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06-0608_MALCOLM PIRNIE, INC_Personal Services Agreement0 0 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this day of , 2006, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Malcolm Pirnie, Inc., (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to develop and implement a plan to assess the water quality in the City's strategy to identify source of colored water; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than 60 days. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed twelve thousand seven hundred seventy dollars ($12,770), as set forth in Exhibit "A," attached and incorporated herein by reference. 1 0 0 3,2 Rate Schedule. The services shall be billed to the City at the hourly rate set forth in Exhibit "A," attached and incorporated herein by reference. Included within the compensation are all the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the City representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services, which have been satisfactorily completed and specifying a percentage of projected completion for approval by the City. The City will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. 3.4 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will 2 be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to City 3 0 0 at least one (1) copy of any final reports and architectural drawings containing Consultant's findings, conclusions, and recommendations with any support documentation. All reports submitted to the City shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the City. Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. Consultant agrees to protect, defend and hold harmless City, its elected and appointed officials and employees from any and all claims, liabilities, expenses or damages of any nature, including attorneys' fees, for injury or death of any person or damage to property or interference with use of property GOFAFnm#ed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement but only to the extent caused by their negligent acts, errors, or omissions. Section 14. Insurance. Insurance required herein shall be valid for a minimum of one year, or term of contract, whichever is longer, and it shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A - Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; 2 0 0 $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 14.3 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement to the Consultant's general liability and umbrella liability policies to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.5 Errors and Omissions Coverage Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. 5 0 0 The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition, this Agreement may be terminated for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Public Works Director To Consultant: Malcolm Pirnie, Inc. 8001 Irvine Center Drive, Ste 1100 Irvine, CA 92618 2 0 0 Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: R. Monahan, City Clerk APPROVED AS TO FORM: John R. Shaw, City Attorney 7 CITY OF SAN JUAN CAPISTRANO By: r: % _ David F. Adams, City Manager CONSULTANT By: Malcom Pirnie, Inc. City of San Juan Capistrano Colored Water Analysis The City of San Juan Capistrano has requested that Malcolm Pirnie Inc., (MPI) help develop and implement a plan to assess the water quality in the City's distribution system to investigate the nature of the problem and develop a strategy to locate the source of the colored water. The City has asked Malcolm Pirnie to help assess the water quality being produced by the GWRP, the quality of the water in the distribution system currently, the quality to the water imported and produced by the system wells, the effect of the recently started valve turning program, the potential impacts in the distribution system of the aforementioned to help identify the source of colored water complaints. The following scope provides a description of the tasks proposed by MPI, and the level of effort estimated for each task completion. Additional as -needed tasks that are identified by the City may be added as this evaluation proceeds. Scope of Services Task I. System & Source Profiling Protocol This initial task is to quantify and describe the problem through obtaining analytical data. Future tasks (not included in this scope) will include evaluating the analytical results, and developing strategies and costs for alternate courses. Malcolm Pirnie will develop a Source and System Profiling Protocol to asses the supply water quality to the City's distribution system, as a source of the colored water complaints. This protocol will include recommendations for parameters to analyze (in addition to iron and manganese), sampling frequency, locations at the sources of water in the distribution system and sampling method. A Project Meeting will be conducted with the City staff and MPI to obtain information from the City related to potential sampling locations, to discuss current colored water issues, and potential course for sampling. For the sampling method, one of the options that will be considered is an automated composite sampler, in lieu of "manual" sampling. Malcolm Pirnie will prepare a database with the water quality data for iron and turbidity captured by the additional sampling systems or points. Estimated Malcolm Pirnie Staff Hours: Senior Associate, QA/QC (EB): 6 hours @$210/hr Senior Project Engineer (E6): 10 hours @ $155/hr Project Engineer (E4/5): 64 hours @ $135/hr. EXHIBIT "A" 0 Administrative (A3): Estimated Task Hours: Estimated Labor Fee: Estimated ODCs: Estimated Total Task Fee; Task II. Assess Causes of Colored Water Not included in this Scope 4 hours @ $801hr. 108 $11,770 $1000 $12,770 Task III. Strategies to Prevent Colored Water Not included in this Scope Task IV. Monthly Data Assessment Not included in this Scope Task V. Monthly Progress Meetings Not included in this Scope Note: Reimbursable costs such as travel will be charged per the rate schedule attached. 9 This document describes the basis for compensation and terms of payment. All rates presented apply to services rendered after January 1, 2005 and will be adjusted annually thereafter. In addition to these fees, clients will also be responsible for any sales or value-added taxes that may apply to engineering services performed. 1. Hourly Rates: Charges for services provided will be in accordance with the following schedule: Conventional Classification Hourly Rate Technician 1-4 $ 80 hr Technician 5-7 $ 130 hr Technician 8 $ 171 hr Engineer/Scientist/Architect 2/3 $ 110 hr Project Engineer/Scientist/Architect $ 135 hr 4/5 Sr. Project Engineer/Scientist/Arch. $ 155 hr 6 Associate $ 190 hr Senior Associate $ 205 hr Officer $ 250 hr Services Overtime — No overtime premium is charged for project work outside of normal working hours. 2. Other Direct Costs: All expenses incurred for a project, except in-house services specified below, from outside vendors will be invoiced at cost plus 10% to cover administrative expenses. These items may include, but are not limited to: shipping charges; printing; supplies; equipment; traveling expenses; special insurance; licenses; permits; or subcontractors. In-house services consist of: • Transportation $0.45 per mile for vehicles. 3. Payment: All invoices are due and payable within 30 days of billing date. Any attorney's fees, court costs, or other related expenses incurred in collecting delinquent accounts shall be paid by the client. Delinquent bills are subject to finance charges of 1.5% per month. 0 32400 PASEO AOEI ANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493-1171 (949) 493-1053 FAx www.sai?luancapistrano.org Malcolm Pirnie, Inc. 8001 Irvine Center Drive, Ste 1100 Irvine, CA 92618 Dear Sir or Madam: 0 MEMBERS OF THE CITU COUNCIL SAM ALLEVATO f,.yY In[oAluNIFO DIANE BATHGATE I f$XAAII$XR 1961 WVATT HART 1776 JOE SOTO • • DAVID M. SWERDLIN A fully executed, original Personal Services Agreement related to the water quality in the City's distribution system is enclosed for your records. Thank you for maintaining documentation confirming current compliance with the terms of insurance under your agreement with the city. Please keep in mind that should this documentation lapse, all work under this agreement must stop and all payments will be withheld until we receive proper evidence of insurance. You may proceed with work under this agreement in coordination with the project manager, Eric Bauman, Water Engineering Manager (949) 487-4312. Thank you, n, City cc: \Evil` Bauman, Water Engineering Manager Michelle Perea, Administrative Assistant San Juan Capistrano: Preserving the Past to Enhance the Future