HomeMy WebLinkAbout2014-125 Contract - Kittelson & Associates
Contract for PERSONAL SERVICES less than $35,000
CITY OF CONSULTANT: Kittelson & Associates, Inc.
ASHLAND
20 East Main Street CONTACT: Matt Bell
Ashland, Oregon 97520
Telephone: 541/488-6002 ADDRESS: 610 SW Alder St, Ste 700, Portland, OR 97205
Fax: 541/488-5311
TELEPHONE: 503-228-5230
DATE AGREEMENT PREPARED: 5/29/14 FAX: 503-273-8169
BEGINNING DATE: 5/29/14 COMPLETION DATE: 7/31/14
COMPENSATION: Not to exceed $6,500.00.
SERVICES TO BE PROVIDED: Traffic Engineering Services as per Exhibit C, attached.
ADDITIONAL TERMS: N/A
FINDINGS:
Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and
determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor
resources to perform the services; (3) the statement of work represents the department's plan for utilization of such
personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient
to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints
provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein
is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE
as follows:
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $19,825 or more, Consultant is required to comply with
chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not
limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services
attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations,
actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at an time b City upon 30 days' notice in writing
Contract for Personal Services, Revised 06/30/2013, Page 1 of 9
and delivered by certified mail or in person.
c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Consultant, or at such later date as may be established by City under any of the following
conditions:
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
L Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b,
or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted
against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers
to provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to
cover damages caused by error, omission or negligent acts related to the professional services to be provided
under this contract. .
C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1.000.000, $2,000.000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000.000, or Not Applicable for each accident for Bodily Injury and Property
Damage, including coverage for owned, hired or non-owned vehicles, as applicable.
e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s)
Contract for Personal Services, Revised 06/3012013, Page 2 of 9
to the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish
acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall sign the certification attached hereto as Exhibit A and her ' or orated b reference.
Consultant:
_ n City of Ashland
By K( By ~ as2 e
Signature Departm t Head
~A+i r D, n t r ~c S iy1 IC/f fFv, l Q ~R u~ y
Print Name Print Name
n PF"'rto#JS ibt47VA 6w-i2 4 (3/lK
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
Contract for Personal Services, Revised 0613012013, Page 3 of 9
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
(1) 1 carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
yl (4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
K 5136/1 Lf
Contractor (Date)
Contract for Personal Services, Revised 06/30/2013, Page 4 of 9
EXHIBIT C - SCOPE OF WORK
PHASE 1: STRIPING DESIGN PLANS ($2,000)
This phase covers striping design plans for the following modifications along
North Main Street:
• North Main Street (OR 99)/Maple Street- modify the existing southbound left-turn lane
to provide 70-feet of storage.
• North Main Street (OR 99)/Coolidge Street-Glenn Street - modify the existing
southbound left-turn lane to provide a center two-way left-turn lane through the
intersection.
The following is a brief summary of our project assumptions:
• KAI will design all plans based on ODOT standards with 90% and final
deliverables for submittal to ODOT and the City.
• This phase is limited to striping only.
• Design plans prepared for the North Main Street Road Diet will be used as a base
for preparation of the plans, no additional survey is needed.
• The two (2) street modifications will be prepared as one plan set and associated
special provisions and estimates.
• The City will conduct a site visit on behalf of KAI to inventory existing conditions
and verify the existing striping.
• We anticipate the following plan and detail sheets:
• Striping Modifications: One (1) legend sheet, two (2) plan sheets, and one (1)
detail sheet.
Our estimate does not include the following items:
• Topographical surveying;
• Structural analyses or geotechnical explorations;
• Illumination plans;
• Signal plans;
• Traffic analyses or data collection;
• Island removal, curb extension, ramp design, and other hardscape design;
• Pavement design;
• Right-of-way or legal descriptions;
Contract for Personal Services, Revised 06/30/2013, Page 6 of 9
• Environmental permitting;
• Utility notifications; and
• Daily construction inspection services, as we expect that the City or ODOT would
perform this service on our work.
The SCOPE OF WORK for Phase 1 includes:
• Project Coordination/Meetings:
• Prepare for and attend up to one (1) project-related meeting during design via a
conference call.
• Prepare monthly invoices, status reports, and maintain the project schedule
throughout the duration of the project.
• Coordinate project-related items as needed to complete the project.
• Striping Modification Plans:
Coordinate with the City and COOT to determine the design striping layout at
the two project locations.
• Develop up to four (4) signing and striping legend, plan and detail sheets.
• Develop technical specifications for final bid documents.
• Develop a detailed construction cost estimate for final bid documents.
Pre-Bidding and Construction Engineering Services:
• Prepare and distribute any addenda as necessary.
• Provide design interpretation during construction as needed.
PHASE 2: SIGNING/STRIPING AND ILLUMINATION DESIGN PLANS ($4,500)
This phase covers signing, striping, and illumination design plans for the following
modification along North Main Street:
North Main Street (OR 99)/North Main Street - remove the raised median at the
northwest leg of the intersection to provide a center two-way left-turn/storage lane.
The following is a brief summary of our project assumptions:
• KAI will design all plans based on ODOT standards with 90% and final
deliverables for submittal to ODOT and the City.
• This phase is limited to signing, striping, and illumination only. KAI will develop l
an initial horizontal layout of the revised median island from which the City will
develop the final engineering design details.
Contract for Personal Services, Revised 06/30/2013, Page 7 of 9
• This scope excludes photometric analyses or the design of new street light poles
to replace the median lighting removed with this improvement.
• Design plans prepared for the North Main Street Road Diet, supplemented by
City-provided topographical survey, will be used as a base for preparation of the
plans.
• The City will conduct a site visit on behalf of KAI to inventory existing conditions.
• We anticipate the following plan and detail sheets:
• Signing. Striping, and Illumination Modifications: One (1) legend sheet, one (1)
signing/striping plan sheet one (1) illumination plan sheet, and two (2) detail
sheets.
Our estimate does not include the following items:
• Topographical surveying;
• Structural analyses or geotechnical explorations;
• Signal plans;
• Traffic analyses or data collection;
• Island removal, curb extension, ramp design, and other hardscape design;
• Pavement and drainage design;
• Right-of-way or legal descriptions;
• Environmental permitting;
• Utility notifications; and
• Daily construction inspection services, as we expect that the City or ODOT would
perform this service on our work.
The SCOPE OF WORK for Phase 2 includes:
Project Coordination/Meetings:
• Prepare for and attend up.to two (2) project-related meetings during design via
a conference call.
• Prepare monthly invoices, status reports, and maintain the project schedule
throughout the duration of the project.
• Coordinate project-related items as needed to complete the project.
• Pre-Design Work:
• Receive and review a copy of the design and survey CADD files.
Signing and Striping Modification Plans:
Contract for Personal Services, Revised 06/30/2013, Page 8 of 9
• Coordinate with the City and ODOT to determine the design striping layout at
the project location.
• Develop up to five (5) signing and striping legend, plan and detail sheets.
• Develop technical specifications for final bid documents.
• Develop a detailed construction cost estimate for final bid documents.
Pre-Bidding and Construction Engineering Services:
• Prepare and distribute any addenda as necessary.
• Provide design interpretation as needed.
• Review contractor material submittals and shop drawings as to compliance with
the approved plans and specifications.
PHASE 3: SIGNAL MODIFICATION DESIGN PLANS (CONTINGENCY)
This phase will cover any signal modification design plans if deemed necessary
by the City; the existing signalized intersections were not modified with the initial
road diet to address the need for repositioned loop detectors. The scope and
budget will be determined once the need is known.
This scope does not include preparatory time (graphics and handouts) or attendance time for any
public hearings or meetings. All client requests for additional presentations and meetings of this
nature will be accommodated on a time-and-materials basis and will be considered out-of-scope
work.
Contract for Personal Services, Revised 0 613 0/2 01 3, Page 9 of 9
CITY RECORDER Page 1 / 1
~ . C I T Y O F
ASHLAND ~ ~ `•'"'"DATE ~ - 'PO NUMBERz3~„'
20 E MAIN ST. 6/5/2014 12278
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 013773 SHIP TO: Ashland Public Works
KITTELSON & ASSOCIATES INC (541) 488-5587
ACCOUNTS RECEIVABLE 51 WINBURN WAY
PO BOX 40847 ASHLAND, OR 97520
PORTLAND, OR 97240
FOB Point: Req. No.:
Terms: Net 15 davs Dept:
Req. Del. Date: Contact: Mike Fauqht
Special Inst: Confirming? No
Quanti .:".:Unit _Dascrition..
.-..<`ExtsPnce
Stripinq desiqn plans for road diet as 6,500.00
Per attached scope of work.
Contract for Personal Services
Beqinninq date: 05/29/2014
Completion date: 07/31/2014
SUBTOTAL 650000
BILL To: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 6,500.00
ASHLAND, OR 97520
,Account Number <`diPtojecNNumber ii"Amount r Account Number*„', ^S'~Project !Number `;-;t`- Arti'ount'.-
E 260.08.12.00.70420 E 201124.100 6,500.00
Authoriz Signature VENDOR COPY
V
FORM #3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: June 2, 2014
Required date for delivery: z? 54A
Vendor Name Kittalcnn R Accnniata, Inc
Address, City, State, Zip 610 SW Alder St Ste 700, Portland OR 97205
Contact Name & Telephone Number Matt Bell 501-228-5230
Fax Number
SOURCING METHOD
❑ Exempt from Comoetitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement Cooperative Procurement
Less than $5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100.000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmentalency Agreement
$5.000 to $75,000 ❑ Ag
El Form #g,Request forApproval ® Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by. Council: (Date)
C3 Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
c , a F
Y , r ray r 5 ~i'
$ 6;500 00::' r M1
Striping design plans for road diet as per attached scope of work. r -0
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
® Per attached quotelproposal %TOTAL'COST
f Y Y
Project Number 2011.24 Account Number 260.08.12.00.704200 ° r
Account Number___-_ - - Account Number
'Expend'iture must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support-Yes/No
By signing this requisition form, l certify that the City's public contracting requirements have been satisfied.
Employee: J n Department Head: L> 131
(Equal to or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year. YE NO
Finance Director- (Equal to orgreater than $5,000) Date
Comments:
Form #3 - Requisition