HomeMy WebLinkAboutResolution - 2010-R0269 - Professional Services Contract For Study Of Playa Lake 18 W/Hugo Reed - 06/10/2010Resolution No. 2010-RO269
June 10, 2010
Item No. 5.15
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
execute for and on behalf of the City of Lubbock, a Contract for Professional Services for
a Study of Playa Lake 18, by and between the City of Lubbock and Hugo Reed and
Associates, Inc., and related documents. Said Contract is attached hereto and
incorporated in this resolution as if fully set forth herein and shall be included in the
minutes of the City Council.
Passed by the City Council on _
ATTEST:
Rebecc Garza, City Secretary
APPROVED AS TO CONTENT:
Marsha Reed, P.E., Chief Operating Officer
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
June 10, 2010
TOM MARTIN, MAYOR
vwxcdocs'RES.Contract-Hugo Reed & Associates, Inc.
May 20, 2010
Resolution No. 2010—RO269
Study of Playa Lake 18
CITY of LUBBOCK
CONTRACT for PROFESSIONAL SERVICES
THE STATE OF TEXAS §
THE COUNTY OF LUBBOCK §
THIS CONTRACT is made by and between the City of Lubbock, Texas, hereinafter called
the OWNER, and Hugo Reed and Associates, Inc., hereinafter called HRA.
NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained,
the OWNER and HRA do mutually agree as follows.
AGREEMENT
ARTICLE 1. CONTRACT PERIOD
This contract becomes effective when fully executed by both parties. The effective date of this
contract shall be June 10, 2010 . The Project Contract Period is anticipated to be
eight (8) months, beginning on the date that HRA receives written Notice to Proceed from the
OWNER. HRA will not begin work or incur costs until so authorized in writing by the OWNER.
HRA anticipates receiving Notice to Proceed on or before June 24, 2010.
ARTICLE 2. SCOPE OF SERVICES
HRA will provide the professional services described in Attachment A, "Project Scope and
Services." The OWNER will furnish services described in Attachment B, "Services to be provided
by OWNER."
ARTICLE 3. COMPENSATION
The maximum amount payable under this contract for Basic Services and Reimbursable Expenses
shall not exceed 134,357 unless an amendment is executed as provided hereinafter. Payment is
authorized for costs incurred in accordance with the fee schedule attached hereto and labeled
Attachment C, 'Basis for Payment."
HRA is authorized to submit periodic requests for payment within thirty days after costs are
incurred as authorized herein. The request for payment shall be made using forms acceptable to
the OWNER and shall show the total amount earned to the date of submission and the amount due
and payable as of the date of the current billing. All requests for payment will be mailed to the
address shown on the signature page of this contract.
ARTICLE 4. WORK AUTHORIZATION
The OWNER will authorize the work as described in Attachment A to be performed by HRA by the
execution of this contract. The total cost authorized shall not exceed the maximum amount payable
established in Article 3, "Compensation," nor shall completion dates extend beyond the end of the
Study of Playa Lake 18
Page I
contract period established in Article 1, "Contract Period," unless either is authorized by
amendment as provided hereinafter.
ARTICLE 5. PROGRESS
Upon acceptance of a work authorization, HRA shall undertake and complete the authorized work.
The OWNER or HRA can request conferences to be provided at HRH's office, the office of the
OWNER, or at other agreed upon locations.
ARTICLE 6. INSPECTION OF WORK
The OWNER and any of their authorized representatives have the right at all reasonable times to
inspect or otherwise evaluate the work performed or being performed hereunder and the premises in
which it is being performed.
If any inspection or evaluation is made on the premises of HRA, HRA shall provide all reasonable
facilities and assistance for the convenience of the inspectors in the performance of their duties. All
inspections and evaluations shall be performed in such a manner as will not unduly delay the work.
ARTICLE 7. AMENDMENTS
If it becomes necessary at any time during the contract period to change the scope of work, the
contract period, the maximum amount payable, the complexity, or the character of this contract, an
amendment must be prepared and executed within the contract period established in Article 1
above. The OWNER retains the right to reject any such amendment proposed by HRA unless the
OWNER finds the proposed amendment necessary to complete the work authorized herein. Any
such amendment will be made in writing agreed to by all parties hereto and duly executed before
the end of the contract period specified in Article 1 above.
ARTICLE 8. SUSPENSION OF WORK
Should the OWNER desire to suspend the work but not terminate the contract, the OWNER will
issue a written order to stop work setting out the terms of the suspension. HRA will stop all work
and cease to incur costs during the term of the suspension.
HRA will resume work when notified to do so in writing by the OWNER. Suspension of work does
not extend the contract period. If additional time is required to complete the work because of the
suspension, a contract amendment will be executed in accordance with Article 7, "Amendments."
ARTICLE 9. REPORTING
HRA shall promptly advise the OWNER in writing of events which have a significant impact upon
the contract, including:
Problems, delays, or adverse conditions which will materially affect the ability to meet time
schedules and goals, or preclude the attainment of project work units by established time
periods. A statement of the action taken or contemplated shall accompany this disclosure.
2. Favorable developments or events which enable meeting time schedules and goals sooner
than anticipated or producing more work units than originally projected.
Study of Playa Lake 18
PA4P 7
ARTICLE 10. RECORDS
HRA agrees to maintain all books, documents, papers, accounting records, and other evidence
pertaining to costs incurred and work performed hereunder and shall make such materials available
at its office during the contract period and for seven years from the date of final payment under the
contract for inspection by the OWNER or any of their duly authorized representatives for the
purpose of making audits, examinations, excerpts, and transcriptions.
ARTICLE 11. OWNERSHIP OF DOCUMENTS
Upon completion or termination of this contract, all documents prepared by HRA or furnished to
HRA by the OWNER shall be delivered to and become the property of the OWNER.
All sketches, photographs, calculations, and other data prepared under this contract shall be made
available, upon request, to the OWNER without restriction or limitation on their further use,
however, re -use of any documents by OWNER or others for any purpose other than originally
intended and specific to this Project shall be at the sole risk of the user, and HRA shall bear no
liability for such re -use. HRA may, at its own expense, have copies made of the documents or any
other data furnished the OWNER under this contract.
ARTICLE 12. HRA RESOURCES
HRA warrants that the firm presently has adequate qualified personnel in its employment for
performance of services required under this contract, or will be able to obtain such personnel from
sources other than the OWNER. Unless otherwise specified, HRA shall furnish all equipment,
materials, and supplies required to perform the work authorized herein. All employees of HRA or
of any subcontractor shall have such knowledge and experience as will enable them to perform the
duties assigned to them. Any employee of HRA or any subcontractor who, in the opinion of the
OWNER, is incompetent, or whose conduct becomes detrimental to the work, shall immediately be
removed from association with the project.
ARTICLE 13. SUBCONTRACTS
HRA shall not subcontract or otherwise transfer any portion of the work authorized in this contract
unless specifically authorized in writing by the OWNER. HRA will require any subcontractors to
comply with the applicable terms of this contract.
ARTICLE 14. SUCCESSORS AND ASSIGNS
The OWNER and HRA each bind itself, its successors, executors, administrators and assigns of
such other party in respect to all covenants of this agreement. HRA shall not assign, subcontract, or
transfer its interest in this agreement without the written consent of the OWNER.
ARTICLE 15. CERTIFICATE OF INSURANCE
HRA shall provide the OWNER with evidence that it has insurance coverage in accordance with a
current "Certificate of Insurance," which will indicate all insurance currently being maintained in
full force and effect by HRA. The insurance and limits will be reviewed by the OWNER'S Risk
Study of Playa Lake 18
pipe I
Management Coordinator. HRA will not commence work until the OWNER has reviewed and
approved the insurance coverage. Insurance Requirements are shown on Exhibit B.
ARTICLE 16. DISPUTES
HRA shall be responsible for the settlement of all contractual and administrative issues arising out
of procurement made by HRA in support of the work authorized herein.
ARTICLE 17. REMEDIES
Violation or breach of contract terms by HRA shall be grounds for termination of the contract, and
any increased cost to the OWNER arising from HRA's default, breach of contract, or violation of
terms shall be paid by HRA. This agreement shall not be considered as specifying the exclusive
remedy for any default, but all remedies existing at law and in equity may be availed of by either
party and shall be cumulative.
ARTICLE 18. TERMINATION
This contract may be terminated before the completion date established in Article 1, "Contract
Period," by any of the following conditions:
A. By mutual consent and agreement of both parties hereto.
B. By the OWNER, with notice in writing to HRA as consequence of failure by HRA to
perform the services herein set forth in a satisfactory manner and within the limits
provided, with proper allowances being made for circumstances beyond the control of
HRA.
C. By either party, upon the failure of the other party to fulfill its obligations as set forth in the
Scope of Services attached hereto and labeled Attachment A and Attachment B, giving
written notice one to the other establishing the effective date of termination.
D. By the OWNER, for reasons of it's own and not subject to the mutual consent of HRA,
upon not less than thirty days written notice to HRA.
E. By satisfactory completion of all services and obligations described herein.
Should the OWNER terminate this contract as herein provided, costs other than costs due and
payable at the time of termination shall thereafter be paid to HRA. In determining the value of the
work performed by HRA prior to termination, the OWNER shall be the sole judge. Payment for
work at termination will be based on work completed at that time, including partially completed
surveys, subject to the conditions established in the paragraph following.
In the case of partially complete projects, eligible costs will be calculated on the number of hours
documented to the satisfaction of the OWNER multiplied by the hourly rate for the appropriate
personnel plus any additional cost authorized in Attachment C, "Basis for Payment," incurred to the
date of termination remaining unpaid.
If HRA defaults in performance of this contract or if the OWNER terminates the contract for fault
on the part of HRA, the OWNER will give consideration to the actual work performed to the date of
Study of Playa Lake 18
Page 4
default, the cost to the OWNER of employing another firm to complete the required work, and the
time required to do so, and other factors which affect the value to the OWNER of the work
performed at the time of default.
If the termination of this contract is due to the failure of HRA to fulfill its obligations, the OWNER
may take over the project and prosecute the work to completion by contract or otherwise. In such
case, HRA shall be liable to the OWNER for any additional cost occasioned the OWNER thereby.
ARTICLE 19. COMPLIANCE WITH LAWS
HRA shall comply with all Federal, State, and local laws, statutes, ordinances, rules and
regulations, and the orders and decrees of any courts, or administrative bodies or tribunals in any
matter affecting the performance of this contract, including, without limitation, workers'
compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing
laws and regulations. When required, HRA shall furnish the OWNER with satisfactory proof of
compliance therewith.
ARTICLE 20. INDEMNIFICATION
HRA shall save harmless the OWNER from all claims and liability due to activities of HRA, its
agents, or employees, performed under this contract and which result from an error, omission, or
negligent act of HRA or of any agent or person employed by HRA.
HRA shall also save harmless the OWNER from any and all expenses, including attorney fees
which might be incurred by the OWNER in litigation or otherwise resisting said claim or liabilities
which might be imposed on the OWNER as the result of such activities by HRA, its agents, or
employees.
To the extent allowed by law, the OWNER shall save harmless HRA from all claims and liability
due to activities of the OWNER, its agents, or employees, performed under this contract and which
result from an error, omission, or negligent act of the OWNER or of any agent or person employed
by the OWNER.
To the extent permitted by law, the OWNER shall also save harmless HRA from any and all
expenses, including attorney fees which might be incurred by HRA in litigation or otherwise
resisting said claim or liabilities which might be imposed on HRA as the result of such activities by
the OWNER, its agents, or employees.
ARTICLE 21. SIGNATORY WARRANTY
The undersigned signatory for Hugo Reed and Associates, Inc. hereby represents and warrants that
he is an officer of the organization for which he has executed this contract and that he has full and
complete authority to enter into this contract on behalf of his firm.
The undersigned signatory for the OWNER hereby represents and warrants that he/she has full and
complete authority to enter into this contract on behalf of this organization.
Study of Playa Lake 18
Paee 5
IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized
representatives as of the date first written above.
CITY OF LUBBOCK
TOM MARTIN, MAYOR
APPROVED AS TO CONTENT:
w �U� 6��
Marsha Reed, P.E., Chief Operations O ficer
C� - -
Michael G. Keenum, P.E., Stormwater Engineer
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
Mailing Addresses:
ATTEST:
Ree ca Garza, City Sectry
ary
HUGO REED AND ASSOCIATES, INC.
STEVAN M. COLEMAN, P.E.
Executive V.P. Operations
For the purpose of this agreement, the following addresses shall be used to mail all required notices,
reports, claims and correspondence:
For: Hugo Reed and Associates, Inc. For: City of Lubbock
1601 Avenue N 1625 13'" Street
Lubbock, TX 79401 Lubbock, Texas 79401
Attn: Mr. Bernard J. Gradel, Jr., President Attn. Ms. Marsha Reed, P.E.
Study of Pla,;a Lake 18
Paee 6
Resolution No. 2010—RO269
ATTACHMENT B
to
AGREEMENT for PROFESSIONAL SERVICES
SERVICES to be PROVIDED BY OWNER
OWNER: City of Lubbock, Texas
PROJECT: Study of Playa Lake 18
The OWNER will provide any and all information available to OWNER, upon request, which may
be pertinent to HRA's prosecution of the work. OWNER shall assist consultant team in contacts
with and requests for information from other public and private agencies as may become necessary
during consultant team's prosecution of the services anticipated under this agreement.
OWNER shall promptly notify HRA whenever OWNER becomes aware of any occurrence having
a material impact on the project.
The OWNER shall provide adequate personnel to review submittals and coordinate location and
time for meetings as necessary for the prosecution of the work. OWNER shall appoint a Project
Manager who will be the primary point of contact for HRA during prosecution of HRA's work on
the project, and who shall have authority to make material decisions within his/her delegated
authority. OWNER shall provide timely reviews of submittals and timely responses to HRA's
Requests for Information so as not to unnecessarily hinder the progress of the work.
OWNER shall assist in acquiring permission for access to any public properties necessary for
HRA's prosecution of the work.
OWNER will arrange or assist in determining time and place for all meetings or presentations
required other than those purely for internal benefit of the consultant team.
Study of Playa Lake 18
Pa or R
Resolution No. 2010—RO269
ATTACHMENT C
to
AGREEMENT for PROFESSIONAL SERVICES
BASIS for PAYMENT
OWNER: City of Lubbock, Texas
PROJECT: Study of Playa Lake 18
For Services rendered under this Contract, OWNER agrees to pay HRA as follows:
A. GENERAL
1. HRA will be paid according to the personnel classifications and hourly
rate schedules shown in Table C-1, based on actual services performed
on the project by classification and hours. Services performed by the
subcontractors will be billed at cost.
2. Monthly payments will be made to HRA based on the uncontested
amount of each monthly statement prepared and submitted by HRA.
Each monthly statement will be itemized to show the amount of work
actually performed by each personnel classification and with associated
reimbursable expenses for both HRA and the subcontractors. Statements
will be submitted in a format acceptable to OWNER.
3. Anticipated delivery date of the Technical Memo is on or about
February 1, 2011. The contract period is outlined in Article 1. Should
the Notice to Proceed on the Project not be received by the anticipated
date, OWNER agrees that it will be necessary to reconsider the
anticipated delivery date and, if necessary, to modify same by
amendment to this contract if so agreed upon by both the OWNER and
HRA.
B. BASIC SERVICES
The maximum compensation to be billed OWNER by HRA for
performance of the Basic Services and Reimbursable Expenses shall not
exceed 134 357.
Study of Playa Lake 18
o..,.e 0
Resolution No. 2010—RO269
ATTACHMENT A
to
AGREEMENT for PROFESSIONAL SERVICES
PROJECT SCOPE and SERVICES
OWNER: City of Lubbock, Texas
PROJECT: Study of Playa Lake 18
The scope of services for this project is as follows:
I. BASIC SERVICES
A. DESIGN SERVICES
The Basic Design Services are outlined in detail in Exhibit A-1,
Worksheet B 1, according to the tasking and man-hours indicated therein.
Following is a summary of the major categories for the Basic Services to
be performed:
a. Research of existing studies, as -built drawings, plats and
historical rainfall data.
b. Topographic surveying services for the purposes of determining
the elevation and shape of existing ground at key locations such
as intersections and overflow reaches and finished floor
elevations of adjacent structures in select at -risk areas.
Professional civil engineering services, including research of
available existing data, hydrologic and hydraulic modeling in
ICPR including duplicate effective modes, existing and future
fully developed conditions, alternatives analysis, cost -benefit
analysis and recommendations.
2. Deliverables will include a written technical memo which will report the
findings of the study including, updated mapping, results of the
alternatives analysis and recommendations. HRA will keep the owner
informed as to the progress of the study via monthly progress meetings
and at key milestones in the study and alternatives analysis.
Study of Playa Lake 18
P- 7
Resolution No. 2010—RO269
TABLE C-1
PERSONNEL SERVICE RATES
for
AGREEMENT for PROFESSIONAL SERVICES
OWNER: City of Lubbock, Texas
PROJECT: Study of Playa Lake 18
COMPENSATION RATES
Hourly fees listed herein will apply for the term of this contract.
C. PERSONNEL SERVICES
Category of Personnel
Principal -in -Charge or Officer
150.00
Engineering or Surveying Project Manager
135.00
Senior Professional Engineer
125.00
Professional Engineer
105.00
Registered Professional Land Surveyor
110.00
Engineer -in -Training
90.00
Survey Crew Manager
75.00
Engineering CADD Technician
75.00
Researcher
71.00
Survey Crew
175.00
Study of Playa Lake 18
PRUP 10
EXHIBIT A-1
TASKING and MAN-HOURS
for
BASIC SERVICES
Study of Playa Lake 18
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Resolution No. 2010—R0269
EXHIBIT B
INSURANCE REQUIREMENTS
General Liability:
Contractor's insurance shall contain broad form contractual liability with a combined single
limit of a minimum of $500,000 each occurrence and in the aggregate and shall include the
following:
• Broad Form Contractual Liability
• Personal Injury and Advertising Injury
• Products and completed operations
Professional Liability:
Contractor's insurance shall contain Professional Liability with a combined single limit of a
minimum of $1,000,000 each occurrence and in the aggregate.
Business Automobile Liability:
Contractor's insurance shall contain a combined single limit of at least $300,000 per
occurrence, and include coverage for but not limited to the following:
• Bodily injury and property damage
• Any and all vehicles owned, used or hired
Workers' Compensation and Employers Liability Insurance:
Contractor shall elect to obtain workers' compensation coverage pursuant to Section 406.002 of
the Texas Labor Code. Further, Contractor shall maintain said coverage throughout the term of
the contract and shall comply with all provision of Title 5 of the Texas Labor Code to ensure
that the Contractor maintains said coverage. Any termination of workers' compensation
insurance coverage by Contractor or any cancellation or non -renewal of workers' compensation
insurance coverage for the Contractor shall be a material breach of the contract. The contractor
may maintain Occupational Accident and Disability Insurance in lieu of Workers'
Compensation. In either event, the policy must be endorsed to include a waiver of subrogation
in favor of the City of Lubbock.
Employer's Liability with limits of at least $500,000 each accident, $500,000 by disease policy
limit, and $500,000 by disease each employee shall also be obtained and maintained throughout
the term of the contract.
Other Insurance Requirements:
Contractor's general liability and auto liability insurance policies through policy endorsement
must include wording, which states that the policy shall be primary and non-contributory with
respect to any insurance carried by City of Lubbock. The certificate of insurance described
below must reflect that the above wording is included in evidenced policies. All policies
EXCEPT the Professional Liability policy must be endorsed to include a waiver of subrogation
in favor of the City of Lubbock.
Study of Play Lake 18