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HomeMy WebLinkAbout16- Development Services �GINAL CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION From: William Woolard, Interim Director Subject: Resolution approving Professional Services Agreements for Consultant Dept: Development Services Surveying Services for Capital Improvement Projects (CIP). Date: November 15, 2000 MCC Date: 12/18/2000 Synopsis of Previous Council Action: None Recommended Motion: Adopt Resolution William Woolard Contact person: Michael Grubbs, Senior Civil Engineer Phone: 5179 Supporting data attached: Staff Report, Reso., Agreement Ward: N/A FUNDING REQUIREMENTS: Amount: $90,000 Source: (Acct. No.) $90,000-various capital project accounts Acct.Description: various capital project accounts Finance: 6i' Council Notes Agenda Item No. / �p City of San Bernardino — Request for Council Action Staff Report Subject: Resolution approving services agreements with Nolte Associates, Norris-Repke, Inc., and Hernandez-Kroone & Associates for Consultant Surveying Services for Capital Improvement Projects (CIP). Background: The Public Works Division of the Development Services Department is responsible for administering the City's Capital Improvement Program(CIP). This program, in general, consists of the design and construction of roads, bridges, buildings, grading, drainage, landscaping, traffic signals, handicap ramps, etc. Normally, construction surveying for CIP projects is provided by in-house Construction Surveyors. Two Survey Crews, consisting of two men per crew, are currently assigned to the Public Works Division. The Survey Crews are responsible for collecting preliminary survey data for use in designing CIP projects and setting survey controls for CIP projects which are under construction. Additionally, City Surveyors are responsible for maintaining City monuments and bench marks. The current activity associated with the City's CIP Program fluctuates dramatically during the course of this year. Procuring Consultant Survey Services will provide the flexibility necessary to help meet the accelerated goals of the Mayor and Common Council this year without hiring additional permanent surveying staff or suffering reductions in quality control of projects. The Public Works Division prepared specifications for Consultant Surveying Services for Capital Improvement Projects (CIP). The Purchasing Division sent out notices inviting bids for an annual contract for provision of such services per RFP No. F-01-43. The request for proposals was sent to sent eight (8) local and area engineering firms, and advertised in the San Bernardino County Sun newspaper, a copy was sent to the San Bernardino Area Chamber of Commerce, and it was posted on the City's web site. Proposals were submitted by the following firms: Nolte Associates, Corona Norris-Repke, Inc., San Bernardino DMR Team, Lancaster Hernandez-Kroone &Assoc., San Bernardino CH&A Surveying &Mapping, Pasadena Johnson-Frank&Assoc., Anaheim i City of San Bernardino — Request for Council Action Staff Report- continued A selection committee made up of three Public Works staff members reviewed the proposals with weighted consideration given in the following areas: capabilities of the firm, qualifications and experience of the firm, reasonableness of cost and price for services rendered, and completeness of the response. Nolte Associates, Norris-Repke, Inc., and Hernandez-Kroone & Associates were selected based on the average of their overall scores in the above areas. Based on that assessment process these three firms were deemed to have a greater degree of accessibility when services are needed. After the Agreements are fully executed, Public Works Staff will request that Annual Purchase Orders totaling $90,000 be issued to the selected firms. It is Staff's intent that the amount be divided equally among the three firms over the course of the year. However, depending on needs at the time of issuance of the purchase orders, the amount may be divided somewhat differently in the short term. Financial Impact: Funds for Consultant Surveying Services for Capital Improvement Projects (CIP) are available through each individual project and cost of services is charged back to that particular Capital Improvement Project's budget through the work order number. Therefore, for the majority of services rendered, the Development Services Department budget will not be impacted. Recommendation: Staff recommends that the Mayor and Common Council authorize the Purchasing Manager to issue Annual Purchase Orders totaling $90,000 in aggregate to Nolte Associates, Norris-Repke, Inc., and Hernandez-Kroone & Associates, with provisions for two one-year renewals. 1 RESOLUTION NO. 2 3 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING SERVICES AGREEMENTS WITH NOLTE ASSOCIATES, INC., NORRIS-REPKE, INC., AND 4 HERNANDEZ, KROONE & ASSOCIATES FOR PROVISION OF CONSTRUCTION SURVEY SERVICES 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. NOLTE ASSOCIATES, INC., NORRIS-REPKE, INC., and 8 9 HERNANDEZ, KROONE & ASSOCIATES are firms competent, experienced and able to 10 Perform requested services and have provided the most advantageous and responsible 11 proposals for provision of professional of construction survey services per Specification No. 12 RFP F-01-43. Pursuant to this determination, the Purchasing Manager is hereby authorized and 13 directed to issue Purchase Orders for said services to said firms in amounts totaling $90,000 in 14 aggregate, with an option for two one-year extensions; but such award shall only be effective 15 16 upon the issuance of a Purchase Order by the Purchasing Manager; and all other proposals are 17 hereby rejected. The Mayor is hereby authorized and directed to execute said agreements on 18 behalf of the City; a copy of each agreement is attached hereto and incorporated herein 19 (Exhibits A, B, and Q. 20 SECTION 2. The authorization to execute the above referenced Purchase Orders is 21 rescinded if they are not issued within sixty (60) days of the passage of this resolution. 22 23 24 25 26 27 28 - 1 - 1 RESOLUTION...APPROVING SERVICES AGREEMENTS WITH NOLTE 2 ASSOCIATES, INC., NORRIS-REPKE, INC., AND HERNANDEZ, KROONE & ASSOCIATES FOR PROVISION OF CONSTRUCTION SURVEY SERVICES. 3 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting thereof, 6 held on the day of , 2000, by the following vote, to wit: 7 Council Members: AYES NAYS ABSTAIN ABSENT 8 ESTRADA 9 10 LIEN 11 MC GINNIS 12 SCHNETZ 13 SUAREZ 14 ANDERSON 15 16 MC CAMMACK 17 18 City Clerk 19 The foregoing resolution is hereby approved this day of 52000. 20 21 Judith Valles, Mayor City of San Bernardino 22 Approved as to 23 form and legal content: 24 JAMES F. PENMAN, 25 City Attorney 26 By: 27 28 - 2 - ,I Exhibit A SERVICES AGREEMENT THIS AGREEMENT is entered into this day of 2000, between NOLTE ASSOCIATES, INC. ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY"). WITNESSETH: A. WHEREAS, CITY has need for professional construction surveying services and, B. WHEREAS, CONTRACTOR is competent, experienced and able to perform said services: and, C. WHEREAS, CONTRACTOR has provided the most advantageous and responsible proposal for the provision of such services; NOW THEREFORE, the parties hereto agree as follows: 1. CONTRACTOR shall furnish professional construction survey services in accordance with Proposal Specification No. RFP F-01-43. 2. Over the term of this Agreement, CONTRACTOR shall be paid through an Annual Purchase Order for such services in an amount in accordance with Proposal Specification No. RFP F- 01-43 and Offeror's Proposal and Statement. CONTRACTOR agrees that said Annual Purchase Order in addition to other Annual Purchase Orders issued to other contractors for this work shall not exceed 590,000 per year. 3. CONTRACTOR shall provide the Development Services Department with a monthly invoice in arrears and shall be provided payment within thirty (30) days therefrom. CITY retains the right to challenge all or any part of an invoice. 4. The initial term of this Agreement shall be one (1) year from the date first shown above and is subject to termination by either party upon thirty (30) days written notice to the other. There may be two one-year extensions. Services Agreement—Nolte Associates, Inc. Page 2 of 3 5. CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents harmless from any claim demand liability, suit, judgment or expense (including, without limitation, reasonable costs and attorneys' fees) arising out of or related to CONTRACTOR's performance under this Agreement, except that such duty to indemnify, defend and hold harmless shall not apply where injury to person or property is caused by CITY's willful misconduct or sole negligence. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the City shall be considered as "attorneys' fees" for the purposes of this paragraph. 6. While not restricting or limiting the foregoing, during the term of this Agreement, CONTRACTOR shall maintain in effect policies of comprehensive public, general, and automobile liability insurance, in the amount of $1,000,000 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. The policies shall name the CITY as an additional insured and shall provide for ten (10) day notification to the CITY if said policies are terminated or materially altered. 7. CONTRACTOR shall perform work tasks as directed by the City Engineer, but for all intents and purposes, CONTRACTOR shall be an independent contractor and not an agent or employee of the CITY. 8. In the performance of this Agreement and in the hiring, promotion, and recruitment of employees, CONTRACTOR shall not discriminate on the basis of race, creed, color, religion, sex, physical handicap, ethnic background or country of origin. 9. Any notice to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: Services Agreement—Nolte Associates, Inc. Page 3 of 3 TO THE CITY: Raymond A. Casey, City Engineer City of San Bernardino Development Services Department 300 North `D' Street San Bernardino CA 92418 TO THE CONTRACTOR: Nolte Associates, Inc. 710 Rimpau Avenue, Suite 208 Corona, CA 91719 (909) 372-2760 FAX (909) 279-6210 Nothing in this paragraph shall be construed to prevent the giving of notice by personal service. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first above shown. NOLTE ASSOCIATES, INC. Date: by: Name/Title Signature CITY OF SAN BERNARDINO Date: by: Judith Valles Mayor City of San Bernardino ATTEST: Rachel Clark, City Clerk Approved as to form and legal content: James F. Penman City Attorney By: I Exhibit B SERVICES AGREEMENT THIS AGREEMENT is entered into this day of , 2000, between NORRIS-REPKE, INC., ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY"). WITNESSETH: A. WHEREAS, CITY has need for professional construction surveying services and, B. WHEREAS, CONTRACTOR is competent, experienced and able to perform said services: and, C. WHEREAS, CONTRACTOR has provided the most advantageous and responsible proposal for the provision of such services; NOW THEREFORE, the parties hereto agree as follows: 1. CONTRACTOR shall furnish professional construction survey services in accordance with Proposal Specification No. RFP F-01-43. Ce 2. Over the term of this Agreement, CONTRACTOR shall be paid through an Annual Purchase Order for such services in an amount in accordance with Proposal Specification No. RFP F- 01-43 and Offeror's Proposal and Statement. CONTRACTOR agrees that said Annual Purchase Order in addition to other Annual Purchase Orders issued to other contractors for this work shall not exceed $90,000 per year. 3. CONTRACTOR shall provide the Development Services Department with a monthly invoice in arrears and shall be provided payment within thirty (30) days therefrom. CITY retains the right to challenge all or any part of an invoice. 4. The initial term of this Agreement shall be one (1) year from the date first shown above and is subject to termination by either party upon thirty (30) days written notice to the other. There may be two one-year extensions. Services Agreement—Norris-Repke, Inc. Page 2 of 3 Qw 5. CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents harmless from any claim demand liability, suit, judgment or expense (including, without limitation, reasonable costs and attorneys' fees) arising out of or related to CONTRACTOR's performance under this Agreement, except that such duty to indemnify, defend and hold harmless shall not apply where injury to person or property is caused by CITY's willful misconduct or sole negligence. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the City shall be considered as "attorneys' fees" for the purposes of this paragraph. 6. While not restricting or limiting the foregoing, during the term of this Agreement, CONTRACTOR shall maintain in effect policies of comprehensive public, general, and automobile liability insurance, in the amount of $1,000,000 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manag er prior to undertaking any work under this A gr eement. The policies shall name the CITY as an additional insured and shall provide for ten (10) day notification to the CITY if said policies are terminated or materially altered. 7. CONTRACTOR shall perform work tasks as directed by the City Engineer, but for all intents and purposes, CONTRACTOR shall be an independent contractor and not an agent or employee of the CITY. 8. In the performance of this Agreement and in the hiring, promotion, and recruitment of employees, CONTRACTOR shall not discriminate on the basis of race, creed, color, religion, sex, physical handicap, ethnic background or country of origin. 9. Any notice to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: Services Agreement—Norris-Repke,Inc. Page 3 of 3 TO THE CITY: Raymond A. Casey, City Engineer City of San Bernardino Development Services Department 300 North `D' Street San Bernardino CA 92418 TO THE CONTRACTOR: Norris-Repke, Inc. 600 North Tustin Avenue, Suite 250 Santa Ana, CA 92706-3736 (714) 973-2230 FAX (714) 973-2263 Nothing in this paragraph shall be construed to prevent the giving of notice by personal service. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first above shown. NORRIS-REPKE, INC. Date: by: Name/Title Signature CITY OF SAN BERNARDINO Date: by: Judith Valles Mayor City of San Bernardino ATTEST: Rachel Clark, City Clerk Approved as to form and legal content: James F. Penman City Attorney By: Exhibit C SERVICES AGREEMENT THIS AGREEMENT is entered into this day of 2000, between HERNANDEZ, KROONE & ASSOCIATES. ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY"). WITNESSETH: A. WHEREAS, CITY has need for professional construction surveying services and, B. WHEREAS, CONTRACTOR is competent, experienced and able to perform said services: and, C. WHEREAS, CONTRACTOR has provided the most advantageous and responsible proposal for the provision of such services; NOW THEREFORE, the parties hereto agree as follows: 1. CONTRACTOR shall furnish professional construction survey services in accordance with Proposal Specification No. RFP F-01-43. 2. Over the term of this Agreement, CONTRACTOR shall be paid through an Annual Purchase Order for such services in an amount in accordance with Proposal Specification No. RFP F- 01-43 and Offeror's Proposal and Statement; CONTRACTOR agrees that said Annual Purchase Order in addition to other Annual Purchase Orders issued to other contractors for this work shall not exceed $90,000 per year. 3. CONTRACTOR shall provide the Development Services Department with a monthly invoice in arrears and shall be provided payment within thirty (30) days therefrom. CITY retains the right to challenge all or any part of an invoice. 4. The initial term of this Agreement shall be one (1) year from the date first shown above and is subject to termination by either party upon thirty (30) days written notice to the other. There may be two one-year extensions. Q Services Agreement—Hernandez, Kroone&Associates. Page 2 of 3 5. CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents harmless from any claim, demand, liability, suit, judgment or expense (including, without limitation, reasonable costs and attorneys' fees) arising out of or related to CONTRACTOR's performance under this Agreement, except that such duty to indemnify, defend and hold harmless shall not apply where injury to person or property is caused by CITY's willful misconduct or sole negligence. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the City shall be considered as "attorneys' fees" for the purposes of this paragraph. 6. While not restricting or limiting the foregoing, during the term of this Agreement, CONTRACTOR shall maintain in effect policies of comprehensive public, general, and automobile liability insurance, in the amount of $1,000,000 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the f CITY's Risk Manager prior to undertaking any work under this Agreement. The policies shall name the CITY as an additional insured and shall provide for ten (10) day notification to the CITY if said policies are terminated or materially altered. 7. CONTRACTOR shall perform work tasks as directed by the City Engineer, but for all intents and purposes, CONTRACTOR shall be an independent contractor and not an agent or employee of the CITY. 8. In the performance of this Agreement and in the hiring, promotion, and recruitment of employees, CONTRACTOR shall not discriminate on the basis of race, creed, color, religion, sex, physical handicap, ethnic background or country of origin. 9. Any notice to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: Services Agreement—Hernandez,Kroone&Associates. Page 3 of 3 TO THE CITY: Raymond A. Casey, City Engineer City of San Bernardino Development Services Department 300 North `D' Street San Bernardino CA 92418 TO THE CONTRACTOR: Hernandez, Kroone & Associates 234 E. Drake Drive San Bernardino, CA 92408 (909) 884-3222 FAX (909) 383-1577 Nothing in this patagraph shall be construed to prevent the giving of notice by personal service. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first above shown. HERNANDEZ, KROONE & ASSOCIATES Date: by: Name/Title Signature CITY OF SAN BERNARDINO Date: by: Judith Valles Mayor City of San Bernardino ATTEST: Rachel Clark, City Clerk Approved as to form and legal content: James F. Penman City Attorney By: