HomeMy WebLinkAbout1996-050 Contract - KAS & AssociatesCITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
AD,MINISTRAT~OX: 541) 4S8-5587
ENGiNEERIN'G' ~54!) 488-5247
CITY HALL
20 E. MAIN STREET
ASHLAND, OREGON 97520-1814
FAX (541 ) 4S5
NOTICE OF TRANSMITTAL
TO:
Keith Smith
KAS & Associates
304 S. Holly Suite B
MEDFORD OR 97501
DATE
PROJECT
JOB NO.
SUBJECT
05/08/96
1996 Street Improvement
96-07
Contract
THE FOLLOWING ITEMS ARE BEING SENT TO YOU:
1
2.
3.
4.
5.
Signed Contract
Copies of RFP's from Marquess & Associates and Hardey Engineering
Copy of proposed North Mountain Avenue Improvement Plan.
Copy of survey of Mountain Avenue centerline.
Tax lot base maps.
ENCLOSED X
UNDER SEPARATE COVER
REMARKS:
COPIES TO:
Jill Turner (with requisition for purchase order)
Barbara Christensen (original contract for filing)
Bob Nelson (i~ksurance certificates)
Works ",
Engineering Division
By: James H. Olson
Title: Acting Public Works Director
ENGINEERING SERVICES CONTRACT
Engineering services contract made on the date specified below in Recital A between the
City and Engineer as follows:
Recitals:
CITY: CITY OF ASHLAND
City Hall
20 E. Main St.
Ashland, Oregon 97520
(503) 488-5347
FAX: (503) 488-6006
The following information applies to this contract:
ENGINEER: IC4S & Associates. Inc.
Address: 304 S. Holly Suite 8
MEDFORD OR 97501
Date of this agreement:
April 22, 1996
Telephone: 541-772-5807
FAX: 541-772'5807
"lB: RFP date: March 13, 1996
Proposal date: April 15, 1996
¶2.3.
¶2.4.
¶6.1.
"!8.3.
Contracting officer: City Acting Director of Public Works James H. Olson
Project: 1996 Street Improvement Project No. 96-07
Engineer's representative: Keith A. Smith, P.£.
Maximum contract amount: #~40,477.00
*Cost includes Ann & Clinton Streets and North Mountain Avenue
B. On the date noted above, City issued a request for proposals (RFP) for engineering
services needed by City for the project described above. Engineer submitted a proposal
in response to the RFP on the date noted above.
C. After reviewing Engineer's proposal and proposals submitted by other offerors, City
selected Engineer to provide the services covered by the RFP.
City and Engineer agree as follows:
1. Relationship between City and Engineer: Engineer accepts the relationship of trust
and confidence established between Engineer and City by this contract. Engineer
covenants with the City to perform services and duties in conformance to and consistent
with the standards generally recognized as being employed by professionals of
engineering caliber in the locality of the project. Engineer further covenants to cooperate
with City, City's representatives, contractors, and other interested parties in furthering the
interests of City with respect to the project. In order to promote successful completion
of the project in an expeditious and economical manner, Engineer shall provide
professional engineering services for City in all phases of the project to which this
contract applies, serve as City's professional engineering representative for the project,
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and give professional engineering consultation and advice during the term of this contract.
Engineer acknowledges that City is relying on Engineer to provide professional
engineering services in a manner that is consistent with the interests of City.
2. Definitions: Generally words, terms and phrases used in this contract shall have the
meaning ascribed to them in the construction industry, unless the context clearly indicates
otherwise. As used in this contract:
2.1. "Contract documents" shall mean this contract, written authorizations under
subsection 5.4, written assignments under subsection 5.2, written amendments to this
contract, schedules established under subsection 5.4 and exhibits incorporated in other
contract documents.
2.2. "City" means the City of Ashland, Oregon.
2.3. "Contracting officer" means the person specified in Recital A above or that
person's designee.
2.4. "Project" means the project described in Recital A.
2.5. "Work" or "Services" shall mean all labor, materials, plans, specifications,
construction contract documents, opinions, reports, and other engineering services and
products which Engineer is required to provide under this contract.
3. Term: The term of this contract shall commence on the date specified in Recital A
above and end on completion of all services required by this contract unless sooner
terminated as provided in this contract.
4. Authority of contracting Officer: The contracting officer shall have the authority to act
on behalf of City in the administration and interpretation of this contract. Subject to the
limitations on authorization of assignments under subsection 5.2, the contracting Officer
shall have complete authority to authorize services, transmit instructions, receive
information, interpret and define City's policies and make other decisions with respect to
Engineer's services.
5. Engineering Services:
5.1. Engineer shall provide services to City that are described in Exhibit I which
is attached to and incorporated in this contract.
5.2. In addition to the services described in Exhibit 1, the parties may agree to
have Engineer provide other discrete services that are necessary for completion of the
project. Such services will be initiated by written assignments as follows:
5.3. Assignments under this subsection should be used only for services that are
beyond the scope of the services described in Exhibit 1. No assignment is necessary to
authorize services that are customarily provided in conjunction with, or are ancillary to,
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the services described in Exhibit 1.
5.3.1. Assignments which cover services that will cost less than
$15,000 may be initiated by the contracting officer. Assignments that cover
services which will cost more than $15,000 must be approved by the City
Administrator.
5.3.2. Each assignment shall specify the duties of Engineer, the
objective of the assignment, the scope of the assignment and the estimated
cost of the services.
5.3.3. Each assignment shall be signed by both parties.
5.3.4. Each assignment shall incorporate and be subject to the
provisions of the contract documents unless the assignment specifically
provides otherwise.
5.4. In connection with the services described in Exhibit 1 and services authorized
by assignments under subsection 5.2, Engineer shall:
5.4.1. Consult appropriate representatives of City to clarify and
define City's requirements relative to the services.
5.4.2. Review available data relative to the services.
5.4.3. Identify data which is not available and is needed to fulfill the
services, and act as City's representative in obtaining such data.
5.4.4. Prepare monthly progress reports to the contracting Officer
on the status of services.
5.4.5. Cooperate with other consultants retained by City in the
exchange of information needed for completion of the services and the
project.
5.5. The services described in Exhibit I are divided into discrete work elements.
Engineer shall commence performance of services within five days after receiving written
authorization from the contracting officer for work elements described in Exhibit I or
assignments made under subsection 5.2. Engineer shall perform the services as
expeditiously as is consistent with professional skill and care and the orderly progress of
the project. Upon request of City, Engineer shall submit for City's approval, a schedule
for the performance of work elements described in Exhibit I and assignments made
under subsection 5.2. Each schedule shall include allowance for periods of time required
for City's review and approval of Engineer's services. Each schedule, approved by City,
shall become a part of this contract.
5.6. Engineer shall perform the services as an independent contractor in
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accordance with generally accepted standards in Engineer's profession. Engineer shall
be responsible for the professional quality, technical accuracy and the coordination of all
services performed by Engineer. Engineer shall, without additional compensation, correct
or revise any error or deficiencies in the services that are caused by Engineer's
negligence. City's review, approval, acceptance of, or payment for, any of the services
shall not be construed to waive any of City's rights under this contract or of any cause
of action arising out of Engineer's services. In the event of any breach of this contract
by Engineer or negligent performance of any of the services, City's cause of action
against Engineer shall not be deemed to accrue until City discovers such breach or
negligence, or should have, with reasonable diligence, discovered such breach or
negligence. The preceding sentence shall not be construed, however, to allow City to
prosecute an action against Engineer beyond the maximum time limitation provided by
Oregon law.
6. Assignment of Engineer's Personnel:
6.1. The services covered by this contract shall be rendered by, or under the
supervision of the person specified in Recital A above, who shall act as Engineer's
representative in all communications and transactions with City.
6.2. Engineer will endeavor to honor reasonable specific requests of City with
regard to assignment of Engineer's employees to perform services if the requests are
consistent with sound business and professional practices.
7. Responsibilities of City:
7.1. City will cooperate fully with Engineer to achieve the objectives of this
contract.
7.2. City will provide information, documents, materials and services that are within
the possession or control of City and are required by Engineer for performance of the
services.
7.3. City will arrange for access to, and make all provisions for Engineer to enter
upon, public and private property as required for Engineer to perform the services.
7.4. City will provide all permits necessary for completion of the project.
7.5. The contracting officer will act as liaison between City, Engineer, public
agencies, and others involved in the project.
7.6. City shall perform such other functions as are required by written assignments
under subsection 5.2.
8. Payment:
8.1. City shall pay Engineer for services and reimburse Engineer for expenses
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incurred by Engineer in performance of services in accordance with a payment schedule
to be submitted by Engineer and accepted by City. No reimbursement will be made for
expenses that are not specifically itemized in this payment schedule without prior approval
by the contracting officer.
8.2. Engineer shall submit monthly invoices to City for Engineer's services within
ten days after the end of the month covered by the invoice.
8.3. Total payments under this contract or any amendments shall not exceed the
sum specified in Recital A above.
9. Compliance with Law:
9.1. This contract will be governed by and construed in accordance with laws of
the State of Oregon. Engineer shall promptly observe and comply with all present and
future laws, orders, regulations, rules and ordinances of federal, state, City and city
governments with respect to the services including, but not limited to, provisions of ORS
279.312, 279.314, 279.316 and 279.320.
9.2. Pursuant to ORS 279.316(2) any person employed by Engineer who performs
work under this contract shall be paid at least time and a half pay for all overtime in
excess of 40 hours in any one week, except for persons who are excluded or exempt
from overtime pay under ORS 653.010 to 653.261 or under 29 U.S.C. Sections 201 to
209.
9.3. Engineer is a "subject employer" as defined in ORS 656.005 and shall comply
with ORS 656.017. Prior to commencing any work, Engineer shall certify to City that
Engineer has workers' compensation coverage required by ORS Chapter 656. If Engineer
is a carrier insured employer, Engineer shall provide City with a certificate of insurance.
If Engineer is a self-insured employer, Engineer shall provide City with a certification from
the Oregon Department of Insurance and Finance as evidence of Engineer's status.
10. Ownership of Documents: All documents prepared by Engineer pursuant to this
contract shall be the property of City. To the extent permitted by law, City shall, within
the limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless Engineer,
its consultants, agents and employees against all damages, claims, expenses and losses
arising out of any reuse of plans, specifications and other documents prepared by
Engineer without prior written authorization of Engineer.
11. Records:
11.1. Engineer shall develop and maintain complete books of account and other
records on the services which are adequate for evaluating Engineer's performance.
Engineer shall maintain records in such a manner as to provide a clear distinction
between the expenditures and revenues related to the project and the expenditures and
revenues related to Engineer's other business.
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11.2. Engineer's books and records shall be made available for inspection by City
at reasonable times, to verify Engineer's compliance with this contract. City shall have
the right to request an audit of Engineer's books and records by a certified public
accountant retained by City.
12. Indemnification: Engineer shall defend, indemnify and save City, its officers, agents,
and employees harmless from any and all claims, actions, costs, judgments, damages
or other expenses resulting from injury to any person (including injury resulting in death,)
or damage to property (including loss or destruction), of whatsoever nature arising out
of or incident to the negligent performance of this contract by Engineer (including but not
limited to, the negligent acts or omissions of Engineer's employees, agents, and others
designated by Engineer to perform work or services attendant to this contract). Engineer
shall not be held responsible for any claims, actions, costs, judgments, damages or other
expenses, directly and proximately caused by the negligence of City.
13. Insurance:
13.1. Engineer shall, at its own expense, at all times during the term of this
contract, maintain in force:
13.1.1. A comprehensive general liability policy including coverage
for contractual liability for obligations assumed under this contract, blanket
contractual liability, products and completed operations and owner's and
contractor's protective insurance;
13.1.2. A comprehensive automobile liability policy including owned
and non-owned automobiles.
13.2. The coverage under each liability insurance policy shall be equal to or
greater than the limits for claims made under the Oregon Tort Claims Act with minimum
coverage of $500,000 per occurrence (combined single limit for bodily injury and property
damage claims) or $500,000 per occurrence for bodily injury and $100,000 per
occurrence for property damage.
13.3. Liability coverage shall be provided on an "occurrence" basis. "Claims
made" coverage will not be acceptable, except for the coverage required by subsection
13.1.2.
13.4. Certificates of insurance acceptable to the City shall be filed with City prior
to the commencement of any work by Engineer. Each certificate shall state that coverage
afforded under the policy cannot be cancelled or reduced in coverage cannot be made
until at least 30 days prior written notice has been given to City. A certificate which states
merely that the issuing company "will endeavor to mail" written notice is unacceptable.
14. Default:
14.1. There shall be a default under this contract if either party fails to perform any
PAGE 6-(c:.ngin.e~\contract\4street. Frm)
act or obligation required by this contract within ten days after the other party gives
written notice specifying the nature of the breach with reasonable particularity. If the
breach specified in the notice is of such a nature that it cannot be completely cured within
the ten day period, no default shall occur if the party receiving the notice begins
performance of the act or obligation within the ten day period and thereafter proceeds
with reasonable diligence and in good faith to effect the remedy as soon as practicable.
14.2. Notwithstanding subsection 14.1, either party may declare a default by written
notice to the other party, without allowing an opportunity to cure, if the other party
repeatedly breaches the terms of this contract.
14.3. If a default occurs, the party injured by the default may elect to terminate this
contract and pursue any equitable or legal rights and remedies available under Oregon
law. All remedies shall be cumulative.
14.4. Any litigation arising out of this contract shall be conducted in Circuit Court
or District Court of the State of Oregon for Jackson County.
15. Termination without Cause:
15.1. In addition to the right to terminate this contract under subsection 8.4 or
subsection 14.3, City may terminate by giving Engineer written notice sixty days prior to
the termination date.
15.2. In addition to the right to terminate this contract under subsection 14.1,
Engineer may complete such analyses and records as may be necessary to place its files
in order and, where considered necessary to protect its professional reputation, to
complete a report on the services performed to date of termination.
15.3. If City terminates the contract under subsection 15.2, Engineer shall be paid
for all fees earned and costs incurred prior to the termination date. Engineer shall not be
entitled to compensated for lost profits.
16. Notices: Any notice required to be given under this contract or any notice required
to be given by law shall be in writing and may be given by personal delivery or by
registered or certified mail, or by any other manner prescribed by law.
16.1. Notices to City shall be addressed to the contracting officer at the address
provided for the City in Recital A above.
16.2. Notices to Engineer shall be addressed to the engineer's representative at
the address provided for the Engineer in Recital A above.
17. Assignment: City and Engineer and the respective successors, administrators,
assigns and legal representatives of each are bound by this contract to the other party
and to the partners, successors, administrators, assigns and legal representatives of the
other party. Engineer shall not assign or subcontract Engineer's rights or obligations
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under this contract without prior written consent of City. Except as stated in this section,
nothing in this contract shall be construed to give any rights or benefits to anyone other
than City and Engineer.
18. Modification: No modification of this contract shall be valid unless in writing and
signed by the parties.
ENGINE.E/~.'
Fed. lB
CITY
· ..........
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Date:
Coding
(for City use only)
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EXHIBIT I
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
Project Information
The following streets will be included in the design package:
Ann Street - from Clinton Street to Hersey Street.
Clinton Street - from Carol Street to Ann Street
North Mountain Avenue - from the Bear Creek Bridge, southerly to the existing end
of full street improvements.
*Tolman Creek Road - From the C. O. & P. Railroad to Siskiyou Boulevard.
Since all of the above listed streets are to be constructed as a common L.I.D., it will be necessary
to track and report costs for each street independently.
The street improvements will be developed into a single project requiring one set of bid and contract
documents and one set of plans encompassing all four (4) streets.
The services to be provided by the proposer for this project include:
2.
3.
4.
5.
6.
7.
8.
9.
All preliminary and topographical surveying.
Project design and layout.
All construction plans and specifications.
Attend pre-bid and pre-construction conferences.
Make recommendation for contract award.
Assist in processing progress payments and change orders.
Construction staking.
Provide materials testing (compaction density).
Assist in final inspection and project approval.
The specifications to be utilized on this project will be the Oregon Chapter of the American Public
Works Association. This document is available from the City on computer disk, Word Perfect
computer program. Additional standard details will be provided by the City as will all boiler plate
and contract documents.
The city
1.
2.
3.
4.
5.
6.
7.
of Ashland will provide the following services on this project:
As-built information on existing facilities.
Utility dig-up services.
Advertisement for bids.
Distribution of plans and specifications to prospective bidders.
Conduct the bid opening.
Have general oversight over the project.
Provide construction inspection.
Construction is expected to begin on or about August 1, 1996 with completed plans and contract
documents due by July 5, 1996.
*Tolman Creek Road is excluded from this Contract. Upon Council approval it may be added at a later date as an addendum
to this Contract.
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