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CITY COUNCIL AGENDA ITEM NO. 08

Meeting Date: September 11, 2001

Subject/Title: Approval of Agreement for Contract Services with EIP Associates for Environmental Impact Report for Lone Tree Center project on Lone Tree, east of Empire

Submitted by: Mitch Oshinsky, AICP, Community Development Director

Approved by: Jon Elam, City Manager


RECOMMENDATION

Approve the Agreement for Contract Services with EIP Associates 

PREVIOUS ACTION

The preceding item on this Council Agenda is for approval of an Agreement with the applicant to pay the EIR costs. Prior to adoption of this Agreement, it is anticipated that Council would have approved that. 

BACKGROUND

By adoption of this Agreement, EIP Associates will prepare the Lone Tree Center EIR for the City. Adoption of this Agreement will have been preceded on the Council Agenda by adoption of an Agreement with the applicant to fund the EIR. 

EIP Associates, as a subconsultant to MIG, is currently preparing the EIR for the City’s General Plan Update. Due to their already being on board with environmental issues in Brentwood, and their knowledge of the area, in the interest of time, the applicant and City agreed it was most efficient to sole source this EIR to EIP.

FISCAL IMPACT

None 


AGREEMENT FOR CONTRACT SERVICES
WITH EIP ASSOCIATES FOR
ENVIRONMENTAL IMPACT REPORT FOR LONE TREE CENTER PROJECT 

PROFESSIONAL SERVICES AGREEMENT, made this 11th day of September, 2001, between the CITY OF BRENTWOOD (“CITY”), a municipal corporation, and EIP Associates ("CONSULTANT").

The CITY and CONSULTANT agree to the following:

SECTION 1. PURPOSE OF AGREEMENT. The CITY desires to engage a CONSULTANT to provide specific skills and technical expertise for temporary contract services within the Community Development Department. 

SECTION 2. PERFORMANCE BY CONSULTANT. The CONSULTANT shall undertake and prosecute the work diligently to conclusion, using that standard of care, skill and diligence normally provided by a professional person in the performance of such contract services in respect to work similar to that hereunder as follows:
a. Commence work immediately after: CONSULTANT's receipt of a verbal or written notice to proceed from the Community Development Director or authorized staff personnel, but no sooner than City Council approval of this Agreement.
b. The CONSULTANT shall perform any and all work needed to complete the tasks outlined in the CONSULTANT’S Proposal attached as Exhibit “A” and incorporated herein by reference, and which shall serve as the Scope of Work for the Environmental Impact Report (EIR) for the project, except as the Scope may be amended by mutual written agreement of the Community Development Director and authorized CONSULTANT representative.
c. The CONSULTANT shall complete the work mutually agreed upon within the time frame as shown in Exhibit A, or as may be amended by mutual agreement of the Community Development Director and authorized CONSULTANT representative.
SECTION 3. TERMINATION. This Agreement may be terminated by either the CITY or the CONSULTANT following thirty (30) days written notice of intention to terminate; thereafter, the CITY shall be liable to the CONSULTANT only for those fees and costs earned by CONSULTANT to the date of termination and which shall be substantiated by an itemized written statement certified and submitted to CITY by the CONSULTANT. The CITY's right of termination shall be in addition to all other remedies available under law to the CITY. The CONSULTANT is not entitled to unemployment benefits upon termination of this Agreement with the CITY. In any event, this Agreement shall expire at the time the work is completed.

SECTION 4. SUB-CONTRACTORS. None of the services covered by this Agreement shall be subcontracted without the prior written consent of the Community Development Director or his designee. The CONSULTANT shall be as fully responsible to the CITY for the acts and omissions of his sub-contractors, and of persons either directly or indirectly employed by them, as he is for the acts and omissions of himself and persons directly employed by him. The CONSULTANT shall incorporate this Agreement into all subcontractor agreements so as to bind the subcontractor to the same type of level of performance as is required herein of the CONSULTANT.

SECTION 5. ASSIGNMENT. This Agreement may not be assigned by CITY or CONSULTANT without prior, written consent of the other.

SECTION 6. INDEPENDENT CONTRACTOR. CONSULTANT shall in all respects be an independent contractor and not an employee of the CITY. In particular, CONSULTANT shall receive no premium or enhanced pay for work normally understood as overtime; nor shall CONSULTANT receive holiday pay, sick leave, administrative leave or pay for any other time not actually worked. Specifically, the CITY's rules, regulations, ordinances and memoranda of understanding relating to employee organizations shall not apply to any CONSULTANT. It is intended by the parties that CONSULTANT shall not be eligible for benefits and shall receive no compensation from the CITY, except as expressly set forth in this Agreement.

CONSULTANT is an independent contractor pursuant to Labor Code §3353. CONSULTANT shall be responsible for the means, equipment and resources necessary to perform the consultant services. CITY has no obligation to withhold or pay income taxes, unemployment and disability taxes, FICA or FUTA contributions, or PERS contributions. CITY shall file a Form 1099, where applicable, reflecting compensation paid to CONSULTANT. CONSULTANT shall be responsible for all employment taxes for all CONSULTANT’S employees.

SECTION 7. ADDITIONAL SERVICES. In addition to the ongoing services described herein, the CITY and CONSULTANT may agree in writing during the terms of this Agreement, that the CONSULTANT shall perform additional services found to be necessary. Such additional services shall not be undertaken by the CONSULTANT until there is an Agreement between the CITY and the CONSULTANT as to the scope of the services and the cost to perform said services and the CONSULTANT has received written authorization to proceed from the CITY.

SECTION 8. CONFIDENTIALITY. Any report, information, exhibits, data, materials or other work given to or prepared or assembled by the CONSULTANT under this Agreement shall be confidential and shall not be made available to any third person or organization by the CONSULTANT without prior written approval of the City Attorney. CONSULTANT is considered part of the City for purposes of protecting communications between CONSULTANT and City’s legal counsel under the attorney-client privilege.

SECTION 9. OWNERSHIP OF INFORMATION. All reports, exhibits, data, materials, or other work prepared by the CONSULTANT in compliance with this Agreement shall become the property of the CITY. The CONSULTANT shall deliver these items to the CITY, within thirty (30) days after the completion of the work. Materials will not be used for any other purposes without the expressed permission of the CONSULTANT.

SECTION 10. PAYMENT. In consideration of the CONSULTANT's performance of the work under this Agreement, 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", attached hereto and made a part hereof. Payment for CONSULTANT services shall not exceed $84,440, plus a 10% contingency of $8,444, without prior written approval by CITY. CONSULTANT will bill CITY every 30 days for work already performed. Payment by the CITY to the CONSULTANT shall be made within thirty (30) days after receipt of the CONSULTANT's acceptable, undisputed itemized billing. 

SECTION 11. ACCESS TO RECORDS. During the term of this contract and for a period of three (3) years after its termination or expiration, the CITY, or its duly authorized representatives, shall have access to any books, documents, papers and records of the CONSULTANT and of any sub-contractor of CONSULTANT, which are pertinent to this contract for the purpose of making audit, examination, excerpts and transcriptions. The CONSULTANT shall require any of his sub-contractors under this Agreement to comply with this provision.

The CITY shall have the right to access and audit the records of CONSULTANT for a period of three (3) years after the payment of any invoice. CONSULTANT shall keep records according to the following standards, at a minimum: All invoices shall provide a brief description and date of the work performed, segregated by CONSULTANT and any subcontractors as well as by task and/or deliverable work item. In the event CONSULTANT receives written consent under Section 4 to use subcontractors, CONSULTANT shall identify them by name and address on the invoice and list any and all labor, materials, or equipment charges incurred by subcontractor that are charged to the CITY. CITY shall not pay entertainment expenses of CONSULTANT or subcontractors.

SECTION 12. EXCLUSION OF LIABILITY; LIABILITY INSURANCE AND AGREEMENT TO HOLD HARMLESS. CONSULTANT shall indemnify and hold harmless the CITY and its officers, agents and employees from all claims arising out of the negligent acts, omissions, or misconduct of CONSULTANT, its sub-contractors and persons directly or indirectly employed by them of services under this Agreement. The Consultant shall be required to maintain liability insurance for the coverage and in the amounts as shown on Exhibit “B”. 

SECTION 13. JURISDICTION. This Agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from the Agreement shall be in Contra Costa County. If any part of this Agreement is found in conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full force and effect.

SECTION 14. ATTORNEY'S FEES. In the event either party to this Agreement brings an action to enforce or interpret this Agreement, the prevailing party in such action shall be entitled to reasonable attorney's fees, witness fees and legal costs. For purposes of this provision, "prevailing party" shall include a party which dismisses an action for recovery hereunder in exchange for payment of the sum allegedly due, performance of covenants allegedly breached, or consideration substantially equal to the relief sought in the action or proceeding.

SECTION 15. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS. Before commencing the services required hereunder, CONSULTANT shall disclose any potential conflicts of interest. "Conflicts of interest" include, without limitations, doing business with or investing with any company in the development, brokerage or appraisal industry within the sphere of influence of CITY. During the term of this Agreement, CONSULTANT shall refrain from any such conflicts of interest. CITY reserves its rights to terminate this Agreement based upon the disclosure of conflicts or the existence of conflicts not disclosed by CONSULTANT. 

CONSULTANT shall comply with all federal, State and Local laws, statutes, ordinances, rules and regulations affecting the performance of this Agreement, including without limitation laws requiring licensing and non-discrimination in employment because of race, creed, color, sex, age, marital status, physical or mental disability, national origin or other prohibited bases.

Effective date of this Agreement shall the date first above written.




CONSULTANT:

By: ____________________________________ 
(Authorized Signature)

Printed Name: ____________________________
Title: ___________________________________
Address: ________________________________
Phone: ________________ Fax: ____________ 



CITY OF BRENTWOOD:


_______________________________________ 
Jon Elam, City Manager


ATTEST:


_______________________________________ 
Karen Diaz, CMC, City Clerk


APPROVED TO AS TO FORM:


_______________________________________ Dated: ___________
Dennis Beougher, City Attorney




















EXHIBIT "B"
INSURANCE REQUIREMENTS

Without limiting Consultant’s indemnification obligations provided for above, Consultant shall take out and maintain at all times during the life of this Agreement the following policies of insurance with insurers possessing a Best Rating of not less than A, Class VII:

A. Consultant certifies that it is aware of the provisions of the California Labor Code which require every employee to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and Consultant certifies that he will comply with such provisions before commencing performance of this Agreement. The City is not responsible or liable for Consultant’s failure to comply with any and all of said requirements.

B. Commercial general liability coverage which is equivalent to the comprehensive general liability form and broad form comprehensive general liability endorsement. The insurance shall be in an amount of not less than $1 million combined, single limit personal injury and property damage for each occurrence.

C. Automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than $1 million combined single limit for each occurrence.

D. The commercial general liability and automobile liability insurance policy shall be endorsed with the following specific language:

1. The City of Brentwood, its elected or appointed officials, employees, agents and volunteers are included as additional insureds with regard to damages and defense of claims arising from activities performed by or on behalf of the Named Insured, and products and completed operations of the Named Insured.

2. The insurance afforded by this policy applies separately to each insured who is seeking coverage or against whom a claim is made or a suit brought.

3. The insurance provided for herein shall be primary insurance as respects the City, its elected or appointed officers, officials, employees, agents or volunteers. Any other insurance maintained by the City, its elected or appointed officers, officials, employees, agents or volunteers shall be in excess of this insurance and shall not contribute with it.

4. The insurance provided by this policy shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days written notice has been provided to the City by mail, return receipt requested.

5. Any failure to comply with the reporting requirements of the policy shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers.

E. Prior to commencing work under this Agreement, Consultant shall submit to the City documentation evidencing the above required insurance signed by the insurance agent and the companies named.

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