Loading...
17-DISCUSS/ACT ON RES APPROVING PROFESSIONAL SERVICES CONTRACT WITH HAYTER ENG FOR TRAIL DE PARISSubmittal Date: 09-28-2012 Council Date: 10-08-2012 CITY COUNCIL AGENDA ITEM BRIEFING SHEET Originating Department: Engineering, Planning & Development RECOMMENDED MOTION: Presented By: Shawn Napier, P.E. Director of Engineering, Planning & Agenda Item No.: 17. Discuss and act on resolution approving a professional services contract with Hayter Engineering for the design, plans and specifications for Trail de Paris extension from SE 8�' St. to SW 4�' St. POLICY ISSUE(S�: Contract BACKGROUND: The City of Paris was awarded a recreational trail grant in the amount of $160,000 from Texas Parks and Wildlife for this extension. The Trail de Paris currently extends from the eastern city limits to SE 8�' St. This project will be the first rails with trails project when completed. The City has been in the process of acquiring Right-of-Way and easements for the project. The following foundations have donated money to the project: First Federal Community Bank Foundation $25,000, Legacy Foundation $25,000, Liberty National Bank $6,000 and Guaranty Bond Bank $5,000. The overall project cost is estimated at $289,000. The grant will provide $160,000 and the donations $61,000 which will leave the City's portion at $68,000 of cash and in-kind services. $50,000 has been budgeted in the 2012-2013 budget year. The remainder will be in-kind services such as clearing and grubbing, tree removal, stripping, etc. BOARD�COMMISSION RECOMMENDATION: EXHIBITS: Resolution, agreement ACTION: ❑ Financial Report ❑ Department Report ❑ Presentation ❑ Public Hearing FisC.�. NoTES: ❑ Minute Order � Resolution ❑ Ordinance ❑ Other BUDGET INFO: Expense $24,000.00 Budgeted Amt. $ YTD Actual $ Acct. Name Acct. Number City of Paris Revised 2/04/08 -- 109 Draft RESOLUTION N0. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS; APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH HAYTER ENGINEERING INC., FOR THE TRAIL DE PARIS EXTENSION FROM SE 8TH STREET TO SW 4TH STREET; AUTHORIZING THE CITY MANAGER TO EXECUTE ALL NECESSARY DOCUMENTS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Paris operates and maintains the Trail de Paris, a paved hike & bike trail that runs from 8th Street SE and east to the city limit line of the City of Paris, Texas; and, WHEREAS, The City of Paris has been awarded a Texas Parks & Wildlife (TP&W) Recreational Trail Grant in the amount of $160,000.00. This year's budget has $50,000.00 set aside for this project. First Federal Community Bank Foundation and Legacy Foundation have both pledged $25000.00 toward the project and Liberty Bank $6000.00, Guaranty Bond Bank $5,000.00. The overall project cost is estimated at $289,000; and, WHEREAS, The City's portion of the project is $68,000.00 with $50,000.00 being budgeted for 2012-2013 and the remainder being in-kind services such as clearing and grubbing, tree removal, stripping, etc. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the City Council of the City of Paris, Texas hereby approves the Engineering Proposal from Hayter Engineering for the Trail de Paris project from SE 8� Street to SW 4� St., as specified in the Engineering Proposal and Agreement attached hereto as Exhibit "A". Section 3. That the City Manager is authorized to execute all documents necessary to accept the Engineering Proposal and commence the project. Section 4. This resolution shall be effective immediately upon passage. - 110 DULY PASSED AND APPROVED this 8th day of October, 2012. ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney A.J. Hashmi, M.D., Mayor -- 111 AGREEMENT FOR PROFESSIONAL SERVICES This AGREEMENT is entered into by the City of Paris, a home-rule municipal corporation, hereinafter called "CITY", and HAYTER ENGINEERING, INC., a Texas corporation, acting herein through a duly authorized officer, herein called "ENGINEER", because CTTY desires ENGINEER'S services in connection with engineering services for a Trail de Paris Extension from 8�' SE to 4�` SW. WITNESSETH: For the mutual promises and benefits herein described, the parties agree as follows: 1. Term of AGREEMENT: This AGREEMENT shall become efFective on the day it is executed, and shall continue in effect thereafter until the services provided for herein have been performed, or until terminated as provided herein. 2. Services to be Performed bv ENGINEER: Engineer sha11 diligently andtimelyperform the services described in the Scope of Services attached hereto and incorporated herein by reference as Exhibit A. CITY may request additional services of any type normally rendered by ENGINEER. These will be called "Additional Services," and compensation shall be determined as per Section 3(b) hereof. Basic services during the construction period, if any such services are included in this AGREEMENT, aze understood to be for the time of completion initially specified in the corresponding construction contract, and services beyond that time, including services as expert witness or assisting in litigation, or services due to failure of the CONTRACTOR to complete on time, will be deemed additional services. 3. Compensation of ENGINEER: City sha11 pay ENGINEER as follows: (a) Design Plans and Specifications, including Bid and Award, $12,000. (b) CITY sha11 pay ENGINEER for additional services requested by CTTY, at the hourly rates on Exhibit B hereto, plus reimbursable expenses. (c) ENGINEER may submit monthly statements for basic and additional services. These will be based upon ENGINEER'S estimate of services completed at the time, and CITY shall make prompt payments. If CITY fails to pay ENGINEER within sixty (60) calendar days of the receipt of ENGINEER' S statement, the amounts due ENGINEER shall increase at the rate of one percent (1 %) a month. ENGINEER may, a.fter giving seven (7) days written notice to CITY, suspend services until paid. (d) In the event of termination by CITY, ENGINEER sha11 be entitled to payment for services rendered through receipt of termination notice. 1 112 (e) "Reimbursable expenses" include, but are not limited to, long distance telephone, postage, equipment, expendables, mileage, subcontractors or special consultants, freight, testing fees, copies, and blueprints. Where special consultants or subcontractors are used as additional services, the ENGINEER'S reimbursement shall include a service charge equal to 5% of the subcontractor's invoice amount. 4. Services to be Performed b��CITY: CITY shall: (i) designate a specific person as CITY's representative; (ii) provide ENGINEER with any previous studies, reports, data, budget constraints, special CITY requirements, or other pertinent information known to OWNER; (iii) ensure access for the ENGINEER to properties necessary for performance of the ENGINEER' S work; (iv) provide legal, accounting, or insurance consultants, financial advisors or other similar specialists as required for the project; (v) make prompt payments in response to ENGINEER' S statements; and (vi) respond in a timely fashion to requests from the ENGINEER. ENGINEER is entitled to rely upon and use, without independent verification and without liability, a11 information and services provided by CITY or CITY's appointees, or with respect to buried utilities, the utility providing service in the project azea. 5. Termination: The obligation to provide further services under this AGREEMENT may be terminated by either party upon ten (10) calendar days written notice, in the event of substantial failure by the other party to perform in accordance with the terms hereof. 6. Reuse of Documents: All documents prepared by ENGINEER are instiuments of service for the specific project contemplated under this AGREEMENT. They are not intended for reuse on extensions of that project, or on any other project. Any reuse without written verification or adaptation by ENGINEER for the specific purpose intended will be at OWNER's sole risk and without liability to ENGINEER. 7. Notices: Any notices to be given hereunder by either party to the other may be effected either by personal delivery, in writing, or by registered or certified mail. 8. Sole Parties and Entire AGREEMENT: This AGREEMENT shall not create any rights or benefits to anyone except the CITY and ENGINEER, and contains the entire agreement between the parties. Oral modifications to this agreement sha11 have no force or effect. 9. Texas Law to Applv; Successors; Construction: This AGREEMENT sha11 be conshued under and in accordance with the laws of the State of Texas. It shall be binding upon, and inure to the benefit of, the parties hereto and their representatives, successors and assigns. Should any provisions in this AGREEMENT later be held invalid, illegal or unenforceable, they shall be deemed void, and this AGREEMENT shall be construed as if such provision had never been conta.ined herein. 10. Other Provisions: The parties hereto further agree as follows: (a) Indemnification. ENGINEER shall release, indemnify and hold CITY and its o�cers, agents and employees harmless from and against all damages, injuries 2 - - 113 (including death), claims, properry damages (including loss of use), losses, demands, suites, judgments and costs, including reasonable attorney's fees and expenses, in any way arising out of, related to, or resulting from the services provided by ENGINEER but only to the extent caused by the negligent act of omission or intentional wrongful act of omission of ENGINEER, its off cers, agents, employees, subcontractors, licensees, invitees or any other third parties for whom ENGINEER is legally responsible (hereinafter "Claims"). ENGINEER is expressly required to defend CITY against all such Claims (b) Any opinion of the probable construction cost prepared by the ENGINEER represents only his judgment as a design professional and is supplied for the general guidance of the CITY. Since the ENGINEER has no control over the cost of labor and material, or many other factors, the ENGINEER does not imply nor guarantee the accuracy of such opinions. If the CITY elects to redesign or rebid the project to reduce costs, ENGINEER' S services for such rebidding or redesign shall be additional services. (c) The ENGINEER has not been retained or compensated to provide design and construction review services relating to any construction contractor's safety precautions or to means, methods, techniques, sequences, or procedures required for the contractor to perform his work, but not relating to the final or completed structure. The ENGINEER does not in any manner guarantee the performance of the construction contractors. (d) ENGINEER wi11 strive to perform services hereunder in a ma.nner consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing in the same locality under sunilar conditions. No other representation, express or implied, and no warranty or guarantee is included or intended in this AGREEMENT, or in any report, opinion, document, or otherwise. (e) Delivery of Electronic Files — In accepting and utilizing any drawings, reports and data on any form of electronic media from the ENGINEER, CITY agrees that such files are instruments of service of the ENGINEER, solely for this particular Project. The CITY agrees not to reuse these electronic files for any purpose other than of the Project. The CITY agrees to waive a11 claims against the ENGINEER resulting from any unauthorized changes to or reuse of the electronic files for any other project. Electronic files furnished by either party shall be subject to an acceptance period of sixty (60) days. After the acceptance period, the electronic files shall be deemed to be accepted and neither party sha11 have any obligation to correct errors or maintain electronic files. In the event of a conflict between the hard-copy construction documents and record drawings prepared by the ENGINEER and the electronic files, the signed and sealed hard-copy construction docuxnents shall govern. 3 114 In addition, the CITY agrees, to the fullest extent permitted by law, to release the ENGINEER, its officers, directors, employees and subconsultants against all damages, liabilities or costs, including reasonable attorneys' fees and defense costs, arising from any changes made by anyone other than the ENGINEER or from any reuse of the electronic files. (� Independent Contractor. ENGINEER covenants and agrees that ENGINEER is an independent contractor and not an office, agent, servant or employee of CITY; that ENGINEER sha11 have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons performing same, and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants; that the doctrine of respondent superior shall not apply as between CITY and ENGINEER, its officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be construed as creating partnership or joint enterprise between CITY and ENGINEER. (g) No Assignment. ENGINEER covenants and agrees that during the term of this agreement, the services to be provided hereunder remain the sole responsibility of ENGINEER, and that ENGINEER sha11 not during the term of this agreement assign, subcontract, or in any other way authorize or retain other parties to provide such services without the express written consent of CITY. (h) Venue. The parties agree that the laws of the State of Texas shall govern this Agreement, and that all aspects of this Agreement aze performable in Lamar County, Texas. Exclusive venue for any claim or lawsuit arising out of or related to this Agreement shall Iie in Lamar County, Texas. 11. Amendments to this contract shall be in writing, and be signed by the appropriate authorized parties for both CITY and ENGINEER. IN WITNESS WHEREOF, the parties, having read and understood this AGREEMENT, have executed such in duplicate copies, each of which sha11 have fu11 dignity and force as an original, on the 26th day of Januar�_, 2012. ENGINEER: HAYTER ENGINEERING, INC. OWNER: By: r By: ATTEST: ATTEST: � ��� (Corporate Se.al) 4 115 (Seal) EXIiIBIT A BASIC SERVICES OF ENGINEER 2.1 General The Project contemplated herein will consist of recreational trail improvements, extending the existing Trail de Paris from 8�' SE to 4`� SW. ENGINEER shall provide for CITY professional engineering services as hereinafter provided. These services will include providing professional engineering consultation and advice and furnishing customary civil services incidental thereto. 2.2 Preliminarv Design Phase 2.2.1 Consult with CITY to clarify and define CITY'S requirements for the Project and review available data. 2.2.2 Advise CITY as to the necessity of CITY providing or obtaining from others, data or services outside those of ENGINEER described herein, and assist CITY in obtaining same. 2.2.3 Identify and analyze requirements of governmental authorities having jurisdiction to approve the design of the Project and participate in consultations with such authorities. 2.3 Final Design Phase, Drawin�s and Specification Phase 2.3.1 Prepare final drawings to show the general scope, extent and character of the work of CONTRACTOR ("Drawings"), and Technical Specifications. 2.3.2 Provide technical data for CITY'S use in obtaining approval of governmental authorities having jurisdiction to approve the design of the Project, and assist CITY in consultations with said approval authority. 2.3.3 Advise CITY of any adjustments to the latest opinion of probable Total Project Costs. 2.3.4 Prepare for review and approval by CITY, its legal counsel and other advisors, contract agreement forms, general conditions, and supplementary conditions, and bid forms, invitations to bid and instructions to bidders, and assist in the preparation of other related documents. 23.5 Furnish one copy of the above documents and of the Drawings and Specifications and present and review them with CITY. 5 - - 116 2.4 Construction Phase - If requested by CITY, any of the following construction phase services may be provided by the ENGINEER, to be paid at ENGINEER' S per diem rates, EXHIBIT B. 2.4.1 ENGINEER shall consult, advise, and act as CITY'S representative as provided in the construction contract. All of CITY'S instructions to CONTRACTOR will be issued through ENGINEER who will have authority to act on behalf of CITY to the extent provided in said construction contract. 2.4.2 In connection with observations of the work of CONTR.ACTOR while it is in progress: 2.4.2.1 ENGINEER shall make visits to the site at intervals ENGINEER deems necessary, in order to observe the progress and quality of the CONTRACTOR'S work. Based on information obtained during such visits and on such observations, ENGINEER shall endeavor to determine in general, if such work is proceeding in accordance with the contract documents. 2.4.2.2 If requested by CITY or recommended by ENGINEER and agreed to in writing by CITY, an on-site observer will be furnished, to act as directed by ENGINEER in order to assist ENGINEER in observing performance of the work. Such services will be paid for as per Section 3b. The duties and responsibilities and the limitations on the authority of the on- site observer will be set forth in a separate e�ibit which is to be made a part of this Agreement before such services begin. 2.4.2.3 ENGINEER'S visits to, and representation by the on-site observer at the site, will enable ENGINEER to better carry out the duties and responsibilities assigned to ENGINEER during the Construction Phase, and, by exercise of ENGINEER'S efforts as an experienced and qualified design professional, provide CITY a greater degree of confidence that the completed work of CONTRACTOR will conform generally to the contract documents. ENGINEER shall not, however, during such visits or as a result of such observations, supervise, direct or have control over CONTRACTOR'S work, nor shall ENGINEER have authoriiy over or responsibility for the means, methods, techniques, sequences or procedures of construction selected by CONTRACTOR or for safety precautions and programs incident to the work, or for any failure of CONTR.ACTOR to comply with laws, regulations, codes or orders applicable to CONTRACTOR'S work. Accordingly, ENGINEER can neither guarantee the performance of the construction contracts by CONTRACTOR, nor assume responsibility for CONTRACTOR'S failure to furnish and perform their work in accordance with the contract documents. 2.4.3 Interpretations and Clarifications ENGINEER shall issue necessary interpretations and clarifications of the contract documents and in connection therewith prepare work directive changes and change orders, as required. 0 11'7 2.4.4 Shop Drawings & Substitutes ENGINEER shall review or take appropriate action, on substitute materials proposed by CONTR.ACTOR, shop drawings, samples and other data which CONTRACTOR is required to submit, but only for general conformance with the design concept of the project and the information given in the contract documents. Such review shall not e�rtend to means, methods, techniques, sequences or procedures of construction or to safety precautions and programs incident thereto. 2.4.5 Insnections and Tests ENGINEER sha11 have authority, as CITY'S representative, to require special inspection or testing of the work, and shall receive and review all certificates of inspections, testing and approvals required by laws, regulations, codes, orders or the contract documents, to determine generally that their content complies with the requirements of, and the results certified indicate compliance with, the contract documents. 2.4.6 Disputes between CITY and CONTRACTOR ENGINEER shall act as initial interpreter of the contract documents and judge of the acceptability of the work, and make decisions on all claims of CITY and CONTRACTOR relating to the acceptability of the work or the interpretation of the requirements of the contract documents. ENGINEER shall not be liable for the results of any such interpretations or decisions rendered in good faith. 2.4.7 Applications for Payment Based on ENGINEER'S observations as an experienced and qualified design professional, on information provided by the on-site observer and on review of applications for payment and the accompanying data and schedules; ENGINEER shall determine the amount owed to CONTRACTOR and recommend in writing payments to CONTRACTOR. This recommendation will constitute a representation to CITY that the work has progressed to the point indicated, and that, to the best of ENGINEER'S knowledge, information and belief, the quality of such work is generally in accordance with the contract documents. However, ENGINEER will not thereby be deemed to have made exhaustive, continuous or detailed reviews or examinations to check the quality or quantity of CONTRACTOR'S work as it is furnished, beyond the responsibilities specifically assigned to ENGINEER in this Agreement and the contract documents. ENGINEER'S review of CONTRACTOR'S work for the purpose of reconnmending payments will also not impose responsibility on ENGINEER to make any examination to ascertain how or for what purposes CONTRACTOR has used the monies paid on account 118 of the contract price, or to determine that title to any of the work, materials or equipment has passed to OWNER free and clear of any lien, claims, security interests or encumbrances, or that there may not be other matters at issue between CITY and CONTRACTOR that might affect the amount that should be paid. 2.4.8 Inspections ENGINEER shall conduct an inspection to determine if the work is substantially complete, and a final inspection to determine if the completed work is acceptable, so that ENGINEER may recommend final payment to CONTRACTOR. Any such recommendation is subject to the limitations expressed earlier herein. 2.4.9 Limitation of Responsibilities ENGINEER shall not be responsible for the acts or omissions of any CONTRACTOR, or its subcontractor, supplier, or any ofthe CONTRACTOR'S or subcontractor's suppliers, agents or employees, or any other persons (except ENGINEER'S own employees and agents) at the site or otherwise furnishing or performing any of the CONTRACTOR'S work; however, nothing contained in this section shall release ENGINEER from liability for failure to properly perform duties and responsibilities assumed by ENGINEER in the contract documents. SECTION 2.5 - ADDITiONAL ENGINEERING SERVICES The following "additional services" are known to be required at the time of this agreement, and are authorized at per diem rates shown as Exhibit A. These and other "additional services" which may be added as required will be paid for as additional services in accord with Section. 2.5.1 Topographic and Boundary Surveys - ENGINEER will provide field surveying necessary to design the project, including planimetric locations, elevations, and similar topographic information, inciuding boundary type surveys. The lump sum fee for this service is $6,000. 2.5.2 Accessibility Review - ENGINEER will obtain handicapped accessibility review for the project. ENGINEER's lump sum fee shall be $1,000. 2.5.3 Environmental Review — ENGINEER will obtain necessary environmental clearances for the project. The lump sum fee shall be $4,000 2.5.4 TxDOT Permits — ENGINEER will obtain TxDOT crossing permits for the project. The lurnp suxn fee sha11 be $1,000. : =� 1�9 EXHIBIT B Schedule of Per Diem Rates October 2011 Personnel Principals Proj ect Managers Project Engineer Intern Engineers Senior Technicians CAD Technician Draftsmen Administrative Assistant Environmentalist On-Site Observer Surveyor Survey Technician Survey Crew - 2 Man Party Survey Crew - 3 Man Party Hourly Rates 145.00 120.00 85.00 80.00 75.00 50.00 30.00 50.00 50.00 45.00 85.00 45.00 85.00 125.00 The schedule of per diem rates may be changed by the ENGINEER at his sole discretion. Time billed for per diem rate services shall be in minimum increments of'/o hour. � n . r...