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CC 2021-02-23_08g Award 2021 Concrete Repairs_Eikoff Design Group MEMORANDUM TO: CITY COUNCIL FROM: BILL ROBESON, ASSISTANT CITY MANAGER/PUBLIC WORKS DIRECTOR BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER SUBJECT: CONSIDERATION TO APPROVE AN AGREEMENT FOR CONSULTANT SERVICES WITH EIKHOF DESIGN GROUP FOR THE 2021 CONCRETE REPAIRS PROJECT, PW 2021-20 DATE: FEBRUARY 23, 2021 SUMMARY OF ACTION: Approval of an Agreement for Consultant Services with Eikhof Design Group will allow the City to complete the design of the 2021 Concrete Repairs Project. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is $58,832 of Sales Tax funds remaining in the FY 2020-21 Capital Improvement Program (CIP) budget for the annual concrete repairs program and $65,000 of Sales Tax funds budgeted for the repair/replacement of the brick walkway between 208 and 214 East Branch Street. The use of $28,460 from the two projects’ budgets for the cost of the proposed consultant services agreement will require no additional appropriations. Staff time will be necessary to coordinate the design plans with the consultant. RECOMMENDATION: It is recommended the City Council approve an Agreement for Consultant Services with Eikhof Design Group in the amount of $28,460 for design services for the 2021 Concrete Repairs Project, PW 2021-02. BACKGROUND: Sidewalk improvements are one of the priorities identified in the City’s Critical Needs Action Plan. Each year Public Works and Community Development Department staff identify damaged sidewalks requiring repair to mitigate the potential for trip and fall hazards located in the public right-of-way. The City focuses on sidewalk improvements by systematically addressing damaged concrete facilities at various locations throughout the City. This approach is consistent with the direction received at the April 11, 2017 City Council meeting regarding the City’s Sidewalk Infrastructure Assessment and Replacement Report. Item 8.g. - Page 1 CITY COUNCIL CONSIDERATION TO APPROVE AN AGREEMENT FOR CONSULTANT SERVICES WITH EIKHOF DESIGN GROUP FOR THE 2021 CONCRETE REPAIRS PROJECT, PW 2021-20 FEBRUARY 23, 2021 PAGE 2 On December 14, 2020, requests for proposals (RFPs) for design services were distributed to three of the City’s most recent on-call civil engineering firms who specialize in transportation facilities design. The RFP requested design services for sidewalk improvements:  Remove and replace sidewalk at 165 Refugio Place  Replace brick walkway between 208 and 214 East Branch Street with Village style exposed aggregate sidewalk  Huasna Road Neighborhood - Repair frontage and remove/replace trees at 921 Huasna Road - Frontage improvements (sidewalk, curb, gutter, retaining wall) at 1041 Huasna Road ANALYSIS OF ISSUES: On January 21, 2021, proposals were received from two firms. A review committee consisting of City staff members evaluated and rated the proposals based on the following criteria: Criteria Possible Points Understanding of the work to be performed 35 Proposed work plan 35 Experience with similar assignments 30 The review committee rated the firms as follows: Firm Rating Eikhof Design Group 92.5 GHD 82.5 Based on the ratings, staff decided to move forward with negotiating a contract with Eikhof Design Group. The services to be performed by Eikhof Design Group include:  Kick-off meeting with City staff  Field assessment and data collection of listed locations Item 8.g. - Page 2 CITY COUNCIL CONSIDERATION TO APPROVE AN AGREEMENT FOR CONSULTANT SERVICES WITH EIKHOF DESIGN GROUP FOR THE 2021 CONCRETE REPAIRS PROJECT, PW 2021-20 FEBRUARY 23, 2021 PAGE 3  Preliminary cost estimate by location and meeting with City staff to determine final locations  Preparation of plans, specifications, and estimates  Bidding assistance and construction support  Preparation of record drawings If approved, it is estimated design of the 2021 Concrete Repairs Project will take approximately three months to complete, and construction would be accomplished in Summer 2021. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve an Agreement for Consultant Services with Eikhof Design Group; 2. Do not approve an Agreement for Consultant Services with Eikhof Design Group; 3. Do not approve an Agreement for Consultant Services with Eikhof Design Group and direct staff to solicit proposals from additional firms; 4. Provide other direction to staff. ADVANTAGES: The project will reduce the potential trip and fall hazards along selected streets, address complaints from the public, and improve access for individuals with mobility limitations. DISADVANTAGES: No disadvantages have been identified. ENVIRONMENTAL REVIEW: No environmental review is required for the approval of an Agreement for Consultant Services to design the 2021 Concrete Repairs project. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. ATTACHMENT: 1. Draft Agreement for Consultant Services Item 8.g. - Page 3 AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of February 23, 2021, between EIKHOF DESIGN GROUP (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1.TERM This Agreement shall commence on February 24, 2021 and shall remain and continue in effect until December 31, 2021, unless sooner terminated pursuant to the provisions of this Agreement. 2.SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in Exhibit “A”, attached hereto and incorporated herein by this reference. 3.PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4.AGREEMENT ADMINISTRATION City’s Assistant City Manager/Public Works Director shall represent City in all matters pertaining to the administration of this Agreement. Jeff van den Eikhof shall represent Consultant in all matters pertaining to the administration of this Agreement. 5.PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference. 6.SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. ATTACHMENT 1 Item 8.g. - Page 4 (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant’s business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1. 8. DEFAULT OF CONSULTANT (a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; Item 8.g. - Page 5 (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. 11. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. Item 8.g. - Page 6 (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. (d) Indemnification for Design Professional Services. Notwithstanding anything herein to the contrary, to the fullest extent permitted by law for all design professional services arising under this Agreement, Consultant shall indemnify, protect, defend and hold harmless District and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “C” attached hereto and incorporated herein as though set forth in full. 13. INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. Item 8.g. - Page 7 (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUE INFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Item 8.g. - Page 8 discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: City of Arroyo Grande City Clerk 300 East Branch Street Arroyo Grande, CA 93420 To Consultant: Eikhof Design Group Jeff van den Eikhof, President 4875 El Camino Real Atascadero, CA 93422 18. ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material. Item 8.g. - Page 9 21. TIME City and Consultant agree that time is of the essence in this Agreement. 22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “D”, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit “E”, attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City’s Request for Proposals and this Agreement shall take precedence over those contained in the Consultant’s proposals. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. Item 8.g. - Page 10 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By: By: Caren Ray Russom, Mayor Jeff van den Eikhof, President Attest: Jessica Matson, Deputy City Clerk Approved As To Form: Timothy J. Carmel, City Attorney Item 8.g. - Page 11 EXHIBIT A SCOPE OF WORK Engineering design, bidding and construction support services for the 2021 Concrete Repairs Project including, but no limited to:  Project Administration  Field Assessment, Data Collection & Preliminary Engineering  Plans, Specifications and Estimates  Bid Support  Construction Support  Record Drawings Item 8.g. - Page 12 EXHIBIT B PAYMENT SCHEDULE Item 8.g. - Page 13 Item 8.g. - Page 14 EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self-insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Item 8.g. - Page 15 Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials, employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional Item 8.g. - Page 16 insured endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as opposed to being required) to comply with the requirements of the certificate. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. Item 8.g. - Page 17 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. Item 8.g. - Page 18 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Item 8.g. - Page 19 EXHIBIT D CITY’S REQUEST FOR PROPOSAL Item 8.g. - Page 20 Public Works Department Request for Proposal (RFP) ENGINEERING DESIGN SERVICES FOR 2021 CONCRETE REPAIRS PROJECT PW 2021-02 Due: Thursday, January 21, 2021 No later than 4:00 P.M. Deliver to: City of Arroyo Grande Attention: Jill McPeek jmcpeek@arroyogrande.org (<10MB) or USB flash drive to 1375 Ash Street Arroyo Grande, CA 93420 December 14, 2020 Item 8.g. - Page 21 City of Arroyo Grande Page 1 of 3 December 14, 2020 CITY OF ARROYO GRANDE 2021 CONCRETE REPAIRS PROJECT, PW 2021-02 REQUEST FOR PROPOSALS I. BACKGROUND The City of Arroyo Grande is soliciting proposals from qualified engineering firms to provide design, bidding and construction engineering services for sidewalk improvements within the City. The general scope of work involves three areas:  Remove and replace sidewalk at 165 Refugio Place where resident claims to have tripped and/or fallen  Replace brick walkway between 208 and 214 East Branch Street with Village style exposed aggregate sidewalk  Huasna Road Neighborhood - Repair frontage and remove/replace trees at 921 Huasna Road - Frontage improvements (sidewalk, curb, gutter, retaining wall) at 1041 Huasna Road The project scope will be dictated by the available construction budget which is estimated at $189,700 (dependent on approval of FY 2021-22 budget). II. SCOPE OF SERVICES The scope of services may include, but not be limited to:  Kick-off meeting with City staff  Field assessment of listed potential locations  Compilation of field data, preliminary estimate by location, and meeting with City staff to determine locations to be included in project plans  Preparation of plans, specifications, and estimates  Bidding assistance, including RFIs for potential addendums  Construction support, including RFIs and submittal review  Preparation of record drawings The selected firm should anticipate participating in two (2) project team meetings, one (1) pre-bid meeting, and one (1) pre-construction meeting. Proposing firms must agree to enter into the City’s Standard Agreement for Consultant Services without modification and to provide the required insurance as stipulated in Attachment 1. Item 8.g. - Page 22 RFP for Engineering Design Services for the 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Page 2 of 3 December 14, 2020 III. PROPOSAL FORMAT AND CONTENT PROPOSAL Please provide a brief letter proposal, no more than 6 pages (3 pages front and back), including the following: 1. Introduction A summary statement that demonstrates the proposer has a clear understanding of the City’s objectives and how it expects to address them. 2. Work Plan Describe the approach to be taken in addressing the proposed scope of services. This description should include the specific activities to be undertaken for each project task. 3. Prior Related Experience Provide a list of at least three (3) representative projects of similar scope and nature performed within the last five (5) years, particularly projects for ot her local government agencies. Include a contact person for each representative project listed. FEE PROPOSAL In accordance with Qualifications-Based Selection (QBS), please mail or deliver a Fee Proposal no later than February 5, 2021, in a separate sealed envelope. 1. Fee Proposal The consultant is requested to provide a “not to exceed” cost (inclusive of all professional fees and expenses) for the entire project as outlined in its Work Plan. Include the hourly rate charges for each team member who may be involved in the project. IV. SELECTION PROCESS A review committee will evaluate the proposals based on the following:  Understanding of the work to be performed 35 points  Proposed Work Plan 35 points  Experience with similar assignments 30 points (Maximum Total Points - 100) V. TENTATIVE SCHEDULE OF EVENTS The following are the anticipated schedule of events for the project: Item 8.g. - Page 23 RFP for Engineering Design Services for the 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Page 3 of 3 December 14, 2020 Design Issue RFP December 14, 2020 Proposals due by 4:00 PM January 21, 2021 Fee Proposals due February 5, 2021 Consultant Selection / Contract Negotiations February 9 - 12, 2021 City Council Award of Design Contract February 23, 2021 Design Kick-Off Meeting February 25, 2021 Design Completion May 21, 2021 Bidding / Contract Award Advertisement June - July 2021 Bid Opening July 2021 Council Award of Construction Contract July 2021 Construction Notice to Proceed August 2021 Construction Complete September 2021 VI. PROPOSAL SUBMITTAL 1. Provide one PDF document of project proposal by email to Jill McPeek at jmcpeek@arroyogrande.org if project proposal file size is less than 10 MB. 2. Alternately, proposals greater than 10 MB may be provided on a USB flash drive and sent to: Jill McPeek, Capital Improvement Project Manager Public Works Department City of Arroyo Grande 1375 Ash Street Arroyo Grande, CA 93420 3. Closing Dates: Proposal must be received by 4:00 PM, January 21, 2021. Fee Proposal must be received by February 5, 2021. 4. The City reserves the right to reject any or all proposals for any or no reason. For more information, please contact Jill McPeek at jmcpeek@arroyogrande.org or (805) 473-5444. Item 8.g. - Page 24 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 1 of 16 December 14, 2020 AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of 2021, between (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement shall commence on , 2021 and shall remain and continue in effect until , 2021, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in Exhibit “B”, attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. AGREEMENT ADMINISTRATION City’s shall represent City in all matters pertaining to the administration of this Agreement. shall represent Consultant in all matters pertaining to the administration of this Agreement. 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates a nd terms set forth in Exhibit “C”, attached hereto and incorporated herein by this reference. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. Item 8.g. - Page 25 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 2 of 16 December 14, 2020 If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant’s business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1. 8. DEFAULT OF CONSULTANT (a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to contin ue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises ou t of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; Item 8.g. - Page 26 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 3 of 16 December 14, 2020 (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employee s to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulati ons, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. Item 8.g. - Page 27 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 4 of 16 December 14, 2020 11. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subContractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreeme nt. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, i ncluding attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subContractors of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subContractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section . (d) Indemnity Provisions for Contracts Related to Construction . Without affecting the rights of City under any provision of this Agreement, Consultant shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of Consultant will be for that entire portion or percentage of liability not attributable to the active negligence of City. Item 8.g. - Page 28 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 5 of 16 December 14, 2020 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “D” attached hereto and incorporated herein as though set forth in full. 13. INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall hav e control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in a ny manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. (b) No employee benefits shall be available to Consultant i n connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liab le for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUE INFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. Item 8.g. - Page 29 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 6 of 16 December 14, 2020 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subContractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subContractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal se rvice, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return rece ipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: City of Arroyo Grande Director of Public Works 300 East Branch Street Arroyo Grande, CA 93420 To Consultant: Item 8.g. - Page 30 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 7 of 16 December 14, 2020 18. ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material. 21. TIME City and Consultant agree that time is of the essence in this Agreement. 22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “A”, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit “B”, attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City’s Request for Proposals and this Agreement shall take precedence over those contained in the Consultant’s proposals. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. Item 8.g. - Page 31 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 8 of 16 December 14, 2020 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By: By: Caren Ray Russom, Mayor Name, Title Attest: Approved As To Form: Kelly Wetmore, City Clerk Timothy J. Carmel, City Attorney Item 8.g. - Page 32 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 9 of 16 December 14, 2020 EXHIBIT A CITY’S REQUEST FOR PROPOSAL Item 8.g. - Page 33 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 10 of 16 December 14, 2020 EXHIBIT B CONSULTANT’S PROPOSAL Item 8.g. - Page 34 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 11 of 16 December 14, 2020 EXHIBIT C CONSULTANT’S FEE PROPOSAL Item 8.g. - Page 35 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 12 of 16 December 14, 2020 EXHIBIT D INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constit ute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non -owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self - insured retention for liability not covered by primary but cove red by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subContractors or others involved in the Work. The scope of coverage Item 8.g. - Page 36 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 13 of 16 December 14, 2020 provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A - or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third pa rty general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subC ontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subContractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. Item 8.g. - Page 37 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 14 of 16 December 14, 2020 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered to Ci ty at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City opti on. 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as opposed to being required) to comply with the requirements of the certificate. 9. It is acknowledged by the parties of this agreement that all ins urance coverage required to be provided by Consultant or any subContractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subContractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subContractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subContractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or self -insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self -insured retention, substitution of other coverage, or other solutions. Item 8.g. - Page 38 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 15 of 16 December 14, 2020 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party here to taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non -compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. Item 8.g. - Page 39 RFP for Engineering Design Services for the Attachment 1 2021 Concrete Repairs Project, PW 2021-02 City of Arroyo Grande Attachment 1 – Page 16 of 16 December 14, 2020 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Item 8.g. - Page 40 EXHIBIT E CONSULTANT’S PROPOSAL Item 8.g. - Page 41 4875 El Camino Real • Atascadero, CA 93422 • Phone: 805-470-1910 • Fax: 805-461-3175 Eikhof Design Group Page 1 January 21, 2021 Jill McPeek Capital Improvement Project Manager City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA 93420 RE: Engineering Services for 2021 Concrete Repairs Project Dear Jill: Thank you for giving Eikhof Design Group the opportunity to provide engineering services for the 2021 Concrete Repairs Project. As you know, Eikhof Design Group has been on the City’s On-Call list for several years. We have prepared the bid package for each of the last four Concrete Repairs Projects (2017, 2018, 2019, and-2020), and we are very familiar with the City’s procedures and required outcome. We have also visited each site in preparation for this proposal. The project will require a soil investigation at 1041 Huasna Road to determine the soil suitability for either a retaining wall or cut back slope. The project will also need a topographic survey at 921 and 1041 Huasna Road. We are teaming with Earth Systems for the soil investigation and Karp Land Surveys for topographic surveying for this project. Our Work Scope is outlined below. The work scope is followed by a breakdown of the work in the Project Understanding by Location. WORK SCOPE Task 1 - - Design Kick-off, Field Measurements, Topographic Survey, Soil Investigation We propose a design kick-off meeting with City Staff to formalize the design objectives and desired project outcome. After the meeting, Eikhof Design Group will perform a field assessment of the sites. Eikhof Design has completed some preliminary investigation and design work on the brick walkway between 208 and 214 East Branch and the 921 Huasna Road location. We will take additional field measurements using a measuring wheel and tape measure to determine quantities and to confirm previous quantity measurements. Karp Land Surveys will perform a topographic survey at 921 and 1041 Huasna Road. Earth Systems will conduct a soil investigation with associated lab tests to determine the suitability of a retaining wall or cut back slope. Item 8.g. - Page 42 Eikhof Design Group Page 2 Task 2 – Preliminary Engineering and Estimate Based on the information gathered during Task 1, Eikhof Design Group will prepare a preliminary Engineers Estimate confirming the locations for design work. We will then schedule a meeting with City Staff to determine the final project locations. If the project budget allows for additional candidate project locations, Eikhof Design Group will prepare a cost estimate for the extra design work for the City’s consideration. Task 3 – Prepare 90% Bid Documents and Meeting with Staff Based on the final project locations determined in Task 2, Eikhof Design Group will prepare bid documents using City boilerplate and technical specifications. Bid documents will include tabulated repair areas located by address. Task 4 - 100% Bid Documents, Pre-Bid Meeting, Bidding Support Eikhof Design Group will prepare 100% Bid Documents and attend a pre-bid meeting. We will also provide engineering support during the bidding process. Task 5 - Construction Support, Record Drawings (As Needed) The City will provide Construction Management and inspection services. However, Eikhof Design Group will be available for construction support and to answer field questions. Record Drawings will be prepared based on City redlines and submitted following the project's completion. PROJECT UNDERSTANDING BY LOCATION Below is a description of the EDG understanding of each of the four separate project locations and preliminary civil engineering design approach for each, subject to budget limitations and City authorization of the repair and construction approach. 1. 165 Refugio Place: The existing conditions at this location involve displacement and settlement of sections of the current PCC sidewalk, curb, and gutter, resulting in elevation differential and potential trip hazards. Based on preliminary field assessment and subject to City authorization, EDG would propose the following: • Remove and replace approximately 36 LF of curb, gutter, and sidewalk with a monolithic pour. • Removed and replace approximately 47 LF of sidewalk panels with dowels installed into the existing curb and gutter. • Grind/ slice approximately 50 LF of concrete with deviations of less than one inch. 2. Brick walkway between 208 and 214 East Branch Street: The existing brick pavers on the walkway between the two buildings are not bedded in mortar and have settled and lifted due to tree roots from adjacent trees. A few brick pavers are also missing. Item 8.g. - Page 43 Eikhof Design Group Page 3 The City desires to remove the existing brick pavers and replace the walkway with exposed aggregate concrete specified for the East Branch Village area. EDG has previously measured this area and completed some preliminary design work. Based on preliminary field assessment and subject to City authorization, EDG would propose the following: • Secure guidance from the City regarding the extent of the proposed project area. To reduce costs, EDG would recommend removing the existing brick pavers and installing a defined walkway between the two buildings with exposed aggregate concrete with brick paver banding to match the design of the flatwork located in front of 208 East Branch • City direction would be required to determine if brick pavers in front of 214 East Branch are included in the scope of work. 3. 921 Huasna Road The existing conditions at this location involve severe displacement and settlement of sections of the current PCC sidewalk, curb, and gutter. The conditions appear to be due to damage resulting from the two street trees at this location and the age and general deterioration of the PCC. The causes and damage have resulted in significant elevation differentials and potential trip hazards. Repair and restoration will likely require the replacement of both driveway approaches at this location with accessible ADA pedestrian pathways. This City has also indicated that the two existing street trees are to be removed and replaced. Based on preliminary field assessment and subject to City authorization, EDG would propose the following: • Complete a topographical survey • Identify the existing concrete at this location and propose removal and replacement of the damaged/ uplifted sections. • Design replacement of the two driveway aprons with driveway aprons that meet current design standards. A pedestrian access easement into the existing driveways on the adjoining private property may be necessary to meet slope and width requirements. Costs for the preparation of the pedestrian access easements, if necessary, are not included in the cost for this proposal. • Propose removal and replacement of the two street trees at this location with trees identified by the City Arborist. 4. 1041 Huasna Road The City is seeking civil engineering design to install standard frontage improvements at this location, including PCC sidewalk, curb, and gutter. Installation of a retaining wall along this frontage may be necessary to construct and preserve the proposed improvements. This project does not include any modifications or upgrades to adjoining frontage improvements to the immediate properties to the east and west. Based on preliminary field assessment and subject to City authorization, EDG proposes the following: • Complete a topographical survey to assist with design. Item 8.g. - Page 44 Eikhof Design Group Page 4 • Complete a soil analysis using small borings from a hand auger to reduce costs. The results will be used to design the proposed retaining wall. Permission from the adjacent property owner is required to complete the soil investigation fieldwork. • Evaluate slope along this frontage to determine if it can be cut-back and regraded to remove the need for a retaining wall. If possible, a construction and slope easement from the adjoining private property may be necessary for construction and future maintenance needs. This proposal does not include the costs of preparing and recording any easements. • If a retaining wall is required, EDG will prepare calculations and design plans to construct the retaining wall, including behind the wall drainage features if warranted. • Design the required frontage improvement, curb gutter, and sidewalk that meet current design standards tying into the existing frontage improvements to the east and west. REFERENCES Project Contact 2020 Concrete Repair Project Repair concrete at various locations using remove and replace, slicing, and grinding City of Arroyo Grande Jill McPeek 805-473-5444 Downtown Sidewalk Project (Constructed 2019) Removal of sidewalk and replacement with pavers through downtown including HWY 1. New ADA compliant curb ramps City of Pismo Beach Eric Eldridge 805-773-7041 ATP Cycle 3 Project (Constructed 2020) Construction of new sidewalk, ramps, bulbouts on Highway 1 City of Guadalupe Shannon Sweeney 50-356-3910 If you have any questions or would like to discuss this further, please contact me at 805-470-1910 ext 101 or by e-mail at jeff@eikhofdesigngroup.com. Respectfully, Jeff van den Eikhof, PE President, Eikhof Design Group, Inc Attachment: Fee Proposal, Fee Schedule Item 8.g. - Page 45 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.g. - Page 46