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Staff Report & Attachment 1 PREPARED BY: LISA PETERSEN Assistant Parks and Public Works Director/Town Engineer Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and Public Works Director 110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 08/07/2018 ITEM NO: 6 DATE: JULY 27, 2018 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT FOR CONSULTANT SERVICES FOR MAP CHECK REVIEW AND SURVEYING SERVICES WITH KIER & WRIGHT CIVIL ENGINEERS & SURVEYORS, INC. IN AN AMOUNT NOT TO EXCEED $125,000. RECOMMENDATION: Authorize the Town Manager to execute a five-year agreement for consultant services for map check review and surveying services with Kier & Wright Civil Engineers & Surveyors, Inc. in amount not to exceed $125,000. BACKGROUND: In April of 2018, PPW staff posted a Request For Qualifications (RFQ) for Acting Town Surveyor Services on the Town’s webpage and sent the RFQ directly to three survey firms. It was also posted on the Town’s website for other firms to consider. The scope of the RFQ is to gain assistance in surveying services and for the firm to act as the Town Surveyor. The Town is required to use a licensed surveyor by California’s Subdivision Map Act Law for review and signing of development maps and other land development documents. Two firms submitted qualifications in response to the Town’s RFQ. Following the submittal of qualifications from these consultants, staff reviewed the materials and interviewed both consultants. DISCUSSION: As part of its Engineering Development Services, the Town conducts various mapping, map check review, and land surveying services. The Parks and Public Works Department does not PAGE 2 OF 3 SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT FOR CONSULTANT SERVICES FOR MAP CHECK REVIEW AND SURVEYING SERVICES WITH KIER & WRIGHT CIVIL ENGINEERS & SURVEYORS, INC., IN AN AMOUNT NOT TO EXCEED $125,000 JULY 27, 2018 C:\Users\slombardo\Downloads\Staff_Report_V2.docx 8/2/2018 3:23 PM DISCUSSION (cont’d): have a Town Surveyor on staff, so these services are performed by a consultant who acts as the Town Surveyor. This includes the review of parcel maps, final maps; legal descriptions and plats for lot line adjustments, easement and right-of-way dedications; certificates of compliance, and other documents for technical correctness, adherence to codes, ordinances, the Professional Land Surveyor’s Act, and the Subdivision Map Act. A number of complicated and sometimes invalid requests for lot line adjustments and map approvals come from developers looking to create new developable lots in the Town. These requests require review by an experienced survey consultant with extensive knowledge in the field of historical chain of title review to verify the validity of these requests. Following submissions from the two survey consultants, the Town interviewed both consultants which included CSG Consultants and Kier and Wright Civil Engineers and Surveyors, Inc. The interview panel included the Town Attorney, Town Engineer, and a member of the Town’s land development engineering staff. After review of the qualifications and a series of in-depth questions by the interview panel to determine the ability of the consultants to respond to the Town’s often unique surveying needs, the panel unanimously agreed that Kier and Wright was the most qualified consultant for the Town Surveyor role. In addition to their previous experience completing challenging mapping services for the Town, Kier and Wright has a total of 14 California registered land surveyors on staff and available to assist the Town with complicated land development applications. CONCLUSION: Staff recommends that the Town Council authorize the Town Manager to execute a Consultant Agreement with Kier & Wright Civil Engineers & Surveyors, Inc. (Attachment 1), in an amount not to exceed $125,000. COORDINATION: This report was coordinated with the Town Attorney and the Finance Department. FISCAL IMPACT: The Town will use fees and deposits collected from various development applications to pay for these services on a cost recovery basis. Additional surveying services within the scope of this PAGE 3 OF 3 SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT FOR CONSULTANT SERVICES FOR MAP CHECK REVIEW AND SURVEYING SERVICES WITH KIER & WRIGHT CIVIL ENGINEERS & SURVEYORS, INC., IN AN AMOUNT NOT TO EXCEED $125,000 JULY 27, 2018 C:\Users\slombardo\Downloads\Staff_Report_V2.docx 8/2/2018 3:23 PM FISCAL IMPACT (cont’d): contract to support Town projects would be allocated to those projects subject to availability of funds. ENVIRONMENTAL ASSESSMENT: The proposed agreement and related services are not a project defined under CEQA, and no further action is required. Attachment: 1. Agreement for Consultant Services with Kier & Wright Civil Engineers and Surveyors, Inc. Agreement for Consultant Services – Kier & Wright – Town Surveyor Services 2018 Page 1 of 6 AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT is made and entered into on August 7, 2018 by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and Kier & Wright Civil Engineers and Surveyors, Inc., (“Consultant”), whose address is 2850 Collier Canyon Road, Livermore, CA 94551. This Agreement is made with reference to the following facts. I. RECITALS 1.1 The Town desires to engage Consultant to provide services as the designated “Acting Town Surveyor” for various land development mapping services as needed. 1.2 The Consultant represents and affirms that it is willing to perform the desired work pursuant to this Agreement. 1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement. Consultant acknowledges Town has relied upon these warranties to retain Consultant. II. AGREEMENTS 2.1 Scope of Services. Consultant shall provide services as described in that certain Request for Statement of Qualifications for Town Surveyor Consultant Services 2018, which is hereby incorporated by reference and attached as Exhibit A. Services will include lot line adjustments, map review, vacations, review of right of way, Certificates of Compliance, plats and legals, dedications/proposed easements, easement abandonment, lot mergers and general land surveying services. The Consultant will review, sign and stamp documents as needed and identified in the State of California Subdivision Map Act on behalf of the Town. 2.2 Term and Time of Performance. This contract will remain in effect from August 7, 2018 to June 30, 2023. 2.3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Consultant represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos. 2.4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 2.5 Information/Report Handling. All documents furnished to Consultant by the Town and all reports and supportive data prepared by the Consultant under this Agreement are the Town’s property and shall be delivered to the Town upon the completion of Consultant's services or at the Town's written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the performance of its services Agreement for Consultant Services – Kier & Wright – Town Surveyor Services 2018 Page 2 of 6 pursuant to this Agreement are confidential until released by the Town to the public, and the Consultant shall not make any of these documents or information available to any individual or organization not employed by the Consultant or the Town without the written consent of the Town before such release. The Town acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and Town's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at Town's risk, unless Consultant expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant. 2.6 Compensation. Compensation for Consultant's professional services shall not exceed $125,000, inclusive of all costs. Payment shall be based upon Town approval of each task. 2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the service and shall be accompanied by a detailed explanation of the work performed by whom at what rate and on what date. Also, plans, specifications, documents or other pertinent materials shall be submitted for Town review, even if only in partial or draft form. Payment shall be net thirty (30) days. All invoices and statements to the Town shall be addressed as follows: Invoices: Town of Los Gatos Attn: Accounts Payable P.O. Box 655 Los Gatos, CA 95031-0655 2.8 Availability of Records. Consultant shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town. 2.9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the Town. 2.10 Independent Contractor. It is understood that the Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior written consent, the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless s uch litigation is Agreement for Consultant Services – Kier & Wright – Town Surveyor Services 2018 Page 3 of 6 brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing. 2.11 Conflict of Interest. Consultant understands that its professional responsibilities are solely to the Town. The Consultant has and shall not obtain any holding or interest within the Town of Los Gatos. Consultant has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify Town of this employm ent relationship, and shall, at the Town's sole discretion, sever any such employment relationship. 2.12 Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act. III. INSURANCE AND INDEMNIFICATION 3.1 Minimum Scope of Insurance: i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Consultant shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences. Agreement for Consultant Services – Kier & Wright – Town Surveyor Services 2018 Page 4 of 6 iv. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than $1,000,000 which is sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement. General Liability: i. The Town, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance required for professional errors and omissions. ii. The Consultant's insurance coverage shall be primary insurance as respects the Town, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers. iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the Town. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk. 3.3 Workers’ Compensation. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees. 3.4 Indemnification. The Consultant shall save, keep, hold harmless and indemnify and defend the Town its officers, agent, employees and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity that may at any time arise or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which may be occasioned by a willful or negligent act or omissions of the Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant. Agreement for Consultant Services – Kier & Wright – Town Surveyor Services 2018 Page 5 of 6 IV. GENERAL TERMS 4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara. 4.3 Termination of Agreement. The Town and the Consultant shall have the right to terminate this agreement with or without cause by giving not less than fifteen days (15) written notice of termination. In the event of termination, the Consultant shall deliver to the Town all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, Town shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. 4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Consultant. 4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal. 4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: Town of Los Gatos Attn: Town Clerk 110 E. Main Street Los Gatos, CA 95030 Kier & Wright Civil Engineers and Surveyors, Inc. 2850 Collier Canyon Road Livermore, CA 94551 or personally delivered to Consultant to such address or such other address as Consultant designates in writing to Town. 4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings. 4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, Agreement for Consultant Services – Kier & Wright – Town Surveyor Services 2018 Page 6 of 6 unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement. Town of Los Gatos by: Laurel Prevetti, Town Manager Recommended by: Matt Morley, Director of Parks and Public Works Consultant, by: Title Approved as to Form: Robert Schultz, Town Attorney