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CITY COUNCIL AGENDA ITEM NO. 07

Meeting Date: May 22, 2001

Subject/Title: Professional Consultant Services Agreement with Cordoba Consulting, Inc. for project management services for the Northwest Quadrant Infrastructure, CIP Project No. 336-3127 and the new railroad crossing for Sand Creek Road, CIP Project No. 336-3061

Submitted by: Engineering: J. Stevenson/K. Wahl

Approved by: Jon Elam, City Manager

RECOMMENDATION
Authorize the City Engineer to execute a Consultant Services Agreement with Cordoba Consulting, Inc. for project management services not to exceed $115,000 for the Northwest Quadrant Infrastructure, CIP Project No. 336-3127 and for the new railroad crossing needed for Sand Creek Road, CIP Project No. 336-3061.

PREVIOUS ACTION
None.

BACKGROUND
The Northwest Quadrant Infrastructure improvements include the phased construction of major street, sewer, water and storm drain facilities required to serve development of the northwest quadrant of the City. This project requires a high degree of management and coordination of the various components in order to obtain expeditious agency reviews and approvals.

A new railroad crossing is required for Sand Creek Road, CIP 336-3061. To comply with California Public Utilities Commission (PUC) requirements, an existing railroad crossing must be closed in order to receive approval for construction of a new crossing. A crossing eligible for closure has been identified in the town of Banta and will require approvals from the San Joaquin County Planning Commission and Board of Supervisors, Union Pacific Railroad and the PUC. Mr. Cordoba will assist with coordination efforts with San Joaquin County planning and public works departments, Banta School officials, Union Pacific Railroad and other involved entities in order to expedite the closure.

Cordoba Consulting, Inc. provides project management services for federally funded transportation projects to agencies statewide as well as acting as Project Manager for several federally funded transportation projects for the City of Brentwood. Staff is confident in his ability to successfully see these projects through to completion. Funding for this contract is available from salary savings.

Attachments:
Site Maps
Agreement

AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES OF CORDOBA CONSULTING INC.

This Agreement, made and entered into this 22nd day of May, 2001, by and between the CITY OF BRENTWOOD municipal corporation existing under the laws of the State of California, hereinafter referred to as “CITY”, and Cordoba Consulting, Inc. (CCI), with an office at 5368 Laurel Drive, Concord, California, hereinafter referred to as CONSULTANT”.

RECITALS

A. CITY desires certain professional consultant services hereinafter described.

B. CITY desires to engage CONSULTANT to provide these services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 – SCOPE OF SERVICES

The scope of services to be performed by CONSULTANT under this agreement is for professional project management services as described in Consultant’s proposal, attached hereto as Exhibit A and made a part hereof as may be required by the CITY for the Northwest Quadrant Infrastructure project, CIP 336-3127 and the Sand Creek Road project, CIP 336-3061.

SECTION 2 – DUTIES OF CONSULTANT

CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.

CONSULTANT represents that it is qualified to furnish the services described under this agreement.

CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.

It is understood that Eric Cordoba will be the designated representative providing services to the City and this designated representative shall not be replaced without the City’s approval.
SECTION 3 – DUTIES OF CITY

CITY shall provide pertinent information regarding its requirements for the project.

CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT’S work.

SECTION 4 – TERM

The services to be performed under this agreement shall commence on May 22, 2001, and be completed on May 22, 2002, as set forth in Exhibit A.

SECTION 5 – PAYMENT

Payment shall be made by CITY only for services rendered and upon submission of a payment request and CITY approval of the work performed. The CITY shall pay the CONSULTANT at the rates and for the hours actually performed by the CONSULTANT in accordance with the rates set forth in Exhibit “A” not to exceed $115,000.

SECTION 6 – TERMINATION

Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this agreement or suspend work on the Project for any reason upon ten (10) days’ written notice to CONSULTANT. CONSULTANT agrees to cease all work under this agreement upon receipt of said written notice.

Upon termination and upon CITY’S payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation. Upon termination or expiration of this agreement, the obligations of the parties shall cease, save and except from those provided under Sections 7,8,10, 11, 12, 14, 15, and 16.

SECTION 7 – OWNERSHIP OF DOCUMENTS

All documents prepared by CONSULTANT in the performance of this agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not. Use of the instruments of professional service by City for other than the project, is at CITY’S sole risk without legal liability or exposure to CONSULTANT.

SECTION 8 - CONFIDENTIALITY

All reports and documents prepared by CONSULTANT in connection with the performance of this agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.

SECTION 9 – INTEREST OF CONSULTANT

CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this agreement.

SECTION 10 – CONSULTANT’S STATUS

It is expressly agreed that in the performance of the professional services required under this agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this agreement.

SECTION 11 – INDEMNITY

CONSULTANT, in the performance of professional services, under this Agreement shall indemnify, defend, and hold harmless CITY, its directors, officers, employees and agents from any claim, loss, injury, damage, and expense and liability to the extent arising out of the negligence, errors, omissions, or wrongful acts of CONSULTANT, its employees, subcontractors, or agents. For liability for other liability arising out of professional services, CONSULTANT shall indemnify, defend, and hold harmless, CITY, its directors, officers, employees, and agents from any loss, injury, damage, and expense and liability resulting from injury to or death of any person and loss of or damage to property, or claim of such injury, death, loss or damage, caused by an act or omission in the performance under this Agreement by CONSULTANT, its employees, subcontractors, or agents, except for any loss, injury, or damage caused by the active negligence or willful misconduct of personnel employed by CITY. 

SECTION 12 – INSURANCE

The CONSULTANT shall provide and maintain:
A. Commercial General Liability Insurance, occurrence form, with a limit of not less than $1,000,000 each occurrence. If such insurance contains a general aggregate limit, it shall apply separately to this Agreement or be no less than two (2) times the occurrence limit.
B. Automobile Liability Insurance, occurrence form, with a limit of not less than $500,000.00 each occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles.
C. Errors and omissions insurance in the minimum amount of $1,000,000.00 aggregate.
D. Workers Compensation in at least the minimum statutory limits.
E. General Provisions for all insurance. All insurance shall:
1. Include the City of Brentwood, its elected and appointed officers, employees, and volunteers as additional insureds with respect to this Agreement and the performance of services in this Agreement. The coverage shall contain no special limitations on the scope of its protection to the above-designated insureds except for Workers Compensation and errors and omissions insurance.
2. Be primary with respect to any insurance or self-insurance programs of City, its officers, employees, and volunteers.
3. Be evidenced, prior to commencement of services, by properly executed policy endorsements in addition to a certificate of insurance.
4. No changes in insurance may be made without the written approval of the City Attorney's Office.

SECTION 13 - NONASSIGNABILITY

Personal Services of Consultant: Both parities hereto recognize that this agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.

SECTION 14 - RELIANCE UPON PROFESSIONAL SKILL OF CONSULTANT

It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work and will perform the work agreed to be done under this agreement utilizing a specialist standard of care and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT'S work by CITY does not operate as a release of consultant from said obligation.

SECTION 15 - WAIVERS

The waiver by either party of any breach or violation of any term, covenant, or condition of this agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of same or of any other term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deeded to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this agreement of any applicable law or ordinance.

SECTION 16 - COSTS AND ATTORNEYS FEES

Attorney fees in an amount not exceeding $85 per hour per attorney, and in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of the agreement. The above $5000 limit is the total of attorneys’ fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this agreement that neither party shall have to pay the other more than $5000 for attorneys’ fees arising out of an action, or actions to enforce the provisions of this agreement.

SECTION 17 - NON-DISCRIMINATION

CONSULTANT warrants that is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 18 - MEDIATION

Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a "blindfolded" process.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

SECTION 19 - ARBITRATION

After mediation above, and upon agreement of the parties, any dispute or claim arising out of or relating to this agreement may be settled by arbitration in accordance with the Construction Industry Rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The costs of arbitration shall be borne equally by the parties.

SECTION 20 - LITIGATION

CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT'S services under this agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT'S wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT'S standard hourly rates at the time of actual testimony.

SECTION 21 - NOTICES

All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: City of Brentwood
150 City Park Way
Brentwood, CA 94513

To CONSULTANT: Cordoba Consulting, Inc.
5368 Laurel Drive
Concord, CA 94521

SECTION 22 – AGREEMENT CONTAINS ALL UNDERSTANDINGS; AMENDMENT

This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.

This document may be amended only by written instrument, signed by both CITY and CONSULTANT

SECTION 23 – GOVERNING LAW

This agreement shall be governed by the laws of the State of California.

IN WITNESS WHEREOF, CITY and CONSULTANT have executed this agreement the day and year first above written.


EXHIBIT “A”

SCOPE OF SERVICES

Task #1 Description

1A Review Existing Data
Work under this task consists of reviewing all available technical and project development information on the project. Of particular interest are the planning and environmental documents for the project. The focus of the review will be to understand the specifics of the proposed infrastructure improvement project in order to provide critical strategic guidance related to near term action items. Specific tasks include:

· Review City General Plan, Roadway Master Plan and other pertinent project planning data files.
· Review associated City planning, design and environmental consultant contracts scope of work.
· Review preliminary project schedules if available.

1B Coordinate Initial Meetings and Set-up Key Program Elements
CCI will coordinate initial Project Development Team (PDT) meetings involving key project staff including City, County, and consultant staff. Other tasks include:
· Set up format for monthly reporting system including preparation of Initial PDT meeting minutes.
· Assist City staff to set up project budget spreadsheet.

1C Prepare Master Project Delivery Schedule
Work under this task includes preparing a Master Project Delivery Schedule for the four components of the infrastructure improvement project indicating all major tasks and necessary approvals needed in order to expeditiously move the projects to construction. This schedule will identify the critical path items and set the stage for achieving the common goal of delivering the project on time and within budget. In our experience reaching “consensus” as early as possible on the schedule is critical. Specific tasks include:

· Develop detailed task listing for specified project elements.
· Identify early requirements for critical items affecting target project completion date.
· Prepare Master Project Delivery Schedule.

1D Project Management Service for the Northwest Quadrant Infrastructure Improvements Project
Work under this task includes providing project management services for the preparation and delivery of the required deliverables for the project. This will include establishment and active participation in monthly PDT trend meetings for the project. These critical meetings serve as a mechanism to follow-up on outstanding action items and to coordinate with all involved parties including City, County and consultant staff. This task includes management of the following tasks:

· Set up and coordinate monthly PDT trend meetings including preparation of monthly meeting minutes.
· Coordinate and attend technical review meetings with City, County and consultant staff.
· Coordinate consultant meetings with local environmental, and regulatory agencies.
· Prepare monthly status reports.
· Monthly review and update of the Master Project Schedule.
· Monitor and review engineering and environmental deliverables of engineering consultant (plan checking services are excluded).
· Review consultant monthly invoices and status reports.
· Coordinate review of project deliverables with reviewing agencies.
· Monitor and assist in coordination of right of way acquisition activities.
· If required prepare and administer an RFP for additional consultant services including review and evaluation of consultant proposals and negotiation of consultant services contract.

Task #2 Description

2A Assist City staff with the Safe Route to School Project
Work under this task consists of assisting City staff with coordination efforts associated with the processing of the closure of the Banta School railroad crossing in San Joaquin County.

It is our understanding the City desires to expedite the closure of this railroad crossing in order to receive credit from San Joaquin County with Union Pacific Railroad for a future new railroad crossing along Sand Creek Road in Brentwood. Closure of this railroad crossing will require approvals from the San Joaquin County Planning Commission and Board of Supervisors, Union Pacific Railroad, and the California Public Utilities Commission.

Specific tasks include assisting City staff with coordination efforts with San Joaquin County planning and pubic works departments, Banta School officials, Union Pacific Railroad and other involved entities.


BUDGET

We propose a time and materials contract with the following estimated budgets for the above-described tasks:

Task 1A $5,000
Task 1B $5,000
Task 1C $5,000
Task 1D $85,000
Task 2A $15,000

Contract payment limit of $115,000 for a contract period of 12 months.



FEE SCHEDULE

CORDOBA CONSULTING, INC.
FEE SCHEDULE


Effective July 1, 2000


Hourly Rate

Project Manager $140.00
Administrative Assistant $65.00

Rates subject to change on July 1, 2001. Hourly rates include office overhead (routine clerical, local travel, etc.). Expenses (computer (CAD), printing, authorized entertainment, out of area travel, telephone, express mail, delivery, etc.) will be billed at cost plus 10%.

CORDOBA CONSULTING, INC reserves the right, in its discretion, to sub-contract portions of its projects to other qualified professionals. All costs and fees for any sub-contracted services will be billed at cost plus 10%.

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