES AGREEMENT
Country Club and Victoria Pumn Station Upgrades
(Title of Project)
FY 17/18
Fund # 6700 Cost Center 30300 Object Code 54140 Project # Amount $107.980.00
For multi-year contracts or contracts with multiple accounts:
FY 18/19
Fund # 6700 Cost Center 30700 'Object Code 54140 Project #
Amount $35,364.00
FY
Fund # Cost Center Object Code Project#
Amount $
FY
Fund # Cost Center Object Code Project #
Amount $
FY
Fund # Cost Center Object Code Project #
Amount $
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 only)
municipal corporation and a charter city ("City") and Schaaf & Wheeler Consulting Civil
Engineers, a Engineering ("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. Services. 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 full 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 $143,344.00 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 (www.irs.gov)
and has obtained a,currently valid Petaluma business tax certificate.
PROFESSIONAL SERVICES AGREEMENT
(609321) Oct 2017
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
6/30/2019, 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 immediately 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.
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
PROFESSIONAL SERVICES AGREEMENT
(609321) Oct 2017
0
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, Confidentialitv. 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: malting 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 same.
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
PROFESSIONAL SERVICES AGREEMENT
(609321) Oct 2017
7
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. Living WaLle 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. Discrimilnation. 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'whicb 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
PROFESSIONAL SERVICES AGREEMENT
(609321) Oct 2017
(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:
Public Works and Utilities Department
Attn: Dan St. John
202 N. McDowell Blvd.
Petaluma, CA 94954
Phone: (707) 778-4546
Fax: (707) 206-6034
Email: dstiohnna.ci.petaluma.ca.us
Consultant: Schaaf & Wheeler Consulting Civil Engineers
Attn: Peder C. Jorgensen, P.E.
1171 Homestead Rd, STE 255
Santa Clara. CA 95050-5485
Phone: (408) 246-4848
Fax: (408) 246-5624
Email: piorgensen(aswsv.com
21. Ownershin 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 unreasonably 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.
PROFESSIONAL SERVICES AGREEMENT
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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.fz., "13-1," 4'13-2," "13-32" or "13-4.1,
City reserves the right to review any and all of the required insurance policies and/or
endorsements, but has no obligation to do so. City's failure to demand evidence of full
compliance with the insurance requirements set forth in this Agreement or City's failure
to identify any insurance deficiency shall not relieve Contractor from, nor be construed or
deemed a waiver of, its obligation to maintain the required insurance at all times during
the performance of this Agreement.
24, Amendment. This Agreement may be amended only by a written instrument executed
by both Parties.
PROFESSIONAL SERVICES AGREEMENT
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10
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.
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. Severabilitv. 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. NoThird Partv Beneficiaries. The Parties do not intend to create, and nothing in this
Agreement shall be construed to create any benefit or right inany 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.
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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,
33. Headines. The headings used in this Agreement are for convenience only and are not
intended to affect the interpretation or construction of any provisions herein,
34. Survival. 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 ALyreement, 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 WITNESS WTHEREOF, the parties hereto have executed this document the day, month and
year first above written.
-CITY OF PETALUMA CONSULTANT
City Manager Name
ATTEST: Y
I C,
Title
_11_"71 A"
City Clerk Address
APPROVED AS TO FORM:
City State Zip
1717—
OE �
City Attorney Taxpayer I.D. Number
file name:
Petaluma Business Tax Certificate Number
PROFESSIONAL SERVICES AGREEMENT
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Schaaf &' Wheeler
CONSULTING CIVIL ENGINEERS
1171 Homestead Rd., Ste. 255
Santa Clara, CA 95050-5485
408-246-4848
FAX 408-246-5624
May 14, 2018
Mr. Dan Herrera, PE
Associate Engineer
Department of Public Works
City of Petaluma
202 N. McDowell Blvd.
Petaluma, CA 94954
Subject: Country Club and Victoria Pump Station Revised Scope and Budget
Dear Mr. Herrera:
Included herein is Schaaf & Wheeler's proposal for the Country Club and Victoria pump station
rehabilitation, which Schaaf & Wheeler originally proposed on January 4, 2018. A copy of Schaaf &
Wheeler's original proposal is attached for reference. Please find below, an updated scope of services
as well as an updated fee estimate.
Scove of Services:
Task 1 — Project Management. This task includes all necessary work associated with
managing the project. This task includes time for monthly project status updates to the City,
coordination and management of all subconsultants, and necessary meetings (6 assumed).
Deliverables: Meeting niiinites, Monthly progress reports
Task 2 — Data Collection and Review. This task includes all necessary work associated with
obtaining and reviewing data for each of the pump station. Work includes but is not limited
to; review of existing record drawings and information, staff interviews, site visits, and field
measurements. Because significant rehabilitation of the stations is not anticipated, field
surveying has not been included in the currently proposed scope.
Task 3 — Construction Documents. Schaaf & Wheeler will prepare necessary hydraulic
calculations, technical memo, plans, specifications, and cost estimates at the 65%, 95%, and
100% level. After City review at the 65% and 95% level, City comments will be incorporated
into the plans. For scoping purposes, the following improvements are assumed at the
stations:
• Replacement of pumps and non -buried piping and valves
• Installation of dedicated bypass piping
• Replacement of electrical and SCADA equipment
• New PG&E service at Country Club Pump Station
Santa Clara . San Francisco . Santa Rosa . Salinas
Dan Herrera, PE
May 14, 2018
Deliverables: 65% PS&E, 95% PS&E, 100%PS&E, Comment response forms for 65% mid 95%
review comments
Task 4 — Construction Support. Schaaf & Wheeler will provide engineering services during
construction as outlined below:
• Review and respond to up to 10 RFIs
• Review and provide comment on up to 25 contractor submittals and resubmittals.
• Provide clarification drawings and revisions as necessary
• Provide record drawings based on markups obtained from the Contractor and the City
Deliverables: RFI responses as required, submittal reviezvs as required, clarifications as required,
record drazvings
Task 5 (Optional) — Structural Engineering Support Schaaf & Wheeler will provide
structural engineering services on an as needed basis if design conditions warrant. Task will
be authorized by the City if deemed appropriate, and billings will be on a time and materials
basis.
Method of Pavment:
Work performed in accordance with the outlined scope above will be billed on a time and materials
basis with a not -to -exceed value of $143,344 in accordance with the attached fee schedule.
We look forward to working with the City on this project and are ready to get started. If there are
any questions about the revised scope and fee, please contact me, or Glen Anderson at (408) 246-
4848.
Sincerely,
Schaaf 6- Wheeler
Peder C. Jorgensen, PE
Vice -President
Schaaf 0' Wheeler Page 2
Dan Herrera, PE
Schaaf & Wheeter
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January 31, 2018
City will not be charged for lodging, vehicles and travel time
Schaaf G- Wheeler Page 3
City of Petaluma
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$ 158
1 -0-
-
$ 13,0501
1 A
Project Status Updates & Coordination
2
16
$
3,980
$ 2,432
$ 122
$ 6,5341
g
Project Meetings (Assumes 6)
3
18
6
1 $
5,760
$ 720
$ 36
$ 6,5161
( Task 2
Data Collection and Review -
2
12
24 1
8-
( $
8,7801
$ 2,984
$
$ 149
$ 11,9131
A
Collect & Review Existing Data
1
I
4
16
1 $
4,070
$ 720
$ 36
$ 4,8261
B
Sue visits
1
8
8
8
1 $
4,710
$ 2,264
$ 113
$ 7,0871
1 Task3
Construction Documents
12
52
136 '
120
f $
57,960 I
$ 23,864
$
$ 1,193
$ 83,0171
1 A
Hydraulic Calculataions & Tech Memo
16
20
8
$
8,460
$ -
$ 8,4601
B
65% Plans, Specifications, Estimate
4
16
64
64
$
26,200 I
$ 11,864
$ 593
$ 38,6571
C
95% Plans, Specifications, Estimate
1 4
12
32
32
$
14,4401
$ 7,000
$ 350
$ 21,7901
D
100% Plans, Specifications, Estimate
I 4
8
20
16
$
8,860
$ 5,000
$ 250
$ 14,1101
4
Construction Support
2
24
42 1
50
$ _
21,260
$ 13,432
$
$ 672
$ 35,3641
FTask
-A
'RFI Response (Assumes 10)
4
10
10
$
4,280
$ 2,600
$ 130
$ 7,010
B
Submittal Review (Assumes 25)
8
20
20
$
8,560
$ 6,400
$ 320
$ 15,2801
C
Clarifications
4
4
4
$
2,240
$ 2,000
$ 100
$ 4,3401
D
Record Drawings
I 2
8
8
16
$
6,180
$ 2,432
$ 122
$ 8,7341
'TOTAL DESIGN AND CONSTRUCTION TASKS
( 21
122
208
178
1 -$
-97,7401
$ 43,432
$
$ 2,172
$ 143,3441
j
1 Task 5
Optional Structural Engineering Services
0
4
0
0
$
8801
$ -
$ 8,747
$ 437
$ 10,0641
I A
10n -Demand Structural Engineering
I
4 I
l
I $
8801
$ 8,747
$ 437
$ 10,0641
City will not be charged for lodging, vehicles and travel time
Schaaf G- Wheeler Page 3
INSURANCE REQUIREMENTS
EXHIBIT B-2
Consultant's performance of the Services under this Agreement shall not commence until
Consultant shall have obtained all insurance required under this paragraph and such insurance
shall have been approved by the City Attorney as to form and the Risk Manager as to carrier and
sufficiency. All requirements herein provided shall appear either in the body of the insurance
policies or as endorsements and shall specifically bind the insurance carrier.
Consultant shall procure and maintain for the duration of the contract all necessary insurance
against claims now and in the future for injuries to persons or damages to property which may
arise from or in connection with the performance of the Services by the Consultant, the
Consultant's agents, representatives, employees and subcontractors. Required professional
liability insurance shall be maintained at the level specified herein for the duration of this
Agreement and any extension thereof and for twelve additional months following the Agreement
termination or expiration.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage:
a. Personal injury;
b. Contractual liability.
2. Insurance Services Office form covering Automobile Liability, code 1 (any auto).
3. Workers'. Compensation insurance as required by the State of California and
Employer's Liability Insurance.
4. Professional Liability insurance.
5. Such other insurance coverages and limits as may be required by the City.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury
and property damage. .If Commercial General Liability Insurance or other form
with a general aggregate liability is used, either the general aggregate limit shall
apply separately to this Agreement or the general aggregate limit shall be twice
the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property
damage.
3. Employer's Liability: Bodily Injury by Accident - $1,000,000 each accident.
Bodily Injury by Disease - $1,000,000 policy limit.
Bodily Injury by Disease - $1,000,000 each employee.
4. Professional Liability insurance: $1,000,000.
5. Such other insurance coverages and limits as may be required by the City.
C. 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
Exhibit B2
Pagel of 3
INSURANCE REQUIREMENTS (City)
(609325) Oct 2017
self-insured retentions as respects the City, its officers, officials, employees, and
volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and
related investigations, claim administration and defense expenses.
City reserves .the right to review any and all of the required insurance policies and/or
endorsements, but has no obligation to do so. City's failure to demand evidence of full
compliance with the insurance requirements set forth in this Agreement or City's failure
to identify any insurance deficiency shall not relieve Contractor from, nor be construed or
deemed a waiver of, its obligation to maintain the required insurance at all times during
the performance of this Agreement.
D. Other Insurance Provisions
The required general liability and automobile policies are to contain, or be endorsed to
contain the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be
covered as Additional 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 protection afforded to the City,
its officers, officials, employees, agents or volunteers.
2. For any claims related to this project, the Consultant's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents
and volunteers. Any insurance or self-insurance maintained by the City, its
officers, officials, employees, agents or volunteers shall be excess of the
Consultant's insurance and shall not contribute with it.
3. Any failure to comply with reporting or other provisions of the policies including
breaches of warranties shall not affect coverage provided to the City, its officers,
officials, employees, agents or volunteers.
4. 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.
S. Each insurance policy required by this clause shall be endorsed to 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.
6. Consultant agrees to waive subrogation rights for commercial general liability,
automobile liability and worker's compensation against City regardless of the
applicability of any insurance proceeds, and to require all contractors,
subcontractors or others involved in any way with the Services to do likewise.
7. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage
requirement and/or limits shall be available to the additional insured.
Furthermore, the requirement for coverage and limits shall be (1) the minimum
coverage and limits specified in this Agreement, or (2) the broader coverage and
maximum limits of coverage of any insurance policy or proceeds available to the
named insured; whichever is greater.
Exhibit B2
Page 2 of 3
INSURANCE REQUIREMENTS (City)
(609325) Oct 2017
17
8. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance, Any umbrella or excess
insurance shall contain or be endorsed to contain a provision that such coverage
shall also apply on a primary and non-contributory basis for the benefit of the City
of Petaluma before the City of Petaluma's own insurance or self-insurance shall
be called upon to protect it as a named insured.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current AM, Best's rating of no less than
ANH.
F. Verification of Coverage
Consultant shall furnish the City with original endorsements effecting coverage required
by this clause, The endorsements are to he signed by a person authorized by that insurer
to bind coverage on its behalf. All endorsements are to be received and approved by the
City before the Services commence.
Exhibit B2
Page 3 of 3
INSURANCE REQUIREMENTS (City)
(609325) Oct 2017
EXHIBIT C
ACKNOWLEDGEMENT AND CERTIFICATION PURSUANT TO
CITY OF PETALUMA LIVING WAGE ORDINANCE
PETALUMA MUNICIPAL CODE CHAPTER 8.36
The City of Petaluma Living Wage Ordinance ("Ordinance"), Petaluma Municipal Code Chapter
8.36, applies to certain service contracts, leases, franchises and other agreements or funding
mechanisms providing financial assistance (referred to hereafter as an "Agreement") between
the City of Petaluma ("City") and/or the Petaluma Community Development Commission
("PCDC") and contractors, lessees, franchisees, and/or recipients of City and/or PCDC funding
or financial benefits ("covered entities").
Pursuant to Petaluma Municipal Code Section 8.36.120, as part of any bid, application or
proposal for any Agreement subject to the Ordinance, the covered entity shall:
• Acknowledge that the covered entity is aware of the Ordinance and intends to comply
with its provisions,
Complete the Report of Charges, Complaints, Citations and/or Findings contained in this
Acknowledgement and Certification by providing information, including the date', subject
matter and manner of resolution, if any, of all wage, hour, collective bargaining,
workplace safety, environmental or consumer protection charges, complaints, Citations,
and/or findings of violation of law or regulation by any regulatory agency or court
including but not limited to the California Department of Fair Employment and Housing,
Division of Occupational Safety and Health (OSHA), California Department of Industrial
Relations (Labor Commissioner), Environmental Protection Agency and/or National
Labor Relations Board, which have been filed or presented to the covered entity within
the ten years immediately prior to the bid, proposal, submission or request.
Pursuant to Petaluma Municipal Code Section 8,36.120, before the beginning of the term of any
covered Agreement, or prior to the execution of said Agreement by the City or the PCDC, each
covered entity shall certify that its employees are paid a living wage that is consistent with,
Petaluma Municipal Code Chapter 8,36.
By executing this Acknowledgement and Certification, the covered entity (i) acknowledges that
it is aware of the Ordinance and intends to comply with its provisions, (ii) attests to the accuracy
and completeness of information provided in the Report of Charges, Complaints, Citations
and/or Findings contained herein, (iii) certifies that it pays its covered employees a Living Wage
as defined in Petaluma Municipal Code Chapter 8.36 and (iv) attests that the person executing
this Acknowledgement and Certification is authorized to bind the covered entity as to the matters
covered in this Acknowledgment and Certification,
Page I of 3
LIVING WAGE ACKNOWLEDGEMENT
AND CERTIFICA711014
(1638697.2)Nov 2012
L61
SO ACKNOWLEDGED and CERTIFIED:
Project or Contract I.D:
(Print Name of Covered Entity/Business Capacity)
By
(Print Name)
'(Signature) U
Its V1 c,tr-, "/ Deft I --
(Title /Capacity of Authorized Signer)
Page 2 of 3
Date: S/% (o Ir -01 fs
LIVING WAGE ACKNOWLEDGEMENT
AND CERTIFICATION
(1638697.2) Nov 2012
20
REPORT OF CHARGES, COMPLAINTS, CITATIONS AND/OR FINDINGS
PURSUANT TO PETALUMA MUNICIPAL CODE SECTION 8.36.120
FOR EACH WAGE, HOUR, COLLECTIVE BARGAINING, WORKPLACE SAFETY, ENVIRONMENTAL OR
CONSUMER PROTECTION CHARGE, COMPLAINT, CITATION, AND/OR FINDING OF VIOLATION OF LAW
OR REGULATION BY ANY REGULATORY AGENCY OR COURT, INCLUDING BUT NOT LIMITED TO THE
CALIFORNIA DEPARTMENT OF FAIR EMPLOYMENT AND HOUSING, DIVISION OF OCCUPATIONAL
SAFETY AND HEALTH (OSHA), CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS (LABOR
COMMISSIONER), ENVIRONMENTAL PROTECTION AGENCY AND/OR NATIONAL LABOR RELATIONS
BOARD, WHICH:
® AFFECTS YOU AS A PROSPECTIVE CONTRACTOR, SUBCONTRACTOR, LESSEE, FRANCHISEE
AND/OR PARTY TO ANY CITY OF PETALUMA AND/OR PETALUMA COMMUNITY
DEVELOPMENT COMMISSION -FUNDED AGREEMENT OR BENEFIT SUBJECT TO PETALUMA
MUNICIPAL CODE CHAPTER 8.36 (LIVING WAGE ORDINANCE), AND
® HAS BEEN FILED OR PRESENTED TO YOU WITHIN THE TEN YEARS IMMEDIATELY PRIOR TO THE
BID, PROPOSAL, SUBMISSION OR REQUEST FOR WHICH THIS ACKNOWLEDGEMENT AND
CERTIFICATION IS MADE.
PLEASE PROVIDE THE DATE, THE REGULATORY AGENCY OR COURT MAKING THE CHARGE
COMPLAINT, CITATION OR FINDING, THE SUBJECT MATTER AND THE MANNER OF RESOLUTION, IF
-ANY, FOR EACH SUCH CHARGE COMPLAINT, CITATION OR FINDING.
IF NONE, PLEASE STATE "NONE": ! L d N e
ATTACH ADDITIONAL PAGES IF NEEDED.
Date:
Regulatory Agency or Court:
Subject Matter:
Resolution, if any:
Expected resolution, if known:
Page 3 of 3
LIVING WAGE ACKNOWLEDGEMENT
AND CERTIFICATION
(1638697.2) Nov 2012
21
Attachment 3
COUNTRY CLUB AND VICTORIA PUMP
STATION IMPROVEMENT PROJECT
LOCATION MAP
Date: MAY 22, 2018
N
City of Petaluma
PROJECT SITE ,V E Public Works and Utilities
s Department
�L
22