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072-16 - Resolution - Contract with Tom Herstad Building Design for 720 Prospect Street Design ProjectRESOLUTION NO. 072-16 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON APPROVING A CONTRACT WITH TOM HERSTAD BUILDING DESIGN INC. FOR THE 720 PROSPECT STREET DESIGN PROJECT AND DOCUMENTING THE ARCHITECTURAL AND ENGINEERING SERVICES PROCUREMENT CONSULTANT SELECTION PROCEDURES WHEREAS, pursuant to RCW 39.80, the City of Port Orchard's Public Works Department annually publishes the general Request for Qualifications (RFQ) for professional engineering, surveying, architecture, structural design and related services for the Professional Services Roster; and WHEREAS, on September 21, 2016, the city reviewed its MRSC hosted consultant roster under the main category of Architectural Services and under the subcategories of Space Planning and Structures and the roster returned 90 results; and WHEREAS, from the firms identified, a review of the statements of qualification allowed City to select Tom Herstad Building Design, Inc. as the most qualified firm; and WHEREAS, After selecting Tom Herstad Building Design as the most qualified firm for the project, pursuant to RCW 29.80.050 (1), the city negotiated a contract for the 720 Prospect Street project; and WHEREAS, the City Council, at the recommendation of the State Auditor's Office in 2015, wishes to document their Professional Services Consultant Selection Process for all Projects by Resolution, now, therefore; THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: The City Council approves a Contract with Tom Herstad Building Design, Inc. for the 720 Prospect Street project not to exceed $5,000 and adopts the "Whereas" statements contained herein as findings in support of the City's consultant selection procurement procedures. PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the City Clerk in authentication of such passage on this 11th day of October, 2016. Robert PutaeinsuiUVMayofc.. ° o • <y fTsEALJ i »<,o O)' ,> •v/- n i~ ,.., o v\ \o ATTEST: randy Ki'nearson, CMC CITY OF PORT ORCHARD PROFESSIONAL SERVICES AGREEMENT THIS Agreement is made effective as of the H day of October 2016, by and between the City of Port Orchard, a municipal corporation, organized under the laws of the State of Washington, whose address is: CITY OF PORT ORCHARD, WASHINGTON (hereinafter the "CITY") 216 Prospect Street Port Orchard, Washington 98366 Contact: Mayor Robert Putaansuu Phone: 360.876.4407 Fax: 360.895.9029 And Tom Herstad Building Design, inc., a corporation, organized under the laws of the State of Washington, doing business at: 296 Tremont Street (hereinafter the "CONSULTANT") Port Orchard, WA 98366 Contact: Tom Herstad Phone: 360-876-6893 Fax: 360-876-7419 for professional services in connection with the following Project: 720 Prospect Street TERMS AND CONDITIONS 1. Services by Consultant. A. The Consultant shall perform the services described in the Scope of Work attached to this Agreement as Exhibit "A." The services performed by the Consultant shall not exceed the Scope of Work without prior written authorization from the City. B. The City may from time to time require changes or modifications in the Scope of Work. Such changes, including any decrease or increase in the amount of compensation, shall be agreed to by the parties and incorporated in written amendments to the Agreement. 2. Schedule of Work. A. The Consultant shall perform the services described in the Scope of Work in accordance with the tasks identified within Exhibit "A" and the terms of this Agreement. If delays beyond the Consultant's reasonable control occur, the parties will negotiate in good faith to determine whether an extension is appropriate. B. The Consultant is authorized to proceed with services upon receipt of a written Notice to Proceed. City ofPort Orchard and Tom Herstad Building Design ^ Public Works Project No. N/A Professional Service Agreement Contract No. 083-16 C:\Users\Tom\AppData\Local\Microsoft\Windows\Temporary Internet Files\ContentOutlook\D04M309P\Herstad Contract docx Rev 6/24/2016 1 of 8 3. Terms. This Agreement shall commence on ("Commencement Date") and shall terminate unless extended or terminated in writing as provided herein. The City reserves the right to offer two (2) one-year extensions prior to contract expiration to retain the selected company's services. Compensation. LUMP SUM. Compensation for these services shall be a Lump Sum of $ . TIME AND MATERIALS NOT TO EXCEED. Compensation for these services shall not exceed $5000.00 without written authorization and will be based on a billing rate of $85.00 per hour. D TIME AND MATERIALS. Compensation for these services shall be on a time and material basis according to the list of billing rates and reimbursable expenses attached hereto as Exhibit • OTHER. 5. Payment. A. The Consultant shall maintain time and expense records and provide them to the City monthly after services have been performed, along with monthly invoices in a format acceptable to the City for work performed to the date of the invoice. B. All invoices shall be paid by City warrant within sixty (60) days of receipt of a proper invoice. If the City objects to all or any portion of any invoice, it shall so notify the Consultant of the same within fifteen (15) days from the date of receipt and shall pay that portion of the invoice not in dispute, and the parties shall immediately make every effort to settle the disputed portion. C. The Consultant shall keep cost records and accounts pertaining to this Agreement available for inspection by City representatives for three (3) years after final payment unless a longer period is required by a third-party agreement. Copies shall be made available on request. D. On the effective date of this Agreement (or shortly thereafter), the Consultant shall comply with all federal and state laws applicable to independent contractors, including, but not limited to, the maintenance of a separate set of books and records that reflect all items of income and expenses of the Consultant's business, pursuant to Revised Code of Washington (RCW) 51.08.195, as required by law, to show that the services performed by the Consultant under this Agreement shall not give rise to an employer-employee relationship between the parties, which is subject to Title 51 RCW, Industrial Insurance. E. If the services rendered do not meet the requirements of the Agreement, the Consultant will correct or modify the work to comply with the Agreement. The City may withhold payment for such work until the work meets the requirements of the Agreement. • Wi City of Port Orchard and Tom He r s t a d Building Design Public Works Project No. N/A J L nnn -i rr Professional Service Agreement Contract No. -1-0 C:\Users\Tom\AppData\Local\Microsoft\Windows\Temporary Internet Filcs\Contcnt Outlook\D04M309P\Hcrstad Contract.docx Rev 6/24/2016 2 of 8 6. Discrimination and Compliance with Laws A. The Consultant agrees not to discriminate against any employee or applicant for employment or any other person in the performance of this Agreement because of race, creed, color, national origin, marital status, sex, age, disability, or other circumstance prohibited by federal, state, or local law or ordinance, except for a bona fide occupational qualification. B. Even though the Consultant is an independent contractor with the authority to control and direct the performance and details of the work authorized under this Agreement, the work must meet the approval of the City and shall be subject to the City's general right of inspection to secure the satisfactory completion thereof. The Consultant agrees to comply with all federal, state and municipal laws, rules and regulations that are now effective or become applicable within the terms of this Agreement to the Consultant's business, equipment and personnel engaged in operations covered by this Agreement or accruing out of the performance of such operations. C. The Consultant shall obtain a City of Port Orchard business license prior to receipt of written Notice to Proceed. D. Violation of this Paragraph 6 shall be a material breach of this Agreement and grounds for cancellation, termination, or suspension of the Agreement by the City, in whole or in part, and may result in ineligibility for further work for the Cily. 7. Relationship of Parties. The parties intend that an independent contractor-client relationship will be created by this Agreement. As the Consultant is customarily engaged in an independently established trade which encompasses the specific service provided to the City hereunder, no agent, employee, representative or sub-consultant of the Consultant shall be or shall be deemed to be the employee, agent, representative or sub-consultant of the City. In the performance of the work, the Consultant is an independent contractor with the ability to control and direct the performance and details of the work, the City being interested only in the results obtained under this Agreement. None of the benefits provided by the City to its employees, including but not limited to compensation, insurance, and unemployment insurance, are available from the City to the employees, agents, representatives or sub­ consultants of the Consultant. The Consultant will be solely and entirely responsible for its acts and for the acts of its agents, employees, representatives and sub-consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent contractors to perform the same or similar work that the Consultant performs hereunder. 8. Suspension and Termination of Agreement A. Termination without cause. This Agreement may be terminated by the City at any time for public convenience, for the Consultant's insolvency or bankruptcy, or the Consultant's assignment for the benefit of creditors. B. Termination with cause. This Agreement may be terminated upon the default of the Consultant and the failure of the Consultant to cure such default within a reasonable time after receiving written notice of the default. City of Port Orchard and Tom Her st ad Building Design Public Works Project No. N/A Professional Service Agreement Contract No. 083-16 C:\Users\Tom\AppData\Local\Microsoft\Wjndows\Temporajy Internet Files\Conlent,C)utlook\D(MM309P\Herstad Contract,docx Rev 6/24/2016 3 of 8 C. Rights Upon Termination. 1. With or Without Cause. Upon termination for any reason, all finished or unfinished documents, reports, or other material or work of the Consultant pursuant to this Agreement shall be submitted to the City, and the Consultant shall be entitled to just and equitable compensation for any satisfactory work completed prior to the date of termination, not to exceed the total compensation set forth herein. The Consultant shall not be entitled to any reallocation of cost, profit or overhead. The Consultant shall not in any event be entitled to anticipated profit on work not performed because of such termination. The Consultant shall use its best efforts to minimize the compensation payable under this Agreement in the event of such termination. Upon termination, the City may take over the work and prosecute the same to completion, by contract or otherwise. 2. Default. If the Agreement is terminated for default, the Consultant shall not be entitled to receive any further payments under the Agreement until all work called for has been fully performed. Any extra cost or damage to the City resulting from such default(s) shall be deducted from any money due or coming due to the Consultant. The Consultant shall bear any extra expenses incurred by the City in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained, by the City by reason of such default. D. Suspension. The City may suspend this Agreement, at its sole discretion. Any reimbursement for expenses incurred due to the suspension shall be limited to the Consultant's reasonable expenses, and shall be subject to verification. The Consultant shall resume performance of services under this Agreement without delay when the suspension period ends. E. Notice of Termination or Suspension. If delivered to the Consultant in person, termination shall be effective immediately upon the Consultant's receipt of the City's written notice or such date as stated in the City's notice of termination, whichever is later. Notice of suspension shall be given to the Consultant in writing upon one week's advance notice to the Consultant. Such notice shall indicate the anticipated period of suspension. Notice may also be delivered to the Consultant at the address set forth in Section 15 herein. 9. Standard of Care. The Consultant represents and warrants that it has the requisite training, skill and experience necessary to provide the services under this Agreement and is appropriately accredited and licensed by all applicable agencies and governmental entities. Services provided by the Consultant under this Agreement will be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing in similar circumstances. 10. Ownership of Work Product. A. All data, materials, reports, memoranda, and other documents developed under this Agreement whether finished or not shall become the property of the City, shall be forwarded to the City at its request and may be used by the City as it sees fit. Upon termination of this Agreement pursuant to paragraph 8 above, all finished or unfinished documents, reports, or other material or work of the Consultant pursuant to this Agreement shall be submitted to the City. Any reuse or modification of such documents, reports or other material or work of the Consultant for purposes other than those intended by the Consultant in its scope of services under this Agreement shall be at the City's risk. City of Port Orchard and Tom He r s t a d Building Design Public Works Project No. N / A Professional Service Agreement Contract No. 0 8 3 - 16 C:\Users\Tom\AppData\Local\Microsoft\Windows\Temporajy Internet Files\Content Outiook\D04M309P\Herstod Contract docx Rev 6/24/2016 4 of 8 B. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such information is publicly available or is already in the Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, the Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. The Consultant is permitted to disclose any such information only to the extent required by law, subpoena or other court order. 11. Work Performed at the Consultant's Risk. The Consultant shall take all precautions necessaiy and shall be responsible for the safety of its employees, agents and sub-consultants in the performance of the work hereunder, and shall utilize all protection necessary for that purpose. All work shall be done at the Consultant's own risk, and the Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held by the Consultant for use in connection with the work. 12. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorneys' fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries or damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is Subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. The provisions of this section shall survive the expiration or termination of this Agreement. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. 13. Insurance. The Consultant shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. City of Port Orchard and Tom He r s t ad Building Design Public Works Project No. N/A Professional Service Agreement Contract No. 083-16 C:\Users\Tom\AppData\LocaJVMicrosoft\Windows\Temporary Internet Files\Content.Outlook\D04M309P\Herstad Contract docx Rev 6/24/2016 5 of 8 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 or a substitute form providing equivalent liability coverage and shall cover liability arising from premises, operations, independent contractors and personal injuiy and advertising injury. The City shall be named by endorsement as an additional insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 3. Workers' Compensation Employer's Liability each accident $1,000,000, Employer's Liability Disease each employee $1,000,000, and Employer's Liability Disease - Policy Limit $1,000,000. 4. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respect the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City will not waive its right to subrogation against the Consultant. The Consultant's insurance shall be endorsed acknowledging that the City will not waive their right to subrogation, The Consultant's insurance shall be endorsed to waive the right of subrogation against the City, or any self-insurance, or insurance pool coverage maintained by the City. City of Port Orchard and Tom Herstad Building Design Public Works Project No. N/A Professional Service Agreement Contract No. 083-16 C:\Users\Tom\AppData\Local\Microsoft\Windows\Temporaiy Internet Files\Content Outlook\D04M309P\Herstad Contract, docx Rev 6/24/2016 6 of 8 4. If any coverage is written on a "claims made" basis, then a minimum of a three (3) year extended reporting period shall be included with the claims made policy, and proof of this extended reporting period provided to the City. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. E. Verification of Coverage The Consultant shall furnish the Cily with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. 14. Assigning or Subcontracting. The Consultant shall not assign, transfer, subcontract or encumber any rights, duties, or interests accruing from this Agreement without the express prior written consent of the City, which consent may be withheld in the sole discretion of the City. 15. Notice. Any notices required to be given by the City to the Consultant or by the Consultant to the City shall be in writing and delivered to the parties at the following addresses: Robert Putaansuu CONSULTANT Mayor Tom Herstad Building Design, Inc. 216 Prospect Street 296 Tremont Street Port Orchard, WA 98366 Port Orchard, WA 98366 Phone: 360.876.4407 Phone: 360-876-6893 Fax: 360.895.9029 Fax: 360-876-7419 16. Resolution of Disputes and Governing Law. A. Should any dispute, misunderstanding or conflict arise as to the terms and conditions contained in this Agreement, the matter shall first be referred to the Mayor, who shall determine the term or provision's true intent or meaning. The Mayor shall also decide all questions which may arise between the parties relative to the actual services provided or to the sufficiency of the performance hereunder. B. If any dispute arises between the City and the Consultant under any of the provisions of this Agreement which cannot be resolved by the Mayor's determination in a reasonable time, or if the Consultant does not agree with the Mayor's decision on a disputed matter, jurisdiction of any resulting litigation shall be filed in Kitsap County Superior Court, Kitsap County, Washington. C. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In any suit or action instituted to enforce any right granted in this Agreement, the substantially prevailing party shall be entitled to recover its costs, disbursements, and reasonable attorneys' fees from the other party. City of Port Orchard and Tom Herstad Building Design Public Works Project No. Tfl/A Professional Service Agreement Contract No. 083-16 C:\Users\Tom\AppData\Local\Microsoft\Windows\Temporary Internet FilesVContent Outlook\DD4M309P\Herstad Contract docx Rev 6/24/2016 7 of 8 17. General Provisions. A. Non-waiver of Breach. The failure of either party to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein contained in one or more instances, shall not be construed to be a waiver or relinquishment of said covenants, agreements, or options, and the same shall be in full force and effect. B. Modification. No waiver, alteration, modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and the Consultant. C. Severability. The provisions of this Agreement are declared to be severable. If any provision of this Agreement is for any reason held by a court of competent jurisdiction to be invalid or unconstitutional, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other provision. D. Entire Agreement. The written provisions of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner whatsoever, the Agreement or the Agreement documents. The entire agreement between the parties with respect to the subject matter hereunder is contained in this Agreement and the Exhibits attached hereto, which may or may not have been dated prior to the execution of this Agreement. All of the above documents are hereby made a part of this Agreement and form the Agreement document as fully as if the same were set forth herein. Should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, then this Agreement shall prevail. IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year set forth above. CITY OF PORT ORCHARD, WASHINGTON By: Robert Putaansuu, Mayor ATTES.T/AXJTHEN'nCATE: By: * , Brandy Rinearso'n, CMC City Clerk APPROVED AS TO FORM: By:, ron Cates, City Attorney CONSULTANT By: Name Title itle: *<0 SoM o V.C 'i O o A ~|T O £ § •• = A® /) Q> N* City of Port Orchard and Tom~Rerst:ad Building uesign Public Works Project No. N/A Professional Service Agreement Contract No. 0 ~ C:\Users\Tom\AppData\LocaJ\Microsoft\Windows\Temporajy Internet Files\Content Outlook\D04M309P\Herstad Contract docx Rev 6/24/2016 8 of 8 TOM HERSTAD BUILDING DESIGN, INC 296 TREMONT ST. PORT ORCHARD, WA 98366 October 6, 2016 Nick Bond City of Port Orchard RE: Proposal for remodel design @ 720 Prospect, Port Orchard. Dear Nick: Thank you for allowing me to give a proposal for this project. As per the schematic, the project would be for a remodel design for the vacant building located at 720 Prospect Port Orchard. Scope of Work: PROIECT GOAL Produce a set of plans for the remodel of 720 Bay Street, a building that the city has purchased to be the new (temporary) home of the Department of Community Development (PCD). These plans will be used to obtain building permits for the work required to ready the building for PCD occupancy. TASKS 1. Project Assessment This would include a meeting with staff - and ideally a building visit to better understand the desired improvements. 2. Prepare Existing Building Base Plan We will prepare a scale drawing showing the existing building dimensions including any details required to complete the other tasks identified in this scope. 3. Review the modifications proposed by the City to determine which improvements require a building permit. We will determine which of the proposed improvements require building permits. 4. Prepare drawings suitable for submittal for plan review showing the proposed modifications. We will prepare detailed scale drawings showing the proposed improvements identified in sections 3 and 4 and will prepare drawings accordingly. These drawings will include but are not limited to: a. An ADA access ramp at the Prospect Street entrance to the building. • Page 2 October 6,2016 b. Moving the access to the front storage closet in the building (the northeastern most room in the building). c. Modifying existing front counter. d. Removing the glass block wall adjacent to the lobby and installing a 2nd front counter. e. Installing a partition wall approximately 42 inches behind the counter identified in (d). f. Making the primary restroom ADA accessible. g. Installing a partition wall between the kitchen and the proposed IT closet. h. Provide specifications for sound proofing the wall between the restroom and adjacent office #9. i. Provide plans and specifications for moving the ductwork and electrical under the west book shelf in the conference room #3. 5. Review First Draft We will provide draft plans to Port Orchard for review prior to finalization. 6. Refine arid Finalize Plans We will then refine and finalize plans based on PORT ORCHARD FEEDBACK under (5). ANTICIPATED FINAL PRODUCT: We will provide final plans suitable for submittal and approval but the City of Port Orchard BuildinqDepartment. $4000.00-$5000.00 (baring any drastic changes during the design phase) We propose to do the aforementioned design work for the cost shown depending on what conditions the Building Dept. may impose on the project. Our plans will not include: Site plan, structural study (if required), HVAC, power panel, any outdoor work except entry ramp, cost estimate or permits. Those items not included can be added at additional cost if required and we could probably get started almost immediately with a deposit of $500.00. Thank you for your consideration. If you have any questions please feel free to call me at 876-6893. Respectfully submitted, Fees: Thomas A. Herstad Architect