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HomeMy WebLinkAboutContract 1795c_rr43 TRANSMITTAL TERRA NOVA PLANNING & RESEARCH, INC.® 42635 Melanie Place, Suite 101 Palm Desert, CA. 92211 Phone: (760) 341-4800 FAX#: (760) 341-4455 E-mail: kcuza@terranovaplanning.com DATE: July 5, 2018 Via Email and USPS TO: Leisa Lukes Business Development Manager City of Cathedral City 68-700 Avenida Lalo Guerrero Cathedral City, CA 92234 FROM: Kimberly L. Cuza Assistant to Nic Criste RE: Agreement for Services between The City of Cathedral City and Terra Nova Planning & Research Inc. Enclosed please find one original signed and notarized Agreement for Services. Please provide back a copy of the fully executed agreement, once available, for our files. Please do not hesitate to contact Nicole or me should you have any questions, or need anything further. Kindest Regards! Cc: Enclosures: X Yes A No A E -Mail Documents to follow: A FEDEX/UPS A Mail Confidentiality Notice: This transmittal is intended only for the use of the individual or entity to which it is addressed and may contain information that is privileged, confidential, and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please notify us immediately by telephone and return the original message to us at the above address via the U.S Postal Service. Thank You. AGREEMENT FOR SERVICES BETWEEN THE CITY OF CATHEDRAL CITY, CALIFORNIA AND TERRA NOVA PLANNING & RESEARCH, INC. This Agreement for Services ("Agreement") is entered into as of July 11, 2018, ("Effective Date") by and between the City of Cathedral City, a municipal corporation ("City") and Terra Nova Planning & Research, Inc., a California Corporation ("Service Provider"). City and Service Provider are sometimes hereinafter individually referred to as "Party" and hereinafter collectively referred to as the "Parties." RECITALS A. City has sought, by a request for consultant proposal the performance of the services defined and described particularly in Section 2 of this Agreement. B. Service Provider, following submission of a proposal for the performance of the services defined and described particularly in Section 2 of this Agreement, was selected by the City to perform those services. C. Pursuant to the City of Cathedral City's Municipal Code, City has authority to enter into this Services Agreement and the City Manager has authority to execute this Agreement. D. The Parties desire to formalize the selection of Service Provider for performance of those services defined and described particularly in Section 2 of this Agreement and desire that the terms of that performance be as particularly defined and described herein. OPERATIVE PROVISIONS NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained here and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows: SECTION 1. TERM OF AGREEMENT. Subject to the provisions of Section 19 "Termination of Agreement" of this Agreement, the Term of Phase 1 of this Agreement is for 4 months commencing on the Effective Date. The term of Phase 2 is conditioned upon City Council's decision to move forward with annexation activities at the conclusion of Phase 1, with the option to include Phase 2 as an amendment to this Agreement. 1 lump sum), the labor category in each invoice shall include detailed descriptions of task performed and the amount of time incurred for or allocated to that task. City shall independently review each invoice submitted by the Service Provider to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. In the event that no charges or expenses are disputed, the invoice shall be approved and paid according to the terms set forth in subsection (c). In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Service Provider for correction and resubmission. (c) Except as to any charges for work performed or expenses incurred by Service Provider which are disputed by City, City will use its best efforts to cause Service Provider to be paid within forty-five (45) days of receipt of Service Provider's correct and undisputed invoice. (d) When payments made by City equal ninety-five percent of the maximum fee provided for in this Agreement, no further payments shall be made until the final work under this Agreement has been accepted by the City. (e) Payment to Service Provider for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Service Provider. (f) The Service Provider shall submit invoices under this Agreement to: Leisa Lukes, Business Development Manager City of Cathedral City 68-700 Avenida Lalo Guerrero Cathedral City, CA 92234 SECTION 5. INSPECTION AND FINAL ACCEPTANCE. City may inspect and accept or reject any of Service Provider's work under this Agreement, either during performance or when completed. City shall reject or finally accept Service Provider's work within sixty (60) days after submitted to City. City shall reject work by a timely written explanation, otherwise Service Provider's work shall be deemed to have been accepted. City's acceptance shall be conclusive as to such work except with respect to latent defects, fraud and such gross mistakes as amount to fraud. Acceptance of any of Service Provider's work by City shall not constitute a waiver of any of the provisions of this Agreement including, but not limited to, Section 15 "Indemnification" and Section 16 "Insurance." SECTION 6. OWNERSHIP OF DOCUMENTS. All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by Service Provider in the course of providing the Services pursuant to this 3 SECTION 8. INDEPENDENT CONTRACTOR. (a) Service Provider is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of City. Service Provider shall have no authority to bind City in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. (b) The personnel performing the Services under this Agreement on behalf of Service Provider shall at all times be under Service Provider's exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Service Provider or any of Service Provider's officers, employees, or agents except as set forth in this Agreement. Service Provider shall not at any time or in any manner represent that Service Provider or any of Service Provider's officers, employees, or agents are in any manner officials, officers, employees or agents of City. (c) Neither Service Provider, nor any of Service Provider's officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City's employees. Service Provider expressly waives any claim Service Provider may have to any such rights. SECTION 9. STANDARD OF PERFORMANCE; FAMILIARITY WITH WORK. (a) Service Provider represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent and professional manner. Service Provider shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all Services. In meeting its obligations under this Agreement, Service Provider shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to the Services required of Service Provider under this Agreement. In addition to the general standards of performance set forth this section, additional specific standards of performance and performance criteria may be set forth in Exhibit "A" "Scope of Work" that shall also be applicable to Service Provider's work under this Agreement. Where there is a conflict between a general and a specific standard of performance or performance criteria, the specific standard or criteria shall prevail over the general. (b) Service Provider warrants that (1) it has thoroughly investigated and considered the work to be performed, (2) it has investigated the issues, regarding the scope of services to be provided, (3) it has carefully considered how the work should be performed, and (4) it fully understands the facilities, difficulties and restrictions attending performance of the work under this Agreement. 5 shall file the subject Form 700 with the City Clerk's Office pursuant to the written instructions provided by the Office of the City Clerk within ten (10) days of the request. (c) City understands and acknowledges that Service Provider is, as of the date of execution of this Agreement, independently involved in the performance of non - related services for other governmental agencies and private parties. Service Provider is unaware of any stated position of City relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section. (d) City understands and acknowledges that Service Provider will perform non -related services for other governmental agencies and private Parties following the completion of the Services under this Agreement. Any such future service shall not be considered a conflict of interest for purposes of this section. SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION. (a) All information gained or work product produced by Service Provider in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Service Provider. Service Provider shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law. (b) Service Provider, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Service Provider gives City notice of such court order or subpoena. (c) If Service Provider, or any officer, employee, agent or subcontractor of Service Provider, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Service Provider for any damages, costs and fees, including attorney's fees, caused by or incurred as a result of Service Provider's conduct. (d) Service Provider shall promptly notify City should Service Provider, its officers, employees, agents or subcontractors, be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Service Provider or be present at any deposition, hearing or similar proceeding. Service Provider agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests 7 (d) Limitation of Indemnification. Notwithstanding any provision of this section to the contrary, design professionals are required to defend and indemnify the City only to the extent permitted by Civil Code Section 2782.8, which limits the liability of a design professional to claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional. The term "design professional," as defined in Section 2782.8, is limited to licensed architects, licensed landscape architects, registered professional engineers, professional land surveyors, and the business entities that offer such services in accordance with the applicable provisions of the California Business and Professions Code. (e) City's Negligence. The provisions of this section do not apply to claims occurring as a result of City's sole negligence. The provisions of this section shall not release City from liability arising from gross negligence or willful acts or omissions of City or any and all of its officials, employees and agents. SECTION 16. INSURANCE. Service Provider agrees to obtain and maintain in full force and effect during the term of this Agreement the insurance policies set forth in Exhibit "C" "Insurance" and made a part of this Agreement. All insurance policies shall be subject to approval by City as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Manager. Service Provider agrees to provide City with copies of required policies upon request. SECTION 17. ASSIGNMENT. The expertise and experience of Service Provider are material considerations for this Agreement. City has an interest in the qualifications and capability of the persons and entities who will fulfill the duties and obligations imposed upon Service Provider under this Agreement. In recognition of that interest, Service Provider shall not assign or transfer this Agreement or any portion of this Agreement or the performance of any of Service Provider's duties or obligations under this Agreement without the prior written consent of the City. Any attempted assignment shall be ineffective, null and void, and shall constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including termination of this Agreement pursuant to Section 19 "Termination of Agreement." City acknowledges, however, that Service Provider, in the performance of its duties pursuant to this Agreement, may utilize subcontractors. SECTION 18. CONTINUITY OF PERSONNEL. Service Provider shall make every reasonable effort to maintain the stability and continuity of Service Provider's staff and subcontractors, if any, assigned to perform the Services. Service Provider shall notify City of any changes in Service Provider's staff 9 acts of the public enemy, acts of federal, state or local governments, acts of City, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather. The term and price of this Agreement shall be equitably adjusted for any delays due to such causes. SECTION 22. COOPERATION BY CITY. All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the Services shall be furnished to Service Provider in every reasonable way to facilitate, without undue delay, the Services to be performed under this Agreement. SECTION 23. NOTICES. All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return receipt requested, addressed as follows: To City: City of Cathedral City Attn: Leisa Lukes, Business Development Manager 68-700 Avenida Lalo Guerrero Cathedral City, CA 92234 Telephone: 760.770.0386 Email: LLukes@cathedralcity.gov To Service Provider: Terra Nova Planning & Research, Inc. Attn: Nicole Sauviat Criste, Principal 42635 Melanie Place, Suite 101 Palm Desert, CA 92211 Telephone: 760.341.4800 Email: NCriste@terranovaplanning.com Notice shall be deemed effective on the date personally delivered or transmitted by facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service. SECTION 24. AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of Service Provider represents and warrants that he/she/they has/have the authority to so execute this Agreement and to bind Service Provider to the performance of its obligations hereunder. 11 shall be entitled to an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to which it may be entitled. SECTION 31. ENTIRE AGREEMENT. This Agreement, including the attached Exhibits "A" through "C", is the entire, complete, final and exclusive expression of the Parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between Service Provider and City prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any Party which are not embodied herein shall be valid and binding. SECTION 32. SEVERABILITY. If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s). SECTION 33. CONFLICTING TERMS. Except as otherwise stated herein, if the terms of this Agreement conflict with the terms of any Exhibit hereto, or with the terms of any document incorporated by reference into this Agreement, the terms of this Agreement shall control. [THIS SECTION LEFT INTENTIONALLY BLANK] 13 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. ALL-PURPOSE ACKNOWLEDGMENT NOTARY FOR CALIFORNIA STATE OF CALIFORNIA COUNTY OF RIVERSIDE COUNTY OF RIVERSIDE On Jo v Date , 2018, before me, A\cs— r,-\\-0. \ ��tiS A) c.+c„ Name And Title Of Officer (e.g. "Jane Doe, Notary Public"1� ‘'X t^ personally appeared lo1n,v‘ ®Dyke. C S \ e. t A} , CC\ tc1•k C r d S k , Name of Sigher(s) who proved to me on the basis of satisfactory evidence to be the person@ whose namq,)s ,ieare subscribed to the within instrument and acknowledged to me that bed/sl4%they executed the same in I /her/their authorized capacity lei, and that by h01)e/their signature& on the instrument the persor; or the entity upon behalf of which the person) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. ABRAHAM ISLAS ; V Commission 41 2107949 z ' '; ;'" Notary Public - California I t'►/ Riverside County Ali Comm. Exelres At 2_0,_20_194 WITNESS my hand and official seal. A\( ok\f\c.."/‘ 1 OPTIONAL Signature of Notary Public Though this section is optional, completing this information can deter alternation of the document or fraudulent reattachment of this form to an unintended document. CAPACIT(IES) CLAIMED BY SIGNER(S) Signer's Name: Individual Corporate Officer Partner(s) Title(s) Limited General Attorney -I n -Fact Trustee(s) Guardian/Conservator Other: Signer is representing: Name Of Person(s) Or Entity(ies) DESCRIPTION OF ATTACHED DOCUMENT % 0,1"--0zf-42.4 Ce'j Title or Type of Document \\ L1000-0 A.e Number Of Pages Date Of Document Signer(s) Other Than Named Above scenarios. Constraints and opportunities to be analyzed include roadway infrastructure and potential deficits (on an order of magnitude basis), water and sanitary sewer, flood control challenges, provision of municipal services (including quantified need for additional staff), and MSHCP adjacencies and development potential. Additional issue areas may be generated at the kick-off meeting. E. Prepare Fiscal Impact Analysis The fiscal impact analysis will be developed based on the constraints and opportunities analysis, and will include both general fund and restricted fund costs and revenues. The analysis will be prepared for each of up to three scenarios, and will be comprehensive enough to be used in the Phase 2 LAFCO annexation, if an annexation is the City Council's direction. The fiscal impact analysis can be prepared based on a phased development assumption — showing costs and revenues at 5 year intervals as development occurs, for example — or as a build out analysis, at the City's discretion. F. Community Outreach The community of Thousand Palms has been very attentive in the past to the City's Sphere expansions. Based on that history, we would recommend that Phase 1 include a presentation to the Thousand Palms Community Council, once the preliminary analysis of the annexation scenarios has been identified. At this stage, we would not recommend further meetings as part of Phase 1. Terra Nova will work with City staff in developing a presentation, preparing handout materials and PowerPoint slides, and will assist in a joint presentation, with City staff, to the Community Council. G. Draft and Final Annexation Study The constraints and opportunities analysis and the fiscal impact analysis will be combined into a single document which will include recommendation on future actions. This document will be reviewed and discussed with City staff, edited as necessary, and will be distributed to Planning Commission and City Council for their consideration. H. Hearing Attendance Working with City staff, we will assist in the preparation of staff reports and presentation materials for Planning Commission and City Council meetings. We have assumed that City staff would be the primary author of the staff report, with Terra Nova support. We would also participate in the presentation to both the Planning Commission and the City Council. A-2 Exhibit "B" Phase 1 - Annexation Study Project Budget City Team Meetings , Internal Meetings, etc. $3,180.00 (10 hrs @ $165./Hr.) (10 hours @ $115./Hr.) (4 hrs @ $95./Hr.) Preparation and Attendance: Community Council Presentation, Planning Commission and City Council Hearings (3) $6,920.00 (16 hrs @ $165./Hr.) (24 hours @ $115./Hr.) (16 hrs @ $95./Hr.) Research and Documentation $4,200.00 (20 hours @ $115./Hr.) (20 hrs @ $95./Hr.) Land Use Scenarios (3) $3,150.00 (8 hrs @ $165./Hr.) (6 hours @ $115./Hr.) (12 hours @ $95./Hr.) Physical Constraints and Opportunities Report, Annexation Study $10,650.00 (16 hrs @ $165./Hr.) (30 hours @ $115./Hr.) (48 hrs @ $95./Hr.) Fiscal Impact Analysis (3 Scenarios) $14,010.00 (34 hrs @ $165./Hr.) (60 hrs @ $140./Hr.) GIS Mapping & Exhibit Preparation $2,520.00 (42 hrs @ $60./Hr.) Project Management $4,950.00 (30 hrs @ $165./Hr.) Administrative Support $900.00 (20 hrs @ $45./Hr.) Miscellaneous Office Expenses: copies, postage, etc. $500.00 Total Phase 1 Costs $50,980.00 B-1 Terra Nova Fee Schedule Terra Nova invoices its clients on a cost -basis using an hourly billing system. The scope of each planning effort is typically broken down by task and assigned estimated necessary staff time and the applicable hourly rate. Reimbursable expenses are charged on a cost basis, except where otherwise indicated. Clients are invoiced on a monthly basis. STANDARD FEE SCHEDULE 2018 Terra Nova Staff Hourly Rate Principal Planner Senior Planner Associate Planner Assistant Planner Media Specialist Graphic Design Specialist Administrative Assistant $ 165.00 $ 140.00 $ 115.00 $ 95.00 $ 85.00 $ 60.00 $ 45.00 REIMBURSABLES Photo Copies (8.5"X11"BW) $0.15 ea. (8.5" X 11" Color) $ 0.30 ea. (11" X 17" BW) $ 0.30 ea. (11" X 17" Color) $ 0.60 ea. Large Format Plots BW $ 1.00/S. F. Color $ 5.00/SF Telephone Toll Charges Cost FAX Transmittals Cost Reproduction, Special photographic services, document printing, aerial photogrammetry, postage, etc. Cost B-2 EXHIBIT "C" INSURANCE A. Insurance Coverages. Service Provider shall provide and maintain insurance, acceptable to the City, in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Services by Service Provider, its agents, representatives or employees. Service Provider shall procure and maintain the following scope and limits of insurance: Only the following "marked" requirements are applicable: X Commercial General Liability (CGL): Insurance written on an occurrence basis to protect Service Provider and City against liability or claims of liability which may arise out of this Agreement in the amount of one million dollars ($1,000,000) per occurrence and subject to an annual aggregate of two million dollars ($2,000,000). Coverage shall be at least as broad as Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). There shall be no endorsement or modification of the CGL limiting the scope of coverage for either insured vs. additional insured claims or contractual liability. All defense costs shall be outside the limits of the policy. X Vehicle Liability Insurance: Vehicle liability insurance in an amount not less than $1,000,000 for injuries, including accidental death, to any one person, and subject to the same minimum for each person, in an amount not less than one million dollars ($1,000,000) for each accident, and property damage insurance in an amount of not less than one million dollars ($1,000,000). A combined single limit policy with aggregate limits in an amount of not less than $2,000,000 shall be considered equivalent to the said required minimum limits. Coverage shall be at least as broad as Insurance Services Office form number CA 0001 covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the approval of the City. X Workers' Compensation Insurance: Workers' Compensation insurance that includes a minimum of one million dollars ($1,000,000) of employers' liability coverage. Service Provider shall provide an endorsement that the insurer waives the right of subrogation against the City and its respective elected officials, officers, employees, agents and representatives. In the event a claim under the provisions of the California Workers' Compensation Act is filed against City by a bona fide employee of Service Provider participating under this Agreement, Service Provider is to defend and indemnify the City from such claim. C-1 c. Service Provider's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. d. Any failure to comply with the reporting or other provisions of the insurance policies, including breaches of warranties, shall not affect coverage provided to City, and its respective elected and appointed officers, officials, employees or volunteers. e. The insurer waives all rights of subrogation against the City, its elected or appointed officers, officials, employees or agents. 3. Workers' Compensation Coverage. Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, and its respective elected and appointed officers, officials, employees and agents for losses arising from work performed by Service Provider. C. Other Requirements. Service Provider agrees to deposit with City, at or before the effective date of this Agreement, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The City may require that Service Provider furnish City with copies of original endorsements effecting coverage required by this Exhibit "C". The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at any time. 1. Service Provider shall furnish certificates and endorsements from each subcontractor identical to those Service Provider provides. 2. Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City or its respective elected or appointed officers, officials, employees and volunteers, or the Service Provider shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims. 3. The procuring of such required policy or policies of insurance shall not be construed to limit Service Provider's liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement. C-3