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037-09 - Resolution - Contract with AES Consultants, Inc. for Survey Services on Cara CreekIntroduced by: Requested by: Drafted by: Introduced: Adopted: RESOLUTION NO. 037-09 Public Works Director Public Works Director Public Works Director April14, 2009 April14, 2009 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, AUTHORIZING THE MAYOR TO EXECUTE CONTRACT WITH AES CONSULTANTS, INC. FOR SURVEY SERVICES ON CARA CREEK STORM MAINTENANCE EASEMENT WHEREAS, the Public Works Department determined that the existing storm drainage culvert located under SW Old Clifton Road at Cara Creek is inaccessible for routine maintenance unless an access & utility maintenance easement is provided for over the property owned by Swan Investments LLC; and WHEREAS, on March 10, 2009, the City of Port Orchard selected from the 2009 Professional Services Roster and requested a proposal from AES Consultants, Inc., for the professional survey services needed to prepare a storm drainage access & maintenance easement; and WHEREAS, AES Consultants, Inc. submitted an email bid in an amount not to exceed $1,000; now, therefore, THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBYRESOLVESAS FOLLOWS: THAT: The City Council authorizes the Mayor to execute a contract (Exhibit A incorporated herein by reference) for professional survey services with AES Consultants, Inc. for the Cara Creek Storm Maintenance Easement. PASS ED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the Clerk in authentication of such passage this 14th day of April 2009. CITY OF PORT ORCHARD PROFESSIONAL SERVICES AGREEMENT COPO Contract No. C026-09 THIS Agreement is made effective as of the 14th day of April 2009, by and between CITY OF PORT ORCHARD, WASHINGTON ("CITY") 216 Prospect Street Port Orchard, Washington 98366 Contact: Mayor Lary Coppola Phone: 360.876.4407 Fax: 360.895.9029 and AES Consultants, Inc. ("CONSULTANT") P.O. Box 930 3472 NW Lowell St. Silverdale, WA 98383 Contact: Steven E. Ottmar, PLS Tax Id No. 91-1481694 Phone: 360.692.6400 for professional services in connection with the following Project: Fax: 360.692.8927 Surveying Services-Cara Creek Storm Drainage Access & Utility Maintenance Easement TERMS AND CONDITIONS 1. Services by Consultant A. Consultant shall perform the services described in the Scope of Work attached to this Agreement as Attachments "A & B." 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 ofWorl< A. Consultant shall perform the services described in the scope of work in accordance with the Schedule attached to this contract as Attachments "A & B." If delays beyond Consultant's reasonable control occur, the parties will negotiate in good faith to determine whether an extension is appropriate. B. Consultant is authorized to proceed with services upon receipt of a written Notice to Proceed. 3. Terms. This Agreement shall commence on April 15, 2009 ("Commencement Date") and shall terminate August 15, 2009 unless extended or terminated in writing as provided herein. I of6 4. Compensation TIME AND MATERIALS NOT TO EXCEED. Compensation for these services shall not exceed $1,000.00 without written authorization. 5. Payment A. Consultant shall maintain time and expense records and provide them to the City monthly, 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 111VOICe. C. 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. If the services rendered do not meet the requirements of the Agreement, Consultant will correct or modify the work to comply with the Agreement. City may withhold payment for such work until the work meets the requirements of the Agreement. 6. Discrimination and Compliance with Laws A. 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. Consultant shall comply with all federal, state, and local laws and ordinances applicable to the work to be done under this Agreement. C. Consultant shall obtain a City of Port Orchard business license prior to receipt of written Notice to Proceed. D. Violation of this Paragraph 5 shall be a material breach of this Agreement and grounds for cancellation, termination, or suspension of the Agreement by City, in whole or in part, and may result in ineligibility for fuiiher work for City. 7. Suspension and Termination of Agreement A. This Agreement may be terminated by the City at any time upon the default of the Consultant or upon public convenience, in which event all finished or unfinished documents, reports, or other material or work of Consultant pursuant to this Agreement shall be submitted to City, and 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. Consultant shall not be entitled to any reallocation of cost, profit or overhead. Consultant shall not in any event be entitled to anticipated profit on work not performed because of such termination. Consultant shall use its best efforts to minimize the compensation payable under this Agreement in the event of such termination. If the Agreement is terminated for default, the Consultant shall not be entitled to receive any further 2 of6 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. B. The City may suspend this Agreement, at its sole discretion, upon one week's advance notice to Consultant. Such notice shall indicate the anticipated period of suspension. 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 8. Standard of Care Consultant represents and warrants that it has the reqmsrte trarmng, 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 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. 9. Ownership of Work Product All data materials, reports, memoranda, and other documents developed under this Agreement whether finished or not shall become the property of City, shall be forwarded to City at its request and may be used by City as it sees fit. Upon termination of this agreement pursuant to paragraph 6 above, all finished or unfinished documents, reports, or other material or work of Consultant pursuant to this Agreement shall be submitted to City. City agrees that if it uses products prepared by Consultant for purposes other than those intended in this Agreement, it does so at its sole risk and it agrees to hold Consultant harmless therefore. 10. Indemnification/Hold Harmless Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant, its agents, employees, or sub consultants in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. This indemnification and hold harmless shall apply regardless of whether the claim is brought pursuant to the Worker's Compensation Act, RCW Title 51, or otherwise, and the Consultant waives any immunity whatsoever with respect to such indemnification. 11. Insurance The Consultant shall procure and maintain for the duration of the 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. 3 of6 A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: I. 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 contractualliabi1ity coverage. 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 injury and adver1ising injury. The City shall be named as an 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 msurance appropriate to the Consultant's profession. B. Minimum Amounts oflnsurance Consultant shall maintain the following insurance limits: I. 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. 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: I. 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. 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 4 of6 Consultant shall furnish the City with original cet1ificates 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. 12. Assigning or Subcontracting 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. 13. Independent Contractor Consultant is and shall be at all times during the term of this Agreement an independent contractor. 14. Notice Any notices required to be given by the City to Consultant or by Consultant to the City shall be in writing and delivered to the pat1ies at the following addresses: Lary Coppola Mayor 216 Prospect Street Port Orchard, W A 98366 Phone: 360.876.4407 Fax: 360.895.9029 15. Disputes Steve Ottmar, PLS -Principal AES Consultants, Inc. 34 72 NW Lowell Street Silverdale, WA 98383 Phone: 360.692.6400 Fax: 360.692.8927 Any action for claims arising out of or relating to this Agreement shall be governed by the laws of the State of Washington. Venue shall be in Kitsap County Superior Court. 16. Attorneys Fees 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 attorney's fees from the other party. 17. Extent of Agreement/Modification This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. This Agreement may be amended, modified or added to only by written instrument properly signed by both parties. 5 of6 CITY OF PORT ORCHARD, WASHINGTON CONS~d£C~~M By: By: ----a·~7/A4/]£> Name: <---) f t;:::t/ C '~1/7"-- Date: L\-Title: Date: 6 of6 STEVENE From: Sent: To: Subject: Mark, AES Consultants [aes@bainbridge.net] Wednesday, March 11, 2009 8:23AM Mark Dorsey Storm Maintenance Easement Page 1 of 1 We received your fax the other day requesting a cost to prepare the storm maintenance easement across the Swan property. Steve is out of town this week and part of next. Looking through our records, we have some generic conveyance documents, but nothing fancy. Steve may have something I can't find. We can prepare the legal description and exhibit map for $800. We can put it into a conveyance document we have or one you may have for that price. I should be talking to Steve later in the week and I'll ask him about the conveyance documents. I didn't want you to think Steve was ignoring you. Let me know if this works for you. If needed we can prepare the documents in his absences. Gary Chapman, PLS STEVEN E. OTIMAR, PLS AES CONSULTANTS, INC. PROFESSIONAL LAND SURVEYORS P.O. BOX930 3472 NW LOWELL ST. SILVERDALE, WA 98383 360 692 6400 (F) 360 692 8927 file://U:\ENGINEERING\DEV PROJECTS\SITE DEVELOPMENT-COMMERCIAL\C... 3/24/2009 588'17'01 "£ 327.87' 15' Building setback nn. Site on con. No. Site natt pee