HomeMy WebLinkAboutMINUTES - 05112004 - C3 TO: Board Of Supervisors d. j
FROM: Maurice M. Shiu, Public Works Director
DATE: MAY 11, 2004
SUBJECT: Authorize the Public Works Director, or designee, to execute a Consulting Services
Agreement with TRS Consultants, Inc. for Construction Management Services, and
Subdivision Inspection, Countywide, (All Districts)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
1. Recommended Action:
AUTHORIZE the Public Works Director, or designee,to execute a Consulting Services Agreement
with TRS Consultants, Inc., in the amount of$500,000 for Subdivision Inspection and Construction
Management for the period March 1, 2004 through December 31, 2005.
11. Financial impact:
There will be no impact on the County General Fund. The Consulting Services Agreement is for
$500,000 and shall be paid for by Developer Fees.
Continued on attachment: X yes SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR
RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON: MAV i 1 , 20LL APPROVED AS RECOMMENDED ux OTHER
VOTE OF SUPERVISORS I hereby certify that this is a true and correct co of an
�� UNANIMOUS (ABSENTNONE) Y Y copy
AYES: NOES: action taken and entered on the minutes of the Board of
ABSENT: ABSTAIN: Supervisors on the date shown.
Contact: Mike Carlson,(825)313-2321 ATTESTED: MAY 11, 2004
Orig.Div.: PW(Constr) JOHN SWEETEN, Clerk of the Board of Supervisors and
cc: Auditor-Controller
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G.\GRPDATA�CON S-nBOW04kCSA•TRS-SUBIN SP.DOC
SUBJECT: Authorize the Public Warks Director, or designee, to approve a Consulting Services Agreement with TRS
Consultants, Inc.
DATE: MAY 11, 2004
PAGE: 2 of 2
Ill. Reasons for Recommendations and Background:
Due to the overwhelming amount of development in the Dougherty Valley area, it is necessary to
offer assistance to our field inspectors.
IV. Consequences of Negative Action:
If the Consultant Services Agreement with TRS Consultants, Inc. is not approved, it may not be
possible to complete inspections.
CONSULTING SERVICES AGREEMENT
1. Special Conditions. These Special Conditions are incorporated below by reference.
(a) Public Agency: Contra Costa County Public Works Department
(b) Consultant's Name &Address: TRS Consultants, Inc.
5000 Executive Parkway, Suite 310
San Ramon, CA 94583-4210
(c) Project Name, Number, & Location: Subdivision Inspection,
(d) Effective Date: March 1, 20014 (e) Payment Limit(s): $500,000.00
(f) Completion Date(s): December 31, 2005
2. Signatures. These signatures attest the parties'agreement hereto:
PUBLIC AGENCY CONSULTANT
By: Maurice M. Shiu
Public Works Director/ JD
*cz
ate official ca ity in the business Type of Business:
( oprietorship, government agency, partnership, corporation, etc.)
Ior n State of ncorporation:
(Designate official capacity in the business)
Note to Consultant: For corporations, the contract must be signed by two officers. The first signature must be that of the
chairman of the board, president, or vice-president; the second signature must be that of the secretary, assistant secretary,
chief financial officer,or assistant treasurer.(Civ.Code,Sec. 1190 and Corps.Code.Sec.313.)The acknowledgment below
must be signed by a Notary Public.
CERTIFICATE OF ACKNOWLEDGMENT
State of California )
ss.
County of )
On the date written below, before me, the undersigned Notary Public, personally appeared the persoq�5 signing above for
Consultant,personally known to me or proved t me on the basis of satisfactory evidence)to be the person(Cwhose name
aloar subscribed tot e within instrument and acknowledged to me that lie/ E executed the same in.bisfhe �e
rized capacit�(,� and that by h�s#►er signatureaon the instrument the person, or the entity upon behalf of
which the person(Vacted, executed the instrument.
WITNESS gay hand and official seal.
Dated:
,.M ary Public
rr
Z.GMY T��
Com# 1430(315
Notary Pubic -C04forria
Cama Costa County
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3. Parties. Effective on the above date,the above-named Public Agency and Consultant mutually agree and promise as
follows:
4. Employment. Public Agency hereby employs Consultant, and Consultant accepts such employment, to perform the
professional services described herein, upon the terms and in consideration of the payments stated herein.
5. Scope of Service. Scope of service shall be as described in Appendix A, attached hereto and made a part hereof by
this reference.
6. Report Disclosure Section.Any document or written report prepared hereunder by Consultant,or a subcontractor,for
Public Agency shall contain,in a separate section,the numbers and dollar amounts of this contract and all subcontracts
relating to the preparation of such document or written report, provided that the payment limit specified in Sec. 1(e)
exceeds $5,000. When multiple documents or written reports are the subject or products of this agreement, the
disclosure section may also contain a statement indicating that the total contract amount represents compensation for
multiple documents or written reports.
7. Insurance. Consultant shall, at no cost to Public Agency, obtain and maintain during the terra hereof: (a)Workers'
Compensation Insurance pursuant to state law; (b) Professional Liability Insurance with minimum coverage of
$1,000,000.00 and a maximum deductible of $50,000.00; and (c) Comprehensive General or Commercial Liability
Insurance, including blanket contractual(or contractual liability)coverage,broad form property damage coverage,and
coverage for owned and non-owned vehicles,with a minimum combined single limit coverage of$1,000,000.00 for all
damages due to bodily injury,sickness or disease,or death to any person,and damage to property, including the loss
of use thereof, arising out of each accident or occurrence, and naming Public Agency, its/their governing bodies,
officers and employees as additional insureds. Consultant shall promptly furnish to Public Agency certificates of
insurance evidencing such coverage and requiring 30 days'written notice to Public Agency of policy lapse,cancellation
or material change in coverage.
8. Payment. Public Agency shall pay Consultant for professional services performed at the rates shown in Appendix B
attached hereto, which include all overhead and incidental expenses,for which no additional compensation shall be
allowed. Notwithstanding the foregoing, those incidental expenses specifically itemized in Appendix B shall be
reimbursable by Public Agency to Consultant,provided that Consultant submits copies of receipts and,if applicable,a
detailed mileage log to Public Agency. In no event shall the total amount paid to Consultant exceed the payment limits)
specified in Sec. 1(e) without prior written approval of the Public Agency. Consultant's billing statements shall be
submitted at convenient intervals approved by Public Agency and shall list, for each item of services, the employee
categories, hours and rates. Public Agency will pay consultant in accordance with the requirements of Civil Code
Section 3320 as applicable.
9. Status. The Consultant is an independent contractor, and shall not be considered an employee of Public Agency.
10. Time for Completion. Unless the time is extended in writing by Public Agency,Consultant shall complete all services
covered by this Agreement no later than the Completion Date(s)listed above.
11. Record Retention and Auditing. Except for materials and records delivered to Public Agency,Consultant shall retain al;
materials and records prepared or obtained in the performance of this Agreement, including financial records, for a
period of at least five years after Consultant's receipt of the final payment under this Agreement.Upon request by Public
Agency, at no additional charge, Consultant shall promptly make such records available to Public Agency, or to
authorized representatives of the state and federal governments,at a convenient location within Contra Costa County
designated by Public Agency, and without restriction or limitation on their use.
12. Documentation.Consultant shall prepare and deliver to Public Agency at no additional charge, the items described In
Appendix A to document the performance of this Agreement and shall furnish to Public Agency such information as is
necessary to enable Public Agency to monitor the performance of this Agreement.
13. Ownership of Documents.All materials and records of a finished nature, such as final plans, specifications, reports,
and maps,prepared or obtained in the performance of this Agreement,shall be delivered to and become the property of
Public Agency.All materials of a preliminary nature,such as survey notes,sketches,preliminary plans,computations
and other data, prepared or obtained in the performance of this Agreement,shall be made available,upon request,to
Public Agency at no additional charge and without restriction or limitation on their use.
14. Extra Work. Any work or services in addition to the work or services described in Appendix A shall be performed by
Consultant according to the rates or charges listed in Appendix B. In the event that no rate or charge is listed for a
particular type of extra work, Consultant shall be paid for the extra work at a rate to be mutually agreed on prior to
commencement of the extra work. In no event shall Consultant be entitled to compensation for extra work unless a
written authorization or change order describing the work and payment terms has been executed by Public Agency prior
to the commencement of the work.
15. Payment Retention. A retention will not be withheld for any"on-call"work.
16. Termination by Public Agency.At its option,Public Agency shall have the right to terminate this Agreement at any time
by written notice to Consultant,whether or not Consultant is then in default. Upon such termination, Consultant shall,
without delay, deliver to Public Agency all materials and records prepared or obtained in the performance of this
Agreement, and shall be paid, without duplication, all amounts due for the services rendered up to the date of
termination.
17. Abandonment by Consultant. In the event the Consultant ceases performing services under this Agreement or
otherwise abandons the project prior to completing all of the services described in this Agreement, Consultant shall,
without delay, deliver to Public Agency all materials and records prepared or obtained in the performance of this
Agreement, and shall be paid for the reasonable value of the services performed up to the time of cessation or
abandonment,less a deduction for any damages or additional expenses which Public Agency incurs as a result of such
cessation or abandonment.
18. Breach. In the event that Consultant fails to perform any of the services described in this Agreement or otherwise
breaches this Agreement, Public Agency shall have the right to pursue all remedies provided by law or equity. Any
disputes relating to the performance of this Agreement shall not be subject to non-judicial arbitration. Any litigation
involving this Agreement or relating to the work shall be brought in Contra Costa County,and Consultant hereby waives
the removal provisions of Code of Civil Procedure Section 394.
19. Compliance with Laws. In performing this Agreement, Consultant shall use due professional care to comply with all
applicable laws, statutes, ordinances, rules and regulations, whether federal, state, or local in origin. This includes
compliance with prevailing wage rates and their payment in accordance with California Labor Code, Section 1775.
20. Assignment. This Agreement shall not be assignable or transferable in whole or in part by Consultant, whether
voluntarily,by operation of law or otherwise;provided,however,that Consultant shall have the right to sub-contract that
portion of the services for which Consultant does not have the facilities to perform so long as Consultant notifies Public
Agency of such subcontracting prior to execution of this Agreement.Any other purported assignment,transfer or sub-
contracting shall be void.
21 Subcontracting.All subcontracts exceeding$25,000 in cost shall contain all of the required provisions of this contract.
Consultant will pay each subconsultant in accordance with the requirements of Civil Code Section 3321 as applicable.
22. indorsement on Plans.Consultant shall endorse all plans,specifications,estimates,reports and other items described
in Appendix A prior to delivering them to Public Agency,and where appropriate, indicate his/her registration number.
23. Patents and Copyrights,The issuance of a patent or copyright to Consultant or any other person shall not affect Public
Agency's rights to the materials and records prepared or obtained in the performance of this Agreement.Public Agency
reserves a license to use such materials and records without restriction or limitation, and Public Agency shall not be
required to pay any additional fee or royalty for such materials or records.The license reserved by Public Agency shall
continue for a period of fifty years from the date of execution of this Agreement, unless extended by operation of law or
otherwise.
24. Indemnification. Consultant shall indemnify, defend, save, protect, and hold harmless Public Agency, its governing
body, officers, employees, representatives, and agents ("Indemnitees") from any and all demands, losses, claims,
costs,suits,liabilities,and expenses for any damage,injury,or death(collectively"Liability")arising directly or indirectly
from or connected with the services provided hereunder which is caused,or claimed or alleged to be caused,in whole
or in part, by the negligence or willful misconduct of Consultant, its officers, employees, agents, contractors,
subconsultants,or any persons under its direction or control and shall make good to and reimburse Indemnitees for any
expenditures, including reasonable attorneys'fees and costs, the Indemnitees may make by reason of such matters
and , if requested by any of the Indemnitees,shall defend any such suits at the sole cost and expense of Consultant.
Consultant's obligations under this section shall exist regardless of concurrent negligence or willful misconduct on the
part of the Public Agency or any other person; provided, however, that Consultant shall not be required to indemnify
Indemnitees for the proportion of liability a court determines is attributable to the negligence or willful misconduct of the
Public Agency,its governing body,officers,or employees. This indemnification clause shall survive the termination or
expiration of this Agreement.
25. Heirs, Successors and Assiqns. Except as provided otherwise in Section 20 above,this Agreement shall inure to the
benefit of and bind the heirs, successors, executors, personal representatives, and assigns of the parties.
26. Public Endorsements. Consultant shall not in its capacity as a Consultant with Public Agency publicly endorse or
oppose the use of any particular brand name or commercial product without the prior approval of the Public Agency's
governing board. In its Public Agency Consultant capacity, Consultant shall not publicly attribute qualities or lack of
qualities to a particular brand name or commercial product in the absence of a well-established and widely accepted
scientific basis for such claims or without the prior approval of the Public Agency's governing board. In its Public
Agency Consultant capacity,Consultant shall not participate or appear in any commercially-produced advertisements
designed to promote a particular brand name or commercial product, even if Consultant is not publicly endorsing a
product,as long as the Consultant's presence in the advertisement can reasonably be interpreted as an endorsement
of the product by or on behalf of Public Agency. Notwithstanding the foregoing,Consultant may express its views on
products to other Consultants,the Public Agency's governing board, its officers,or others who may be authorized by
the Public Agency's governing board or by law to receive such views.
27. Pr-ooiect Personnel. In performing the services under this Agreement, Consultant shall use the personnel listed in
Appendix C, attached hereto and made a part hereof by this reference. Changes in project personnel may only be
made with Public Agency's written consent,and Consultant shall notify Public Agency in writing at least thirty(30)days
in advance of any proposed change. Any person proposed as a replacement shall possess training,experience and
credentials comparable to those of the person being replaced.
28. Disadvantaged Business Enterprise(DBE) Requirements Federal aid proiects on!y).- Consultant shall comply with
all applicable provisions of 49 CFR, Parts 23 and 26, and the County's Disadvantaged Business Enterprise (DBE)
Program, which are incorporated into this Agreement by reference. In addition, in performing services under this
Agreement, Consultant shall utilize all DBEs listed in Consultant's written response to the Public Agency's request
for qualifications or request for proposal and shall pay to the listed DBEs the estimated amounts listed in Appendix
B attached to this Agreement. The Consultant shall not substitute a listed DBE at any time or decrease the
amount to be paid to a listed DBE without the advance,written consent of the Public Agency. If a listed DBE is
proposed to be replaced, Consultant shall make a good faith effort to replace the original DBE with another DBE
and shall submit to Public Agency written documentation of such effort.
29. Federal Cost Principles and Procedures (Federal aid projects only). Consultant shall comply with the following
provisions,which are incorporated into this Agreement by reference:(a)the cost principles for allowability of individual
items of costs set forth in 48 CFR, Chapter 1,Part 31: (b)the administrative procedures set forth in 49 CFR, Part 18;
and (c) the administrative procedures for non-profit organizations set forth in (SMB Circular A-110, if applicable to
Consultant. In the event that payment is made to Consultant for any costs that are determined by subsequent audit to
be unallowable under 48 CFR, Chapter 1, Part 31, Consultant shall refund the payment to Public Agency within 30
days of written request from Public Agency. Should Consultant fail to do so, and should the Public Agency file legal
action to recover the refund, Consultant shall reimburse the Public Agency for all attorney's fees, costs, and other
expenses incurred by Public Agency in connection with such action.
Attachments:Appendix A,Appendix S,Appendix C
Form approved by County Counsel(11100)
G:\GrpOata\Const\ContractslCSA\2004\CSA-TRS-OnCaliSub tnspec.doc
April 21, 2004
Appendix A
Scope of Services
TRS Consultants, Inc. (Consultant) will provide on-call subdivision/permit
inspection services assisting Contra Costa County Public Works (County) staff in
performing subdivision inspection and permit inspections for public and private
improvements. Facilities to be inspected may include grading, underground
utilities, roadway improvements, sidewalks, retaining walls, culverts, creek
repairs, detention basins, and other public works improvements.
Consultant will provide a Project Manager, James Michael Schaaf, who will be
the primary contact with the County staff. Inspectors will report to a lead County
inspector for daily assignments and to address field issues as they develop.
Except where safety concerns require immediate action, County staff will be
making all decisions relating to corrective actions.
Consultant will perform some or all of the following tasks as part of the services
provided:
1. Review the approved construction plans, specifications, project schedule
and County standard plans and specifications to be thoroughly prepared
for the work.
2. Attend pre-construction meeting (if required) with County representatives,
Contractor and other consultants as necessary to discuss the approved
plans and applicable standards and specifications of the County.
3. Perform daily observations and prepare daily written reports focusing on
the quality of the work performed, staff levels and progress.
4. Inspect all on-site and off-site Public Works and subdivision improvements
on a daily basis to assure that all improvements to be constructed are as
designed and are within tolerances.
5. Photographs will be taken, as may be required, of existing facilities and
public improvements to substantiate before and after conditions.
6. Adequate records will be kept during the course of the work of the on-
going construction to verify the as-built drawings are complete.
7. Coordinate the construction of all County and other utilities to minimize
interferences with the subdivision improvements.
C:\N4ike Schaaf\Contra Costa County Inspection\2004AppendixA.doc
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Appendix A (continued)
8. Review and coordinate schedules, review materials, shop drawings,
requests for information and performance test results, check all certificates
of compliance and evaluate the need for corrective action that may be
required.
9. Follow all applicable County standards and procedures and any state and
federal requirements as appropriate.
10.Monitor the contractor's work and attempt to minimize the impacts upon
public safety and convenience.
11.Review traffic control measures on a daily basis. Verify the placement of
warning signs and other safety devices to meet County standards and
approved traffic control plans.
12.When it is required, assure that advanced written notice is given to the
residents of nearby property or the general public informing them of the
work to take place that might affect them.
13.Maintain an awareness of and monitor air pollution so that it is minimized
and that the storm water pollution prevention program is followed during
the course of the work.
14.Identify actual and potential problems associated with the construction and
recommend sound solutions to the County.
15.Assist the County in conducting final inspection, prepare punch list,
conduct closeout and recommend final acceptance to the County. Review
as-built drawings for conformance with the completed work.
16.Oversee compliance with environmental requirements.
17.Coordinate materials sampling and testing.
18.Obtain samples of materials such as soils, base materials, asphalt and
Portland cement concrete for testing and quality assurance needs.
19.Provide geotechnical support as needed for the County Materials Lab.
C:\Mike Schaaf\Contra Costa County Inspection\2004AppendixA.doe
April 21,2004
April 21, 2044
Appendix B
Rate Schedule For Contra Costa County
Subdivision Inspection
Estimated Gates: April 27, 2004 to December 31, 2004
Services
Position Type Rate! Hr
(Note 1)
Project Manager, P.E. Regular $125.00
Traffic Engineer, P.E. Regular $ 98.00
Overtime $115.00
Resident Engineer/Inspector Regular $105.00
Overtime $123.50
Structures Inspector Regular $ 94.00
Overtime $110.50
Public Works Inspector II Regular $ 94.00
Overtime $110.50
Public Works Inspector I Regular $ 92.00
Overtime $108.00
Engineering Technician Regular $ 68.00
Overtime $ 80.00
Clerical Regular $ 52.00
Overtime $ 61.00
Nates:
1. Rates are valid through December 31,2004 and include vehicle,mobile
telephone, rudimentary tools and personal safety equipment.
C:VMike Schaaf\Contra Costa County Inspection\2004AppendixB.doc Created on April 21,2004
Apri121, 2004
Appendix C
Project Personnel
Subdivision Inspection Services
Position Staff
Project Manager/Quality Control Jarnes Michael Schaaf, P.E.
Traffic Engineer Adam Gee, P.E.
Resident Engineer/Inspector TBD
Structures Inspector Dean McGee
Public Works Inspector II Tony Hosak
Public Works Inspector II Steve Kusiak
Public Works Inspector I Gary Brennan
Engineering Technician TBD
Clerical TBD
C:\Mike SchaaRContra Costa County Inspection12004AppendixC..doc
Created on April 21,2004