HomeMy WebLinkAboutTetra Tech, Inc. - 2011-11-21 Council/Agency Meeting Held:
Deferred/Continued to:
*App ve ❑ Conditionally Approved ❑ Denied City rk's ignat r
Council Meeting Date: November 21, 2011 Department Number: PW 11-065
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Travis K. Hopkins, PE, Director of Public Works
SUBJECT: Approve Professional Services Contracts for On-Call Civil Engineering
Design Services with AECOM Corp., Lee and Ro, Inc., Tetra Tech,
Inc., Pacific Advanced Civil Engineering, Inc. (PACE), and VA
Consulting, Inc.
Statement of Issue: The Public Works Department requires professional civil engineering
services on an on-call or as-needed basis to support staff for the design and construction of
capital improvement projects.
Financial Impact: Funds are available within the budgeted capital improvement projects.
Additional City Council authorization will be requested for unbudgeted projects if necessary.
Recommended Action: Motion to:
A) Approve and authorize the Mayor and City Clerk to execute Professional Services
Contracts between the City of Huntington Beach and AECOM Corporation, Lee and Ro, Inc.,
and Tetra Tech, Inc. for On-Call Civil Engineering Design Services in the amount of $750,000
each;
B) Approve and authorize the Mayor and City Clerk to execute Professional Services
Contracts between the City of Huntington Beach and Pacific Advanced Civil Engineering, Inc.
(PACE) and VA Consulting, Inc. for On-Call Civil Engineering Design Services in the amount of
$500,000 each; and
C) Authorize the City Manager to approve a one-year time extension.
Alternative Action(s):
Do not authorize the contracts and direct staff with an alternate action. Budgeted Capital
Projects could be delayed until new contracts are approved.
xB -145- Item 8. - I
REQUEST FOR COUNCIL ACTION
MEETING DATE: 11/21/2011 DEPARTMENT ID NUMBER: PW 11-065
Analysis The City's Capital Improvement Program (CIP) is approximately $35 million in
Fiscal Year 2011/12. Water improvement projects are the largest expenditure category
followed by sewer improvement projects, street improvement projects, and storm drain
improvement projects. Design for the projects is assigned to firms specializing in these
disciplines, as it is not possible to complete this large workload with just City staff. It is in the
City's interest to retain qualified firms for capital improvement project design and engineering.
Project assignments are rotated among the consultants, taking advantage of each
consultant's specializations. Project assignments over $50,000 associated with these on-
call contracts will require City Manager approval.
Proposals were requested and submitted in compliance with Chapter 3.03 of the Huntington
Beach Municipal Code. Thirty ,(30) proposals were received, and ranked based on
qualifications listed in the proposals. The proposed new contracts allow for a three-year term
with a total not to exceed amount per contract. Funding sources will be from capital
improvement project accounts, using the approved project budgets.
Staff does its best to align expected design schedules with the terms of the consultant
agreement. However, there are circumstances such as availability of grant funds that result
in project completion going past contract terms. Therefore, staff is requesting City Council to
also authorize the City Manager to discretionarily approve a one-year time extension to allow
consultants to complete assigned projects.
An evaluation has been completed to estimate the services required for the next three years
and is provided in the following chart. In addition to the projected services required the chart
also provides the previous three years use of consultant services.
Years + • •
E' IgI _ I ti }3rCiGtS P"agg $6067
,Ot30 $100,0p300 .
- �.'\ \�.✓
Sewer: Design of Lift Stations and Sewer Replacement $200,000 $150,000 $450,000
Projects
Special Projects: Emergency Repair of Facilities/ $75,000 $250,000
Structures, Misc Unanticipated Projects
\
Water: Reliability Studies including Water System $348,000 $75,000 $225,000
Modelling
Iff
Special Water Projects: Design for Emergency Repairs, $164,000 $100,000 $300,000
Review of Technical Reports
Total $2,876,000 $750,000 $2,725,000
Item 8. - 2 xB -146-
REQUEST FOR COUNCIL ,ACTION
MEETING DATE: 11/21/2011 DEPARTMENT ID NUMBER: PW 11-065
Environmental Status: Not Applicable
Public Works Commission Action: Not required.
Strategic Plan Goal: Maintain, improve, and obtain funding for infrastructure and
equipment.
Attachment(s):
Pescriptim
-71
1. Professional Services Contract between the City of Huntington Beach and. AECOM
Corporation for On-Call Civil Engineering Design Services
2. Professional Services Contract between the City of Huntington Beach and Lee and Ro, Inc
for On-Call Civil Engineering Design Services
3. Professional Services Contract between the City of Huntington Beach and Pacific
Advanced Civil Engineering, Inc. PACE for On-Call Civil Engineering Design Services
4. Professional Services Contract between the City of Huntington Beach and Tetra Tech, Inc
for On-Call Civil Engineering Design Services
5. Professional Services Contract between the City of Huntington Beach and VA Consulting,
S� Inc for On-Call Civil Engineering Design Services
HB -1 47- Item 8. - 3
ATTACHMENT #4
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
TETRA TECH INC.
FOR
ON CALL CIVIL ENGINEERING SERVICES
Table of Contents
1 Scope of Services.....................................................................................................1
2 City Staff Assistance................................................................................................2
3 Term;Time of Performance.....................................................................................2
4 Compensation..........................................................................................................2
5 Extra Work...............................................................................................................2
6 Method of Payment..................................................................................................3
7 Disposition of Plans, Estimates and Other Documents ...........................................3
8 Hold Harmless .........................................................................................................3
9 Professional Liability Insurance.............................................................................4
10 Certificate of Insurance............................................................................................5
11 Independent Contractor............................................................................................6
12 Termination of Agreement.......................................................................................6
13 Assignment and Delegation......................................................................................6
14 Copyrights/Patents...................................................................................................7
15 City Employees and Officials..................................................................................7
16 Notices.........................................................................................
17 Consent....................................................................................................................8
18 Modification.............................................................................................................8
19 Section Headings .....................................................................................................8
20 Interpretation of this Agreement..............................................................................8
21 Duplicate Original....................................................................................................9
22 Immigration...............................................................................................................9
23 Legal Services Subcontracting Prohibited................................................................9
24 Attorney's Fees..........................................................................................................10
25 Survival.....................................................................................................................10
26 Governing Law.........................................................................................................10
27 Signatories.................................................................................................................10
28 Entirety......................................................................................................................10
29 Effective Date.................................................................................I I
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
TETRA TECH INC.
FOR
ON CALL CIVIL ENGINEERING SERVICES
THIS AGREEMENT ("Agreement") is made and entered into by and between the
City of Huntington Beach, a municipal corporation of the State of California, hereinafter
referred to as "CITY, and Tetra Tech Inc., a Delaware corporation, hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide civil
engineering services on an as-needed basis; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional
service contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which
is attached hereto and incorporated into this Agreement by this reference. These services
shall sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates Molly Mell, P.E. who
shall represent it and be its sole contact and agent in all consultations with CITY during the
performance of this Agreement.
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2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in
the performance of this Agreement.
3. TERM: TIME OF PERFORMANCE
The services of CONSULTANT are to commence on
20 // (the "Commencement Date"). This Agreement shall automatically terminate three (3)
years from the Commencement Date, unless extended or sooner terminated as provided
herein. All tasks specified in Exhibit "A" shall be completed no later than three (3) years
from the Commencement Date. The time for performance of the tasks identified in
Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to
benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the Effective Date, CONSULTANT
shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY
agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit
"B," which is attached hereto and incorporated by reference into this Agreement a fee,
including all costs and expenses, not to exceed Seven Hundred and Fifty Thousand Dollars
($750,000.00).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake
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such work only after receiving written authorization from CITY. Additional compensation
for such extra work shall be allowed only if the prior written approval of CITY is obtained.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices,
calculations, computer code, language, data or programs, maps, memoranda, letters and other
documents, shall belong to CITY, and CONSULTANT shall turn these materials over to
CITY upon expiration or termination of this Agreement or upon PROJECT completion,
whichever shall occur first. These materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
CONSULTANT hereby agrees to protect, defend, indemnify and hold
harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers
from and against any and all claims, damages, losses, expenses, judgments, demands and
defense costs (including, without limitation, costs and fees of litigation of every nature or
liability of any kind or nature) arising out of or in connection with CONSULTANT's (or
CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this
Agreement or its failure to comply with any of its obligations contained in this Agreement by
CONSULTANT, its officers, agents or employees except such loss or damage which was
caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct
all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's
counsel. This indemnity shall apply to all claims and liability regardless of whether any
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insurance policies are applicable. The policy limits do not act as limitation upon the amount
of indemnification to be provided by CONSULTANT.
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability
insurance policy covering the work performed by it hereunder. This policy shall provide
coverage for CONSULTANT's professional liability in an amount not less than One Million
Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance
shall not contain a self-insured retention without the express written consent of CITY;
however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is
permitted. A claims-made policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation of
the scope of work (including subsequent policies purchased as renewals
or replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents that
might give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during
the required extended period of coverage following PROJECT completion. If insurance is
terminated for any reason, CONSULTANT agrees to purchase an extended reporting
provision of at least two (2) years to report claims arising from work performed in connection
with this Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance
required by this section or fails or refuses to furnish the CITY with required proof that
insurance has been procured and is in force and paid for, the CITY shall have the right, at the
CITY's election, to forthwith terminate this Agreement. Such termination shall not effect
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Consultant's right to be paid for its time and materials expended prior to notification of
termination. CONSULTANT waives the right to receive compensation and agrees to
indemnify the CITY for any work performed prior to approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT
shall furnish to CITY a certificate of insurance subject to approval of the City Attorney
evidencing the foregoing insurance coverage as required by this Agreement; the certificate
shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or
canceled by either party, reduced in coverage or in limits except after
thirty (30) days' prior written notice; however, ten (10) days' prior
written notice in the event of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force until
the work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not
derogate from CONSULTANT's defense, hold harmless and indemnification obligations as
set forth in this Agreement. CITY or its representative shall at all times have the right to
demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a
prompt and timely manner, the premiums on the insurance hereinabove required.
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor herein and not as an employee of CITY.
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CONSULTANT shall secure at its own cost and expense, and be responsible for any and all
payment of all taxes, social security, state disability insurance compensation, unemployment
compensation and other payroll deductions for CONSULTANT and its officers, agents and
employees and all business licenses, if any, in connection with the PROJECT and/or the
services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or
without cause, and whether or not the PROJECT is fully complete. Any termination of this
Agreement by CITY shall be made in writing, notice of which shall be delivered to
CONSULTANT as provided herein. In the event of termination, all finished and unfinished
documents, exhibits, report, and evidence shall, at the option of CITY, become its property
and shall be promptly delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not
be assigned, delegated or subcontracted by CONSULTANT to any other person or entity
without the prior express written consent of CITY. If an assignment, delegation or
subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the
insurance requirements as set forth in Sections 9 and 10 hereinabove.
14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or
material produced as a result of this Agreement.
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15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY
employee in the work performed pursuant to this Agreement. No officer or employee of
CITY shall have any financial interest in this Agreement in violation of the applicable
provisions of the California Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given
either by personal delivery to CONSULTANT's agent (as designated in Section 1
hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed
envelope, postage prepaid, and depositing the same in the United States Postal Service, to the
addresses specified below. CITY and CONSULTANT may designate different addresses to
which subsequent notices, certificates or other communications will be sent by notifying the
other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return
receipt requested:
TO CITY: TO CONSULTANT:
City of Huntington Beach Tetra Tech Inc.
ATTN: James Wagner Attn: Molly Mell
2000 Main Street
Huntington Beach, CA 92648 ,
17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval to
any subsequent occurrence of the same or any other transaction or event.
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18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive and
are included solely for convenience of reference only and are not representative of matters
included or excluded from such provisions, and do not interpret, define, limit or describe, or
construe the intent of the parties or affect the construction or interpretation of any provision of
this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed as a
whole, according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the
remaining covenants and provisions of this Agreement. No covenant or provision shall be
deemed dependent upon any other unless so expressly provided here. As used in this
Agreement, the masculine or neuter gender and singular or plural number shall be deemed to
include the other whenever the context so indicates or requires. Nothing contained herein
shall be construed so as to require the commission of any act contrary to law, and wherever
there is any conflict between any provision contained herein and any present or future statute,
law, ordinance or regulation contrary to which the parties have no right to contract, then the
latter shall prevail, and the provision of this Agreement which is hereby affected shall be
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curtailed and limited only to the extent necessary to bring it within the requirements of the
law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been
prepared and signed in counterparts as duplicate originals, each of which so executed shall,
irrespective of the date of its execution and delivery, be deemed an original. Each duplicate
original shall be deemed an original instrument as against any party who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration
and naturalization laws of the United States and shall, in particular, comply with the
provisions of the United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside
the scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel
for CITY; and CITY shall not be liable for payment of any legal services expenses incurred
by CONSULTANT.
24. ATTORNEY'S FEES
In the event suit is brought by either party to construe, interpret and/or enforce
the terms and/or provisions of this Agreement or to secure the performance hereof, each party
shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover
its attorney's fees from the nonprevailing party.
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25. SURVIVAL
Terms and conditions of,this Agreement, which by their sense and context
survive the expiration or termination of this Agreement, shall so survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws
of the State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has
the power, authority and right to bind their respective parties to each of the terms of this
Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event
that such authority or power is not, in fact, held by the signatory or is withdrawn.
CONSULTANT's initials
28. ENTIRETY
The parties acknowledge and agree that they are entering into this Agreement
freely and voluntarily following extensive arm's length negotiation, and that each has had the
opportunity to consult with legal counsel prior to executing this Agreement. The parties also
acknowledge and agree that no. representations, inducements, promises, agreements or
warranties, oral or otherwise, have been made by that party or anyone acting on that party's
behalf, which are not embodied in this Agreement, and that that party has not executed this
Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact
or circumstance not expressly set forth in this Agreement. This Agreement, and the attached
exhibits, contain the entire agreement between the parties respecting the subject matter of this
Agreement, and supersede all prior understandings and agreements whether oral or in writing
between the parties respecting the subject matter hereof..
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29. EFFECTIVE DATE
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized officers. This Agreement shall be effective on the
date of its approval by the City Council. This Agreement shall expire when terminated as
provided herein.
CONSULTANT,
CITY OF HUNTINGTON BEACH, a
Tetra Tech Inc. municipal corporation of the State of
COMPANY NAME California
ayor
By:
Stems Te�escL)
print name ty Clerk. I
ice President �
ITS: (circle one)Chairman/Presiden
AND INITIATED AND APPROVED:
By. Director of Public orks
print name
ITS: (circle one)Secretary/Chief Financial Officer/Asst.
Secretary-Treasure Unit Co n t r o i i e r REVI APPROVED:
Manager
APPROVED AS TO FORM:
L
City Attorney
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EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
CONSULTANT shall provide consulting services on an'as-needed'basis for STREET, SEWER
&WATER IMPROVEMENT projects to be determined during the term of the agreement.
During the teen of this agreement, CITY may electe to solicit proposals from CONSULTANT.
CITY shall issue task order for each project based upon the scope of services, work shcedule, and
fee proposal submitted to CITY for its review and approval.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
CONSULTANT's duties and responsibilities shall follow provisions specified in the City of
Huntington Beach On-Call Civil Engineering Services Scope of Work(Exhibit A.1). Detailed
services shall include but is not limited to the following scope of work shown in Exhibit A.2
Upon award and the contract period, if CONSULTANT chooses to assign different personnel to
the project, CONSULTANT must submit the names and qulaification of these staff to CITY for
approval before commencing work.
C. CITY'S DUTIES AND RESPONSIBILITIES:
1. Furnish scope of work request for each project assigned.
2. Furnish construction plans and specifications to the consultant.
D. WORK PROGRAM/PROJECT SCHEDULE:
A project schedule will be developed for each project assigned by CITY.
Surfnet Exhibit A
Exhibit A.I
City of Huntington Beach On-Call Engineering Services Scope of Work
In general, the Consultant shall perform civil engineering services on an"on call or as-
needed"basis for various projects assigned by the City. The scope of work for any one
project may involve all phases of project development and may include but not be limited
to the following:
Preliminary Engineering
• Prepare alternative preliminary layouts, surveying, geotechnical services, and
estimates of probable cost for alternatives.
• Prepare engineering details and calculations.
• Present alternatives and provide recommendations and analyses of the advantages
of each alternative.
Permits
• Assist the City in obtaining approvals from applicable agencies including County
of Orange, CALTRANS, City of Huntington Beach Planning Department for
environmental, and/or other permits as may be required.
• Construction Documents
• Prepare engineering calculations and designs, plans, specifications, cost estimates,
and contract bidding documents. The City will provide the General Provisions and
bid forms in a Microsoft Word and/or Excel Version 2003 format; the Consultant
shall modify the documents by adding the necessary special provisions and
project bid schedule. The City shall review the construction documents at the
preliminary engineering, sixty (60%), ninety percent(90%), and final documents
stages or as deemed necessary by the City. All project calculations,
supporting/reference information, correspondence,photos, Microsoft office files,
etc. shall be provided to City with the final submittal or upon request.
• Drawings shall be prepared in a standard engineering scale using AutoCAD
version 2007. All drawings shall have their bearings based upon and translated to
be consistent with the California Coordinate System (Zone 6). Final Drawings
shall be wet signed and stamped on 24-inch by 36-inch Mylar media. All project
AutoCAD files (i.e. drawings, x-refs, blocks, fonts, etc.) shall be provided to the
City on CD or DVD format. Construction specifications and bidding documents
shall be provided in Microsoft Word Version 2007.
Bidding Stage
• Assist the City in answering bidders' questions, attend pre-bid conferences and
job walks,perform constructability review of other firms or own plans and
specifications, prepare addenda, analyze bids, and recommend award.
Construction Stage
• Attend pre-construction conference..
• Monitor construction schedule, visit construction site as required for progress and
quality of work evaluation.
• Assist the engineer, contractor, and construction manager/contract administrator
with interpretation of the plans and specifications, analysis of changed
conditions, development of corrective action,review of shop drawings and
other submittals, and the review and negotiation of change orders.
• Upon completion of construction,the Consultant shall prepare "as-built"drawings
to the satisfaction of the City. Additionally,the Consultant may also be
required to perform construction staking.
Special Requirement: Due to the fact that some of the City projects will be funded by
Federal or State grants, the selected consulting firm must comply with requirements of
Caltrans' Local Assistance Procedures Manual and the City of Huntington Beach Quality
Assurance Plan for Federal and State Funded Projects and all applicable prevailing wage
laws.
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METHODOLOGY
Tetra Tech has established a dedicated, qualified • Implementing a Quality Assurance/Quality
and experienced team of professionals which will Control Plan
provide the City of Huntington Beach with the o Participating in scheduled project meetings with
technical and managerial qualifications, specialized the necessary project stakeholders.
expertise and professional resources required to Assignments of this type place a premium on the
successfully complete development and capital depth of staff talent offered by the consultant and
improvement projects under this On-Call contract. its availability to tailor the project team to the
Members of the Tetra Tech team diverse needs of the individual tasks. The
have earned a reputation for , s o Tetra Tech team offers a blend of
providing quality projects for experienced professionals who will apply
our clients. We have achieved ft _ their specialized skills to the technical
our success b being selective ror201"�
Y g ; � tasks detailed in the Scope of Services. We
with the projects we pursue and have carefully examined the capabilities of
ensuring that our team k each team member based on their
capabilities meet and exceed the qualifications and experience. The Tetra
project's requirements and Tech team will provide all skills needed to
client's expectations. The °" conduct each assignment in accordance
strength of Tetra Tech lies in its • . with the schedule for each project.
client-focused service, staff Cost Control
qualifications, firm commitment, tl��`'� .:.
and desire to successfully x h Tetra Tech is committed to delivering a
complete each assignment to the "" f.; " project that not only meets or exceeds the
satisfaction of all clients. Tetra , . performance criteria established by the
Tech is a full-service, multi- City of Huntington Beach and the public at
disciplinary A-E consulting firm, large, but to accomplish this within the
specializing in site development, transportation allocated budgets. The effectiveness of our team s
infrastructure, water resources and environmental cost control capability is best demonstrated through
engineering. our performance on previous relevant projects.
Proposed.Implementation:Plan to Achieve Negotiating collaboratively on scopes of work,
Scope of Work carefully preparing cost estimates, and strictly
adhering to schedules have been our most effective
Successful On-Call Engineering services task order tools for controlling cost on municipal contracts.
Contracts require both a diverse and highly talented Coordinating;Activities with City
team of engineering professionals, incorporating Representative
specific engineering and design disciplines. The
The Tetra Tech team is committed to ensuring that
Program Manager, and support team will be
responsible for the successful delivery of the the City's designated representative is fully
project.This will be achieved by: informed of all project activities and progress
• Delivering the project within budget towards completion. This will be achieved through
project correspondence as well as as-needed
• Coordinating activities with the appropriate City progress reports that will allow the City's
representatives representative to measure the actual versus planned
• Providing a project schedule with regular updates work in-progress. In addition, Tetra Tech utilizes a
CTV OF HUNTINGTON BEACH PUBLIC`11ORKS DEPARTM,zNT TETRA TECH
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project collaboration "sharepoint" website that the course of them. Tetra Tech will always strive to
allows City Staff, subconsultants and other work with the City to bring delayed projects back
stakeholders to share information on a central web on schedule at no additional cost to the City.
based system that will include progress drawings, Utilization of Quality Vanagement Procedures
base files, AutoCAD files, and a calendar of Tetra Tech has a long history of providing quality
deadlines and listing of critical tasks. The Tetra design services to all of our clients. This has been
Tech Program Manager will serve as the Team's achieved by implementing an effective Quality
and the City's single point of contact. This will Assurance/Quality Control (QA/QC) program.
allow the City's representative to obtain pertinent Tetra Tech's internal Project Management Manual
project information without extra effort of locating requires that every project include a QA/QC plan in
the right person to contact within'the firm. place prior to kick-off. For this contract, each Task
Project Timeline Schedule Order will include a specific QA/QC program that
Tetra Tech will work closely with the City of not only meets the requirement of Tetra Tech's
Huntington Beach immediately upon issuance of a Project Management Manual, but that also meets
notice to proceed for a specific project in order to the requirements set by the City. The program will
reach an agreement on general project definitions, be prepared specifically for each Task Order by the
objectives and to finalize the scope and budget as Program Manager and it will be reviewed and
appropriate. Tetra Tech will develop a preliminary approved by the QA/QC Manager.
Critical Path Method (CPM) schedule that is The successful implementation of our QA/QC
consistent with the phasing plan for the project. program means that we do not use the client as
Microsoft Project software will be used to construct "plan checkers" for our work. Our philosophy is
the schedule. The degree of activity detail will that quality control starts at the beginning of the
cover the major phases of the project. Task project, strongly emphasizing planning and
predecessors, float time, and task dependency will controls. Our approach employs a comprehensive
be indicated, as well as a highlighted critical path quality management plan for controlling and
for the project. The schedule will serve as a ensuring the quality of our services.
planning tool and will be regularly updated to Role of City State'
measure actual progress.
Tetra Tech has a long standing commitment with The City of Huntington Beach engineering and
our clients to deliver projects on schedule and support staff also play a crucial role in the
within the project budget. However,throughout the implementation of any potential task order. A
single City point of contact for each task order will
course of any given project,there may be occasions
where project schedules slip for a variety of reasons be suggested in order to provide a simplified and
direct conduit of information between the City and
outside the control of Tetra Tech. We have
successfully mitigated project schedule delays in the Tetra Tech program manager. The City point of
the past by increasing the available staff assigned to contact will be responsible for providing support in
a project and by assisting our Clients with thorough obtaining as-built information and record drawings
and timely reviews of deliverables. We understand for the areas adjacent to potential projects. The
single City point of contact will also be counted on
that most City and public projects are driven by
funding measures that may expire or be reallocated to set-up necessary meetings with City staff, and
if projects are not advertised or constructed by a communicate as needed with the various City
given date. That is why we work with our Clients departments. A detailed description of the Tetra
to identify a realistic timeline for projects and use Tech respective roles is included in the Staffing
our extensive experience to identify potential Section of this proposal.
delays at the beginning of projects and not during
CITY OF HUNTINGTON BEACH PUB fC WORKS DEPARTMENT TETRA TECH
--............._..._..__...-—....._....__.......__...._.__..._.-_..._—.... _._........_............_...---—_._..._...._.....
On-Call Civil Enl,hieerina?Design Services 6
EXHIBIT "B"
Payment Schedule(Fixed Fee Payment)
1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules.
See Exhibit B.1 —Proposed Hourly Fee Schedule
Total fees shall not exceed Seven Hundred and Fifty Thousand Dollars ($750,000.00).
CONSULTANT agrees to inform the CITY when CONSULTANT is at the point of reaching the
maximum limit. CONSULTANT shall not continue with any work effort over the amount of the
maximum limit unless first authorized in writing by City authorized representative(s).
2. Delivery of work product: A copy of every memorandum, letter, report, calculation
and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate
progress toward completion of tasks. In the event CITY rejects or has comments on any such
product, CITY shall identify specific requirements for satisfactory completion.
3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment
due. Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due and remaining balance;
D) Include a certification by a principal member of CONSULTANT's firm that
the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the
schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the
parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or
until this Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in
writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly rate charged for
such time. Such invoices shall be approved by CITY if the work performed is in accordance with the
extra work or additional services requested, and if CITY is satisfied that the statement of hours
worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any
dispute between the parties concerning payment of such an invoice shall be treated as separate and
apart from the ongoing performance of the remainder of this Agreement.
Surfnet Exhibit B
EXHIBIT B
Fixed Fee Payment
TETRATECH
Project Manager $195.00 Project Assistant 1 $62.00
Program Manager $215.00 Project Assistant 2 $69.00
Project Administrator $92.00
Graphic Artist $119.00
Engineer 1 $95.00
Engineer 2 $105.00
Engineer 3 $120.00 Project Management $175.00
Project Engineer 1 $140.00 Project Surveyor $150.00
Sr.Engineer 1 $185.00 Survey Technician $116.00
2-Person Survey Party w/Equipment $269.00 i
3-Person Survey Party w/Equipment $348.00
CAD Technician 1 $65.00 Clerical and Delivery Service $65.00
CAD Technician 2 $75.00 GPS Receivers(minimum of three)-$100.00/day/receiver
CAD Technician 3 $90.00
CAD Designer $100.00
Sr.CAD Designer 1 $117.00 Photo Copies(B&W 8.5"xl1") $ 0.15/Each
Sr.CAD Designer 2 $145.00 Photo Copies(B&W I l"xl7") $ 0.40/Each
Color Copies(up to 8.5"x11") $ 2.00/Each
Color Copies(to 11 N 17") $ 3.00/Each
Construction Project Rep 1 $75.00 Compact Discs $101each
Construction Project Rep 2 $90.00 Large format copies $0.40 S.P.
Sr.Constr Project Rep 1 $100.00 Computer Usage: not to exceed$3.501hour
Sr.Constr Project Rep 2 $115.00 Mileage-Company Vehicle $0.80/mile
Construction Director $180.00 Mileage-POV $0.51/mile*
*current GSA POV mileage rate subject to change
Technician I $85.00
Technician II $90.00
Senior Technician $95.00
Soil/Field Technician(Prevailing Wage) $99.00
Remediation System Operation&Maintenance Specialist $105.00
Materials Inspection Manager $110.00
Staff Engineer/Geologist/Scientist/Field Supervisor $125.00
Senior Staff Engineer/Geologist/Scientist $140.00
Project Engineer/Geologist/Scientist/Operations Manager $160.00
Senior Project Engineer/Geologist/Scientist $180.00
Associate $200.00
Principal $215.00
Senior Principal $260.00
Project Adminstrator/Word Processor $78.00
Information Specialist $105.00
CAD Operator $110.00
GIS Specialist $125.00
Vehicle Usage $15/hour
MITI MO.
Section I Hourly RateS.XISX
CERTIFICATE OF LIABILITY INSURANCE 7(MMIDDIYYYY)
1roa12oit
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT:It the certificate holder is an ADDITIONAL INSURED,the policy(les)must be endorsed.if SUBROGATION IS WAIVED,subject to
the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the
certificate holder in lieu of such endoreement(s). a
PRODUCER
CONTACT
ADM Risk Insurance Services West, Inc. NAME. (SGG) 283-7122 FAX <8n7) 953-5390 L
LOS Angeles CA Office A7C.No.ext: AID.Nc.:
707 Wilshire Boulevard E16A1L
suite 2600 ADDRESS: _
Los Angeles CA 90017-04 60 USA INSURER(S)AFFORDING COVERAGE NAIL#
INSURED INSURER A: National Union Fire Ins CO of Pittsburgh 19445
Tetra Tech, Inc. (IwR) INSURER 6: Insurance company of the State Of PA 19429
17885 Von Karman Ave.
Ste. 500 INSURERC: Chartis Specialty Insurance Company 26883
Irvine CA 92614 USA INSURER0: Lexington Insurance Company 19437
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER:570044318200 REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Limits shown are as requested
INSIR LTR TYPE OF INSURANCE NSR SUBR POLICY NUMBER DD1 MWDDIYYYY LIMITS
A GENERAL LIABILITY GL EACH OCCURRENCE $1,000,000
X COMMERCIAL GENERAL LIABILITY DAMAGE To RENTED PREMISES Ea occurrence) $1,000,000
CLAIMS-MADE —1 OCCUR MED EXP(Anyone person) $10,000
X X,C,U Coverage PERSONAL S AOV INJURY $1,000,000 N
GENERAL AGGREGATE $2,000,005 co
tlEN'L AGGREGATE LIMN APPLIES PER'
PRODUCTS-COMPIOP AGG t2,000,000
POLICY X PRO JECT X LOC o
A AUTOMOBILE LIABILITY CA 170 73 88 1 01 2011 10 1 12 COMBINED SINGLE LIMIT(EA accid.011
$1,000,000
X ANY AUTO BODILY INJURY(Per person) 2
ALL OWNED SCHEDULED BODILY INJURY(Per accident)
AUTOS _ AUTOS
X HIREDAUI'OS X NON-OWNED PROPERTY DAMAGE
AUTOS Peruccident
d
D X UMBRELLALIAB X I OCCUR TH1100027 1.0/01/2011 3.0 01/ 012 EACH OCCURRENCE S5,000,000 V
_... EXCESSLIAB r CLAIMS-MAOE AGGREGATE $5,000,000
DED RETENTION
B WORKERS COMPENSATION AND wc20 35 97 10/01/2011 10/01/2012X WC STATLL OTH-
B EMLOYERS'UABILITY YIN - wc2063S698 10/01/2011 10/01/2012 TORY LIM17S ER
ANY PROPRIETOR I PARTNER I EXECUTIVE E.L.EACH ACCIDENT $1,000,000
B OFFICE-RIMEMBEREXCLUDED? r NIA wc20635699 10/01/2011 10/01/2012 _
(Mandatory In" E.L.DISEASE-EA EMPLOYEE 51,000,000
1f yes,describe under
DESCRIPTION OF OPERATIONS balow E.L.DISEASE-POLICY LINT $1,000,000
C Contractor ProfCOPS 952583 10/01/2011 10/01/2012 Each Clain $5,000,000
Prof/Poll Liab Agggregate $5,000,000
DESCRIPTION OF OPERATIONS t LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,B more space Is required)
Project Start Date: 11/02/2011 Project End Date: 11/02/2014. RE: On-fall Civil Engineering Design Services for the City of
Huntington Beach. Stop Gap Coverage for the following states: OH, WA, WY.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBEO POLICIES BE CANCELLED 13EFoRE THE
EXPIRATION DATE THEREOF, NOTICE HALL BE DEUVEREO IN ACCORDANCE WITH THE
POLICY PROVISIONS.
city of Huntington Beach AUTHORIZED REPRESENTATIVE 99—t.;
Attn: Mr, Tim Slobojan
2000 Main Street )
Huntington Beach, CA 92648 USAyy wan
`% � ana eJCl� d lYeOr✓Nu
01888-2010 ACORD CORPORATION.All rights reserved.
ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD
TABLE 1. ON-CALL CIVIL ENGINEERING DESIGN SERVICES PROPOSALS RECEIVED
No. Proposers In Alphabetical Order City and State
1 A & E Consultants Group, Inc. Brea, CA
2 AECOM Newport Beach, CA
3 AKM Consulting Engineers Irvine, CA
4 APA Engineering, Inc. Irvine CA
5 Civil Source, Inc. Irvine, CA
6 Civil Works Engineers Costa Mesa, CA
7 CNC Engineering Irvine, CA
8 Duca-McCoy, Inc. Corona Del Mar, CA
9 Dudek San Juan Capistrano, CA
10 Engineering Alignment Systems, Inc. Santa Ana, CA
11 FPL and Associates, Inc. Irvine, CA
12 Harris & Associates Concord CA
13 Huitt-Zollars, Inc. Irvine, CA 92602
14 Hunsaker & Associates Irvine, Inc. Irvine, CA
15 Kabbara Engineering Orange, CA
16 KOA Corporation/CBM Consulting, Inc. Gardena, CA
17 Lee & Ro, Inc. City of Industry, CA
18 Mead & Hunt, Inc. Sacramento, CA
19 Pacific Advanced Civil Engineering, Inc. (PACE) Fountain Valley, CA
20 PENCO Engineering, Inc. Irvine, CA
21 PSOMAS Los Angeles, CA
22 RBF Consulting, Inc. Irvine, CA
23 RKA Consulting Group Walnut, CA
24 SA Associates Arcadia, CA
25 Stantec Consulting Inc. Irvine, CA
26 Tetra Tech, Inc. Pasadena, CA
27 VA Consulting, Inc. Irvine, CA
28 VCA Engineers, Inc. Los Angeles, CA
29 W.G. Zimmerman Engineering, Inc. Huntington Beach, CA
30 Winzler & Kelley Santa Ana, CA
ON CALL PROPOSALS RECEIVED ON JULY 14,2011 1 of 1 11/2/2011
CITY OF HUNTINGTON BEACH
Professional Service Approval Form
1e PART°
Date: 5/11/2011 Project Manager Name: James Wagner c P_V-3
Requested by Name if different from Project Manager:
Department: Public Works
PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY
ADMINISTRATOR, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR
CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
Request to advertise RFP for On-Call Civil Engineering Services. Civil Engineering firms have
assisted the PW Staff in projects where either manpower or expertise is required to design the
city's infrastructure including arterials, water and sewer. The current three-year contracts for
On-Call Civil Engineering Services are due to expire on November 17, 2011 and an RFP and
selection of the best qualified consultants (usually 3 to 6 firms) is required to ensure that the PW
staff has the ability to hire an approved firm when the CIP budget allows such expenditures.
These will be 3 year with a 2 year written extension contracts.
2) Estimated cost of the services being sought: $ 500,000 - $750,000 depending on firm's
capabilities and City's needs. (See Attachment for the existing and projected civil engineering
consultant needs)
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
If no, please explain:
4) Is this contract generally described on the list of professional service contracts approved by the
City Council? If the answer to this question is "No," the contract will require approval from the
City Council.) ❑ Yes ® No
5) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted:
$ $
6) Check below how the services will be obtained:
® A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted.
❑ MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized.
❑ MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized.
epa m Head Signature Date
Mector inance's I i ial D to
OT&�
Deputy City Administrator's Initials Date
APPROVED,' IED ❑
i ministrator's Signature Date
CITY OF HUNTINGTON BEACH
w, - Professional Service Approval Fora
_r Vti.z4,p f PART II
Date: 10/19/2011 Project Manager: ,lames Wagner
Requested by Name if different from Project Manager:
Department: Public Works
PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I
& 11 MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant: Tetra Tech, Inc.
2) Contract Number: PWK
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this contract: $ 750,000.00
4) Is this contract less than $50,000? ❑ Yes ® No
5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No
6) Is this contract over $100,000? ® Yes ❑ No
(Note: Contracts requiring City Council Approval need to be signed by the Mayor and
City Clerk. Make sure the appropriate signature page is attached to the contract.)
7) Were formal written proposals requested from at least three available qualified
consultants? ® Yes ❑ No
8) Attach a list of consultants from whom proposals were requested (including a contact
telephone number.)
9). Attach Exhibit A, which describes the proposed scope of work.
10) Attach Exhibit B, which describes the payment terms of the contract.
Directo�f�rinance (ooesignee) Signature Date
® City ®f Huntington Beach
f
T 2000 Main Street ® Huntington Beach, CA 92648
(714) 536-5227 o www.huntingtonbeachca.gov
~ `81T 1909A' ® Office ®f the City Clerk
® ' .Juan L. Flynn, City Clerk
November 28, 2011
Tetra Tech, Inc.
Attn: Molly Mell
17885 Von Karman Ave., Ste. 500
Irvine, CA 92604
Dear Ms. Mell:
Enclosed for your records is a fully executed duplicate original of the "Professional
Services Contract Between the City of Huntington Beach and Tetra Tech, Inc. for On Call
Civil Engineering Services."
Sincerely,
m`
Joan L. Flynn, CMC
City Clerk
JF:pe
Enclosure
G:followup:agrmtltr
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