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HomeMy WebLinkAbout24 - Balboa Yacht Basin Management — Approval of a PSACITY OF NEWPORT BEACH City Council Staff Report January 27, 2015 Agenda Item No. 24 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director- (949) 644 -3330, dawebb@newportbeachca.gov PREPARED BY: Shannon Levin, Harbor Analyst PHONE: (949) 644 -3041, shannon @newportbeachca.gov TITLE: Balboa Yacht Basin Management — Approval of a Professional Services Agreement with Basin Marine, Inc. ABSTRACT: Staff received two proposals for Balboa Yacht Basin management services and requests City Council's approval to award a Professional Services Agreement to Basin Marine, Inc. RECOMMENDATION: Approve a five (5) year Professional Services Agreement with Basin Marine, Inc., of Newport Beach, California, to manage the Balboa Yacht Basin at a not to exceed cost of $895,200.00, including maintenance expenses, and authorize the Mayor and City Clerk to execute the Agreement. FUNDING REQUIREMENTS: Contract costs will be expensed to the Public Works Department — Harbor Resources Division budget. The annual cost of management services is $164,040.00. Additional parts, materials and miscellaneous labor, such as plumbing and electrical work for routine marina maintenance and repair, will be charged to Harbor Resources Building Maintenance & Repair. Account Description BYB Management Building Maintenance & Repair Account Number Amount 5060 -808G $820,200.00 5060 -8040 $ 75,000.00 Total: $895,200.00 24 -1 DISCUSSION: The Balboa Yacht Basin ( "BYB ") is a City- owned, 172 -slip marina located off Harbor Island Drive near Basin Marine Shipyard and the Galley Cafe (Attachment A). BYB management services include oversight of day -to -day marina operations and services, maintenance and inspection of the site, and property management services. Regular professional business services include maintaining slip tenancy, rental agreements, management of the waiting list, enforcing rules, and delivering excellent customer service. Maintenance services include daily upkeep of premises including inspection of the City's onsite vessel pump out station. Basin Marine's Contract Manager will conduct frequent inspections of the property to advise City staff of needed repairs to buildings, sidewalks, parking, landscape, etc. This contract excludes landscape maintenance. Until 2010, City staff had previously operated and managed the BYB. In 2011, staff issued a Request for Proposals (RFP) for the competitive selection of BYB management. City Council awarded a three -year contract for BYB management to Basin Marine, Inc. In 2013, the contract was amended to extend the term of the agreement until January 31, 2015. In November 2014, a new RFP was issued to obtain new proposals for management services. The RFP was distributed to multiple firms and publicly posted. Proposals submitted by December 18, 2014 were accepted for review. Two firms, Basin Marine, Inc. and Harbor Clean, Inc., submitted responses. Evaluations were conducted by a panel of three (3) staff members using a qualifications -based selection (QBS) process. Each proposal was scored on a combination of experience and qualifications (70% of total score) and cost (30% of total score.) Selection criteria included: • Proposer's overall experience and longevity in providing harbor or basin - related management services. • References and project history; specifically references and /or projects relatable to the City with regards to needs or scope. • Proposer's ability to demonstrate an understanding of the harbor, Balboa Yacht Basin area, requirements of the scope of services and challenges in providing services. • Proposer's demonstration of the necessary knowledge and expertise to properly perform the requested services. Evaluation Scores: Proposer Basin Marine, Inc Annual Cost Cost Score Technical Score Total $168,000.00' 20.44 Harbor Clean, Inc. $114,000.00 30.00 "Cost lowered during contract negotiations. 26.33 56.33 Although Basin Marine, Inc.'s costs are higher than Harbor Clean, Inc., their ability to provide qualified, professional service to manage the City's asset was superior. Basin Marine, Inc.'s proposal demonstrated a thorough understanding of the requirements of the RFP, including record keeping, customer service, coordination with the City, and accessibility to the customers and public. While Harbor Clean, Inc. demonstrated a good understanding of the harbor with regards to dock cleaning and similar environmental work, their proposal had no indication of any relevant experience in marina operations and management nor any specific mention of operations at the BYB. 24 -2 Based on this evaluation of experience, references, pricing and understanding of management requirements, Basin Marine, Inc. was selected as the most qualified firm and is being recommended for BYB management services. Following the selection of Basin Marine, Inc., staff conducted contract negotiations as permitted under Council Policy F -14. In doing so, staff was able to reduce Basin Marine's pricing slightly, resulting in a revised cost of $164,040.00 annually. In addition, Basin Marine will be reimbursed for costs related to routine maintenance and repairs in the marina. Items in this category include, but may not be limited to, cleats, miscellaneous hardware and supplies, rub rails, wood and starboard repair, electrical, plumbing and carpentry work, etc. These costs shall not exceed $15,000.00 per year and will be expensed from the Harbor Resources Building Maintenance & Repair Account (5060- 8040). ENVIRONMENTAL REVIEW: This action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060 (c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. 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). ATTACHMENTS: Description Attachment A - Location Map Attachment B - Professional Services Agreement with Basin Marine, Inc. 24 -3 ATTACHMENT A 24 -4 UN0 WITS] aA121►1r:3 PROFESSIONAL SERVICES AGREEMENT WITH BASIN MARINE, INC. FOR BALBOA YACHT BASIN MANAGEMENT SERVICES THIS PROFESSIONAL SERVICES AGREEMENT ( "Agreement") is made and entered into as of this 28th day of January, 2015 ( "Effective Date "), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ( "City'), and BASIN MARINE, INC., a California corporation ( "Consultant"), whose address is 829 Harbor Island Drive, Suite A, Newport Beach, CA 92660, 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 for Management Services for the Balboa Yacht Basin ( "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 January 31, 2020, 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. 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 24 -5 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 Eight Hundred Ninety Five Thousand Two Hundred Dollars and 00/100 ($895,200.00), 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. 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. Basin Marine, Inc. Page 2 24 -6 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 David L. New 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 Harbor Resources Manager 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. 7. CITY'S RESPONSIBILITIES 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 the highest professional standards. For purposes of this Agreement, the phrase "highest professional standards" shall mean those standards of practice recognized by one (1) or more first - class firms performing similar work under similar circumstances. Basin Marine, Inc. Page 3 24 -7 8.2 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 the highest professional standard. 8.3 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. 8.4 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 and employees (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. Basin Marine, Inc. Page 4 F 10. INDEPENDENT CONTRACTOR 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. 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. 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 Basin Marine, Inc. Page 5 24 -9 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. 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. Basin Marine, Inc. Page 6 24 -10 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. 21. WITHHOLDINGS 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 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. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the Work accomplished by Consultant, the additional design, construction and /or restoration expense shall be Basin Marine, Inc. Page 7 24 -11 borne by Consultant. Nothing in this Section is intended to limit City's rights under the law or any other sections of this Agreement. 23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 24. CONFLICTS OF INTEREST 24.1 Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. 24.2 If subject to the Act, Consultant shall conform to all requirements of the Act. 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. 25. NOTICES 25.1 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. 25.2 All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: David A. Webb, Public Works Director Public Works Department City of Newport Beach 100 Civic Center Drive PO Box 1768 Newport Beach, CA 92658 25.3 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attn: David L. New Basin Marine, Inc. 829 Harbor Island Drive, Suite A Newport Beach, CA 92660 Basin Marine, Inc. Page 8 24 -12 26. CLAIMS 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.). 27. TERMINATION 27.1 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. 27.2 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. 28. PREVAILING WAGES 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 Basin Marine, Inc. Page 9 MEN requesting one from the Department of Industrial Relations. The Contractor 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 Contractor 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. 29. STANDARD PROVISIONS 29.1 Recitals. City and Consultant acknowledge that the above Recitals are true and correct and are hereby incorporated by reference into this Agreement. 29.2 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. 29.3 Waiver. A waiver by either parry 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. 29.4 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. 29.5 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. 29.6 Interoretation. 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. 29.7 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. 29.8 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. Basin Marine, Inc. Page 10 24 -14 29.9 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. 29.10 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 of race, religion, color, national origin, handicap, ancestry, sex, age or any other impermissible basis under law. 29.11 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. 29.12 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] Basin Marine, Inc. Page 11 24 -15 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORNEY'S OFFICE By: Aaron C. Harp City Attorney ATTEST: Date: By: Leilani I. Brown City Clerk CITY OF NEWPORT BEACH, a California municipal corporation \� Edward D. Selich Mayor CONSULTANT: Basin Marine, Inc., a California corporation Bv: David L. New President Date: Derek J. New Secretary/TreasurerNice President [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Exhibit C — Insurance Requirements Basin Marine, Inc. Page 12 Mscr, EXHIBIT A SCOPE OF SERVICES Balboa Yacht Basin (BYB) Monthly Management Services Furnish all labor, equipment, materials, and supervision to perform BYB Management as described herein including, but not limited to, the following: • Oversee day -to -day marina operations and services including slip and garage rentals. Consultant shall collect the first month's rent upon execution of a lease agreement. First month's rent shall be determined by consultant and pro -rated should the commencement date fall on a day of the month other than the first day of such month. Upon receipt, Consultant shall forward payment to the City's Revenue Division. All other billings and collection services shall be provided by the City, however, the consultant will assist the City, to the best of their ability, to collect past due amounts from slip and garage tenants. The consultant shall also collect a pre- determined wait list fee from prospective tenants if slips are not available. • City will be responsible for management and billing of City -Owned Apartment Units. • Conduct daily inspections of docks, garages, restrooms, parking lot, grounds and trash enclosures to maintain safety and cleanliness. • Keep dock carts in order. • Ensure trash bins and enclosures are clean, swept and free of any hazardous materials. • Maintain proper disposal of hazardous waste, and retain associated records and waste manifests. • Inspect restrooms daily for cleanliness. Replace restroom supplies as needed. (Does not include janitorial services.) • Routinely check operation of the City's public pump out facility located on premises. • Maintain confidentiality of records including tenancy, disputes and tenant information. Maintain accurate records and assist City in collection of debts. • Attempt to resolve all tenant versus tenant disputes, and advise City of the nature of the dispute and resolution. If the dispute is not resolvable, Contractor shall defer to the City for final determination. Basin Marine, Inc. Page A -1 24 -17 • Provide excellent customer service to current tenants, slip renters, and the general public. • Maintain wait list for slips and garages and accept applications and deposits. • Ensure that the terms of the various slip and garage rental agreements are adhered to by the respective tenants. • Ensure that the marina rules and regulations are provided to each new tenant and adhered to during their tenancy. • Review slip and garage renter files to ensure that the required insurance is up to date and that the renters provide annual evidence that the Coast Guard documented vessel or DMV registration is in the name of the slip renter. • Prepare a quarterly newsletter to remind slip and garage renters of rules and regulations (especially those that during the last quarter were frequently violated) and to reinforce Clean Marina related issues. • Prepare a line item list (including estimated cost) of significant (greater than $1,000) repair and maintenance items to be considered by the City in their annual budget review process. • Coordinate maintenance activity with City and with Contractors for repairs and maintenance. • Inspect all sidewalks around the bulkhead for settling on at least a semiannual basis and report any sidewalk settling over one half inch to the City for further review and /or replacement—. 0 Manage BYB as a Clean Marina. • Cooperate with the City's Newport Bay Copper Reduction Program at the BYB. (Information located at www.coastkeeper.orcl) • Review marina operations annually with the City's Code and Water Quality Enforcement staff and implement their recommendations regarding water quality maintenance and improvement. • Maintain regular updates with Harbor Resources staff on the status of the marina, and coordinate closely with the Finance Department on tenant status (move -in /out) Basin Marine, Inc. Page A -2 24 -18 Balboa Yacht Basin — Additional Services The following additional services are separate from monthly management services, and shall be invoiced separately from the monthly management fees. Additional services shall be approved by the City's Project Manager or his /her designee prior to commencement of Work. Any other Marina Related Work or Services Other work or services needed from Contractor may include, but not be limited to, electrical, plumbing or carpentry on an as- needed basis as approved by the City. Any materials required for operations or maintenance as approved by the City. Any other Marina - related work or services needed by subcontractors on an as- needed basis as approved by the City. This shall also include, but not be limited to, carpenters, electricians, plumbers or diving services. City's Project Manager or his/her designee shall review requests and estimates prior to the commencement of Work being done by outside Contractors. Approved requests shall be invoiced accordingly. Basin Marine, Inc. Page A -3 24 -19 EXHIBIT B SCHEDULE OF BILLING RATES Basin Marine, Inc. Page B -1 24 -20 (REVISED COST FILE) CITY OF NEWPORT BEACH RFP NO. 15 -19 Balboa Yacht Basin Management Services January 9, 2014 Services Monthly Cost Contract Director/Manager (Dock Master) $2,950.00 Maintenance Coordinator $ 3,800.00 Dock Maintenance (Assistant Dock Master) $ 3,500.00 Office Assistant $ 2,500.00 Additional Insurance /Compliance Costs $ 920.00 Total Monthly Cost: $ 13,670.00 Total Annual Cost $1649040.00 24 -21 Balboa Yacht Basin (BYB) Monthly Management Services DAVE NEW (Contract DirectorMannger/Dock Master) • oversee day -today marina operations and services including slip rental and rent collection. (exception: rent collection) • Manage BYB as a Clean Marina (update every two years) • Maintain regular updates with Harbor Resources staff on the status of the marina, and coordinate closely with the Finance Department on tenant status (inove- in/out) , Monthly: $2,950.00 DEREK NEW (Maintenance Coordinator) • Maintain proper disposal of hazardous waste and retain associated records and waste manifests. (will not retain records — will forward them to Shannon Levin) • Prepare a quarterly newsletter to remind slip and garage renters of rules and regulations (especially those that during the last quarter were frequently violated) and to reinforce Clean Marina related issues. • Prepare a line item list (including estimated cost) of significant (greater than $1,000) repair and maintenance items to be considered by the City in their annual budget review process. • Coordinate maintenance activity with City and with Contractors for repairs and maintenance • Cooperate with the City's Arewpoit Bay Copper Reduction Program at the BYB. (Information located at w-wvv.coastkeeoer.ore) (we implemented the current program and have a full:n:derstanding of rlre requirements)l • Review marine operations annually with City's Code and Water Quality Enforcement staff and implement their recommendations regarding water quality maintenance and improvement Monthly: $3,500.00 24 -22 LISA STEELE (Office Assistant) • Maintain confidentiality of records including tenancy, disputes and tenant information. Maintain accurate records and assist City in collection of debts. • Attempt to resolve all tenant versus tenant disputes, and advise City of the nature of the dispute and resolution. If the dispute is not resolvable, Contractor shall defer to the City for final determination. • Maintain wait list for slips and garages and accept applications and deposits. • Ensure that the terms of the various slip and garage rental agreements are adhered to by the respective tenants • Ensure that the marina rules and regulations are provided to each new tenance and adhered to during their tenancy. • Review slip and garage renter files to ensure that the required insurance is up to date and that the renters provide annual evidence that the Coast Guard documented vessel or DMV registration is in the name of the slip renter. Monthly: $2,500.00 RYANSANFORD (Dock Maintenance) • Conduct daily inspections of docks, garages, restrooms, parking lot, grounds and trash enclosures to maintain safety and cleanliness. • Keep Dock carts in order (and in good repair) • Ensure trash bins and enclosures are clean, swept and free of any hazardous materials • Inspect restrooms daily for cleanliness. Replace restroom supplies as needed. (Does not include janitorial services). • Routinely check operation of the City's public pump out facility located on premises. • Inspect all sidewalks around the bulkhead for settling on at least a semiannual basis and report any sidewalk settling over one half inch to the City of further review and/or replacement. Monthly: $3,500.00 ALL • Provide excellent customer service to current tenants, slip renters, and the general public W151091 Balboa Yacht Basin - Additional Services The following additional services are separate from monthly management services, and shall be invoiced separately from the monthly management fees. Additional services shall be approved by the City's Project Manager or his/her designee prior to commencement of work Other work or services needed from Contractor may include, but not be limited to, electrical, plumbing or carpentry on an as- needed basis as approved by the City. Any materials required for operations maintenance as approved by the City. Any other Marina - related work or services needed by subcontractors on an as- needed basis as approved by the City. This shall also include, but not be limited to, carpenters, electricians, plumbers or diving services. City's Project Manager or his/her designee shall review request and estimates prior to the commencement of Work being done by outside Contractors. Approved requests shall be invoiced accordingly. Monthly: Time and Materials (Pre- Approved by City) 24 -24 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 officers, agents, employees and volunteers. 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 vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit each accident. Basin Marine, Inc. Page C -1 24 -25 D. Pollution Liability Insurance: Consultant shall maintain contractor's pollution liability ( "CPL ") insurance with limits of at least one million dollars ($1,000,000) per claim, and two million dollars ($2,000,000) general aggregate. E. Privacy Liability Insurance: Consultant shall maintain privacy liability insurance with limits of at least one million dollars ($1,000,000) per claim, and three million dollars ($3,000,000) general aggregate. 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 elected or appointed officers, agents, officials, employees and volunteers 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 and its officers, officials, employees, and agents 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. Basin Marine, Inc. Page C -2 24 -26 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 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. Contractor shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor's performance under this Contract, 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 Basin Marine, Inc. Page C -3 24 -27 judgment may be necessary for its proper protection and prosecution of the Work. Basin Marine, Inc. Page G4 24 -28