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HomeMy WebLinkAbout15 - Assessment District Nos. 116 and 116b and Underground Utilities District No. 22 Phase I - Award of ContractTO: FROM: CITY OF NEWPORT BEACH City Council Staff Report April 9, 2019 Agenda Item No. 15 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Michael J. Sinacori, Acting City Engineer msinacori@newportbeachca.gov PHONE: 949-644-3342 TITLE: Assessment District Nos. 116 and 116b and Underground Utilities District No. 22 Phase I — Award of Contract No. 7572-1 (19A11) ABSTRACT: Construction bids have been received for the Underground Utilities Assessment District Nos. 116, 116b and Underground Utilities District No. 22 - Phase I project. Staff requests City Council's approval to award the construction contract to Asplundh Construction Corp. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Class 2 Section 15302 (d) (conversion of overhead electrical utility distribution lines where the surface is restored to the condition existing prior to the undergrounding) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it will not have an adverse effect on the environment; b) Approve the project plans and specifications; c) Award Contract No. 7572-1 to Asplundh Construction Corp. for the bid amount of $3,813,399.61 for Underground Utility Assessment District Nos. 116, 116b and Underground Utility District No. 22 - Phase I, and authorize the Mayor and City Clerk to execute the contract; d) Establish a $400,000 (approximately 10 percent) contingency amount to cover the cost of unforeseen work not included in the original contract; e) Authorize the City Manager to execute reimbursement agreements with utility companies for the Underground Utilities District No. 22 - Phase I portion of the project on forms approved by the City Attorney; f) Approve Professional Services Agreement with NV5 of Irvine, CA for a not -to -exceed fee of $197,255 for Construction Administration and Residential Permit Support Services; and g) Approve Budget Amendment No. 19BA-036 recognizing $2,122,732 in contribution revenue funding from multiple utility companies and appropriate the same to the Contributions Fund (Account No. 13501-980000-19A11); and appropriating $250,000 from the General Fund unappropriated fund balance for City costs and related construction support services for UUD No. 22 — Phase 1 (Account No. 01201928-980000-19A11). 15-1 Assessment District Nos. 116 and 116b and Underground Utilities District No. 22 Phase I — Award of Contract No. 7572-1 (19A11) April 9, 2019 Page 2 FUNDING REQUIREMENTS: This project is funded from the following sources: Resident self -assessments via AD 116 totaling $1,505,528 Resident self -assessments via AD 116b totaling $ 607,395 Contributions from utility companies totaling $2,122,732 City General Fund $ 250,000 Total $4,485,655 The resident self -assessments were previously appropriated when AD's 116 and 116b were approved by the residents and City Council. Residents have until April 30, 2019 to pay any portion or all of their assessments. The balance of the assessments will be funded by an assessment district bond sale in July secured by and paid for solely by the residents. For the utility companies contributions, a budget amendment is proposed to adjust revenue estimates by $2,122,732 to reflect contributions from various utility companies and $2,122,732 in increases expenditure appropriations for the utility companies' share of the project. The Budget Amendment also appropriates $250,000 in increased expenditure funding from General Fund unappropriated fund balance for City costs and related construction management expenses. Upon approval of the budget amendment, there is sufficient funding for this project. The following funds will be expensed: Account Description Account Number $ Amount AD 116 Construction (1) 65902-941032 $ 1,505,528 AD 116b Construction (1) 66102-941032 $ 607,395 UUD-22 Balboa Boulevard 13501-980000-19A11 $ 2,122,732 Const.(2) 01201928-980000-19A11 $ 250,000 General Fund (3) Total: $ 4,485,655 Notes: (1) Resident Funded (Assessment District) (2) Utility Companies Funded (3) City Funded Staff recommends establishing approximately a ten (10) percent contingency for unforeseen conditions associated with construction. Proposed fund uses are as follows: Vendor Asplundh Construction Corp Asplundh Construction Corp NV5 Group Delta Geotechnical Purpose Construction Contract Construction Contingency Construction Administration Geotechnical Services $250,000 of City General Funds are required for this project to account for the City's share of the construction administrative services and the cost of City requested survey services to be completed in concert with this undergrounding project. 15-2 Amount $ 3,813,400 $ 400,000 $ 197,255 $ 75,000 Total: $ 4,485,655 $250,000 of City General Funds are required for this project to account for the City's share of the construction administrative services and the cost of City requested survey services to be completed in concert with this undergrounding project. 15-2 Assessment District Nos. 116 and 116b and Underground Utilities District No. 22 Phase I — Award of Contract No. 7572-1 (19A11) April 9, 2019 Page 3 DISCUSSION: Underground Utility Assessment District 116 is the area bounded by 44th Street to 38th Street and Balboa Boulevard to Rivo Alto Channel. Underground Utility Assessment District 116b is on the east and west side of Balboa Boulevard between 47th and 45th. Both districts were approved by the property owners on January 12, 2016 in anticipation of the Balboa Boulevard Underground Utility District No. 22 approved by the City Council in November 2013. The City expected construction for these districts to start in the fall of 2017. However, the construction bids received by Southern California Edison (SCE) in January 2018 were much higher than expected, higher than the property owners had approved funding for and higher than the 20A funding SCE had available for the City to complete the Balboa Boulevard project. Negotiations with SCE and their contractor failed, as costs were still over the available funding. The City reviewed options with the City Council at their June 12, 2018 Council Meeting; the City could have provided more funding to complete the project as bid or request that SCE re -design the work to get closer to within budget. The City Council directed a re -design. The City Council also requested that we manage the construction of the Balboa Boulevard 20A project along with the adjacent AD -116 and AD -116b projects similar to how the City is currently managing AD -117 in Corona del Mar. During the re -design process this past year, SCE recommended splitting the Balboa Boulevard project into two phases in an effort to expedite the work. Balboa Boulevard Phase 1 extends between River Avenue and 36th streets and, along with the AD -116 and 116b re -designs, plans were completed in late fall and staff advertised for bids before the New Year. The Balboa Boulevard Phase 2 design efforts are on-going along with the Underground Assessment District AD -111 area between 31 st and 23rd Streets on the east and west side of Balboa Boulevard and should be complete this summer. Please note that due to significant construction cost increases coupled with decreases in SCE 20A allocation credits over the past several years, staff believes there will now be a 20A funding deficiency for the Balboa Boulevard Undergrounding Phase 2 work. To try to address this anticipated funding gap, staff is bringing forward a separate Council action to consider purchasing additional 20A credits to make up the anticipated shortfall. The City Council has authorized other 20A credit purchases six times in the past, with the largest being a purchase of $1,847,982 from the City of Garden Grove in 2012. Purchase prices have ranged between $0.45 and $0.58 per 20A credit dollar. At 10 a.m. on February 26, 2019, the City Clerk opened and read the following bids for this project: 15-3 BIDDER TOTAL BID AMOUNT Low Asplundh Construction Corp. $ 3,813,399.61 2nd E.E. Electrical Contractors, Inc. $ 3,931,455.00 3rd Doty Bros. Equipment Company $ 4,089,117.00 4th Teichiert Pipelines, Inc. $ 4,170,728.00 5th W.A. Rasic Construction Company $ 4,600,751.00 6th VCI Construction, LLC $ 5,030,138.00 7th Arizona Pipeline Company $ 5,065,529.00 8th Hot Line Construction, Inc. $ 5,403,850.00 15-3 Assessment District Nos. 116 and 116b and Underground Utilities District No. 22 Phase I — Award of Contract No. 7572-1 (19A11) April 9, 2019 Page 4 The apparent low bidder for this project, Asplundh Construction Corp., submitted a bid 26.6% above the Engineer's Estimate of $2,800,000. The disparity between the engineer's estimate and the low bid appears to be due to a general increased cost of doing this type of work in addition to high dewatering costs for this area of the city. The low bidder submitted all the necessary forms and possesses a Classification "A" California State Contractors License as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for the City of Newport Beach and other public agencies. Asplundh is currently working on undergrounding utilities for Underground Utility Assessment District No. 117 in Corona del Mar, which is scheduled for completion in May 2019. Work necessary to complete this contract consists of trenching, installing conduit, vaults, handholes, and pull boxes, removing existing overhead wiring, transformers and poles, repaving and all other incidental items of work to complete work in place. The contractor will have 220 working days to complete the work once given the notice to proceed. Construction will be scheduled in phases to minimize impacts to residents and visitors. For example, the contractor will be allowed to close alternating alleys to complete the work in a timely manner. In addition, minimal lane closures will only be allowed on Balboa Boulevard between Memorial Day and Labor Day to maintain summer traffic flow in the area. The anticipated construction start date is mid-May 2019 and anticipated to take 10 months to complete. In an effort to support continuity and the successful implementation of this project, NV5 will provide Construction Administration Support Services. NV5 is currently working with Asplundh on the AD 117 utility undergrounding project and has assembled the same team members for this new project. NV5 and Asplundh are experienced and both understand the complex nature of utility undergrounding construction work. Additional undergrounding work along Balboa Boulevard will be completed for Verizon to extend their small cell system and bring improved fiber optics service lines to the Peninsula. Staff will work to closely coordinate all work so as to appear seamless to the General Public. No work will begin on Underground Utilities District No. 22 — Phase 1 portions of the project until all necessary 20A reimbursement agreements are in place from the utility companies. Agreements will be processed through the City Manager, or her designee, on a form approved by the City Attorney. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Class 2 Section 15302 (d) (conversion of overhead electrical utility distribution lines where the surface is restored to the condition existing prior to the undergrounding) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it will not have an adverse effect on the environment. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). 15-4 Assessment District Nos. 116 and 116b and Underground Utilities District No. 22 Phase I — Award of Contract No. 7572-1 (19A11) April 9, 2019 Page 5 ATTACHMENTS: Attachment A — Location Map Attachment B — Professional Services Agreement with NV5 Attachment C — Budget Amendment 15-5 SUPER—R AME 4 y � �- w�SS - . 0 � u � dip..» Attachment 4 S .. .. UNDERGROUND UTILITY ASSESSMENT CITY OF NEWPORT BEACH DISTRICTS NO. ]]§,]]§§AND UNDERGROUND PUBLIC WORKS DEPARTMENT UTILITY DISTRICT NO. 22— PHASE ] LOCATION MAP C-7572-1 4/9/19 : 15-6 ATTACHMENT B PROFESSIONAL SERVICES AGREEMENT WITH NV5, INC. FOR CONSTRUCTION AND RESIDENTIAL SUPPORT SERVICES FOR UNDERGROUND UTILITY ASSESSMENT DISTRICTS NO. 116 AND 1166, AND UNDERGROUND UTILITY DISTRICT NO. 22A — PHASE 1 THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into as of this 9th day of April, 2019 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and NV5, INC., a California corporation ("Consultant"), whose address is 9890 Irvine Center Drive, Irvine, CA 92618, and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City desires to engage Consultant to Provide professional construction administration and residential support services for a utility undergrounding project in Assessment Districts No. 116 and 116b, and Utility District No. 22a — Phase 1. ("Project"). C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the professional services described in this Agreement. D. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: TERM The term of this Agreement shall commence on the Effective Date, and shall terminate on June 30, 2022, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). City may elect to delete certain Services within the Scope of Services at its sole discretion. 15-7 3. TIME OF PERFORMANCE 3.1 Time is of the essence in the performance of Services under this Agreement and Consultant shall perform the Services in accordance with the schedule included in Exhibit A. In the absence of a specific schedule, the Services shall be performed to completion in a diligent and timely manner. The failure by Consultant to strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely manner may result in termination of this Agreement by City. 3.2 Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the Services to be provided for the Project, each party hereby agrees to provide notice within two (2) calendar days of the occurrence causing the delay to the other party so that all delays can be addressed. 3.3 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator as defined herein not later than ten (10) calendar days after the start of the condition that purportedly causes a delay_ The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.4 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by hand -delivery or mail. 4. COMPENSATION TO CONSULTANT 4.1 City shall pay Consultant for the Services on a time and expense not -to - exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed One Hundred Ninety Seven Thousand Two Hundred Fifty Five Dollars and 001100 ($197,255.00), without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.2 Consultant shall submit monthly invoices to City describing the Work performed the preceding month. Consultant's bills shall include the name of the person who performed the Work, a brief description of the Services performed and/or the specific task in the Scope of Services to which it relates, the date the Services were performed, the number of hours spent on all Work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar days after approval of the monthly invoice by City staff. 4.3 City shall reimburse Consultant only for those costs or expenses specifically identified in Exhibit B to this Agreement or specifically approved in writing in advance by City. NV5, Inc. Page 2 15-8 4.4 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any Work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 5. PROJECT MANAGER 5.1 Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Jeffrey M. Cooper, PE to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. 5.2 Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of Services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 5.3 If Consultant is performing inspection services for City, the Project Manager and any other assigned staff shall be equipped with a cellular phone to communicate with City staff. The Project Manager's cellular phone number shall be provided to City. 6. ADMINISTRATION This Agreement will be administered by the Public Works Department. City's Public Works Director or designee shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator shall represent City in all matters pertaining to the Services to be rendered pursuant to this Agreement. r�yIVA&IN*4Y•]:6y1-31Ik11*1 To assist Consultant in the execution of its responsibilities under this Agreement, City agrees to provide access to and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's Work schedule. 8. STANDARD OF CARE 8.1 All of the Services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the Services required by this Agreement, and that it will perform all Services in a manner commensurate with community professional standards and with the ordinary degree of skill and care that would be used by other reasonably NV5, Inc. Page 3 15-9 competent practitioners of the same discipline under similar circumstances. All Services shall be performed by qualified and experienced personnel who are not employed by City. By delivery of completed Work, Consultant certifies that the Work conforms to the requirements of this Agreement, all applicable federal, state and local laws, and legally recognized professional standards. 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force and effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's Work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. HOLD HARMLESS 9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement (collectively, the "Indemnified Parties") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys' fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any Work performed or Services provided under this Agreement including, without limitation, defects in workmanship or materials or Consultant's presence or activities conducted on the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable, or any or all of them). 9.2 Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorneys' fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. NV5, Inc. Page 4 15-10 10. INDEPENDENT CONTRACTOR 10.1 It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the Work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. No civil service status or other right of employment shall accrue to Consultant or its employees. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the Work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance of the Work or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the Services. 10.2 Consultant agrees and acknowledges that no individual performing Services or Work pursuant to this Agreement shall: work full-time for more than six (6) months; work regular part-time service of at least an average of twenty (20) hours per week for one year or longer; work nine hundred sixty (960) hours in any fiscal year; or already be a CaIPERS member. 10.3 Consultant must submit to and pass a criminal background investigation by providing a complete set of fingerprints to City prior to commencing or performing Services or Work. Consultant is required to submit any fees for the criminal background investigation according to the City's most current administrative fee schedule or successor document. Fingerprints may be required to be updated every five (5) years. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the Work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. NV5, I nc. Page 5 15-11 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement or for other periods as specified in this Agreement, policies of insurance of the type, amounts, terms and conditions described in the Insurance Requirements attached hereto as Exhibit C, and incorporated herein by reference. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the Services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint -venture or syndicate or co -tenancy, which shall result in changing the control of Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -venture. 16. SUBCONTRACTING The subcontractors authorized by City, if any, to perform Work on this Project are identified in Exhibit A. Consultant shall be fully responsible to City for all acts and omissions of any subcontractor. Nothing in this Agreement shall create any contractual relationship between City and any subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. City is an intended beneficiary of any Work performed by the subcontractor for purposes of establishing a duty of care between the subcontractor and City. Except as specifically authorized herein, the Services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 17. OWNERSHIP OF DOCUMENTS 17.1 Each and every report, draft, map, record, plan, document and other writing produced, including but not limited to, websites, blogs, social media accounts and applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Additionally, all material posted in cyberspace by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents, including all logins and password information to City upon prior written request. NV5, Inc. Page 6 15-12 17.2 Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant, and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 17.3 All written documents shall be transmitted to City in formats compatible with Microsoft Office and/or viewable with Adobe Acrobat. 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the Services in this Agreement, shall be kept confidential unless City expressly authorizes in writing the release of information. 19. INTELLECTUAL PROPERTY INDEMNITY Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement or alleged infringement of any United States' letters patent, trademark, or copyright, including costs, contained in Consultant's Documents provided under this Agreement. 20. RECORDS Consultant shall keep records and invoices in connection with the Services to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any Services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all Work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 4i11�'AkIionlion [0]11QVCCI.-I City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue Work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return NV5, Inc. Page 7 15-13 that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 23. CONFLICTS OF INTEREST 23.1 Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et seq., which (1) require such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibit such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. 23.2 If subject to the Act and/or Government Code §§ 1090 et seq., Consultant shall conform to all requirements therein. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 24. NOTICES 24.1 All notices, demands, requests or approvals, including any change in mailing address, to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first- class mail, addressed as hereinafter provided. 24.2 All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Public Works Director Public Works Department City of Newport Beach 100 Civic Center Drive PO Box 1768 Newport Beach, CA 92658 24.3 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attn: Jeffrey M. Cooper, PE NV5, I nc. 9890 Irvine Center Drive Irvine, CA 92618 NV5, Inc. Page 8 15-14 25. CLAIMS 25.1 Unless a shorter time is specified elsewhere in this Agreement, before making .its final request for payment under this Agreement, Consultant shall submit to City, in writing, all claims for compensation under or arising out of this Agreement. Consultant's acceptance of the final payment shall constitute a waiver of all claims for compensation under or arising out of this Agreement except those previously made in writing and identified by Consultant in writing as unsettled at the time of its final request for payment. Consultant and City expressly agree that in addition to any claims filing requirements set forth in the Agreement, Consultant shall be required to file any claim Consultant may have against City in strict conformance with the Government Claims Act (Government Code sections 900 et seq.). 25.2 To the extent that Consultant's claim is a "Claim" as defined in Public Contract Code section 9204 or any successor statute thereto, the Parties agree to follow the dispute resolution process set forth therein. Any part of such "Claim" remaining in dispute after completion of the dispute resolution process provided for in Public Contract Code section 9204 or any successor statute thereto shall be subject to the Government Claims Act requirements requiring Consultant to file a claim in strict conformance with the Government Claims Act. To the extent that Contractor/Consultant's claim is not a "Claim" as defined in Public Contract Code section 9204 or any successor statute thereto, Consultant shall be required to file such claim with the City in strict conformance with the Government Claims Act (Government Code sections 900 et seq.). 26. TERMINATION 26.1 In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non -defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 26.2 Notwithstanding the above provisions, City shall have the right, at its sole and absolute discretion and without cause, of terminating this Agreement at any time by giving no less than seven (7) calendar days' prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for Services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. NV5, Inc. Page 9 15-15 27. PREVAILING WAGES 27.1 Pursuant to the applicable provisions of the Labor Code of the State of California, not less than the general prevailing rate of per diem wages including legal holidays and overtime Work for each craft or type of workman needed to execute the Work contemplated under the Agreement shall be paid to all workmen employed on the Work to be done according to the Agreement by the Consultant and any subcontractor. In accordance with the California Labor Code (Sections 1770 et seq.), the Director of Industrial Relations has ascertained the general prevailing rate of per diem wages in the locality in which the Work is to be performed for each craft, classification, or type of workman or mechanic needed to execute the Agreement. A copy of said determination is available by calling the prevailing wage hotline number (415) 703-4774, and requesting one from the Department of Industrial Relations. The Consultant is required to obtain the wage determinations from the Department of Industrial Relations and post at the job site the prevailing rate or per diem wages. It shall be the obligation of the Consultant or any subcontractor under him/her to comply with all State of California labor laws, rules and regulations and the parties agree that the City shall not be liable for any violation thereof. 27.2 Unless otherwise exempt by law, Consultant warrants that no contractor or subcontractor was listed on the bid proposal for the Services that it is not currently registered and qualified to perform public work. Consultant further warrants that it is currently registered and qualified to perform "public work" pursuant to California Labor Code section 1725.5 or any successor statute thereto and that no contractor or subcontractor will engage in the performance of the Services unless currently registered and qualified to perform public work. 28. STANDARD PROVISIONS 28.1 Recitals. City and Consultant acknowledge that the above Recitals are true and correct and are hereby incorporated by reference into this Agreement. 28.2 Compliance with all Laws. Consultant shall, at its own cost and expense, comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all Work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 28.3 Waiver. A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 28.4 Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. NV5, Inc. Page 10 15-16 28.5 Conflicts or Inconsistencies. In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 28.6 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 28.7 Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 28.8 Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 28.9 Controlling Law and Venue. The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange, State of California. 28.10 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, sexual orientation, age or any other impermissible basis under law. 28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to attorneys' fees. 28.12 Counterparts. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed an original and all of which together shall constitute one (1) and the same instrument. [SIGNATURES ON NEXT PAGE] NV5, Inc. Page 11 15-17 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORN Y' OFFICE Date: By:0 ya,P.�- Fb{, Aaron C. Harp^' City Attorney ATTEST: Date: CITY OF NEWPORT BEACH, a California municipal corporation Date: By: Diane B Mayor Dixon CONSULTANT: corporation Date: NV5, Inc., a California By: By: Leilani 1. Brown Jeffrey M. Cooper City Clerk Director of Municipal Operations [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Exhibit C — Insurance Requirements NV5, Inc. Page 12 15-18 EXHIBIT A SCOPE OF SERVICES CONSTRUCTION AND RESIDENTIAL PERMIT SUPPORT SERVICES FOR UNDERGROUND UTILITY ASSESSMENT DISTRICTS NO. 116 AND 116b, AND UNDERGROUND UTILITY DISTRICT NO. 22a — PHASE 1 Consultant shall provide the following Services: 1. Coordinate and oversee all activities related to the construction of the Project including residential permit support services, and maintain close liaison with the City Project Administrator. 2. Serve as contact point for coordination with the Contractor designated by City to perform the construction of the Project ("Contractor"), other agencies and utility companies. 3. Provide Project status updates to City Project Administrator. 4. Review and monitor the Contractor's schedule through weekly construction progress meetings. 5. Prepare daily inspection records and bi-weekly status reports. 6. Maintain an awareness of safety and health requirements and enforce applicable contract provisions for the protection of the public and project personnel. 7. Maintain binders of job records, including photos. 8. Evaluate cost reduction incentive proposals and provide recommendations to City Project Administrator. NV5, Inc. Page A-1 15-19 CONSTRUCTION ADMINISTRATION AND RESIDENTIAL PERMIT SUPPORT FOR UNDERGROUND UTILITY PROJECTS AD -116, AD -11 fib and 22a Phase 1 TASK Project Manager Senior Inspector Admin TOTAL NO. WORK DESCRIPTION $225 $150 $95 FEE HOURS $ HOURS $ HOURS $ 1.0 Oversight of all Construction Related Activities 50 $11,250 220 $33,000 100 $9,500 $53,750 including Residential Permit Support 2.0 Point of Contact for Contractor, City, Utility 20 $4,500 124 $18,600 $0 $23,100 Companies, etc. 3.0 Project Status Updates 0 $0 100 $15,000 16 $1,520 $16,520 4.0 Schedule Review 0 $0 100 $15,000 16 $1,520 $16,520 5.0 Project Inspection (documented through daily 30 $6,750 120 $18,000 $0 $24,750 reports and bi-weekly status reports) 6.0 Enforce Contract Provisions/Manage health 10 $2,250 100 $15,000 $0 $17,250 and safety requirements 7,0 Detailed project records, including photos 10 $2,250 124 $18,600 16 $1,520 $22,370 8.0 Evaluate cost reduction incentives 10 $2,250 100 $15,000 $0 $17,250 Subtotal 130 $29,250 988 $148,200 148 $14,060 $191,510 Miscellaneous Expenses at 3% $5,745 TOTALFEE $197,255 The City anticipates construction to begin April 2019. Services will be provided over the course of two hundred and twenty (220) working days construction contract. 15-20 Project Manager Senior Inspector Project Administrator Hourly Rates $150 $95 REIMBURSABLE COSTS Reproductions; deliveries; travel; facsimiles; models, renderings and photos; Mylars; and CDs, not included in scope of work. • All reimbursable costs shall be billed at cost plus 15% • Mileage shall be billed at $0.555 / mile (office staff only) 15-21 EXHIBIT C INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES 1. Provision of Insurance. Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. Consultant agrees to provide insurance in accordance with requirements set forth here. If Consultant uses existing coverage to comply and that coverage does not meet these requirements, Consultant agrees to amend, supplement or endorse the existing coverage. 2. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 3. Coverage Requirements. A. Workers' Compensation Insurance. Consultant shall maintain Workers' Compensation Insurance, statutory limits, and Employer's Liability Insurance with limits of at least one million dollars ($1,000,000) each accident for bodily injury by accident and each employee for bodily injury by disease in accordance with the laws of the State of California, Section 3700 of the Labor Code. Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement. B. General Liability Insurance. Consultant shall maintain commercial general liability insurance, and if necessary umbrella liability insurance, with coverage at least as broad as provided by Insurance Services Office form CG 00 01, in an amount not less than one million dollars ($1,000,000) per occurrence, two million dollars ($2,000,000) general aggregate. The policy shall cover liability arising from premises, operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). C. Automobile Liability Insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented NV5, Inc. Page C-1 15-22 vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit each accident. 4. Other Insurance Requirements. The policies are to contain, or be endorsed to contain, the following provisions: A. Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement or shall specifically allow Consultant or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers from each of its subconsultants. B. Additional Insured Status. All liability policies including general liability, excess liability, pollution liability, and automobile liability, if required, but not including professional liability, shall provide or be endorsed to provide that City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement shall be included as insureds under such policies. C. Primary and Non Contributory. All liability coverage shall apply on a primary basis and shall not require contribution from any insurance or self-insurance maintained by City. D. Notice of Cancellation. All policies shall provide City with thirty (30) calendar days' notice of cancellation (except for nonpayment for which ten (10) calendar days' notice is required) or nonrenewal of coverage for each required coverage. 5. Additional Agreements Between the Parties. The parties hereby agree to the following: A. Evidence of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation and other endorsements as specified herein for each coverage. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time. B. City's Right to Revise Requirements. City reserves the right at any time during the term of the Agreement to change the amounts and types of NV5, Inc. Page C-2 15-23 insurance required by giving Consultant sixty (60) calendar days' advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant's compensation. C. Enforcement of Agreement Provisions. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any requirement imposes no additional obligations on City nor does it waive any rights hereunder. D. Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. E. Self-insured Retentions. Any self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self- insurance will not be considered to comply with these requirements unless approved by City. F. City Remedies for Non -Compliance. If Consultant or any subconsultant fails to provide and maintain insurance as required herein, then City shall have the right but not the obligation, to purchase such insurance, to terminate this Agreement, or to suspend Consultant's right to proceed until proper evidence of insurance is provided. Any amounts paid by City shall, at City's sole option, be deducted from amounts payable to Consultant or reimbursed by Consultant upon demand. G. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant's performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. H. Consultant's Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. NV5, Inc. Page C-3 15-24 ATTACHMENT C City of Newport Beach NO. BA- 19BA-036 BUDGET AMENDMENT 2018-19 AMOUNT:j $2,372,732.00 EFFECT ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates X Increase Expenditure Appropriations X Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To appropriate increased expenditure funding for Assessment District 116 and 116B from unnappropriated fund balance. Funds to be transferred from General Fund unnappropriated fund balance into CIP unnappropriated fund balance. To receive additional revenue from various utility companies and increase expenditure funding within the Contribution fund. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object 010 300000 REVENUE ESTIMATES Org Object Project 13501 561007 19A11 01299 691010 EXPENDITURE APPROPRIATIONS Ong Increase in Budgetary Fund Balance ANDX Decrease in Budgetary Fund Balance 01099 No effect on Budgetary Fund Balance ONE-TIME? M Yes No This budget amendment is requested to provide for the following: To appropriate increased expenditure funding for Assessment District 116 and 116B from unnappropriated fund balance. Funds to be transferred from General Fund unnappropriated fund balance into CIP unnappropriated fund balance. To receive additional revenue from various utility companies and increase expenditure funding within the Contribution fund. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object 010 300000 REVENUE ESTIMATES Org Object Project 13501 561007 19A11 01299 691010 EXPENDITURE APPROPRIATIONS Ong Object 13501 980000 01099 991012 01201928 980000 Signed: Signed Description General Fund - Fund Balance Description 20A Contribution - UU District 22 Phase I Transfer in General Fund Project Description 19A11 CIP Contribution - UU District 22 Phase I Transfer Out to CIP Fund 19A11 CIP - Misc & Studies UU District 22 Phase I Approval: Finance Director City Council Approval: City Clerk Amount Debit Credit $250,000.00 " $2,122,732.00 $250,000.00 * Automatic $2,122,732.00 $250,000.00 $250,000.00 3Z6� Date Date 15-25