076-09 - Resolution - Contract with Calm River Demographics for Annexation CensusIntroduced by:
Requested by:
Drafted by:
Introduced:
Adopt ed:
RESOLUTION NO. 076-09
Planning Director
Planning Director
Planning Director
July 28, 2009
July 28, 2009
A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON,
AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR
ANNEXATION CENSUS SURVEY WITH CALM RIVER
DEMOGRAPHICS.
WHEREAS, on July 8, 2009, the City of Port Orchard finalized th e Annexa tion of
McCormick Woods by Port Orchard City Council Ordinance No. 011-09, and
WHEREAS, the Washington State Office of Financial Manage ment requires annexation
certification and a population census survey per RCW 35.13 .260 within 30 days of annexation,
and
WHEREAS, two (2) contractors identified as qualified by the Washington State Office
of Financial Management were requested cost proposals for the McCormick Woods annexation
census survey, and
WHEREAS, on March 25, 2009, the City of Port Orchard Planning Department
rec eived two cost proposal(s) from Calm River Demographics, and Glenn MacGilvra-Census
Services; and
WHEREAS, Calm River Demographics, was determined to be the lowest qualified
bidder, submitting a proposal of $11,768 (including t ax); now, therefore,
THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON,
HEREBY RESOLVES AS FOLLOWS:
THAT: The City Council authorizes the Mayor to execute a contract (Exhibit A
incorporated h e rein by reference) with Calm River Demographics for the
McCormick Woods Annexation Survey in an amount not to exceed $11,768.
PASS ED by the City Council of the City of Pmt Orchard, SIGNED by the Mayor and attested
by the Clerk in authentication of such passage this 2~th day of July 2009. /
CITY OF PORT ORCHARD PROFESSIONAL SERVICES AGREEMENT
THIS Agreement is made e ffecti ve as of th e ~ day of August, 2009, by a nd between
CITY OF PORT ORCHARD, WASHINGTON ("CITY")
216 Prospect Street
Port Orchard, W as hin g t o n 98366
Contact: Mayor Lary Coppo la Phone: 360.876.4407 Fax: 360.895.9029
a nd
Ca lm River Demographics, In c. ("CONSULTANT")
3 110 Judso n S treet, Suite 233
Gig Harbor, W A 98335
Cont act: Richard Miller, President Phone: 800.707.2256
Tax Id No.: 48-1289653
for professiona l serv ices in conn ection w ith the following Project:
Demographic Survey Services fo r M cCormi ck Woods Annexati o n
TERMS AND CONDITIONS
1. Services by Consultant
Fax : 253.884.4942
A. Co ns ult a nt shall perform th e servi ces described in th e Scope of Work attached to this
Agreement as Attachment "A " in a ma nn e r sufficient to meet the W as hin gton State Office of
Fina nci a l Management's census certi fica ti on requirements. The serv ic es pe rformed by th e
Consult an t shall n o t exceed the Scope of Work wi thout prior written a uthoriza ti o n from the
C it y.
B. T he C it y ma y fro m ti me to time require changes or m odifi cat io ns in the Scope of Work.
Such c ha nges, including any decrease or in crease in th e a m ount of compe n sat io n, s ha ll be
agreed to by the parties a nd incorporated in w ritten amendme nt s to the Agreement.
2. Schedule of Work
A. Cons ultant shall perform the services d esc ribed in th e scope of wo rk in accord ance with the
Schedule att ached to this contract as Attachment "A." If delays beyond Consultant's
reasonable contro l occur, th e parties will negotiate in good fa ith to determine whethe r an
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B. Consu lt a nt is a utho ri zed to proceed with serv ices upon receipt of a written Noti ce to Proceed.
C. De li verable census product t o be provided to OFM for certificati on no later than September I,
2009.
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3. Term. T hi s Ag reeme nt s ha ll com me nce o n Au g ust I, 2009 ("Comme ncemen t D ate") and s ha ll
termin ate Sept e mber 3 1, 2009 unless exte nd ed o r terminated in w ritin g as provide d he re in .
4. Compensation
TIME AND MATERIALS NOT TO EXCEED. Compensati o n for these se r vices s h a ll not
exceed $11,768.00 without written a uthorizati o n .
5. Payment
A. Consult an t shall ma int a in ti me a nd expense record s and prov ide th e m to th e C it y monthly,
a lo ng with mo nthl y in vo ic es in a fo rmat acceptable t o th e City fo r wo rk pe rformed to the date
of th e invoice .
B . A ll in voices s h a ll be paid by C it y warra nt wi th in s ixty (60) d ays of receipt of a proper
invoice .
C. Cons ulta nt s ha ll ke e p cost record s a nd accou nt s perta ining to thi s Agreeme nt ava il able for
in spect ion b y City represent at ives for three (3) years after final paymen t unless a lo nger
pe ri od is required by a third-party agreeme nt. Copi es sh a ll be m a d e ava il able o n request.
D. If th e serv ices re ndered do not meet th e re quirements of th e A g ree me nt , Con sult a nt wi ll
correct or modify t he work to comp ly w ith th e Ag reeme nt. Ci ty may wit hh o ld payment for
s uch work until the work meets the re quire me nt s of the Agree ment.
6. Discrimina tion a nd Complia nce with L a ws
A. Cons ultant agrees not to discriminate agains t a n y e mpl oyee o r a pp li cant fo r employment or
any o the r per son in the pe rformance of thi s Agreemen t b ecause of race, c reed , color, n a ti o na l
origin, marit a l s t atus, sex, age, di sability, or o the r c ircums t ance prohib ited by fe deral , s t ate,
or local law o r ord in a nce, except for a bona fide occupation a l qualification.
B. Consult an t s ha ll comply wit h a ll fe d eral, state , a nd local laws a nd ordinances a ppli cable to
the work to b e done unde r thi s A g reeme nt.
C. Consult a nt s ha ll obta in a City of Port Orchard bu s in ess li cense prior to receipt of written
Notice to Proceed.
D . Violation of thi s Paragraph s hall b e a ma te ri al breach of thi s Agreeme nt a nd g rounds for
cancell at io n, termin at io n, or su s pe ns ion of th e Agreement by City, in who le o r in part, and
may result in in e li g ibility for furthe r wo rk fo r Cit y.
7. Sus pens ion and Termina tion of Agreement
A. Thi s Agreeme nt may be terminated by the C it y at a n y time upon the default of the Con s ultant
or upon publi c con ve ni ence, in which event a ll f ini s hed o r unfini s hed document s , re ports , o r
othe r material or work of Consu lt a nt p urs uant to thi s Agree me nt s ha ll be s ubmitted to C it y,
a nd Consult a nt s ha ll be e ntitl e d to jus t and e quitable co mpe nsati on for any sati sfacto ry work
comple ted pri or t o the elate of termination, n ot t o exceed t he t otal compensation set forth
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herein . Consu lt ant s ha ll not be e ntitl ed to any reall ocati o n of cost , pro fit or overhead.
Co nsultant shall not in any event be e ntitl ed to anticipated profit on work not performed
because of suc h te rmination. Consult ant shall use it s bes t e ffo rt s to minimize the
compensa tion payab le under thi s Agree ment in th e eve nt o f s uch termin ation. If the
Agreeme nt is te rmin ated for default , th e Co nsult a nt shall not be e ntitl ed to receive any furth er
pay me nt s und e r th e Agreeme nt until all work ca ll ed for has bee n fully pe rform e d . A ny extra
cost or damage to th e C ity res ultin g from suc h de fau lt (s) s hal l be ded uc ted fr o m any mo ney
du e o r comi ng du e to th e Co nsu lt ant. Th e Co nsultant s hall bear a ny ex tra ex pe nses in c urred
by the C it y in comp le tin g th e wo rk, in c ludin g a ll in creased costs fo r compl e tin g th e work ,
and all damage s usta in ed , or which may be sustain ed by th e C ity by reas on of s uch d e fault.
B. The C it y may s uspend thi s Agree ment , at it s so le di sc reti o n, up o n o ne week's ad van ce noti ce
to Consultant. Such noti ce sha ll indi ca te th e anti c ip ated per iod of s us pens io n . Any
reimbu rse ment for ex penses in c urred due to th e s us pe ns io n s hall be limit e d to the
Co nsultant's reaso na bl e ex pe nses, a nd sha ll be subj ec t to ve r ificati o n. Th e Consu lt an t s hall
res um e performan ce of se rvic es und er th is Agree ment with o ut de lay when th e sus pe nsion
pe riod e nd s
8. Standard of Care
Co nsult ant re present s and warran ts th at it has the requ1 s 1te tr a mm g, skill and ex pe ri e nce
necessary to provide th e serv ices un der thi s ag reement and is a ppropriate ly accredited and
li ce nsed by all applicabl e agenc ies and gove rnm e nt al e ntiti es. Services provid ed by Co ns ultant
und e r thi s ag reement will be perform ed in a mann e r co nsiste nt wit h that degree of care a nd skill
o rdin aril y exerc ised by memb ers of th e sa me pro fessio n curre ntl y practi cin g in s imil ar
circ um sta nces.
9. Ownership of Work Product
A ll data mat eri als , re po rt s, me morand a, a nd oth e r d oc um ent s develo ped und er thi s Agreement
whe th er fini shed or not shall beco me th e prope rty o f C it y, s hall be fo rwarded to Ci ty at it s request
and may be used by C it y as it see s fit. Upo n te rmin ation of thi s agree ment pursua nt to parag ra ph
6 ab ove, a ll fini s hed o r un fi ni shed d oc ume nt s, re po 11s, or o th er mat e ri al o r work of Cons ult ant
pursuant to thi s Agree men t sha ll be submitted to City. City ag rees th a t if it uses pro du cts
pre pared by Co ns ulta nt for purp oses other than th ose int end e d in thi s Agree ment , it does so at it s
so le ri sk and it agrees to ho ld Consult ant ha rml ess th e refo re.
10 . Inde mnification/Hold Ha rml ess
Cons ultant sha ll d efe nd, ind emni fy and ho ld th e C ity, it s offi cers , official s, e mpl oyees and
vo lunteers harml ess fro m any a nd al l claims, inju ries, dama ges, losses o r suits in c lu d in g attorney
fee s , a risi ng out o f o r res ultin g from th e ac ts, err o rs o r omi ss io ns of the Con sult a nt , it s age nt s,
e mpl oyees, or sub cons ulta nt s in performan ce of thi s Agree me nt , except for injuri es and dam ages
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regard less o f wheth er t he c laim is bro u ght pursuant TOl he Worke r's Co mp ensa ti o n Act , R CW
Tit le 5 1, o r ot he rwise , a nd th e Cons ult a nt wa ives a ny immunit y w hatsoever wi th res pec t to such
in d e mnifi cati o n.
11 . Insura nce
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The Co ns ultant shall procure and maintain for th e duration of the Ag ree ment , in surance again st
c la im s for injuri es to perso ns or damage to property whi ch may ari se from or in co nn ec tion w ith
th e perfo rmance of th e work here und e r by th e Co nsult a nt, it s agent s, re prese ntati ves, or
employees.
A. Minimum Sco pe o f In suran ce
Consu lt a nt shall obtain insuran ce of the types desc rib ed be low:
I . Automob il e Liability in s urance cove rin g all owned, non-o wn ed, hired a nd leased
vehi c les. Cove rage shall be wr itt en on Insuran ce Se rvices Offi ce (ISO) form CA 00
0 I or a s ub stitut e form prov idin g equi va le nt lia bi lit y coverage. If necessary , the
po li cy sha ll be e ndorsed to provide co ntractual li a bilit y coverage.
2 . Commercia l Genera l Liabi lit y in s urance shall be writt en o n ISO occ urrence form CG
00 OJ o r a sub st itu te form providin g equivalent li a bility coverage and sha ll cover
li abi lity arisi ng from pre mi ses, operat io ns, ind e pend ent co ntrac tors and pe rso nal
injury and adve rti sin g injur y. The C it y shall be nam e d as an in sured und er th e
Consu ltant 's Com mercial Ge neral Li a bility in s urance po li cy with respec t to the wo rk
performed for the C it y.
3. Worke rs' Co mpe nsat ion coverage as required by th e Indu st ri a l Ins urance law s of th e
State of Wa shin gton .
4 . Profe:.1i iom.J Li ab ility ms uran ce appro pri ate to th e Co nsu lt a nt 's profess ion.
B. Minimum Amoun ts of In surance
Cons ulta nt s ha ll ma in tain th e foll ow in g ms ur anc e limit s:
I . Autom obi le Li abilit y in s urance with a minimum co mbined s in gle limit for bodil y
injury and prope rty dama ge of $1,000 ,000 per accident.
2. Comme rc ia l Ge neral Liability in s ura nce shall be writt e n with limit s no less than
$1 ,000,000 each occu rrence, $2,000,000 ge neral agg regate.
3. Profess ional Li ab ilit y in s urance s ha ll be writt en wi th li mit s no less than $1,000,000
pe r c laim and $1,000,000 pol icy aggregate limit.
C. Oth e r In s uran ce Provi sions
The in surance polic ies are to co ntain , or be e ndorsed to co nt ain , th e foll ow in g pro vis ions for
Aut omobi le Li a bi lit y, Profess iona l Liabilit y and Co mm e rc ial Ge ne ral Li ab ilit y in sura nce:
I. The Cons u lt a nt's in s ur ance cove rage s hall be prim ary in s uran ce as res pect the C it y.
-,.-----------------A1:t'_rin· ·sm ance, se lf-ill s mc~llc e, m in smance poo l cov e1a ge mai main ed by th e Cl!y
s ha ll be excess of th e Co nsulta nt 's in s urance and shall not co ntribut e with it.
2. T he Cons ult ant 's in s urance sha ll be e ndorsed to state that cove rage shall not be
cancell ed by e ith e r party, exce pt afte r thirt y (30) day s prior writt en noti ce by ce rtifi ed
mai l, return rece ipt requ es ted, has bee n given to th e C it y.
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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
Consultant s hall furnish th e City with original certificates and a copy of the amendatory
endorsements, including but not ne cessarily limited to the additional insured endorsement,
evidencing the in su ranc e requirement s of the Consultant before commencement of th e work.
12. Assigning or Subcontracting
Consultant shall not assign, transfer, s ubcontract or encumber any right s, duties, or interests
accruing from this Agreement without the express prior written consent of th e City, which
consent may be withheld in the sole di scret ion of the City.
13. Independent Contractor
Consultant is and shall be at all tim es during the term of this Agreement an independent
contractor.
14. Notice
Any notice s required to be given by th e City to Consultant or by Consultant to the City shall be in
writtng and delivered to the parties 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
Richard Mill er-President
Calm River Demographics
3110 Jud so n Street, Suite 233
Gig Harbor, W A 98335
Phone: 800.707.2256
Fax: 253 884-4942
Any action for claims arising out of or relating to thi s Agreement shall be governed by the law s of
the State of Washington. Ve nue shall be in Kit sap County Superior Court.
16. Attorneys Fees
In any suit or action in st itut ed to enforce any right granted in this Agreement, th e sub stantiall y
prevailing party s hall be entitled to recov er its costs~disbursement s, and reasonable attorneys fees
from the other party.
17. Extent of Agreement/Modification
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This Agreement, together with attachme nt s or addenda, represents the e ntire and integrated
Agreement between th e parti es here to and s upersedes a ll prior negoti a ti o ns , re presentati o n s , o r
agreements, e ithe r written or ora l. This Agreement may be amended, modified or added to o nl y
by written in strume nt prope rl y s ig ne d b y both parties.
CITY OF PORT ORCHARD,
WASHINGTON
By:
Lary C
M
Date: -=r-bt I oq
By:
CONSULTANT
By: ~G~ )1Y!i1v
N ame: 'l< I c\'\a r c\ ~\ \ \1--ur
Title : ·-:p(c <S i'dc n+
Date: q \ A~{D j
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